Jobs

Jobs represent scheduled work for a customer. They track scheduling, time, and completion — and can generate invoices when the work is done.

Overview

A job is a unit of work you perform for a customer. Jobs can be created on their own or from an accepted quote. They help you organise when work happens, who does it, how long it takes, and what was done.

Jobs support two billing modes:

• Fixed price - A set amount agreed upfront, usually defined by a linked quote.
• Time & materials - Billed by an hourly rate multiplied by the time tracked on the job.

Once a job is completed, you can send the customer a completion report and create an invoice for the work.

Job Lifecycle

Every job moves through a series of statuses:

• Pending - The job has been created but not yet scheduled or started.
• Scheduled - A start time has been set and optionally a team member assigned.
• In Progress - Work has started. Time is being tracked.
• Paused - Work has been temporarily stopped. It can be resumed at any time.
• Completed - The work is finished. You can now write a completion summary, send a report, or create an invoice.
• Report Sent - A completion report has been emailed to the customer.
• Cancelled - The job was cancelled. This is a terminal state.

Jobs can move between In Progress and Paused as many times as needed. A job can be cancelled from any non-terminal state. Completed and Report Sent are also terminal states — though completed jobs can be reopened under certain conditions.

Creating Jobs

There are two ways to create a job:

• Standalone - Create a job directly by selecting a customer, adding a title, and choosing a billing mode. Use this for ad-hoc work not tied to a quote.
• From an accepted quote - Create a job linked to a quote. The customer is filled in automatically and the job is associated with the quote. If the quote has multiple billing stages, you can assign the job to a specific stage.

You can create multiple jobs from the same quote. Quotes must be in Accepted status before you can create a job from them.

When creating a job, you can also set:

• Notes - Visible to the customer in reports.
• Internal note - Only visible to your team, never shown to the customer.
• Site address - The location where work will be performed, selected from the customer's saved addresses.

Scheduling

When creating or editing a job, you can set a scheduled start time, end time, and assign a team member. Jobs with scheduling fields filled in automatically move to Scheduled status. Clearing those fields moves the job back to Pending.

The planner provides a visual interface for managing your team's schedule. From the planner you can drag jobs onto the calendar, adjust durations, and assign team members. Starting a job that hasn't been scheduled will auto-fill the scheduled start time with the current time.

Time Tracking

Time tracking records how long work takes on a job. It works automatically as you move through the job lifecycle:

• Starting a job creates a running time entry.
• Pausing closes the running entry.
• Resuming creates a new running entry.
• Completing or cancelling closes any running entry.

You can also create and edit time entries manually. Editing a completed time entry requires an adjustment reason, which is recorded for audit purposes.

Key rules for time entries:

• Only one running entry per job at a time.
• Time entries cannot overlap with each other on the same job.
• Time entries are locked once an invoice has been sent for the job. They can be edited again if the invoice is voided.
• Only completed time entries (with both a start and end time) count towards the total tracked time used for billing.

Billing Modes

Jobs support two billing modes, which determine how invoices are calculated:

For time & materials jobs without a linked quote, you set the hourly rate and tax code directly on the job. The tax code determines the VAT rate applied to the labour line item on the invoice.

Completing & Reopening

Any job that is not already in a terminal state (Completed, Cancelled, or Report Sent) can be marked as completed. When completing a job, you can add a completion summary using the rich text editor, which supports text formatting and images. This summary is included in the completion report sent to the customer.

A completed job can be reopened, which returns it to Paused status. However, reopening is only allowed if the job does not have a sent or paid invoice. If the invoice is still in draft, the job can be reopened.

Completion Reports

Once a job is completed, you can send a completion report to the customer. The report includes:

• Job details (title, customer, status)
• Scheduling information (scheduled and actual start/end times, duration)
• Location and assigned team member
• Notes
• The completion summary (what was done)

Before sending, you can preview the email to see exactly what the customer will receive. Sending the report transitions the job to Report Sent status.

Reports can also be:

• Downloaded as PDF - Available from the job detail page.
• Shared via a public link - Enable public access from the job detail page to generate a secure URL that anyone can view without signing in. You can disable public access at any time.
• Resent - Send the report email again to the customer.

Creating Invoices from Jobs

Once a job is completed, you can create an invoice for the work. Each job can have one invoice.

How the invoice is created depends on the billing mode:

• Fixed price with a quote - Line items are copied from the linked quote (description, quantity, unit price, VAT rate).
• Time & materials - A single line item is created: "Labour (time & materials)" with the quantity set to the total tracked hours and the unit price set to the hourly rate.
• Fixed price without a quote - A blank invoice is created with no line items. You can add line items manually.

For time & materials jobs, you must have tracked time before creating an invoice — you cannot create an invoice with zero hours. The invoice is created in Draft status, so you can review and adjust it before sending.

If the job was created from a quote that also has a direct invoice, the job's invoice is separate — it is linked to the job, not the quote.

Duplicating Jobs

You can duplicate any job to quickly create a similar one. The copy includes the customer, title, notes, billing mode, and other configuration — but resets to Pending status with all scheduling, time tracking, completion, and public access data cleared.

The duplicated job's title is set to "Copy of [original title]". If you duplicate a copy, it becomes "Copy (2) of [original title]", and so on.