Overview
This guide covers the full job path: creating the work record, preparing it for the field, scheduling, execution, and billing.
Create job → Checklist → Schedule → Execute → Cost review → Invoice
Where in the app: Sidebar → Jobs → New Job, or estimate detail → Convert to Job
Open: Add Job · Jobs
Step 1: Create the job
You have three entry points:
| Method | When to use |
|---|---|
| Convert to Job on an accepted estimate | Normal path after customer approval |
| New Job → select customer | Warranty, service, or manual work without a quote |
| New Job → Import from quote | Pull scope from any existing estimate without using Convert |
Select customer
Search or pick the customer. Contact info and addresses load from the customer record.
Job site and reference
| Field | Notes |
|---|---|
| Job Site Address | Required — pick an existing address or add a new one |
| Reference Name | Short label for lists (often matches project name) |
| Job Description | Scope notes for office and crew |
| Salesperson | Optional; defaults from session or quote |
When importing from a quote, customer-selected optional line items carry over. You can toggle optional services on or off before saving.
Documents, notes, and checklist
- Attach files (site photos, permits, signed contracts)
- Add internal job notes
- Review the pre-job checklist — defaults come from Business Settings → Default Values → Pre-Job Checklist
Scheduling and inventory options
| Option | Purpose |
|---|---|
| This job requires scheduling | Off for supply-only or subcontractor jobs that should not appear in unscheduled jobs |
| Create a sales order (inventory enabled) | Creates a draft sales order from the material list for stock tracking |
Click Save Job. You land on job detail with status Ready or Awaiting Task depending on checklist completion.
See Convert to job for what transfers from an estimate.
Step 2: Complete the pre-job checklist
Office tasks (permits, HOA approval, material ordering, deposit collection) must finish before the job is truly ready.
- Open the job → CheckList tab
- Mark items complete as you finish them
- Status auto-updates to Ready when all items are done
Configure default checklist items under Business Settings → Default Values → Pre-Job Checklist.
Tip: If a deposit is required on the linked quote, job detail shows a banner to Create Deposit Invoice before work begins.
See Pre-job checklist.
Step 3: Schedule field work
When status is Ready:
- From the jobs list, use Schedule on the row, or open Schedule and drag the job from unscheduled jobs
- Assign a crew and date(s)
- For multi-day installs, split into phases or days as needed
Status moves to Scheduled. Crews see assigned work in the Crew Portal.
See Work orders and scheduling.
Step 4: Execute in the field
During install:
- Crews update daily progress, photos, time, and materials from the Crew Portal or schedule views
- Office monitors blocked days and material shortages from the jobs list badges
- Use Print on job detail to download a crew job PDF (site map, materials, labor summary)
Move status to In Progress when work starts and Completed when the install is done.
Step 5: Review costing
Open Project History on job detail to compare estimated vs actual labor, materials, and margin.
Update actual costs if field usage differed from the estimate.
See Job costing.
Step 6: Invoice and close
- Click Create Invoice on job detail (or from the jobs list when status is Completed)
- Choose to close the job as Invoiced when billing is final
- Record payments under Sales → Payments
Progress and deposit invoices can be created earlier from job detail if your terms require them.