Move an AccuLynx job to the next milestone

1. Find the job in AccuLynx and open the job file; the Next Steps panel at the top of the Job File Overview shows its current milestone or status.
2. Advance the job to Approved, which only users with the right AccuLynx permissions can do; submitted jobs wait on the Submitted Leads and Jobs tracking page, where several can be selected and moved forward together.
3. Record the deposit in the job, unless the office applies payments in QuickBooks or Sage Intacct, which sync back to AccuLynx on their own.
4. The move to Approved fires whatever the company built in Automation Manager for that milestone, such as a permit task or a welcome email to the homeowner.
5. A check entered both in AccuLynx and in QuickBooks shows up twice, and a rep who moves the milestone from the truck often leaves the check in the folder.

The Miller job at 48 Pine Ridge Rd signed today. Move it to Approved and log the $2,500 deposit, check #2218 dated Oct 10.

1. 01

   Pin down the one job

   Your agent searches list_jobs with the name or street from your message. Two open jobs for the same homeowner, such as a roof and a gutter job, stop the run with both listed, because the wrong move fires the wrong automations.

2. 02

   Check where it stands

   get_job confirms the job is in Prospect and reads the contract total. A job already in Approved is not moved again and the agent goes straight to the deposit. A job still in Lead is reported back instead of jumping two milestones.

3. 03

   Move it under your role

   update_job_milestone waits for your OK, then makes the move. If your AccuLynx role cannot advance the job, AccuLynx refuses and the agent tells you a manager has to approve it, without retrying.

4. 04

   Look for the deposit before writing it

   list_job_payments shows what the job already holds. A received payment with the same amount or check number, for example one that synced from QuickBooks or came through AccuPay, means nothing new is written and the agent says why.

5. 05

   Log the check with its trail

   Otherwise record_payment_received gets the amount, Check as method, the check number as reference and the date written on the check. The report gives the milestone before and after, the payment and the balance left against the contract.

Miller, 48 Pine Ridge Rd: Prospect to Approved, Oct 12 9:14 AM
Deposit: $2,500.00 check #2218 recorded, dated Oct 10
Contract $14,850.00, received $2,500.00, $12,350.00 still owed
Skipped: Garcia, 310 Elm Ct is already Approved and its $1,000.00 deposit synced from QuickBooks on Oct 9

• An AccuLynx Automation Manager welcome automation can send the homeowner a company-branded email with attachments when a job is approved, and a company can keep separate ones per trade.
• An AccuLynx automation on the Approved milestone can assign a task, such as pulling a permit, submitting an order or scheduling a material delivery, to a team member or crew with a due date and priority.
• Payments applied in QuickBooks or Sage Intacct sync back to AccuLynx and appear in the Financial Activity section of the job worksheet.
• AccuLynx Workflow Manager can give each trade, category and work type its own Statuses, so two jobs moved to Approved can start on different checklists.

update_job_milestone and record_payment_received ask for your OK by default. To run it on a schedule without you, switch confirmation off for those tools in your dashboard.

Sources: AccuLynx: Workflow Manager and new Financial Worksheets · AccuLynx: The top 14 things contractors can track using AccuLynx · AccuLynx: 5 sample automations for roofing contractors · AccuLynx: The ultimate guide to Invoice Worksheets

curl https://cotlet.dev/api/v1/acculynx/update_job_milestone \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"job_id":"b3f1c2a4-7d2e-4f0a-9c51-2e8a4d6f1b90","milestone":"Approved"}'

{
  "job_id": "b3f1c2a4-7d2e-4f0a-9c51-2e8a4d6f1b90",
  "job_name": "Miller - 48 Pine Ridge Rd",
  "milestone": "Approved",
  "previous_milestone": "Prospect",
  "milestone_date": "2026-10-12T09:14:00-05:00"
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the tool is acculynx_update_job_milestone. Example data.

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