Source: https://aquasops.com/how-it-works Last updated: 2026-10-29 > From adding a client to the next booked visit: how a water treatment job flows through AquaOps, step by step. How it works # From the first client to the next visit One flow connects the office, the technician and the customer. Here it is in five steps. 2. 1 ### Add clients, sites and systems Type them in or import a CSV spreadsheet. Each system gets its type, warranty and service history. 3. 2 ### Book or auto-schedule visits Create a job, or let a maintenance plan book it ahead of the due date. 4. 3 ### The technician does the work Offline on the phone: checklist, photos, readings, parts and the customer's signature. 5. 4 ### The customer tracks, approves and pays They see the arrival, get the report, approve the work and pay online. 6. 5 ### Reports, reminders and the next visit Numbers update, reminders go out and the next visit books itself. ## 1\. Add clients, sites and systems Start with who you serve. A client has sites, a site has systems (an RO plant, a softener, a borehole pump, a pool). Add them one by one or import a CSV spreadsheet; the import checks every row and shows the problems before anything is created. Each system carries its type, install date, warranty and the history of every visit. ## 2\. Book or auto-schedule visits Create a job for a client's system: choose the service, the day and the technician. Or set up a maintenance plan and let the visits appear by themselves, ahead of the due date. Customers can also request a visit from the portal. ## 3\. The technician does the work, offline The day's jobs are on the technician's phone. They follow the checklist, take photos, record readings, note the parts used and collect the customer's signature, with or without signal. When the phone is online again the work reaches the office on its own. ## 4\. The customer tracks, approves and pays On the way, the customer opens a link to see the technician arriving. After the visit they get the service report, can approve the work and pay the invoice online by card or bank transfer. ## 5\. Reports, reminders and the next visit The numbers update by themselves. Reminders go out before a warranty or a service lapses, and completing a visit moves the plan on, so the next visit books itself. *[Image: A round clarifier tank with green-tinted water and a steel walkway at a small water treatment plant]* On site ## The work happens at the plant, the borehole and the pool Technicians work in plant rooms and on sites with poor signal. Everything on this page is designed so the visit can be finished there, and the office sees it afterwards. The life of a visit ## Eight stages from request to closed Every job moves through stages. These are the defaults; your company decides the real ones. 1. Step 1 Requested Customer or office 2. Step 2 Scheduled Office 3. Step 3 On the way Technician 4. Step 4 On site Technician 5. Step 5 Awaiting approval Office and customer 6. Step 6 Completed Office 7. Step 7 Invoiced Office 8. Step 8 Closed Office These are the default stages. Your company can rename them, add steps or take steps away. Offline first ## What happens when there is no signal The phone keeps the visit and sends each change once when it can. The server checks every change against the job as it is now, so nothing newer is overwritten and the technician is told in plain words when a change cannot be applied. A browser cannot track location in the background. Reliable tracking comes from the phone apps. Illustration: each change is stored on the phone, sent once when the network returns, and checked against the job as it is now. ## See it with your own kind of work Book a short demo. Tell us what you service and how many people you have, and we will show you the parts that matter to you. [Book a demo](https://aquasops.com/contact) [See how it works](https://aquasops.com/how-it-works)