Basics of Jobs in Jobber
Jobs are the heart of Jobber. A Job is where you keep track of the work you’re actually going to do for a Client. The Job contains everything you and your employees need to know, including customer and property information, a map, scheduling information, the services and products being provided, any Visits that have been assigned, notes, and more.
There are two kinds of Jobs in Jobber:
- One Off Jobs: Jobs that you’re going to do once, either on a specific day or over a range of days – building a deck or patio, or painting a house for example.
- Recurring Contracts: Jobs that you’re going to do periodically over a specified period of time — lawn maintenance for a year for example.
One Off and Contract Jobs can be created in two main ways in Jobber:
- Based on a Quote: A Quote can be converted to a Job if the work is won, which will automatically copy over any information from the quote, eliminating duplication of entry. You can convert a Quote to a Job by clicking ‘Convert to Job’ in the Quote Actions menu.
- Without a Quote: A Job can be created from scratch and all the information input manually by clicking New Job from the Quick Create menu on the Dashboard, from the Actions menu on any Client Summary page, or from the Jobs area under the Work navigation section.
Creating a New One Off Job
When you create a new Job in Jobber you can pick whether it’s a One Off or a Recurring Contract in the blue bar area at the top of the new Job.
The New Job page includes Client and Property information in the header, as well as information about the Quote that the Job is being created based on, if one exists. If the Job was created from scratch and the Client has active Quotes open, there will be an option available to attach the new Job to one of the existing Quotes quickly and easily.
As you can see in the screenshot above, there’s some information that should be provided when creating a new One Off Job.
Job Numbers are automatically managed by Jobber, but can be overridden if needed. They must be numeric, and Jobber will start counting up from any manually provided value for future Jobs.
A One Off Job can be Scheduled or Unscheduled. A scheduled Job must have a start date and can optionally have an end date if the Job is going to span multiple days.
- If an end date is not provided then a Visit for the Job will appear in the Schedules area on the start date provided.
- If an end date is provided for a One Off Job, you’ll be given the option to specify when Visits for the Job should appear in the Schedules area — daily, weekly, as needed, or on a custom schedule.
The gray area at the bottom of the New Job form is where you can optionally assign a default start and end time, and default crew for the Visit on this Job. This information is optional and can be changed at any time by editing the Visit.
If a Job is Unscheduled you can choose whether you want it to appear in the Scheduling area of Jobber or not using the ‘Visits’ checkbox. If you choose to show it then it will be visible in your Schedules every day until a Visit is assigned for it.
Details can be provided on Jobs to record special instructions or other useful information that will be visible when assigning Visits in the Schedules section of Jobber. You could store a label to remind you what type of work is being provided, scheduling requirements (e.g. must be done between 10am and 2pm), or anything else that might be useful to have visible to you while scheduling.
Creating a Recurring Contract Job
Recurring Contract Jobs are useful for regular maintenance type work such as lawn mowing. A Recurring Contract Job allows you to perform many Visits on a single Job, and to Invoice periodically. A Recurring Contract requires a start date and duration, and billing and scheduling frequencies, which determine how often the Job will be invoiced, and how frequently service will be provided.
These are the options available when creating a new Recurring Contract Job.
- A Start Date and Duration are required to create a Contract Job.
- An Invoicing Frequency should be specified to tell Jobber when to remind you to Invoice your customer. You can choose a periodic frequency, or set the reminder to simply be generated when the Job is marked complete.
- A Billing Type should be specified to determine how Invoices will be generated for work on this Job. Two options are available:
- Fixed Price Billing: Invoices will only automatically include exactly the work specified on the Job, regardless of how many Visits are performed in the period. This is handy for contracts where you charge a pre determined amount on every invoice, no matter how much or little work needs to be done.
- Per Visit Billing: Invoices will automatically include every Visit performed during the period. This is handy for contracts where the amount charged depends on how often service is performed.
- A Visit Frequency should be specified to tell Jobber how frequently you want to perform service on this Contract.
