Alongside what staff do by hand, the Rochele web app runs a set of automated jobs on a fixed timetable. They send reminder emails and SMS messages, move records between statuses, sync with MYOB and keep the reporting data fresh. Nobody has to trigger them, but knowing the timetable explains why a customer “suddenly” got an email, why a job changed status overnight, or why a report only arrives on certain days.
All times below are Brisbane time (Australia/Brisbane, no daylight saving). A job listed as “daily” runs every day of the week including weekends unless the table says otherwise. Emails are queued when the job runs, so they normally arrive within a few minutes of the listed time.
Many of these jobs send to a named group of office addresses rather than to one person. Those groups are managed in Settings > Entities > CC Emails (see CC Emails ). When this guide says “the Large Quotes Contacted list”, it means that group. Changing the group changes who gets the automated email, without a developer.
Most customer-facing reminders check the customer’s Notify setting (and Notify SMS for text messages) before sending. A customer with notifications turned off is skipped by nearly every job on this page. See Customers .
The groups below follow the order the schedule is written in, which is roughly the order things happen through the day.
Job
When
What it does
Detail
Clear expired tradesperson availability dates
Daily 01:00
Removes “available from” dates that have already passed.
Tradespersons and KPIs
Recalculate job earnings
Daily 01:00
Works out the margin on every job in Paid status.
Jobs and Site Visits
Daily KPI recalculation
Daily 01:30
Refreshes the current quarter’s KPI figures for every user with KPI settings.
Tradespersons and KPIs
Process project manager reallocations
Daily 02:00
Hands site visits and jobs to a stand-in PM when a reallocation starts, and hands them back when it ends.
Jobs and Site Visits
Deactivate team members who have not clocked in
Daily 02:00
Marks team members inactive after three months without a clock-in.
Jobs and Site Visits
Resend pending invoices to MYOB
Daily 03:00
Retries any Pending invoice that never made it into MYOB.
Invoices, Advances and MYOB
Send pending advances to MYOB
Daily 03:30
Pushes approved-and-uploaded tradesperson advances into MYOB.
Invoices, Advances and MYOB
Create final inspection appointments
Daily 03:30
Books a Final Inspection visit for every sub job finishing tomorrow.
Jobs and Site Visits
Job progress follow-up email
Mondays 05:00, every second week
Lists in-progress jobs with undated hidden invoices for the office to chase.
Jobs and Site Visits
Upcoming job countdown emails
Daily 05:00
Sends the 7, 6, 5, 4, 3, 2 and 1 weeks-out emails to residential customers.
Jobs and Site Visits
Job
When
What it does
Detail
Auto-generate pre-start inspections
Daily 05:00
Books a Pre-start Site Inspection five working days before a job starts (only when the feature is switched on).
Jobs and Site Visits
Daily quote view report
Daily 06:00
Tells each estimator and PM which of their quotes were opened yesterday.
Quotes and Leads
Daily variation view report
Daily 06:30
Tells each PM which variations were opened yesterday.
Jobs and Site Visits
Proposal acceptance in progress alert
Daily 07:00
Flags proposals where the customer started accepting online but did not finish.
Quotes and Leads
Approve scheduled invoices
Daily 07:00
Sends every invoice whose Invoice On date is today to MYOB.
Invoices, Advances and MYOB
Mark sub jobs starting today as In Progress
Daily 07:00
Moves today’s sub jobs to In Progress.
Jobs and Site Visits
Deposits paid summary
Daily 07:00
One email listing all deposits that were processed as paid yesterday.
Jobs and Site Visits
Delete capabilities expiring today
Daily 07:05
Removes team member capability records that expire today.
Tradespersons and KPIs
Auto-complete small jobs
Daily 07:30
Warns tradespersons on jobs of $3,000 or less, then auto-completes them a week later.
Invoices, Advances and MYOB
Tasks due today email
Daily 08:00
Emails each staff member their tasks due today.
Tasks, Reports and Housekeeping
Pending deposit and colour consultancy reminders
Daily 08:00
Reminds customers who still owe a deposit (weekly) or have not accepted a colour schedule (monthly).
Jobs and Site Visits
Send info packs
Daily 08:30
Emails the info pack to new Info Pack leads.
