Glossary of statuses, roles, permissions and report metrics

The words Zaras uses on screen. Statuses are set by actions, never typed in.

Estimate statuses

• Draft — being written; the customer has not seen it.
• Sent — emailed or marked as sent; the customer accepts or declines from the emailed page (they cannot sign there).
• Accepted — a job or invoice can be created from it.
• Declined — the customer said no.
• Expired — a Sent estimate past its valid-until date in the workspace time zone; only a sent estimate expires. Extend or revise it.
• Superseded — replaced by a revised estimate.

Job statuses

• Active — open work; its schedule state is Unscheduled (no visit), Scheduled (a visit with a time) or Anytime (a date, no time).
• In progress — a visit has started.
• Completed — done; it reads Needs invoice until an invoice exists or is marked not required.
• Cancelled — will not be done.

Visit statuses

• Planned — on the calendar, not started.
• In Progress — clocked in.
• Completed — clocked out; draft timesheet entries are created for the assigned technicians.
• Cancelled — dropped, with a reason. Visits are never invoiced on their own; invoices come from the job.

Invoice statuses

• Draft — editable, not sent.
• Open — owed. Overdue is an open invoice past its due date, not a separate status.
• Partially paid / Paid — set only by recording a payment; voiding a payment reopens the invoice.
• Written off — closed without full payment.
• Voided — cancelled; impossible once a payment is recorded.

Timesheet entry statuses

• Pending (Needs review in the approval queue) — a draft entry, usually created when a visit completes.
• Approved — counted as labour cost.
• Denied — rejected with a reason. Approved cannot go straight to denied: reopen to draft first; reopen accepts both.

Task states

• Today, Upcoming, Later — the buckets of an open task; Snoozed hides it until a chosen time; Completed is done.

Roles

• Owner — the person who created the workspace: every capability, and the top of the hierarchy. The role cannot be renamed, edited, deleted or assigned to anyone else.
• Admin — every capability inside the workspace: the team and roles, settings, reports, messaging and templates. The only difference from Owner is hierarchy.
• Technician — the default role for a new member: the five work capabilities only. Cannot open settings, reports, the communications log or templates.
• Custom roles — anything in between: an owner or admin creates a role, picks its capabilities (a dispatcher who also holds Manage templates, for instance) and places it in the hierarchy.

A workspace starts with Owner, Admin and Technician. Workspaces created before September 2026 may also have a Dispatcher role — the five work capabilities plus Send & read messages and Manage templates — which can be renamed and have its permissions changed like a custom role, but, like the other built-in roles, cannot be deleted.

A workspace whose only member is its owner, with no pending invitation, works on its own: team screens step aside, Team Chat reads Notes and the owner's hours are approved as they are recorded, until the first invitation is sent (Working on your own).

A new custom role starts with whichever of the five work capabilities its creator holds. If you lack one, ask an owner or admin to grant it to your role.

Capabilities

• Manage jobs — Create, edit, and delete jobs and their line items.
• Manage contacts — Create, edit, and delete contacts.
• Manage estimates — Create, edit, and delete estimates.
• Manage invoices — Create, edit, and delete invoices.
• Manage schedule — Schedule and move visits and assign team members.
• Invite team members — Invite people to the workspace and manage pending invitations.
• Remove team members — Remove people from the workspace (only from roles below their own).
• Manage roles — Create and edit roles, and change which role a member has — for roles below their own.
• Manage pay rates — See and change team members’ pay rates.
• Approve timesheets — Review, approve, and deny other members’ timesheets.
• Send & read messages — Text customers and see the email and SMS history on jobs. (two-way SMS is not available yet)
• Set up SMS — Connect the business text-message number and delete conversations. (not available yet)
• Manage templates — Edit the email and text templates sent to customers.
• Manage business settings — Business info, branding, client portal, PDF templates, scheduling settings, and contact imports.
• Manage financial settings — Price book, tax rates, payment terms, document numbering, online payments, and custom fields.
• View reports — Open Reporting — revenue, jobs, and team. Cost and margin figures also need "View cost & profit".
• View cost & profit — See unit costs, margins, and labor cost, and record job expenses.

Report metrics

• Revenue — Cash-basis revenue: payments received in this period. Counts actual money collected, not the value of jobs completed.
• Outstanding — Unpaid balance across all open and partially paid invoices. Excludes voided and written-off.
• Overdue (financial) — Invoice balance past due date. Includes open and partially paid invoices only.
• Avg invoice — Average total per invoice created in this period.
• Expenses — Expenses logged in this period, by expense date. Includes expenses on both jobs and estimates.
• Expenses logged — Expenses logged in this period, by expense date. Includes expenses on both jobs and estimates.
• Labor cost — Cost of approved labor entries in this period, based on hourly rates.
• Gross profit — Revenue from completed jobs minus the costs to deliver them (materials, expenses, and labor). Only includes costs tied to completed jobs — not the same as total expenses. Can be higher than revenue if completed work hasn’t been fully paid yet.
• Profit margin — Gross profit as a percentage of completed job totals for jobs completed in this period.
• Active jobs — Live count of active jobs — includes unscheduled, scheduled, and anytime statuses.
• Overdue (jobs) — Live count of active jobs past their scheduled end date.
• Completed (jobs) — Jobs completed in this period.
• Cancelled (jobs) — Jobs cancelled in this period.
• Avg completion — Average calendar days from creation to completion, for jobs completed in this period.
• Total visits — Scheduled job visits with a start date in this period. Does not include estimate or calendar event visits.
• Visit completion — Completed visits as a percentage of all scheduled visits in this period.
• Estimates sent — Estimates sent in this period.
• Accepted (estimates) — Estimates accepted in this period.
• Declined (estimates) — Estimates declined in this period.
• Conversion rate — Accepted estimates as a percentage of decided (accepted + declined) estimates in this period.
• Avg estimate — Average value per estimate sent in this period.
• Open pipeline — Value of all currently open estimates, regardless of date range. Excludes drafts, accepted, declined, and expired.
• Expiring soon — Sent estimates expiring within the next 7 days
• Technicians — Active workspace members with technician roles.
• Approved hours — Approved labor hours in this period.
• Avg labor / job — Average approved labor time per job, for jobs with labor entries in this period.
• Pending approval — Draft labor entries in this period awaiting manager approval.

Reports need View reports; cost, margin and profit figures also need View cost & profit.