In a bright hotel lobby with tall curtained windows, a woman in a navy suit and a man in a dark teal jacket carrying a leather folder walk along a long saltwater display set into a travertine wall; he points to the corals as they talk.

Proposals · Stewardship Plans · monthly invoices

Propose the work. Keep the contract.

New lighting over a lobby display, a re-scape, a living wall’s season of care, the monthly contract behind all of it: each is priced once, as lines. The general manager approves from the email, any deposit is in before the first fixture comes down, and the same lines become the invoice when the work is done — or the monthly invoice, for as long as the contract runs.

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Follow one proposal to paid

From the first price to paid

One Proposal, approved, carried out and paid on the same job.

The lights over The Corvane’s lobby display are due for replacing, and Ines wants to re-scape the rockwork while the display is opened up. June prices it as one Proposal to Elena Ruiz-Hart, the hotel’s general manager. Follow it through: each line priced once and carried forward as it stands, and nothing goes to the hotel before you send it.

The display behind the job: LR-01 on its system record

  1. Price the workTwo LED fixtures supplied and fitted, a day’s re-scape with the corals placed back, one stabilisation visit afterwards: three lines on LR-01, each with its own price. Work you’d rather charge by the hour goes in as hours.
  2. Send the ProposalOne email takes the lines to Elena, with a deposit if you’ve asked for one. Whether she approves first is up to you: for small work on a display your team already services, skip it and the job lands straight on the Visit Calendar.
  3. The general manager approvesElena reads the Proposal at her desk or on her phone and approves it, or declines it and gives a reason. The job keeps when she opened it and what she decided.
  4. A deposit, if you want oneThe deposit is optional too, decided for each job: a set amount or a share of the total. Request one and the job holds at Awaiting Deposit, then moves to Scheduled once it’s paid.
  5. Start the workMonday, 6:00 am, the lights off and the fish, corals and invertebrates settled: Theo presses Start work. Elena gets an email that the work on the lobby display has begun.
  6. Mark it completeNew fixtures on, rockwork re-scaped, corals placed, water changed and readings logged: press Complete. An email lets Elena know the display is finished, and the invoice opens with each line already carried in.
  7. The invoice, from the same linesEvery line comes across, minus the deposit Elena paid at the start. The total is ready to check; one click sends it.
  8. Paid in fullElena pays the balance by card online. It’s recorded on the invoice, and an email confirms the payment has arrived.

JobLR-01 lighting and re-scapeThe Corvane · lobby saltwater display Approval PendingAwaiting DepositScheduledWork In ProgressCompletedPaid

DetailsProposalPaymentsInvoiceHistory

  • LED lighting: two fixtures supplied and fitted, LR-01$2,480
  • Rockwork re-scape and coral placement, LR-01 (one day, two aquarists)$1,350
  • Stabilisation visit after the re-scape: water change and readings$290
  • Deposit · 30%$1,236DuePaid
  • Balance$2,884DuePaid
  • Subtotal$4,120
  • Deposit paid−$1,236
  • Balance due$2,884
Subtotal
$4,120
Deposit (30%)
$1,236
Balance after deposit
$2,884

Invoice · from this jobReview & sendInvoice · sentPaid

Illustration · invented client · sample data · every amount follows the market chosen in the header

When the balance is in

Thanks in your own name, and the paid invoice as a PDF.

When the hotel pays the balance, your company thanks them with a PDF of the invoice stamped paid: the copy The Corvane’s finance office files against the lobby display. Open the attachment the way they would.

From:
Your company
To:
Elena Ruiz-Hart · The Corvane
Subject:
Your company: payment received

Your company

Paid

Hello Elena,

Thank you — we’ve received your payment for the new lighting and re-scape on the lobby display, and the invoice is now paid in full.

Payment date
Thursday
Payment method
Card online
Amount paid
$2,884
Remaining balance
$0

Questions about this payment? Reply here and our team will help.

Invoice · INV-1184LR-01 lighting and re-scape

Bill toCorvane HotelsIssuedMonday

The Corvane · lobby saltwater display

  • LED lighting: two fixtures supplied and fitted, LR-01$2,480
  • Rockwork re-scape and coral placement, LR-01 (one day, two aquarists)$1,350
  • Stabilisation visit after the re-scape: water change and readings$290
  • Total$4,120
  • Deposit paid · card online · Wednesday−$1,236
  • Balance paid · card online · Thursday−$2,884
  • Balance due$0
Paid

Sample thank-you email and the paid invoice it carries · invented client · each amount in the header market’s currency

Work Record · optional, yours to send

The display before, the display after, and every step in between.

Press Complete and the Work Record is already waiting: each step your aquarist logged with its time, a photo before and after, the fixtures fitted, the hours on site and a line from the aquarist. It stays on LR-01’s record and goes to the hotel only if they ask, or if you want to show the work. Nothing sends it automatically, and the invoice goes out without it.

