Introduction

Core workflow#

Every job follows the same end-to-end path. Understanding this flow makes every other feature click into place.

At each stage the system surfaces exactly what is needed: surveys become site notes, quotes flow into tasks, material orders track against the schedule. The pipeline is always visible on the Projects board.

Key concepts#

Logging in#

Open your CRM web address in any modern browser (e.g. mirrocrm.com/kaes — older bookmarks like kaes.mirrocrm.com or kaes.httoya.org still redirect there automatically). Enter your email and password on the login screen. If this is your first time, your account was created by the team owner — check your email for the invite link.

Forgotten password

Click Forgot password on the login screen and enter your email. You will receive a reset link valid for 60 minutes.

Dashboard#

The dashboard gives an immediate overview of the business. On every visit you see:

• ✦Active projects — Count of jobs currently in progress, split by status category.
• ✦Upcoming tasks — Tasks due today or overdue — tap to action them.
• ✦Recent activity — A live feed of changes made by the team across all projects.
• ✦Pipeline value — Combined quote value of all non-archived projects.

Install mobile app#

MirroCRM is a Progressive Web App (PWA). Installing it creates a native-like experience with push notifications, a home screen icon, and fast load times.

iPhone / iPad (Safari)

1. 1Open the app in Safari.
2. 2Tap the Share button (rectangle with an arrow) in the toolbar.
3. 3Scroll down and tap Add to Home Screen.
4. 4Confirm the name and tap Add.

Android (Chrome)

1. 1Open the app in Chrome.
2. 2Tap the three-dot menu in the top-right corner.
3. 3Tap Add to Home screen.
4. 4Confirm by tapping Install.

Creating a project#

Every job starts as a new lead. Navigate to Projects and tap + New Lead. You need a customer name and job type at minimum — everything else can be filled in as the job progresses.

Required fields

Optional fields

Address, Eircode, site access notes, rooms with dimensions, estimated value, and assigned sales/PM/installer. These can all be added after the lead is created.

Status pipeline#

Each project moves through a defined set of statuses that reflect where it sits in the job lifecycle. Statuses are grouped into colour-coded phases visible on the Pipeline board.

Risk & priority#

Priority levels

Priority affects how a project appears in list views and helps the team decide what to work on next.

Risk levels & flags

Risk flags are added manually when there is a specific concern: customer payment history, complex access, disputed scope, etc. Risk level rolls up across all active flags.

Notes & activity#

Each project has a chronological notes feed visible to the whole team. Notes are permanent (not editable after saving) to create a reliable audit trail.

Below notes, the activity log shows every field change, status update, and system event on the project — with a timestamp and the team member who made it.

Building a quote#

Open any project and navigate to the Quote tab. Tap + New Quote to start the three-step wizard.

Step 1 — Basics

Choose the quote type, set a validity period (default 30 days), and write a scope summary describing the work to be done.

Step 2 — Line items

Add sections (e.g. Labour, Floor Tiles, Wall Tiles, Materials & Fixings) and populate each section with line items. Each item has a description, quantity, unit, unit price, and VAT rate.

Line items & VAT#

KAES supports all three Irish VAT rates applicable to renovation work:

Totals are shown excluding and including VAT throughout. The quote PDF displays both.

Payment schedules#

Step 3 of the quote wizard lets you define how the customer will pay. Choose a preset or build custom stages.

Sending & PDF#

Once a quote is saved, tap Generate PDF from the quote card. The PDF includes your logo, scope summary, full line-item breakdown, VAT summary, and payment schedule — ready to share via WhatsApp or email.

Update the quote status from Draft → Sent when you share it with the customer. When they confirm, mark it as Accepted — this automatically advances the project status.

AI pricing check#

When you reach Step 3 of the quote wizard, the system automatically checks your pricing against historical accepted quotes for the same job type and against current Dublin market rates.

The check returns one of three results:

Tap Re-check after adjusting prices to run the analysis again. The check is advisory — you are free to save and send any quote regardless of the result.

Managing tasks#

Tasks are the individual units of work within a project. Navigate to the Tasks tab on any project or use the global Tasks view to see everything assigned to you.

Task statuses

Blocking dependencies

Any task can be marked as blocking another. A blocked task shows clearly that it cannot start until its blocker is resolved. This is useful for sequences like: Waterproofing → Floor tiles → Wall tiles → Grouting → Final clean.

Job-type templates#

When a project reaches the Scheduled status, you can generate a full task list from a pre-built template for the job type. Templates include standard steps for bathroom renovations, tiling-only jobs, shower replacements, and more.

Each template task includes a recommended day offset from the project start date, a default assignee role, and an order index for sequencing.

Payment stages#

Payments are managed on the Payments tab of each project. Each accepted quote generates a set of payment stage records matching the schedule you defined.

Recording payments#

When a customer pays, open the payment stage and tap Mark as paid. Record the payment method (cash, bank transfer, card, cheque) and the date received.

The project card immediately updates to show the outstanding balance. The accountant role can see a full payments summary across all projects from the Payments section.

Supplier quotes#

The Materials tab on each project tracks what you need to order and from whom. Create a supplier quote request by adding line items: tile reference, quantity, unit, and expected price.

