Task folder and subfolder meanings
The Tasks page groups follow-up work by source. The folder group tells you what created the task, and the subfolder tells you the specific outcome that needs attention.
Task statuses are separate from folders. Use statuses to track your team's progress inside a folder; use folders to understand why the task exists.
If your team wants tasks to clear automatically after the right follow-up action is taken, configure Task Automations in Settings. A task automation can move a task to a done status when a trigger happens, such as Create Job / Visit, Edit Contact and Resend, Create an Invoice, Create a Quote, or Invoice Marked as Paid.
Recurring Services
Recurring Services tasks come from recurring-service outreach or custom task automation.
Approved
The customer approved the recurring service request. Open the task and use the Quick Action to create the job or visit; Essential does not schedule it automatically.
Declined
The customer declined the recurring service request. Review the answer and decide whether to follow up manually.
Ask Someone Else
The customer asked you to contact a different person. When the details include a usable email address or phone number, Essential finds or creates a contact from them and makes that person the property's primary Approvals contact (and primary Scheduling contact, if a separate scheduling contact was named); if they don't, your existing contacts stay as they are and the submitted details wait on the task for your team to review. Either way the response is saved on the task for follow-up; it does not automatically send a new outreach to that person.
Email Bounced
The email or message could not be delivered. Fix the contact email or phone number, then resend or follow up manually.
Unanswered
The customer did not respond by the due date. Follow up manually or mark the task done if no action is needed.
Custom
The task was created by a Custom Task automation on an asset group's recurring service schedule, not by a customer response.
Some businesses may have department-specific versions of these folders, such as Ask Someone Else (FA) or Email Bounced (FA). They mean the same thing as the base folder, but route the task to a specific department or workflow.
Quotes
Quotes tasks track what happened after a quote was sent.
Signed
The customer signed the quote. Use it to create the next job, visit, or invoice.
Email Bounced
The quote email could not be delivered. Use the task action to send to another contact or edit the contact and resend.
Unanswered
The customer has not responded by the due date. Follow up manually or try another contact.
Jobs
Jobs tasks usually come from how the technician finished the visit in the mobile app.
Complete (Ready to Invoice)
The technician completed the visit and marked it ready for billing. Create or review the invoice.
Complete (No Invoice Needed)
The technician completed the visit and marked that no invoice is needed. Mark the task done after any internal follow-up.
Incomplete (Needs Another Visit)
The technician indicated the work needs another visit. Schedule the follow-up work.
Missing Summary
The technician never submitted a visit summary, so the visit was filed here after fallback clock-out handling. Mark the task done or move it to another Jobs folder, or leave it — a technician who later submits the visit summary moves this same task into the folder they choose instead of creating another one.
Never Clocked In
No technician ever clocked into the visit. Review what happened and reschedule, cancel, or complete follow-up manually.
Your business can rename any of these folders and add its own: extra close-out folders the technician picks from at the end of a job, and standalone folders office staff move work into by hand. See Customize your Jobs task folders.
Every task type supports Move to Folder into custom folders, with its original folder available in the same picker for moving back. Tasks keep their existing details and Quick Actions. Missing Summary and Never Clocked In wait for a technician summary before custom destinations become available.
Custom task categories and folders
Add task categories such as Material Tracking and folders such as Parts Ordering or Ready to Schedule in Settings → Work Management → Tasks → Custom Folders. Categories group folders; folders hold tasks. Every custom folder offers Create a task, requiring a property and description. Completing a task leaves it in its current folder; move it manually when the next team is ready.
Invoices
Invoices tasks track invoices that need billing follow-up.
Email Bounced
The invoice email could not be delivered. Use the task action to send to another contact or edit the contact and resend.
Overdue
The invoice passed its due date without being fully paid. Follow up with the customer or record payment if they paid outside Essential.
Payment Failed
A payment attempt on the invoice failed. Review the invoice and payment method, then retry or follow up with the customer.
Print and Mail
A subscription set to print and mail generated this invoice and no email was sent. Open the invoice, print it, post it to the customer, and mark the task complete.
Deficiencies
All
A submitted inspection report created one or more deficiencies, or someone created the task directly with Create a deficiency task. Use the task to review the deficiencies and create the quote, job, or visit needed to resolve them.
Service Requests
All
A customer submitted your website form or requested service from the Customer Portal. Review the origin and answers, then attach or add the matching customer and property.
Where to find it: Tasks page, left sidebar folder groups and subfolders
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