Creating and Managing Jobs

What is a Job?

A job is the container that holds everything related to a customer project - quotes sent, work scheduled, invoices created and notes about the job. Think of it as the master record for each piece of work you do.

For the full explanation of how jobs work, see Understanding Jobs.

Creating a New Job

There are three main ways to create a job:

Method 1: From a Quote (Most Common)

Once a quote reaches Paid, a green Create / Link Job button appears on the quote. That is where the job comes from, and it lets you either spin up a new job or attach the quote to a job you already have.

The quote carries the customer, the site and the description across, and the link shows on the job's Quotes tab afterwards.

See Linking Quotes to Jobs for the full flow.

Tip: Save your common job setups as Job Templates.

If you do the same kind of job over and over (annual services, hot water swaps, standard installs), save the setup once and pick it from the "Start from template" dropdown when you create a new job. Templates pre-fill the category, description, work details, line items, attachments and notes. Line item prices are resolved against your live price list every time so they never go stale. See Job Templates for the full guide.

Method 2: Manually from Jobs Page

If you need to create a job without a quote first:

1. Go to the Jobs page in the portal
2. Click New Job (top right)
3. Fill in the form:
   • Job Type - Work Order Visit for approved work, or Quote Visit if you are still quoting
   • Job Category (optional) - see Job Categories
   • Customer * - search by name, email or phone
   • Site Contact (Optional) - the person who will be on site if that is not the customer
   • Job Description * - what the work is. The first line becomes the job title
4. Click Create Job

A job number is assigned automatically and cannot be changed.

Method 3: Linking an Existing Quote

If you created a quote but it wasn't accepted online (phone order, in-person quote, etc.):

1. Go to the Quotes page and open the quote
2. Click Create / Link Job at the top right. This button only appears once the quote is Paid
3. Pick a Link Type, then either select an existing job or choose Create new work order job
4. Click Link Quote to Job

See Linking Quotes to Jobs for what each link type means.

Job Numbers Explained

Every job gets a unique job number automatically:

• Format: Simple incrementing numbers (1000, 1001, 1002...)
• Starts at: 1000 by default (configurable in Settings)
• Automatic: You can't choose or change job numbers
• Permanent: Once assigned, the number doesn't change

Why this matters:

• The job's invoice takes the same number as the job
• Easy to reference in conversations with customers
• Keeps everything organised chronologically

Example: Job #1042 bills on invoice 1042, and any extra partial invoices on that job run 1042-2, 1042-3. Standalone invoices that are not attached to a job use a separate INV- sequence. See Understanding Invoice Numbers.

Editing Job Details

Once a job exists, you can edit most details:

How to Edit

There is no Edit Job button. The fields on the Details tab are already editable, and a bar appears at the bottom as soon as you change something.

1. Go to the Jobs page and open the job
2. On the Details tab, type into Description, Work Details or Job Category
3. A You have unsaved changes bar appears
4. Click Save Changes, or Discard to throw the edit away

The customer, the site and the site contact are edited from the header above the tabs, using the pencil icon next to the customer name, Change next to the address and + Add Site Contact.

What You Can Edit

Can change:

• Job description - Refine what the work involves
• Job status - Move through workflow (Quote → Work → Completed)
• Job category - Organise jobs by type of work (see Job Categories)
• Site address - If work location changes
• Site contact - Specific person to contact at the job site
• Customer - If job was linked to wrong customer
• Customer details (name, address, email) - Edit via the job detail page to update the job AND any unsent invoices for that job

Cannot change:

• Job number - permanent once assigned
• Creation date - historical record
• Job status directly - use More Actions, see below
• Linked quotes - once a quote is linked to a job there is no way to unlink it. See Linking Quotes to Jobs

Note on editing customer details: If you update the customer's name, address or contact information from within a job, it updates the job's record and any draft invoices connected to it. Already-sent invoices for that job will keep their original customer details (this is intentional for record accuracy).

Site Contacts

For jobs where you need to contact someone specific at the site (like a site manager, tenant or building supervisor), you can add a site contact to the job.

Site contacts are not the same as customer contact people. A site contact lives on this one job and is the person who'll physically be at the property for the visit. A customer's contact people live on the customer and travel across every job. They're who quotes, invoices and reminders reach. You can use both together, for example a landlord as the customer contact who gets the invoice and a tenant as the site contact your tech calls on arrival.

