Customer Activity Timeline – Bookings, Quotes, Invoices & More

Customer Activity Timeline – A 360° View of Every Account

OctopusPro’s Customer Activity tab is your single source of truth for everything a client has ever done with your business: inquiries, quotes, bookings, invoices, payments, attachments and more. Support, sales and finance teams can answer questions in seconds, upsell with context and resolve disputes with confidence.


How to Open a Customer Profile

Path Steps
From Customers List 1. Navigate Left Menu → Customers.2. Hover over a row and click the menu → View Customer Profile.

From Any Record Click the blue customer name inside an Inquiry (INQ-#####), Quote (EST-#####), Booking (BOK-#####) or Invoice (INV-#####).


Exploring the Activity Tab

The profile header shows the customer’s avatar, labels, location and quick-action menu (call, email, SMS, chat). Below that you’ll find six sub-tabs:

Sub-Tab What You’ll Find
Communication All system emails, SMS and push notifications sent to or from the customer.
Activity (default) Collapsible sections for Inquiries, Bookings, Quotes and Invoices—each grouped by status with real-time counts and totals.

Attachments Photos, PDFs, signed documents.
Billing Cycles Auto-generated or manual billing schedules for recurring work.
Bill Payer Third-party payer information (e.g., real-estate agency).
History Audit log of every field edited in the profile itself.

Status Bar Breakdown

Inside each Activity section you’ll see a colour-coded bar for every status in your workflow:

Module Example Statuses Colour Palette
Bookings In Progress · Completed · To Schedule · Cancelled Orange · Green · Purple · Grey
Quotes Draft · Sent · Accepted · Expired Grey · Blue · Green · Red
Invoices Open · Overdue · Closed · Credited Blue · Red · Green · Yellow

Click Show all next to any status to load the filtered list of matching records.


Typical Workflows & Benefits

Scenario Activity Tab Workflow Business Impact
Customer calls asking “What’s my invoice total?” Open profile → Activity → Invoices → click Open status → open INV-#####. Answer in < 30 sec, no hold music.
Sales wants to upsell annual maintenance Open profile → Activity → Bookings → review Completed jobs last 12 months → create new Quote from the menu. Context-aware upsell; higher win-rate.
Finance chases debt Filter Invoices bar to Overdue; send reminder email from invoice page. Faster cash-collection, lower DSO.
Support checks complaint history Expand Inquiries → view past issues before dispatching a technician. Better first-time-fix rate & CSAT.
Account audit for ISO compliance Attach signed job cards & photos in Attachments; History tab logs every edit. Full audit trail; reduced risk.

Pro Tips

  • Right-click the booking code to open in a new tab while keeping the timeline visible.
  • Hover tool-tips display running totals (e.g. total value of Completed bookings).
  • Bulk labels – tag VIPs or high-debt customers and filter the main listing by label.
  • Pause Auto-Comms from the customer menu when a project is sensitive or under negotiation.
  • Merge duplicate profiles directly from the customers list to keep activity timelines clean.

Frequently Asked Questions

Question Answer
Does the Activity tab show cancelled records? Yes—Cancelled appears as its own status bar so nothing is hidden.
Are private notes visible to customers? Notes added in the internal comment field stay internal and still appear in Activity for staff.
Can I export a customer’s account statement? Click the menu → View Invoice Statement if enabled in roles, then click on Export as PDF.
What permissions control visibility? Role-based access restricts modules; e.g., technicians may see bookings but not invoices.

Key Takeaways

  • 360° timeline—every touch-point in one screen.
  • Instant filters by status and value drive faster decisions.
  • Cross-department utility for sales, ops, finance and support.
  • Audit-ready with automatic change logs and attachment storage.

Open any client profile now and experience how OctopusPro turns a wall of data into actionable insight.

To stay updated, please subscribe to our YouTube channel.

Scroll to top