Creating and Running a Job
Use this page to create a service job, add what you're charging for, assign someone, and move the job from start to finish.
Quick steps
- Go to Service Jobs and click New Job. Type a Title, pick the Customer, fill in the Site Address, and click Create Job.
- Under Add Line Item, pick Labor, Material or Expense, type the item name (or pick a template), the quantity and Price, and click Add. Repeat for each charge.
- Under Assigned Staff, pick someone from Select staff... and click Assign.
- In the Actions panel, click Approve Job, then Schedule Job (enter Schedule Start) to book it.
- When work begins, click Start Job. When it's done, click Complete Job.
- Then bill the customer — see Invoicing and Getting Paid.
Typing a Scheduled Start when you create the job books it straight away, so you can skip Approve Job and Schedule Job.
Common questions
One line shouldn't be taxed. Click the small Taxed · make tax-free link under the line's name. The totals update straight away.
Does a Material line take the part out of inventory? No. It's a charge on the bill only. Adjust your stock in inventory if you used something from the shelf.
Can I cancel a job after it's completed? No. Cancel Job is only there while the work is still open (Draft, Approved, Scheduled or In Progress).
How do I give the customer a copy? Click Print, then Print / Save PDF to print it or save a PDF to email.
More detail: every field when creating a job
Create the Job
Go to Service Jobs and click New Job.
| Field | What to enter |
|---|---|
| Title | Required. A short name for the work, for example "HVAC repair at 123 Main St". |
| Description | What needs doing. |
| Customer | Pick the customer. The list shows name and phone. Type part of a name, phone number or email to search all your customers. |
| Category | Optional. One of your service categories. |
| Priority | Low, Normal, High or Urgent. |
| Scheduled Start / Scheduled End | Optional. A start time books the job — see the note below. |
| Site Address | Street Address, City, Province, Postal Code and Site Notes (access codes, parking and so on). |
Click Create Job. The job gets a number made from today's date, for example JOB-20260930-0001, and its page opens. New jobs start as Draft.
Typing a Scheduled Start on this form (or on Edit) books the job: a Draft or Approved job becomes Scheduled and appears on the Schedule. If you leave Scheduled End blank, it's set from the job's estimated time. Leave both blank to create the job as a Draft and book it later.
Clearing the start time on a Scheduled job puts it back to Approved, under Unscheduled Jobs on the Schedule.
The Job Page
The job page shows the title, description, priority and status at the top, then Customer (click to open their record), Category, Scheduled, Duration and Created, and the site address and notes.
Duration shows Est: and, once the job has been started and completed, Actual: with the difference in minutes — red when the job ran long, green when it came in early.
The estimate comes from the job's labour lines: a line added from a template counts the template's time for each one, and any other labour line counts its quantity as hours. For example, 2 × "Service call" typed in by hand is 2 hours. A job with no labour lines uses its booked start-to-end time, or one hour.
Buttons at the top: Back, Print and Edit.
More detail: line items and how tax is worked out
Line Items
Line items are what you're charging for. Under Add Line Item:
- Choose the type: Labor, Material or Expense.
- Type the Item name — or pick one of your templates from the list under the form, which fills in the name, price and tax for anything you leave blank.
- Enter the quantity (hours, pieces, and so on) and the Price for one.
- Untick Taxable if this line shouldn't be taxed.
- Click Add.
For example: Labor, "Service call", 2 × $85.00 = $170.00. Material, "Kitchen tap cartridge", 1 × $32.50 = $32.50.
The table shows each line's type, name, quantity, price and total, with Subtotal, Tax and Total underneath. To remove a line, click the delete icon at the end of its row and confirm. Removing the last line takes the totals back to $0.00.
How tax is worked out
Tax is your store's tax rate applied to the job's taxable lines. On the example above at 13%, with both lines taxable, tax is $26.33 and the total is $228.83. If the tap cartridge were tax-free, tax would be $22.10 (13% of $170.00) and the total $224.60.
Under each line's name is a small link saying whether it's taxed — Taxed · make tax-free or No tax · make taxable. Click it to switch that line; the tax and total update straight away.
The Financial panel on the right breaks the total down into Labor, Materials and Expenses, then Subtotal, Tax and Total, and — once payments come in — Paid and Balance Due.
A Material line is a charge on the bill, typed in by hand. It isn't linked to a product, so completing the job doesn't change your stock. If you used stock from the shelf, adjust it in inventory.
More detail: assigning staff and moving the job along
Assign Staff
Under Assigned Staff, pick someone from Select staff... (admins, managers and clerks are listed), tick Primary assignee if they're leading the job, and click Assign. You can assign several people; each can be assigned once. The primary person has a Primary badge. Click the icon beside a name to take them off the job.
Assigned staff see the job on their My Jobs tab. See Schedule and My Jobs.
Move the Job Along
The Actions panel shows the next step for the job's status:
| Status | Button | What happens |
|---|---|---|
| Draft | Approve Job | Confirm "Approve this job?". The job becomes Approved. |
| Approved | Schedule Job | Enter Schedule Start (required) and Schedule End, then click Schedule Job. If you leave the end blank, it's set from the job's estimated time (see The Job Page). The job becomes Scheduled and appears on the calendar. |
| Scheduled | Start Job | The job becomes In Progress and the actual start time is recorded. |
| In Progress | Complete Job | Confirm "Mark this job as completed?". The job becomes Completed and the actual finish time is recorded. |
| Completed | Mark as Invoiced | See Invoicing and Getting Paid. |
Technicians can also start and complete their own jobs from My Jobs.
Cancel a job
Cancel Job appears while the work is still open — a Draft, Approved, Scheduled or In Progress job. Confirm "Cancel this job? This cannot be undone." A cancelled job stays on the list with a Cancelled badge. Once a job is Completed, Invoiced or Paid it can't be cancelled: the work has been done and billed.
Edit a job
Click Edit to change the title, description, customer, category, priority, times or site address, then Update Job. The job keeps its customer and category even if that customer is far down your list or the category has since been deactivated. Editing only changes the status when you add or clear the start time (see Create the Job).
More detail: notes, photos and printing
Notes and Photos
The Notes panel keeps a running log of the job.
- Type in Add a note....
- Optionally choose one or more photos under Attach Photos. Photos must be JPEG, PNG, GIF, WebP or HEIC images, up to 10 MB each.
- Tick Internal only (not visible to customer) for notes meant only for the office.
- Click Add Note.
Each note shows who wrote it and when, with its photos as thumbnails you can click to open full size. Internal notes have a yellow edge and an Internal note label.
Customers don't have a page where they can read job notes. The difference today is on the technician's field view in My Jobs: it shows only notes that are not internal. Notes and photos a technician adds from the field are never internal, so they show on the job page for everyone.
Print
Print opens the job as a SERVICE INVOICE in a new tab: your store name, the job number and date, Bill To (the customer), Service Location, the title and description, each line with its type, description, quantity, rate and total, then subtotal, tax (with your rate), total, and — if anything has been paid — Amount Paid and Balance Due. It ends "Thank you for your business!"
Click Print / Save PDF to print it or save it as a PDF to email.