Role Guide · Sales Rep

Daily Workflow for Sales Reps

Your job is turning inquiries into jobs and jobs into paid invoices. This guide walks through which pages to hit each day, how to move a quote through the pipeline, and how Kontraktr™ handles the follow-up work automatically — so you can focus on closing, not chasing.

Step 1

What You Can (and Can't) See

Sales Reps have broad access — minus the back-office stuff.

Full access

Jobs (create, edit, view all), Customers, Billing & Invoices, Calendar, Files, Analytics, and team Chat.

Not your territory

Settings, Automations, Campaigns, DTF Orders, and AI Scheduler are Admin-only. Ask your shop owner if you need something configured.

Invoicing

Create, send, and track invoices. You can see if a customer has paid without waiting for the owner to tell you.

Customer records

View and edit customer profiles, pricing tiers, contact info, and portal access. Add notes to the job timeline.

Job cost data (actual margins) is visible to Sales Reps in read mode. Use it to understand which job types make the shop money and quote accordingly — but don't share margin details with customers.

Step 2

Start of Day — Your Job Queue

5 minutes to know what needs attention today.

Open /jobsand filter by status to sweep through your pipeline. You're looking for jobs that need action from you — unanswered quotes, stalled approvals, or upcoming due dates.

Morning status sweep

Quote

New inquiries you haven't quoted yet. Do these first — speed matters for closing.

Quoted

Waiting for customer response. If it's been 48h, follow up. Mention a deposit deadline.

Art Approval Sent

Art is out, waiting on customer sign-off. A quick text or call can unlock production.

Invoiced

Jobs done, invoice out. Check the due date — overdue invoices are your follow-up list.

Use the keyboard shortcut N on the jobs page to jump straight to New Job. Getting a quote in within minutes of an inquiry is the single biggest lever on close rate.

Step 3

Creating a New Job & Quote

From inquiry to quote in under 3 minutes.

Click New Job in the top bar

Or press N. Pick the customer (or add them on the spot) and give the job a title that makes sense at a glance — 'Eagle Scouts Spring Event' beats 'Job 104'.

Set the due date immediately

Due dates drive the calendar and production scheduling. An estimate is fine — it can always be moved. A missing due date means the job floats.

Add print locations and quantities

Go to the job's Print Locations tab. One location per print (front, back, sleeve). This is what drives the invoice line items.

Use Job Costing to sanity-check your price

Open the Costing tab before you quote. It shows estimated cost vs. your price. You don't want to agree to a rush job that eats your margin.

Send the quote via the Invoice tab

Create an invoice from the job, mark it as a Quote, and hit Send. The customer gets a link to view it online. You get notified when they open it.

Step 4

The Art Approval Loop

Most production delays trace back to art. Own this process.

Once a job is approved and art is ready, the approval process lives inside the job. You don't email attachments back and forth — everything goes through the customer portal.

Upload the mockup in the Files tab

Drag the mockup file into the job's Files tab. The art team can also upload directly. The file is attached to the job — no lost emails.

Send for approval from the job timeline

Click 'Send Art for Approval' to move the job to Art Approval Sent status. The customer gets an email with a link to approve or request changes in the portal.

You're notified the moment they approve

When the customer clicks Approve in the portal, the job moves to Art Approved and you get a notification. No polling your inbox — Kontraktr™ tells you.

Chase approvals after 24 hours

If the art approval automation is on, a reminder email fires automatically. If not, put a note on the job and call. An unapproved art hold is a production delay waiting to happen.

Step 5

Customer Records — Building Repeat Business

The portal turns one-time buyers into regulars.

Go to /customers for a full list of accounts. Each customer has a portal link — their own self-serve page where they can view all jobs, approve art, and pay invoices without calling you.

Contact info

Phone, email, billing address. Set a primary contact for multi-person accounts.

Pricing tiers

Assign a pricing tier (Standard, Premium, Wholesale) set by your admin. Affects line item defaults.

Job history

See every job this customer has ever had — handy for reorders and upselling.

Send the portal link to every customer on their first job. Customers who use the portal pay faster — they can see the invoice, click Pay, and it's done. No check in the mail, no phone tag.

Step 6

Following Up on Unpaid Invoices

Don't let money sit. Invoiced is not the same as paid.

Go to /billing and sort by due date to find overdue invoices

Open the invoice and hit 'Resend' to send a fresh reminder with the payment link

Add a note to the job timeline so there's a record of your follow-up

If the invoice is 30+ days overdue, call — don't just email

Once paid (online or manually recorded), the job status updates automatically

Don't release goods or start a reorder for a customer with an invoice 60+ days overdue without owner approval. Flag it in the job timeline and loop in your admin.

Step 7

Using the Calendar to Set Expectations

Promise dates you can keep — check capacity before you commit.

Before you quote a tight deadline, open /calendarand look at production capacity for the target week. If the shop is already at capacity, the scheduler will warn you — and you'll have the data to justify a later due date or a rush fee to the customer.

Check capacity before confirming a rush

An overbooked week is the #1 source of late jobs and upset customers. Two minutes on the calendar is worth it.

Set the due date on the job — the calendar reflects it

Jobs with due dates appear on the production calendar automatically. The shop owner and production crew can see the same timeline you see.

Related guides

The Job Pipeline Explained

Every status stage from Quote to Paid

Customer Portal Setup

How to get customers using the portal for art approvals and payments

Job Costing Walkthrough

Read your margins and price jobs correctly

Owner Daily Workflow

What your admin sees and does each day

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