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)

When a customer accepts a quote, a job is created automatically:

1. You send a quote via the mobile app or portal
2. Customer clicks "Accept" on the quote
3. Job is created instantly with:
   • Quote linked to the job
   • Customer and site details copied over
   • Job description from quote
   • Status set to "Open:Quote" or "Open:Work"

You don't need to do anything - the system handles it.

[IMAGE PLACEHOLDER: Quote acceptance confirmation showing job created message]

Method 2: Manually from Jobs Page

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

1. Go to Jobs page in the portal
2. Click "Create Job" button (top right)
3. Fill in the form:
   • Customer - Search and select (or create new customer)
   • Site Address - Select from customer's saved addresses or add new
   • Job Description - What work needs doing
   • Status - Usually "Open:Work" if approved to start
   • Contact Person (optional) - Specific person at the customer
4. Click "Create Job"

A job number is assigned automatically (can't be changed).

[IMAGE PLACEHOLDER: Create Job form with fields filled in]

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 Quotes page
2. Find the quote
3. Click "Link to Job" or "Create Job" button
4. Confirm the action
5. Quote gets linked to a new job

This connects historical quotes to jobs retroactively.

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:

• Job numbers are used for invoice numbering
• Easy to reference in conversations with customers
• Keeps everything organized chronologically

Example: Job #1234 might have invoices numbered INV-1234-1, INV-1234-2, etc.

Editing Job Details

Once a job exists, you can edit most details:

How to Edit

1. Go to Jobs page
2. Click on the job you want to edit
3. On the job detail page, click "Edit Job" (top right)
4. Update any fields:
   • Description
   • Status
   • Customer (if you selected wrong one)
   • Site address
   • Contact person
5. Click "Save" or "Update Job"

Changes apply immediately.

[IMAGE PLACEHOLDER: Job detail page with Edit Job button highlighted]

What You Can Edit

Can change:

• Job description - Refine what the work involves
• Job status - Move through workflow (Quote → Work → Completed)
• 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
• Linked quotes - Remove these from the Quotes tab instead

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.

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:

Open:Quote (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

Open:Work (Work Order Stage)

• 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 some reason (waiting for parts, customer delay, etc.)
• Still active but not currently being worked on
• What to do: Resume when ready or cancel if customer decides not to proceed

Cancelled

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

[IMAGE PLACEHOLDER: Job status dropdown showing all statuses]

Changing Job Status

To change status:

1. Open the job detail page
2. Click "Edit Job"
3. Select new Status from dropdown
4. Save

Status changes automatically when:

• Quote accepted → Changes to "Open:Work" (if quote was marked for immediate work)
• Invoice paid → Might prompt to mark job "Completed" (manual confirmation)

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:

Overview Tab

• Job details summary
• Customer and site information
• Job status and dates
• Quick actions (Edit, Create Booking, Create Invoice)

Bookings Tab

• All scheduled work for this job
• Create new bookings
• See unscheduled bookings
• Mark bookings as complete

See Managing Bookings for a Job for details.

Quotes Tab

• All quotes linked to this job
• Usually just one quote, but can have multiple
• View quote details
• Create additional quotes if scope changes

Invoices Tab

• All invoices created for this job
• Create new invoices
• See payment status
• Track what's been billed

See Creating Invoices for details.

Notes & Attachments Tab

• Text notes from team members
• Photos from site
• Documents (contracts, certificates)
• Timeline of everything that happened

See Job Notes and Attachments for details.

[IMAGE PLACEHOLDER: Job detail page showing all tabs]

Finding Jobs

Jobs List Page

The main Jobs page shows all your jobs with filters:

Search:

• Type job number, customer name, or address
• Results update as you type

Filter by Status:

• All Jobs
• Open:Quote
• Open:Work
• Completed
• On Hold
• Cancelled

Filter by Badge:

• Unscheduled - Jobs with no bookings scheduled
• Today - Jobs with bookings today
• Upcoming - Jobs with future bookings
• Overdue - Jobs past their expected date
• Done - All bookings completed

Sort Options:

• Recently Updated (default) - Latest activity first
• Job Number - Oldest jobs first
• Customer Name - Alphabetical

[IMAGE PLACEHOLDER: Jobs list with filters and search]

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.

Deleting Jobs

You generally can't delete jobs once they're created. This is intentional - jobs are permanent records for your business.

What to do instead:

• Mark as Cancelled if the work isn't happening
• Jobs stay in the system for history and reporting

When deletion might be needed:

• Job created by mistake immediately after creation
• Duplicate job created accidentally
• Contact support for job deletion if essential

Common Workflows

Workflow 1: Quote to Completion

1. Send quote to customer (mobile app)
2. Customer accepts → Job created automatically
3. Job opens in "Open:Work" 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 "Open:Work"
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 "Open:Quote" if work has started. Move them to "Open:Work" 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? Go to the job, Quotes tab, and unlink the quote. Then link it to the correct job.

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
• Creating Bookings - Schedule work for jobs
• Job Notes and Attachments - Track job information
• Creating Invoices - Bill customers for completed work