How-To Guides
Step-by-step help for every part of PilotLight. Pick a module from the menu, or search for what you want to do.
Modules marked Growth or Full Platform are part of those plans. On the Core plan they still show in your sidebar, with a lock.
General
OverviewYour home screen: money owed, today’s service work and inventory alerts at a glance, plus the tools in the top bar that work from every page.5 how-tosMessagesTwo-way text messaging with your customers from your company’s text number.6 how-tosEmailGrowthShared department inboxes: emails forwarded to an inbox’s address show up here for the people assigned to it.5 how-tosTasksTo-dos for you and your team, optionally tied to a customer, order, work order or job.6 how-tosDocumentsGrowthA shared file library for your company, organized in folders, with every work order’s uploads collected in one place.4 how-tos
Service
CalendarEvery scheduled appointment across your technicians, with dispatch, route optimization and a wait list.7 how-tosService RequestsIncoming requests for service, from your website, the customer portal or your staff, waiting to become work orders.4 how-tosWork OrdersService, installation and setup visits: scheduling, technician assignment, finalization and invoicing.15 how-tosSetupsSetup work orders and the items each one needs, with live stock status for every item.3 how-tosService QuotesQuotes for service work and repairs that convert to work orders once approved.4 how-tosFuel ConversionsConvert appliances between fuel types (for example natural gas to propane) and track which unit was converted.4 how-tosTechnician TrackingGrowthA live map of where your field technicians are.1 how-toService PlansGrowthRecurring maintenance plans: enroll customers, bill them automatically and track their included visits.4 how-tosWarrantiesGrowthWarranty coverage on installed equipment, customer warranty claims, manufacturer reimbursement claims and recall campaigns.5 how-tos
Customers & Leads
CustomersEvery customer account with its contacts, service locations, appliances and history.14 how-tosOpportunitiesTrack potential sales through your pipeline, from first contact to won or lost.3 how-tosInteractionsA log of calls, emails, texts, visits and notes with your customers, with follow-up tracking.3 how-tosReviewsGrowthAsk customers to rate each job, then read, moderate and answer what they say.6 how-tos
Sales
Point of SaleGrowthA cash-and-carry register for counter sales: scan items, take payment and print or email the invoice.7 how-tosJobsGrowthGroup everything for one installation or project (quotes, orders, invoices, work orders and files) and track it through your job phases.5 how-tosQuotesSales quotes for products and installations that convert to sales orders once approved.6 how-tosSales OrdersCustomer orders for products and installations: deposits, fulfillment, installation scheduling and invoicing.13 how-tosInvoicesBill customers, send payment links, collect payments and issue credits.8 how-tosReturns / RMAReturn merchandise authorizations: record what came back, why, and what happens to it.3 how-tosInstall DispatchGrowthIn-house installation visits by crew member, plus pickups by third-party installers.3 how-tosClover ReconciliationGrowthMatch payments taken on your Clover terminals to invoices and orders in Pilot Light.3 how-tosPackagesReusable bundles of line items, like a “Fireplace Package”, that you add to quotes and sales orders in one click.3 how-tos
Inventory
CatalogEvery product, part, accessory and service you sell, with pricing, suppliers and stock by location.14 how-tosSerialized ItemsGrowthIndividual units tracked by serial number: where each one is, who owns it and its fuel conversion history.3 how-tosBulk ImportGrowthAdd or update many catalog items at once from a spreadsheet, a PDF price list or a quick entry grid.3 how-tos
Warehouse
TransfersGrowthMove stock between your locations and record who moved it and how.3 how-tosPurchase OrdersGrowthOrder stock from suppliers, receive it into your locations and keep supplier costs up to date.6 how-tosPick ListsGrowthThe warehouse queue of orders to pick, stage and hand over to customers or crews.6 how-tosOutbound ForecastGrowthWhat is committed to leave the warehouse, from open work orders and pick lists.1 how-toPutawayGrowthPut received stock away into its shelves and bins.1 how-toStock ChecksGrowthAsk the warehouse to physically confirm parts are in stock before you promise them to a customer.2 how-tosInventory AuditGrowthCorrect stock counts with approved adjustments, run cycle counts and reconcile what was sold past zero.4 how-tosPickup CalendarEvery scheduled pick list (pickups, deliveries, installs and setups) on a calendar.1 how-toLocationsYour warehouses, stores, pickup points and vans, and the sections, shelves and bins inside them.7 how-tos
Team
EmployeesYour staff: their logins, roles, schedules, skills and locations.10 how-tosInstallersThird-party installation companies you work with, their license and insurance, and their portal access.3 how-tosTeamsGroup employees into teams.1 how-toTime CardsClock-in and clock-out punches for your staff, with correction requests for managers to approve.3 how-tosCalendar SubscriptionsShare technicians’ and the company’s service calendars into Google Calendar.1 how-toPermissionsControl what each role can see and do.4 how-tos
Reports
Sales ReportsGrowthYear-to-date invoice totals by status and your most recent paid invoices.1 how-toService ReportsWork order volume and recently completed service work.1 how-toBrand & Parts ReportWhich brands, models and parts show up most across your service history.1 how-toBilling ReportAccounts receivable across every invoice: service, sales and everything else.1 how-toInventory ReportsGrowthStock levels, low-stock alerts, backorders and recent transfers.3 how-tosCustom ReportsFull PlatformCross-module analytics and summaries.1 how-toPrepaid, UnfulfilledOrders the customer has already paid toward that haven’t been fully picked, shipped or delivered.1 how-to