- Details provided will be visible in the Scheduler and elsewhere to help with assigning Visits for the Contract.
- Start and End Times and Crew values can be specified to automatically set assignment information for Visits on this Contract.
Finding and Working with Jobs
The Jobs List can be found in the ‘Jobs’ area under the primary ‘Work’ navigation section.
The Jobs List shows you all the Jobs you’ve ever done for your customers, and can be filtered and sorted to show you only the Jobs you’re interested in. The sorting and filtering options can be found directly above the Jobs List.
Any existing Job can be opened and modified as needed to add or remove line items, track notes, and schedule Visits. Print, Edit and other Job Actions (covered in another section below) are available at the top of every Job.
- The “Work Items” is where the Products and Services being provided on this Job are described. Click a line item to edit or delete it, and click the ‘Add Line Item’ button to add a new one. If the Job was created from a Quote then the original quoted items will always be available through the connection to the Quote, and the Job is free to be changed however needed.
- The “Assigned Visits” pane shows any Visits assigned for the Job. Additional Visits can be assigned by clicking the “Plan Visit” button, and clicking any Visit in the list will allow you to edit it. Assigning Visits on a Job is described in more detail below.
- The “Employee Costs” section will only appear if you have the Timesheets or Expenses Add-On open and is a place for recording your worker’s hours and any incurred expenses.
- The “Billing Information” pane is used to record information about Invoices, Payments and reminders to Invoice your Client.
- The “Notes & Attachments” pane displays any notes that have been added to a Job. Notes are available when employees are checking their schedule on their mobile device, and are also included on the printable schedule sheet.
It’s important to realize that Scheduling a Job is different than Assigning a Visit in Jobber.
Scheduling a Job is all about taking information from your customer about when they need you to do the Job. Maybe it has to be on a specific day before a certain time, or maybe it’s every week and they don’t care when exactly. This is the information that’s important to record when you’re Scheduling a Job.
Assigning a Visit is all about deciding which of your employees you want to send out to a specific Job, when they should be there, and how long they have to get the Job done. Assigning Visits is done using the scheduling information collected from the customer when the Job was created.
Once a Job has been created, as many Visits as are needed can be assigned on it. A lot of times a single Visit is all that’s needed, but sometimes a Job takes a number of days, or you need to go back to fix something. Visits allow you to track every trip that somebody makes to a customer site.
Visits can be assigned directly from a Job by clicking the ‘Plan Visit’ button at the top right of the ‘Assigned Visits’ pane, which will bring up the following dialog:
This is a good way to assign Visits for a Job in situations where you don’t need to see information about all of the other Jobs that need to get done on a particular day. Jobber has a much more powerful way to handle assigning Visits though, which can be found in the Schedules area of Jobber under the ‘Organize’ main navigation section.
The Grid View of the Calendar in Jobber is a powerful drag-n-drop scheduling system that combines an hour-by-hour grid with a fully integrated map, allowing the most efficient scheduling decisions to be made. Learn more about Scheduling with Jobber in the Grid View Documentation or the Map View Documentation.
Acting on Jobs
There are a number of actions that can be performed on Jobs depending on their state. Job actions can be accessed from the ‘Actions‘ menu at the top right of the Job.
Marking a Job Complete
When a Job is finished it should be marked complete in Jobber to update it’s status. This can be done by picking ‘Close Job‘ from the ‘Actions‘ menu at the top of the Job. Jobs can also be marked complete from the mobile interface right when the Job is finished.
When a Job is closed it’s state is changed to ‘Pending Invoice‘. This means that the Job has not been invoiced yet, and Jobber will keep the Job in the Pending Invoice queue waiting to be invoiced, ensuring that it doesn’t get missed.
Generating an Invoice
Generating an Invoice for a Job is as easy as selecting ‘Generate Invoice‘ from the ‘Actions‘ menu on the Job. If the Client that you’re invoicing for currently has more than one Job open, you’ll have the option of including them on the Invoice as well.
You can also Re-Open the Job if it was closed by mistake, or if changes need to be made to the Job before it is invoiced.