Smartworks Guides
Getting startedSchedulerMobileSettingsXeroStock
smartworksapp.comContact

Docs Scheduler Jobs and Quotes

Jobs and Quotes

Search every job and quote, open one to edit, and write quotes that become jobs.

Overview

Jobs and Quotes is where you find any job or quote, not only the ones waiting to be booked. Filters sit on the left, the matching jobs or quotes in the middle, and the one you open fills the right of the screen. It is also where you write quotes, which are saved to Xero.

Jobs and Quotes with the Filters panel, a list of job cards and the editing area

Display options

Under Filters, Display options switches the list between Jobs and Quotes. The list heading shows which one you are looking at, with (Filtered) added when a search is applied. The arrow at the top of the Filters panel folds it away, and the menu icon brings it back.

Search options

Showing Fields
Jobs Job Number, Customer, Date and Status
Quotes Quote Number, Customer, Date, Expires and Status

Click SEARCH to apply the fields, or CLEAR to empty them.

The list

Above the list, the refresh icon reloads it and the + icon creates a new job or quote. Click a card to open it on the right. Until you do, the right of the screen reads Please select an item to edit, or click the ‘+’ icon to create a new work item.

  • A job card shows the job number and customer, the date, the job name, and a Due or Required Soon badge based on its Date Required.
  • A quote card shows the quote number, customer, work description and total. Right-click a quote card and choose Create Job to turn it into a job.

A job opens in the same form as Create New Job. Next to the customer and address, links open the customer in a new tab and the address in Google Maps.

Create a quote

A new quote with Customer, Issue Date, Expiry Date, Status, Work Description and a line items table
Step by step: create a quote
  1. Choose Quotes under Display options.
  2. Click the + icon above the list.
  3. Choose the Customer.
  4. Set the Issue Date and Expiry Date.
  5. Choose the Status and enter any Reference.
  6. Enter the Work Description.
  7. Click ADD ROW + and choose a product in Select Product.
  8. Change the line’s Description, Quantity, Cost Price and Sell Price where needed.
  9. Repeat for each line, and enter any Terms.
  10. Click SAVE QUOTE.

Leave Quote Number empty on a new quote. It reads Auto-generated, and the quote gets its number when you save it.

The quote lines

Each line has Item Code, Description, Quantity, Cost Price, Sell Price, Tax Rate, Markup or Margin, and Amount. Switch on Show Totals to add Total Cost and Total Sell columns. Under the lines, the totals show the markup or margin, Total Cost, Subtotal, Total GST and TOTAL.

After you save a quote

A saved quote adds three buttons beside SAVE QUOTE:

  • CREATE JOB opens a new job filled in from the quote, with Copy Quoted Lines? to copy its lines.
  • PREVIEW opens the quote as a PDF in a new tab.
  • Email opens Email Quote. Enter the address and click Send. Emailing marks the quote as sent.

Jobs made from the quote are listed under the totals, under associated job(s), with a link to each.

Good to know

Unsaved drafts

Smartworks keeps a draft of a quote you have changed but not saved. When it has one, a banner at the top of the quote form reads You have 1 unsaved draft. Click Restore to carry on where you left off, or Discard to throw the draft away. A draft for a different quote shows Open instead of Restore. If the quote has changed since the draft was saved, restoring it overwrites those changes.

See also