When a quote is accepted

How your client answers

The quote's private link shows the quote with a form to accept it. To accept, your client types their full name and job title and ticks that they accept the quote and its terms. RotaProof records their name, job title, the date and time, and their internet address. They can also decline, with an optional reason.

Either way, you get an email, and accepted quotes appear on your home screen's to-do list until you start the work. After the valid-until date, the link says the quote has expired and can't be accepted.

Got an answer another way? If your client signs a paper copy or tells you on the phone, open the quote and click Mark as accepted or Mark as declined.

Starting the work

Open the accepted quote. Under Start the work, choose the first day of cleaning and how many weeks to put on the rota (8 unless you change it), then click Start the work. RotaProof:

adds the client, with their email and billing address, or uses the client you already have with that name
adds the site, with its address and the price from the quote, ready for invoicing
puts the visits on the rota from the first day, with nobody on them yet
if you tick it, makes a draft invoice for the one-off work

Then open the rota and put cleaners on the new shifts. As always, only people whose right-to-work check is in order can be put on a shift. To carry the shifts on past the weeks you chose, use Copy last week on the rota.

This guide explains how to use RotaProof. It isn't legal advice. For the rules themselves, the Home Office's employer's guide to right to work checks is the final word.