Setting up LitosFlow for your small business

Playbooks for your organization · 8 min read · Last updated: August 10, 2026

A Quoted → Scheduled → In progress → Done job pipeline, a request form for customers, and the hours tracked against every job.

This is the setup walkthrough behind LitosFlow for small businesses. It's for the owner or office manager who is currently the system — the person who has to remember everything, because nothing else does.

Start with one board

Most small businesses need exactly one board on day one: Jobs. Every customer request, quote, service call and install lives on it, and the columns are your pipeline:

Quoted → Scheduled → In progress → Done

That's the whole thing. A card moves left to right, and at any moment you can see what's been quoted and not answered, what's booked, what's being worked on today, and what's finished. If you also carry internal work — vehicles, tooling, marketing, invoicing chases — add a second board called Admin with To do → In progress → Waiting → Done, and keep customer work off it.

Add a Waiting on customer column to the Jobs board only if that wait is a regular part of your week. It usually is: parts, approvals, access. Making it visible stops jobs quietly dying in "In progress".

Tags: the cross-cutting labels

Tags cut across the pipeline:

quotes, callback, warranty, supplies, billing, contract

warranty and callback earn their place fast — being able to pull up every callback from the last three months tells you something about your work that nothing else will.

Priorities without ceremony

Urgent — the customer has no heat, no water, no power. Today.
High — booked for this week.
Medium — the default. Normal jobs.
Low — fit it in when there's a gap.

Give every job a due date, even a rough one. That's what makes the calendar and the overdue list worth looking at.

Mapping the features to your week

Customer requests → an intake form (paid plans). Put a request form on your website, or send the link when someone calls. Name, contact, what's wrong — it lands on the Jobs board in the Quoted column with a number on it. Nothing lives only in your voicemail any more.

Recurring contracts and service runs → recurring tickets. Monthly maintenance visits, seasonal call-outs, quarterly checks. Set the schedule once and the job appears when it's due, already assigned.

Where the hours went → time tracking (paid plans). Start a timer when you're on a job, or log it afterwards from the truck. Then the next time you quote work like it, you're quoting from what it actually cost you rather than what you hoped it cost you. The timesheet view totals the week per person.

Chasing → automations (paid plans). A rule that pings the owner when a job goes overdue, or when a quote has sat untouched for a week, does the chasing you currently do at 9pm.

Your crew → roles and assignees. Every job gets one assignee — the person accountable for it — and anyone else working it goes on as an additional assignee. Give your crew the Agent role: they see the board, own their jobs, and can't reorganize your pipeline. Office staff get Member. Keep Org Admin to yourself and one other person. See Roles and permissions.

Your first 30 minutes

Create the Jobs board with Quoted → Scheduled → In progress → Done. (5 min)
Add your tags from the Tags page. (3 min)
Put this week's real jobs on it — every one you're currently carrying in your head or your notebook. This is the step that matters. (10 min)
Invite your crew: each of them as Agent, your office manager as Member. (4 min)
Set up one recurring job for a maintenance contract. (4 min)
Publish a request form for your website if you're on a paid plan. (4 min)

Tomorrow morning, open the board before you open your inbox. Within a week the board is where the truth about your business lives, and the notebook is a backup.

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