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Docs Scheduler Create a job

Create a job

Open the job form from anywhere in the Scheduler and fill in each field.

Overview

Create New Job is the first icon in the header. It opens the job form over whatever screen you are on, so you can record work for a customer without leaving the calendar. Once the job is saved, the same form gains its quote, images, lines and payment sections.

The Create New Job form open over the Scheduler, with Customer, Contact, Address and Job Name fields
Step by step: create a job
  1. Click Create New Job in the header.
  2. Click Customer and choose the customer.
  3. Choose a Contact, if the customer has more than one.
  4. Choose an Address.
  5. Enter the Job Name.
  6. Enter what needs doing in Job Details.
  7. Click SAVE JOB.

Smartworks shows Successfully saved job! and closes the form. The job now appears in the jobs list beside the calendar, ready to book to a team member. SAVE JOB stays greyed out until Customer and Job Name are filled in.

The fields

Field What it holds
Customer The customer the work is for. Required. Create new customer at the top of the list adds one as you go.
Contact The person to deal with. Create New Contact at the top of the list adds one to the customer.
Address Where the work is. Create New Address at the top of the list adds one.
Assets Any of the customer’s customer assets the job is for.
Date Required When the customer needs the work done.
Order Number The customer’s order or reference number.
Status The job status. A new job starts on your default status.
Job Budget The amount the job should cost, in dollars.
Job Name A short name for the job. Required.
Job Details A full description of the work.

A new customer, contact or address

Choosing Create new customer swaps the Contact field for four new ones: New Customer - Name, New Customer - Phone, New Customer - Email and New Customer - Contact Name. The name and contact name are required, and you need either a phone number or an email address.

Create New Contact opens the New Contact dialog, with Full Name, Email and Phone. Click Save and the contact is selected on the job.

Create New Address adds New Address - Address Line 1, New Address - Address Line 2, New Address - City and New Address - Post code below the address. All four are required.

Once the job is saved

A saved job open for editing, with the Quote, Job Images and Outstanding Transactions sections

Opening a saved job, from Jobs and Quotes or from Edit Job in the job details panel, shows the same form under the heading Editing Job and the job number. It adds these sections below Job Details:

  • Created, the date the job was made. You cannot change it.
  • Quote, with an Attach Quote button. See Attach a quote.
  • Job Images, with an Upload file button for photos of the work.
  • Outstanding Transactions, the time, materials and notes not yet invoiced. It works the same way as the Invoicing screen, including Create Invoice.

Add payment, at the bottom left, opens Add Payment To Invoice for the job’s customer. It is greyed out on a job that has not been saved yet.

Attach a quote

Click Attach Quote to open Select Quote. Filter by Quote Number, Customer or Status, then click a quote in the list. The quote’s subtotal, excluding GST, becomes the Job Budget. Click SAVE JOB to keep the change.

Once a quote is attached, the field shows a link to the quote, with Change attached quote and Remove attached quote icons beside it. Changing the quote asks you to confirm, because the budget changes to the new quote’s total. Removing the quote leaves the budget as it is.

Job budget

When a job has a quote attached and a budget recorded, the field reads Job Budget (excluding GST) and cannot be changed. Below it, Remaining Budget shows how much is left, or Not Set when there is no budget.

Click the remaining amount to open Job Budget Breakdown. It lists the Job Budget, Invoices and Pending Items, and the amount remaining or overspent. Get Latest Invoice Data refreshes the invoice figures from Xero.

A job from a quote

CREATE JOB on a saved quote opens this form already filled in from the quote. A New job message asks you to click SAVE JOB to continue. The form adds a Copy Quoted Lines? switch, which copies the quote’s labour and material lines onto the job.

See also