  • Written from what your aquarist logs at the display, never pieced together afterwards
  • Leaves only when you say so: the client asked, or you’d like them to see the work
  • Kept on the system’s record either way, beside its visits, readings and incidents

One job’s record here; the month’s care goes into the Stewardship Report

Work RecordLR-01 lighting and re-scapeThe Corvane · LR-01 · Monday · T. BanksReady · not sentSent to the client · 4:05 pm

A wide saltwater aquarium set into a dark veined marble wall before the work: low, plain stacks of grey rock with a few small corals, a handful of fish, and dim, greenish-yellow light in the water.
The same marble-framed aquarium after the work: the rock rebuilt into an open arch on the left and an island on the right, covered with pink, green, purple and cream corals, under crisp white-blue light, with clownfish and tangs swimming between.
BeforeAfter
  1. Lights off, fish, corals and invertebrates settled
  2. Old fixtures taken down
  3. New LED fixtures fitted on their arms
  4. Rockwork re-scaped
  5. Corals placed back
  6. Water change and readings logged
  7. Work complete, photographed after
Fitted
Two LED fixtures · mounting arms
Time on site
9 h 40 min

Aquarist’s note Lights on the new cycle from tonight; corals settled. I’ll re-check them at Tuesday’s visit.

Optional · on request or at willKeep on recordSend to client

Illustration · invented client · sample data

Stewardship Plans and leased displays

A contract billed by the month. A display leased by the month.

Most of what your company does isn’t a one-off job. A client whose systems you look after has a Stewardship Plan, its maintenance contract, invoiced every month. And many firms lease the display itself: the tank, its equipment and the visits, on an agreement billed monthly for as long as it runs. Both are the same recurring invoice, set up once.

  • The plan’s invoice lists every system it covers, with its visit rhythm, and goes out on the same working day each month
  • A leased display’s invoice carries the agreement with it: what the fee covers, and which month of the term this is
  • Change a plan, add a system or end an agreement, and the next invoice follows it

How the Visit Calendar repeats every visit the plan covers

A bright, calm dental studio reception in pale oak and white: a curved reception desk, two upholstered armchairs and, on a white cabinet by the frosted window, a planted freshwater aquarium with driftwood, green plants and a small shoal of tiny fish.

Stewardship Plan · monthly invoiceThe Corvane · Corvane HotelsRepeats every month

  • LR-01 · lobby saltwater displayWeekly service visits$980
  • FW-02 · lounge-bar planted displayFortnightly visits$260
  • LW-01 · lobby living wallFortnightly water-system and zone checks$380
  • KP-01 · courtyard koi pondMonthly service visit$220

This month$1,840

DraftIssued · first working day of the month

Leased display · monthly invoiceFerrow Dental Studio · reception12-month agreement

FD-01Planted freshwater display, 75 gal, supplied and installed by your company

Covers the display, its equipment and fortnightly service visits

Month 5 of 12

This month$340

DraftIssued · first working day of the month

Illustration · invented clients · sample data · the rhythm, the term and the fee are yours to set

Payments

Card online, or the way businesses pay in your client’s country.

Pick, in settings, the payment methods from your country that your clients may use. Your account details travel with every invoice email, so a hotel’s finance office or a clinic’s practice manager knows exactly how to pay you.

Payment methodsUS

Card payments online · at launch

Methods for this country

  • Zelle
  • Venmo
  • Cash App
  • PayPal
  • ACH
  • Wire Transfer
  • Cash
  • Check
  • Apple Pay
  • Google Pay
  • Square

The methods shown follow the market in the header; at launch, your business’s own country decides them.

History

Each step of the job, stamped with who and when.

Every step records when it happened and who did it, whether that was you, the client or the system. If the hotel’s finance office wants to know who approved the lighting and when the money arrived, it’s all in the History tab.

HistoryLR-01 lighting and re-scape

  1. YouProposal sent
  2. ClientProposal opened
  3. ClientProposal approved
  4. SystemDeposit requested
  5. ClientDeposit paid
  6. YouWork started · client emailed
  7. YouWork completed · client emailed
  8. ClientBalance paid · paid in full
  9. SystemPayment confirmation emailed

Illustration · invented client · sample data

On the same record

The care behind every line you invoice.

Questions care firms ask

About proposals, contracts and getting paid

What does an aquarium maintenance contract usually cover?

Usually the regular service visits for each system, at a set rhythm (weekly, fortnightly or monthly), the routine work at each visit, and how the client hears about it. In Frescalo that contract is the client’s Stewardship Plan: each system it covers with its visit rhythm, invoiced monthly, with a Stewardship Report on the schedule you set.

Can I invoice a leased or rented aquarium every month?

Yes. A leased display is a recurring agreement: Frescalo is built to invoice it monthly for as long as the term runs, with what the fee covers on each invoice. The display and its equipment sit on the client’s register like any other system.

Does the client have to approve every Proposal?

No. Whether a job needs approval is your call each time. For small work on a display your team already services, send it without and it lands straight on the Visit Calendar.

Is a deposit required?

No. You choose job by job whether to ask for one, as a set amount or a share of the total. Without a deposit, an approved job goes straight to Scheduled.

Do the emails to my clients show Frescalo’s name?

No. Proposals, invoices, thank-you emails and Work Records all carry your company’s name and come from your company’s address.

Does the Work Record go to the client automatically?

No. Each finished job keeps one on its record; it goes out only when the client asks or you decide to send it, and the invoice goes out without waiting for it.

Frescalo keeps the record of what your team checked, measured, changed and reported at each visit, against the ranges you set. Living systems carry inherent biological risk; Frescalo documents care - it does not guarantee outcomes.

Founding access

Price the work once. Invoice the contract every month.

Claim early access and hear first when Frescalo opens for the firms that care for aquariums and living walls.

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Aquarium Maintenance Contracts & Monthly Invoices | Frescalo