Quotes and Leads
Send price guides
Daily 08:35
Emails the price guide to new Price Guide leads.
Quotes and Leads
Job
When
What it does
Detail
Overdue tasks email
Daily 09:00
One-off reminder for tasks that passed their due date yesterday.
Tasks, Reports and Housekeeping
Expiring capabilities warning
Daily 09:00
Warns team members 30 days and 7 days before a capability expires.
Tradespersons and KPIs
Quote expiring tomorrow email
Daily 09:45
Tells customers their proposal expires tomorrow.
Quotes and Leads
Customer-requested visit alert to PM
Daily 10:00
Reminds the PM to confirm a visit the customer booked for tomorrow.
Jobs and Site Visits
Customer feedback request
Daily 10:30
Texts customers of fully paid jobs asking for feedback.
Jobs and Site Visits
First quote reminder
Daily 10:45
Follows up residential, commercial and real estate quotes one week after sending.
Quotes and Leads
First body corporate quote reminder
Daily 10:45
Follows up body corporate, aged care and education quotes three weeks after sending.
Quotes and Leads
Second quote reminder
Daily 11:15
Second follow-up two weeks after sending.
Quotes and Leads
Second body corporate quote reminder
Daily 11:15
Second body corporate follow-up nine weeks after sending.
Quotes and Leads
Customer feedback reminder
Daily 11:30
Emails customers who have not answered the feedback request after three days.
Jobs and Site Visits
Third quote reminder
Daily 11:45
“Soon to expire” follow-up three weeks after sending.
Quotes and Leads
Third body corporate quote reminder
Daily 11:45
Third body corporate follow-up (see the detail page for why it rarely fires).
Quotes and Leads
Job
When
What it does
Detail
Mark finished jobs as Paid
Daily 12:00
Moves jobs that are 100% complete with everything paid into the Paid status.
Jobs and Site Visits
Quote appointment tomorrow email
Daily 12:00
Reminds customers of tomorrow’s quote appointment.
Quotes and Leads
Job starting tomorrow email
Daily 13:00
Tells customers their painter starts tomorrow.
Jobs and Site Visits
Tradesperson start day reminder
Daily 15:00
Reminds tradespersons of sub jobs starting tomorrow.
Jobs and Site Visits
PM visit tomorrow SMS to head tradesperson
Daily 15:30
Texts the painter’s head tradesperson when the PM is visiting an in-progress job tomorrow.
Jobs and Site Visits
PM visit tomorrow notice to customer
Daily 15:30
Emails and texts customers about tomorrow’s project manager visit.
Jobs and Site Visits
Job
When
What it does
Detail
Clean up generated PDFs
Daily 23:00
Deletes temporary proposal, variation, safety and agreement PDFs.
Tasks, Reports and Housekeeping
Refresh dashboard statistics
Daily 23:00
Rebuilds the quote, job and variation figures behind the dashboard charts.
Invoices, Advances and MYOB
Allocate unassigned materials
Daily 23:45
Matches loose material purchases to a tradesperson’s suggested advance and emails a materials status report.
Jobs and Site Visits
Refresh MYOB tax codes
Daily 23:50
Downloads the current tax code list from MYOB.
Invoices, Advances and MYOB
Job
When
What it does
Detail
Estimator pending quotes reminder
Fridays 11:00
Lists each estimator’s unsent quotes from the past five days.
Quotes and Leads
Unpaid jobs email to PMs
Mondays 08:00
Each PM gets a list of their completed jobs with unpaid invoices.
Invoices, Advances and MYOB
Wednesday meeting block-outs
Mondays 00:00
Blocks 11:00 to 12:00 every Wednesday in every PM’s calendar for the next 14 weeks.
Jobs and Site Visits
Recurring meeting block-outs
Sundays 00:00
Adds a fixed set of recurring block-outs for one PM.
Jobs and Site Visits
Weekly expired capabilities reminder
Mondays 09:00
Reminds active tradespersons with expired capabilities to renew.
Tradespersons and KPIs
Large quotes contacted report
Wednesdays 10:00
Lists large quotes contacted in the past eight days.
Quotes and Leads
Create recurring estimator appointments
Sundays 00:00
Turns recurring appointment rules into calendar entries for the coming week.
