Managing Jobs

Derek Torres
Derek Torres
  • Updated

The Job (Work Order) is the page that contains all the information about the work that gets done. Sometimes referred to as a project, work order, Service call, or ticket. The Job page is where you will keep up to date on all progress and information relating to the work being done for your customer by your techs.

You can create a Job from the following pages:

This article will walk users through managing and marking jobs complete. 

Managing a Job

To manage the settings for a specific job, you can click on the "Manage Job" button on the Job Page. 
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This will open the Manage Job menu.

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The Manage Job menu allows you to make changes to the following fields and settings for the Job you are currently on:

  • Manage Job as a Project: This will set the Job Mode to Project, and automatically enable the ability to create Budgets via the Create Budget button under the Act on this Job menu. It will also add new information, including Start DateDays Remaining, Percentage Complete, and Performance Tab.
    • Note: If you cannot access this feature, the toggle will be greyed out or not present, and you cannot click to toggle on. If a Job is a Project and has an existing budget, you will also be unable to toggle off this feature.
  • Job Name: A custom name that you give your Job, which shows up throughout ServiceTrade Web and Mobile applications.
    • If no name is entered, the Job Name will auto-populate with the following information: "{Job Type} Job #{Job Number}"
  • Job Type: This is the type of Job you are performing for the customer. Available options will vary depending upon the Job Types selected in your Account Settings.
  • Bill To: The company you are performing the work for.
  • Job Owner: The user in our company that will be responsible for this job through to completion and invoicing. By default, this will be the user that created the job.
  • Job Salesperson: The salesperson that originally quoted and sold the job and works with the customer.
  • Job Office: The name of the department or office in your company responsible for completing the work.
  • Job Primary Contact: The primary customer contact for the Job.
  • Customer PO: Your customer's purchase order number for the Job, should they have one.
  • Contract: The service contract that defines parts, labor, and item pricing for your company.
  • Terms & Conditions: The terms and conditions for your company that govern the services delivered to your customers.

Filtering a Job Page

It can be beneficial to filter the Job Page when viewing and managing large jobs that have multiple scheduled appointments, services, clock events, deficiencies, assets, invoices, comments, and attachments.

1. To filter the job page, click the Filter button to open the filter modal dropdown window.

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2. Enter a custom From: and To: date range fields or simply select one of the predefined Date Presets.

3. Once you have captured the desired date range, click the Filter Job Page button to filter your result set.

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Note: When a filter has been applied to a Job page, and while it is active, the system will change the Filter icon of the Filter dropdown button along with all accordion pill labels to a light blue color to indicate to the user viewing the page that they are viewing a filtered view of the Job page. 

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How to clear a filter that has been applied to a Job page 

1. Click the Filter button to open the filter dropdown modal window 

2. Click the Clear Filter link and confirm your decision by clicking the Filter Job Page button to close the Filter dropdown modal window and refresh the Job page accordingly.

Job Type

Job Type is a field that you can select for a Job that helps designate what kind of work you plan to perform on a Job. Combining Job Type with a Service Line on a service can designate all job types that you would want to communicate to office staff techs.

Example: You may have a Priority Backflow Service Call, and you want a Job Type that matches that. You can combine the Job Type "Priority Service Call" and on the job's service you can select the Service Line "Backflow."

You can also use Job Types to organize Jobs and search, schedule, bill, and export Jobs based on the Job Type field.

Available options will vary depending on the Job Types selected in your Account Settings. Below is an example of what's available:

Important Note: Job Types cannot be added by request, combining Job Type with a Service Line on a service can designate all job types that you would want to communicate to office staff techs.
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Job Status

On a Job Page, you will see a Job Status in the top right of the screen. This includes the Job Status and some additional information depending on the status of your Job.

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Below is a table of the Job Statuses and any additional fields:

Job Status Definition
Unscheduled Unscheduled means the Job has no appointments scheduled.
Scheduled Scheduled means the Job has appointments scheduled.
Completed Completed indicates the Job has been marked complete. Marking a Job complete means the job has been reviewed and is now ready to be finalized and invoiced.
Invoiced

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Invoiced is a special status that is searchable on the Searching for Jobs using the Jobs List. The visual Job Status will not change based on the other rules because you can invoice a job during any job status. For example, you may invoice 25% of a job before you begin work so that job status is both unscheduled and invoiced.

