The record page

Everything about one enquiry or job on one page, from its stage and next step to the quote, advance, payment plan, AMC and history.

Click a record’s title on Records to open its page. The left side is the work: stage, money, AMC and activity. The right side holds the facts: summary, source and your record type’s own details.

Karthikeyan Subramanian’s 5 kW rooftop enquiry, at the Quoted stage

Title and badges: the current stage, and the customer’s temperature (Set temperature to change it).
Header facts: value, owner and contact. The chat icon opens the customer’s WhatsApp chat in the Inbox; the phone icon calls them.
Next step: what this record needs now, with a button to do it.
Stage: where the record is in your pipeline. Click a stage to move it there.
Money: the quote and its nudges, the advance, the payment plan and what’s collected.
Summary: value, owner, contact, start date and record type.
Edit details: change the title, owner, value and other details.

The Next step line

Setaflow checks these in order and shows the first one that applies. Nothing shows on a lost or cancelled record.

You see	What it means	Buttons
Nobody owns this enquiry yet	No one is responsible	Assign owner
₹x of dues overdue	A payment plan line is past its date	See dues
Enquiry won	The record reached a won stage	AMC and service
Advance paid, no payment plan yet	The advance is in but the rest isn’t planned	Apply plan
No quote yet	Nobody has quoted	Make a quote, Set follow-up
Quote Q-… is not sent yet	A draft quote is waiting	Send with advance
Quote sent 22 Oct, no reply yet	The customer has the quote	Send with advance, Set follow-up
Quote … rejected or expired	The quote is dead	Make a quote, Set follow-up
Quote accepted, advance of ₹x due	Waiting for the advance	Set follow-up
No next step set	Nobody has planned a follow-up	Set follow-up
Next follow-up and a day	All good. A follow-up is booked.

The words in the line use your record type’s name, so a project business sees “Nobody owns this project yet”.

The Stage card

The stage bar: done stages ticked, Quoted current, Advance paid locked

Ticked stages are done.
The filled stage is where the record is now.
A lock with a dashed border means the stage opens only once the advance is confirmed. Hover over it to see how much, for example Locked until a 30% advance is confirmed.
Won and lost stages sit apart at the end, tagged won or lost.

Click a stage to move the record. See Move a record.

The Money card

The Money card shows what the customer was quoted, what they owe and what they’ve paid.

The Money card with quote Q-2026-2, its advance, payment plan and collected bar

Quote: quote number, status and total, when it was sent, and its nudges. Nudges: none yet means no reminder has gone yet; stopped: accepted means reminders ended because the customer accepted.
Stop nudges: stops the automatic WhatsApp reminders for this quote.
Send with advance: sends the quote and an advance request in one WhatsApp message.
Advance: the amount needed (here 30%), what’s paid, and which stage it opens, such as Opens “Advance paid”.
Payment plan: pick a Payment plan template and click Apply plan to split the rest of the money into lines.
Collected: how much of the value has come in so far.

Quote nudges

After a quote is sent, Setaflow sends the customer a short WhatsApp reminder on day 2, 5 and 9. Nudges stop on their own when the customer replies, accepts or rejects, the quote expires, the advance is paid, or the record moves to a won or lost stage.

Send a quote with the advance

On the Money card, click Send with advance.
Check the Advance percent. Setaflow shows the amount below, for example Advance: ₹93,000 of ₹3,10,000.
Click Send with advance.

The Send Q-2026-2 with advance dialog, with a 30% advance

The customer gets one WhatsApp message with the quote PDF and a way to approve and pay. With Razorpay connected it carries a payment link; otherwise it carries your UPI or bank details.

The payment plan

Once a plan is applied, the card lists every line with its Amount, When it’s due and its Status (Paid or Due). Click Send reminder to chase a line, or Waive to drop it.

A payment plan with the advance paid and two lines due

See Payment plans and Invoices and dues.

The AMC and service card

Once a record reaches a won stage, such as Handed over, the AMC contract and its visits show here. Before that, the right side says AMC and service shows here once this enquiry is won.

The AMC and service card with contract CON-2026-0002 and four planned visits

The contract number, its status (such as Active), the plan, dates and price.
Ends on, Next visit due, Visits (done out of included) and Next renewal reminder.
Planned visits: each AMC visit, with its date and job number. Click the job number to open it.
Certificates issued: None yet. One is issued when a visit is closed.
Open AMC opens the contract; Certificates opens the certificates list.

See Contracts.

The Activity card

The Activity card is the record’s history: every stage move and every decision your team logged.

The Activity card listing four stage moves by Ravi Kumar

All shows everything, newest first. Stage shows only the moves. Notes shows only notes and decisions.
Each move says who moved it, from which stage, the reason, and when. Automatic moves say why, for example · quote sent.
Add decision records what was decided and why. Decisions are never deleted or rewritten.
Export CSV downloads the history.

Good to know

The header shows Unassigned in red when nobody owns the record. Click Assign to pick someone.
The right side also shows Source (channel, campaign, ad id) and your record type’s own details, such as Site address and Roof type. Only filled fields show.
Records that sit under another record show the path above the title, and a parent shows a card for its child records.

What’s next?

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