Quotes and Leads
Update pipeline sites
Sundays 01:00
Creates or refreshes Pipeline sites for body corporate customers with quotes of $100,000 or more.
Quotes and Leads
Move quote photos to the media library
Fridays 21:00
Legacy photo migration, no visible effect.
Tasks, Reports and Housekeeping
Move report photos to the media library
Fridays 22:00
Legacy photo migration, no visible effect.
Tasks, Reports and Housekeeping
Move line item photos to the media library
Saturdays 21:00
Legacy photo migration, no visible effect.
Tasks, Reports and Housekeeping
Monthly jobs run at midnight at the start of the 1st of each month and report on the month that has just finished. The quarterly job runs at midnight on 1 January, 1 April, 1 July and 1 October.
Job
When
What it does
Detail
Expire stale quote versions
Monthly
Flags quote versions untouched for six months as expired.
Quotes and Leads
Improvement request report
Monthly
Emails last month’s workmanship improvement requests.
Tradespersons and KPIs
Internal variations report
Monthly
Emails last month’s internal variations that are not being recouped from tradespersons.
Jobs and Site Visits
Repayment plan report
Monthly
Emails last month’s invoices on repayment and maintenance plan jobs.
Invoices, Advances and MYOB
Quarterly KPI close-off
Quarterly
Locks in last quarter’s KPI results and snapshots the KPI settings.
Tradespersons and KPIs
These are scheduled “daily” with no time, so they run at 00:00.
Job
When
What it does
Detail
Remove residential customers from Mailchimp
Daily 00:00
Unsubscribes customers whose residential job started six to seven months ago.
Quotes and Leads
Add residential customers to Mailchimp
Daily 00:00
Subscribes customers with a paid residential job that started in the last six months.
Quotes and Leads
Create lead follow-up tasks
Daily 00:00
Creates a Follow Up task for every open lead whose reminder date is today.
Quotes and Leads
Job
When
What it does
Detail
Line item colour change alert
Hourly
Emails the PM when a job’s line item colours have changed.
Jobs and Site Visits
Mark invoices paid from MYOB
Hourly
Marks invoices Paid (or splits partly paid ones) based on MYOB.
Invoices, Advances and MYOB
Colour schedule reminder
Hourly
Reminds customers every 72 hours about an unaccepted colour schedule.
Jobs and Site Visits
PM on-site report notice
Hourly
Tells head tradespersons which team members the PM met on site.
Tasks, Reports and Housekeeping
Job
When
What it does
Detail
Refresh MYOB connection
Every 15 minutes
Keeps the MYOB login tokens alive.
Invoices, Advances and MYOB
Process quote duplication queue
Every minute (scheduled twice)
Creates the copies requested through the duplicate quote feature.
Quotes and Leads
Abandoned booking follow-ups
Every minute
Sends the SMS and email sequence to people who abandoned the online booking form.
Quotes and Leads
The quote duplication queue job appears twice in the schedule (once under “custom” and once under “every minute”). Both entries run every minute, so the job is started twice a minute. It marks each queued request as “in process” before working on it, so the duplication still happens once, but it is a quirk worth knowing if you are reading the logs.
These appear in the schedule file but are switched off or have no effect.
Job
Status
Notes
Weekly pre-start customer emails (notify:customer:pre_start)
Commented out
Replaced by the upcoming job countdown emails . The code still exists but is never scheduled.
Allocate advances (allocate:advances)
Commented out
Not scheduled.
Inspiring quote (inspire)
Commented out
A developer sample command, not related to the business.
Auto-generate pre-start inspections (generate:supervisor:visits)
Scheduled but disabled by a setting
Runs daily at 05:00 but does nothing unless the auto-generate pre-start visits server setting is on. See Jobs and Site Visits .
If an automated email did not arrive, check the customer’s Notify and Notify SMS switches first, then the relevant CC Emails group, then Settings > Log Viewer for errors around the scheduled time.
Reminders that fire on an exact day count (“sent exactly one week ago”) only get one chance. If the job fails that day for a technical reason, that reminder is skipped rather than caught up.
Jobs that call MYOB depend on the MYOB connection being healthy. See Settings > MYOB to check or reconnect.
The “not running” list is a snapshot of the code at the time of writing. If behaviour changes, a developer will have edited the schedule file.
