Cuotaro manual

1. Global view

What Cuotaro is for

Cuotaro is a work management app for service businesses. It turns customer conversations into organized requests, quotes, jobs, payments, reminders, files, templates and follow-up actions.

The app keeps the commercial and daily workflow in one place. You can register a customer, capture what they need, prepare a quote, send the PDF by email, convert accepted work into a job, record payments, store related files and keep the next action visible.

Cuotaro is not a generic notebook. Each area has a clear role in the customer journey, so the workspace stays practical as customers, quotes and jobs grow.

To preserve context, Cuotaro protects linked records. Customers, requests, quotes and jobs cannot be deleted while other records still depend on them; payments and files can be removed when needed.

2. Daily workflow

A simple way to use Cuotaro every day

1. Create or open the customer record.
2. Add a request with the customer's need, urgency, service address, notes and expected next step.
3. Create a quote from the request when there is enough information to price the work.
4. Send the quote by email with the PDF attached and keep the conversation linked to the customer.
5. Convert the accepted work into a job and track its status until completion.
6. Record payment due dates, collections, refunds and unpaid amounts.
7. Create reminders for internal follow-ups, calls, visits, renewals, payment checks or quote reviews.
8. Attach files when they help explain the work or document what was delivered.

3. Dashboard

Your starting point

The dashboard shows the current state of the workspace: customers, open requests, quotes waiting, jobs due today, pending payments, reminders and recent activity.

Use it at the beginning of the day to decide what needs attention first. Action queue, Today, Quotes and Payment show the work that needs the next decision.

4. Customers

The customer record

Customers are the center of the app. A customer can be a person or a business, and the record stores contact details, website, tax ID, address, tags, notes and activity history.

Use tags to filter customers, recognize segments and prepare more relevant message templates. Enter tags separated by commas so they remain searchable and reusable.

From a customer record you can call, open WhatsApp, send SMS, open the address in Google Maps, prepare a message, attach customer files and start a payment for that customer. Customer codes help identify records consistently as the list grows.

5. Requests

Capture what the customer is asking for

A request is the first structured description of a possible job. Use it for leads, service needs, visits to schedule, issues to inspect or work that still needs a quote.

Requests keep early conversations separate from final jobs. They are especially useful when you still need photos, measurements, technical checks, customer confirmation, a mapped service address or a message before preparing a quote.

6. Quotes

Prepare and send proposals

Quotes turn the customer's request into priced lines with quantities, unit prices, discounts, tax, notes and totals. The PDF follows the money format configured in Settings, including symbol position, separators and decimal precision.

When sending a quote by email, Cuotaro attaches the quote PDF by default, can include selected customer files and uses the selected sender as the reply-to address so the customer can answer either the user or the company.

7. Jobs

Track accepted or scheduled work

Jobs represent work that must be done, is being done or has already been completed. Use statuses and dates to keep the job pipeline clear.

A clean job list separates actual commitments from requests that are still being evaluated or quotes that are waiting for approval. From a job you can open the service address in Google Maps, message the customer and create a linked payment.

8. Reminders

Do not lose the next action

Reminders are internal alerts for follow-ups, calls, visits, payment checks, quote reviews, renewals and team tasks. They can be linked to the customer context so the reason for the reminder is clear.

Email reminders are sent to the assigned member and help protect important follow-ups even when that user is not looking at the app at that moment.

9. Payments

Control what has to be collected

The Payments area records expected collections, collected amounts, refunds and amounts that are finally considered unpaid. Payment amounts use the decimal precision and separators configured in Settings.

A payment is considered collected only when it has a paid date. Negative amounts can be used for refunds, and the unpaid checkbox marks amounts that should no longer appear as expected collections.

10. Files

Keep supporting documents close to the work

Files are useful for photos, documents, signed material, references, delivery evidence and anything that explains or supports a customer job.

Files can be linked to customers, requests, quotes, jobs and payments. Customer files can also be attached to customer messages and quote emails when they add useful context, such as catalogs, technical sheets, photos or commercial documents.

Storage limits depend on the active plan, and CSV export remains available as the guaranteed way to recover structured workspace data.

11. Templates

Write common messages faster

Templates save reusable messages for Customers, Requests, Quotes, Jobs and Payments. Each message composer shows the templates that match the current area.

Each template type can have one default template. When a default is selected, the message composer uses it first for that type.

Variables let Cuotaro fill parts of the message with workspace, customer, request, quote, job or payment data. Email can include attachments where available, while WhatsApp, SMS and clipboard actions use only the message text.

12. Plans and billing

Plan limits and billing management

Only the workspace owner can access plans and billing management. The plan controls limits such as users, records, storage and access to paid features.

When a limit is reached, Cuotaro blocks the action that would exceed the plan and keeps the existing data accessible. The billing portal lets the owner manage cancellation, billing details and payment methods.

13. Settings and users

Workspace configuration

Settings define the company name, contact details, logo, business category, tax rate, money format, timezone, date format and language used by the workspace. Money format includes the symbol, symbol position, thousands separator, decimal separator and decimal precision for quantities, unit prices and amounts.

Only the owner can manage users and unsubscribe the workspace. Member users work inside the same workspace and do not create a new independent account.