When to use site contacts:

• Commercial jobs with on-site managers
• Rental properties (tenant is the contact, not the landlord)
• Construction sites (site supervisor contact)
• Body corporate/strata properties (manager contact)

What you can save:

• Contact person's name
• Phone number
• Relationship to property (optional) - e.g., "Tenant", "Site Manager", "Relative"

To add or edit a site contact:

1. Open the job detail page
2. In the job details card, click "Edit Site Contact" or the pencil icon
3. Fill in their name and phone
4. Optionally add their relationship to the property
5. Click "Save"

The site contact shows on the job details so your team knows who to call when they arrive on site.

Available in: Portal and mobile app

Job Status and Workflow

Jobs move through different statuses as work progresses:

Quote Visit (Quote Stage)

• Customer hasn't accepted the quote yet, OR
• Quote accepted but work hasn't started
• What to do: Send quotes, wait for acceptance, schedule quote visit

Work Order

• Customer accepted quote and work is approved
• Active job that needs scheduling and completion
• What to do: Schedule bookings, do the work, track progress

Completed

• All work finished
• Invoices sent and (usually) paid
• Job closed successfully
• What to do: Archive completed jobs, use for reference

On Hold

• Work paused for a specific reason (waiting for parts, customer reply, weather, payment, etc.)
• Each hold has a reason and a release date, so the job comes back automatically when it is ready
• The system also applies holds automatically when a linked quote is sent ("Pending Quote" hold)
• What to do: The job will release automatically when the hold-until date passes. To release early, change the status back manually.

For full details on hold reasons, expiry and managing hold settings, see Putting Jobs on Hold.

Cancelled

• Customer cancelled before completion
• Work not happening
• What to do: Archive, no further action needed

Changing Job Status

There is no status dropdown on the job. Every status change is an action in the More Actions menu at the top right, so each one can do the right thing to invoices and holds along the way.

1. Open the job detail page
2. Click More Actions
3. Pick the action you want

What you see depends on where the job is. A Work Order offers Change to Quote, Complete Job, Put On Hold and Cancel Job. A Quote Visit offers Change to Work Order instead. A job already on hold offers Resume as Quote or Resume as Work Order, and a completed or cancelled job offers Reopen as Quote or Reopen as Work Order.

Holds always go through Put On Hold, so every hold gets a reason and a release date. See Putting Jobs on Hold.

Status changes automatically when:

• Quote accepted → Changes to "Work Order" (if quote was marked for immediate work)
• Invoice paid → Might prompt to mark job "Completed" (manual confirmation)
• Linked quote sent → Job goes on hold with "Pending Quote" reason (automatic)

Completing Jobs (Portal)

When the work's done and you're ready to close the job, use the Complete Job button instead of manually changing the status. This gives you options for handling invoices at the same time:

To complete a job:

1. Open the job detail page
2. Click "More Actions" (top right)
3. Click "Complete Job"
4. Choose how to handle the invoice:

If no invoice sent yet:

• Complete & Invoice Now - Creates invoice and takes you to billing tab to finish it
• Complete & Invoice Later - Creates draft invoice, marks job complete, you can invoice whenever
• Complete Job - Marks complete without creating invoice (if you don't need to invoice)

If invoice already sent:

• Complete & View Invoice - Marks job complete and shows you the invoice
• Complete Job - Just marks it complete

This streamlines the process and ensures you don't forget to invoice completed jobs.

Job Description Best Practices

The job description is what you and your team see when looking at the job, so make it useful. Good descriptions include what needs doing, the type of system, quantity if relevant and location type when helpful. For example: "Install 3x ducted systems - Commercial office building" or "Replace outdoor unit - Residential - Model XYZ-123".

Avoid vague descriptions like just "Work" or "Customer job" that don't tell you anything. Don't write "See quote" either - the description should stand alone so anyone can understand what the job is about without hunting for other documents.

Managing Job Components

Each job has several tabs for different aspects:

A job has seven tabs: Details, Phases, Bookings, Billing, Purchases, Quotes and Forms.

Details

Description, Work Details (which prints on the invoice), Job Category and the job's upcoming bookings. This is where you edit the job.

Phases

Splits a big job into stages such as Rough-in and Fit-off, each with its own status and billing.

Bookings

Every booking on the job, with New Booking to add another. See Creating Bookings.

Billing

The job invoice and any partial invoices, with payment status. See Creating Invoices.

On a completed job whose invoice is still a draft, owners and admins can choose No further billing here (or from the ••• Job Actions sheet in the app) and give a reason. It voids the draft invoice rather than deleting it. The job then leaves Jobs Need Invoicing. Invoices already sent are not changed. The invoice can be created again from this tab.

Purchases

Supplier orders and expenses booked against the job.