Material categories cover the full scope of a bathroom renovation:

Order tracking#

Each line item on a supplier quote has two checkboxes: Ordered and Delivered. As materials arrive on site, tick them off. The project status should move to materials_ordered and then materials_selected as the team progresses.

Task due dates#

Personal, timed follow-up prompts are just tasks with a due date — there is no separate reminders feature. Add a quick one from any project's activity feed: tap the + button next to the message box and choose Add task.

A task has a title, an optional description, a due date and time, and is linked to a project (or stands alone on the Tasks screen). Tasks with a due date appear in three buckets there:

Snooze options

On a task entry in the activity feed, tap the clock icon to delay its due date by 10 minutes, 1 hour, or until the next day at 9 am — without opening the full task editor.

Push notifications#

When you install the app and allow notifications, a task's due date is delivered as a push alert once, at the moment it falls due, even when the app is closed or in the background. The notification includes the task title and the linked project reference.

Tap the notification to open the project directly. Due tasks are processed every minute by the server.

Calendar view#

The Calendar screen shows all scheduled projects across a monthly grid. Each event displays the project reference, job type, and assignee. Tap any event to open the project.

Tasks with a due date also appear on the calendar, colour-coded separately from project events.

iCal sync#

Subscribe to a personal iCal feed to see your KAES calendar inside Apple Calendar, Google Calendar, or any other calendar app that supports the .ics standard.

1. 1Go to Account → Calendar settings.
2. 2Tap Generate feed URL. A unique, private URL is created for your account.
3. 3Copy the URL and add it as a subscribed calendar in your calendar app of choice.
4. 4Events update automatically when projects are rescheduled.

Uploading files#

Open the Files tab on a project and tap + Upload. Select one or more files from your device. Large images are automatically compressed before upload to save bandwidth and storage.

Files are stored securely in cloud storage with access restricted to your team. Each file has a direct download link valid for a limited time.

Photo categories#

User roles#

Every team member is assigned one role. Roles control what they can see and do across the system.

Inviting members#

Navigate to Account → Team. Tap + Invite member, enter their email address, and select their role. They will receive an email with a sign-up link.

You can deactivate a team member at any time from the same screen. Deactivated accounts cannot log in but their historical actions remain in the activity log.

AI pricing check#

The pricing check is powered by a large language model that analyses your quote and compares it against your own accepted-quote history and general Dublin renovation market rates (updated to 2024).

The model evaluates:

• →Total quote value relative to job type
• →Labour-to-materials ratio (normally 50–65% labour)
• →Per-m² rate compared to historical jobs of the same type
• →Individual section totals for obvious anomalies

Privacy & data#

The AI check is designed with privacy as the primary constraint. No personal data is sent to the AI provider. The request contains only:

• →Job type (e.g. "full bathroom")
• →Section titles and totals in euros
• →Room floor area in m² (if available)
• →Anonymised historical averages from your own accepted quotes

Customer names, addresses, contact details, and project references are never included. The AI model is run via the Groq API using an open-weights model. Queries are not used for model training.

Public API#

Connect your own website's booking or enquiry form directly to your MirroCRM workspace. Submit a lead from your site and it appears instantly on your Leads page, ready to be picked up by your team — and by any automation flow you've set up for new website leads.

1. 1Open Settings → Integrations and create a new connection.
2. 2Copy the API key shown — it's only ever displayed once.
3. 3From your booking form's submit handler, send the visitor's details to the endpoint below with your key in the Authorization header.

Authentication#

Every request must include your API key as a bearer token:

Authorization: Bearer mcrm_live_...

Create a lead

POST https://www.mirrocrm.com/api/public/v1/leads

Only name and email are required — everything else is optional.

curl -X POST https://www.mirrocrm.com/api/public/v1/leads \
  -H "Authorization: Bearer mcrm_live_..." \
  -H "Content-Type: application/json" \
  -d '{
    "name": "Jane Doe",
    "email": "jane@example.com",
    "phone": "+353 87 000 0000",
    "message": "Looking for a quote on a full bathroom renovation."
  }'

From a Next.js/Node API route on your own site — your form posts here, and this route holds the key server-side and forwards to MirroCRM:

// your site's own server-side route, e.g. app/api/quote/route.ts
export async function POST(request) {
  const { name, email, phone, message } = await request.json()

  const res = await fetch('https://www.mirrocrm.com/api/public/v1/leads', {
    method: 'POST',
    headers: {
      'Content-Type': 'application/json',
      'Authorization': `Bearer ${process.env.MIRROCRM_API_KEY}`,
    },
    body: JSON.stringify({ name, email, phone, message }),
  })

  return Response.json({ ok: res.ok })
}

A successful request returns:

{ "ok": true, "leadId": "..." }

Errors & rate limits#

Each API key is limited to 30 requests per minute — generous for a booking form, enough to stop a runaway script. If you need a higher limit for a legitimate use case, contact support.

Status codes reference#

The full list of project status codes appears in the Status pipeline section above. For quick programmatic reference when building integrations via the iCal feed or API:

Keyboard shortcuts#

FAQ#