How to create jobs

In this article, you'll learn how to create a job and what each part of the New Job form asks for. A job is booked work with a date and a time, so getting it in right puts it on your calendar, on the right customer, with the right crew.

Ways to start a new job

You can reach the same form from a few places. Use whichever is closest to where you are.

From the Jobs list:

  1. In the menu, click Jobs.
  2. Click Create New at the top right.

From the + in the menu:

  1. Click the yellow + in the menu.
  2. Choose New job.
Starting a job from the + in the menu

From the calendar:

  1. Open the schedule in Day or Week view.
  2. Click an empty stretch of a day to start a one-hour job at that time, or click and drag down to cover the time you want.

The form opens with that date and those times already filled in.

From a client's page:

  1. Open the client.
  2. Click the yellow Create new button, then Job.

The form opens with their name, contact details and main address filled in. The yellow + in the menu does the same while you're on a client's page: its New job starts a job for that client.

On the phone app:

  1. On the Jobs screen, tap Create New. You can also tap the + on the bottom bar and choose New job.
  2. On a client's page, tap the + at the top, then New job.

Filling in the New Job form

Filling in a new job

Business

If you've linked another of your businesses, a Business picker shows at the top. Pick the business the job belongs to, and the form switches to that business's job types, sources and team. If you only run one business, you won't see it.

Client Details

  1. Start typing in Client name. Matching clients show as you type, with + Add new as the first row.
  2. Pick an existing client to put the job on them. Their company, phone and email fill in, and so does their address if you haven't typed one yet.
  3. For someone new, keep typing their name, then fill in Company name, Phone (with Ext if they have one) and Email.

A brand-new customer also gets a Source picker, so you can record where they came from. It starts on Other until you change it.

Tip: Check the list before you type a full name. Picking the existing client keeps all their jobs together instead of making a duplicate.

Service Location

Type the address and pick a suggestion from the list. City, state and zip fill in for you. You can still edit any field, and an address that doesn't show up in the suggestions can be typed in by hand. Pressing Enter without picking a suggestion keeps exactly what you typed. There's a separate Unit box.

Billing Address

Same as service address is ticked by default. Untick it if the bill goes somewhere else, then enter the billing address underneath. This section is on the web only.

Job Details

  • Job name: an optional label for the job.
  • Job type: pick from the job types you've set up.
  • Job source: where this job came from.
  • Job description: notes about the work.
Note: If Asset Tracking is switched on in Features and the job type delivers a unit, extra fields for Unit, How many and Rental days show here, with a line saying how many are free on those dates. See Putting a unit on a job.

Apply an approved estimate

If the client you picked has an approved estimate that isn't on a job yet, a box asks Apply the approved estimate to this job? Each estimate shows its number, total, the deposit already received and the balance. Tick the ones that belong to this job. Their items become the job's items, and a deposit already paid moves onto the job, so the job's balance is what's left. For the full flow, see Applying an approved estimate to a job.

Scheduled

Every job has a time. Unlike a lead, there's no option to leave it unscheduled.

  1. Set Starts and Ends, each with a date and an At time. The form starts on today, at your opening time, for two hours. Change the start time and the end moves to two hours after it.
  2. Tick All-day event to book it for the hours you're open that day. The form shows those hours next to the box.
  3. Use Assign team members to put people on the job. If you're the only person on your team, you're added automatically.
  4. To repeat the job, click Set recurring schedule.
Setting the time and the team
Note: The phone app's form has the same sections except Billing Address and the team picker. Its Client details card has a Select existing client search box, then First name and Last name, Client company name, Email address and Phone number with Ext #, plus + Add number for a second phone. If you're the only person on your team, the app puts you on the job for you. When you pick a client you already have, the app shows a short summary of them. Tap Show more to see or edit their details, and tap the arrow on Address to pick one of their properties or Create new property.

Saving the job

  1. Click Create on the bar at the bottom of the screen.
  2. The new job opens so you can add items, send an estimate or keep going.

If you picked an existing client and changed their name, company, phone or email on the form, you'll be asked about it before the job saves:

  • This job only keeps the change on this job and leaves their record alone.
  • Update customer saves the change to their record too, so it follows them onto future jobs.
  • Cancel takes you back to the form without saving.

If you booked the job into a linked business, you land back on your calendar instead, where the job shows with that business's badge.

The CRM doesn't stop you booking outside your business hours, so check the time before you save.

To move a job to another time or person once it's on the calendar, see How to schedule and manage jobs.

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