Quotes

The quotes linked to this job, each with its link type, accepted amount and status. This tab is read-only. You cannot link or unlink a quote from here. See Linking Quotes to Jobs.

Forms

Job forms and signatures captured on site.

Notes & Attachments

Not a tab on a wide screen. On a window 1400px or wider it sits as a permanent panel down the right-hand side, next to whichever tab you are on. Narrow the window and it collapses into an eighth tab. See Job Notes and Attachments.

On a job for a repeat customer, the bottom of the feed carries a Customer history panel with photos from earlier jobs at the same site, photos on the customer and the customer's notes, so you walk in knowing what was found last time. See Customer History.

Finding Jobs

Jobs List Page

The main Jobs page shows all your jobs with filters:

Search: the box reads "Search by job #, description, customer..." and results update as you type.

Status dropdown: All Status, Quote Visit, Work Order, Completed, Cancelled, On Hold.

Filters popover: narrows by Created from and Created to dates and by Job category.

Sorting: click a column heading. Job #, Status and Updated all sort, and the list opens on most recently updated.

Across the top, four cards count Active Jobs, Quote Visits, Work Orders and Completed this month.

From Customer Page

To see all jobs for a specific customer:

1. Go to Customers page
2. Search for and click on the customer
3. Go to Jobs tab
4. All their jobs listed

Useful for seeing a customer's full history. To see photos from earlier jobs at the same site, along with the customer's notes, without leaving the job you are on, use the Customer history panel in the job's Notes & Attachments feed.

Deleting Jobs

Jobs cannot be deleted. There is no delete action anywhere in the portal and no API behind one. This is deliberate: jobs are permanent records, and a job usually has bookings, invoices and notes hanging off it.

What to do instead:

• More Actions → Cancel Job if the work is not happening
• The job stays in the system for history and reporting, and drops out of your active filters
• For a duplicate created by mistake, cancel it and note why on the one you are keeping

Common Workflows

Workflow 1: Quote to Completion

1. Send quote to customer (mobile app)
2. Customer accepts → Job created automatically
3. Job opens in "Work Order" status
4. You schedule bookings for the work
5. Technicians complete the work
6. You create invoice from the job
7. Customer pays invoice
8. You mark job as "Completed"

Workflow 2: Manual Job Creation

1. Customer calls asking for work (no quote needed)
2. You create job manually in portal
3. Set status to "Work Order"
4. Add description of work
5. Schedule bookings
6. Complete work
7. Create invoice
8. Mark completed

Workflow 3: Adding Scope to Existing Job

1. Customer wants additional work on existing job
2. Open the job
3. Update description to include new work
4. Create new bookings for additional work
5. Create separate invoice or add to existing invoice
6. Complete and close

Tips for Job Management

Use clear descriptions Write descriptions like you're telling a teammate what needs doing. Be specific.

Update status regularly Don't leave jobs in "Quote Visit" if work has started. Move them to "Work Order" so they appear in the right filters.

Add notes as you go When something important happens (customer requests, problems found, decisions made), add a note immediately. Don't rely on memory.

Take photos Before, during and after work. Upload to Notes & Attachments tab. This protects you if questions come up later.

Check for unscheduled bookings Use the "Unscheduled" badge filter to find jobs that need scheduling. Don't let work fall through the cracks.

Mark jobs complete Once fully paid and closed, mark as "Completed". Keeps your active job list clean.

Common Questions

Can I change the job number? No. Job numbers are permanent once assigned. They're used for invoicing and can't be changed without breaking things.

What if I linked a quote to the wrong job? There is nothing you can do about it in the app. Linking a quote to a job cannot be undone, on either side. Link the quote to the right job as well, and note on the wrong job which quote does not belong to it.

Can I merge two jobs? No automatic merge. You'd need to manually consolidate (move bookings, invoices, notes) and cancel the duplicate job.

How do I find very old jobs? Use the search bar (search by customer name or job number) or filter by "Completed" and scroll down.

What if a customer has multiple ongoing jobs? That's fine! Create separate jobs for each project. Filter by customer to see all their jobs together.

Can I copy a job for a repeat customer? Not directly. Create a new job and manually fill in similar details, or start from a new quote.

Related Articles

• Understanding Jobs - How jobs work overall
• Job Templates - Reusable job setups with line items, attachments and notes
• Job Categories - Organise jobs with custom categories
• Putting Jobs on Hold - Hold reasons, expiry and automatic release
• Quote Visits - The quote visit workflow
• Creating Bookings - Schedule work for jobs
• Job Notes and Attachments - Track job information
• Creating Invoices - Bill customers for completed work