Canceled Canceled means you have canceled this job.
Revoked Revoked is a rare status you may see if you are a Subcontractor. Once a subcontractor is removed from a job, all appointments assigned to the current subcontractor will be canceled, and the job status for the Subcontractor will be set to Revoked. The removed subcontractor will still see the Job in their account, but they will not be able to make any changes to the job or add any data to the job.
Additional Fields Definition
Invoice Total This section will appear when a Job is in Invoiced status. It will show the total of unpaid and paid invoices for this job.
Gross Margin

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This section will appear when a Job is in Invoiced status. It will show the total profit (the sum of all invoices' grand total - the job total cost.) It will also show the margin of all of your invoices' prices over your job cost. Job Costing and Gross Margins on Invoices.

There is also a link to the invoice(s) for this job.

Estimated Price

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Estimated Price will appear if you have Services on your Job with estimated price. It will list the sum of all your services' estimated prices.

Budget

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If the Job is in Project Mode and has been given a budget, a Budget section will appear on the Job Status, with the Budget cost total, a link to view the budget, and an icon indicating whether or not the budget has been locked.

 

Deleting a Job

In ServiceTrade, jobs (like most objects) are considered critical business data, and thus cannot be deleted. They may be canceled, however, which will remove them from most views.

The following steps cover deleting (canceling) a job:

  1. Navigate to the Job page for the job you wish to delete.
  2. On the right side of the page, click the red Cancel Job button.
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Removing a Service on a Job

You may wish to remove a Service (or a quoted service) from a Job If you accidentally added a Service to the wrong Job.

Steps to remove a service from a job:

  1. Visit the Job that has the service you wish to remove.
  2. Looking at the appointment to which the service you want to remove is attached, click the gear icon to the right of the service description.
  3. A drop down menu will appear. Click the “Remove from Job” option.
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    This will remove the job, returning the service to the location page or quote, allowing you to attach it to a new job.

Note: if a quote has multiple services you will need to remove all services from the job that were attached to a quote before you can attach that quote to a new job.

Marking a Job Complete

A Job being marked Complete indicates the job has been reviewed and is now ready to be finalized and invoiced.

The following video from our Certification Courses will teach you best practices for marking a job complete:

 

FAQs

 

Can Techs create Jobs in the field on the Mobile App?

No, but they can in the Web App View with certain permissions. See this article for details.

How do I change a job's bill-to?

It is possible to change a job's bill-to without permanently changing company and location information.  A good example of why you might want to do this is if billing a national contractor for certain kinds of work while billing the owner for general work. 

  1. A job's bill-to may be changed by clicking "manage job".
  2. Typing the desired bill-to in the "Bill to" box will overwrite the original selection. Typing the first few letters will search for companies in your account. For best results, ensure you are selecting an existing company.

How do I change the location for a job?  I created it for the wrong location.

Jobs are considered "bound" to a service location. If a job was created under the wrong location entirely, you will need to cancel the job and manually recreate it under the correct location.

How do I mark a job as "in-progress"?

A single clock event will automatically mark a job as in-progress. There is no manual "switch" that marks a job as in-progress.

How can I download all the photos at once on a job?

This is not a feature at this time, but you can accomplish this via a Chrome Extension.

Try the Image Downloader extension for Chrome! This handy tool might be what you've been looking for. There may be other similar extensions for other browsers.

Looking at the job history, why is my tech assigned to a job and to the appointment?

The distinction is purely arbitrary, as it means the same thing for purposes of the assignment, but it all depends on where in ST you assign them to the job/appointment.

When you add them from a quote, it will add them to job and appointment, but from everywhere else it simply adds them to the appointment. It has to do with the way certain actions associate with the job or appointment, and depending upon which is being referenced (or both) it will use that verbiage.

Am I able to hide job items from a tech?

No. Job items are intended to communicate to the tech, the customer, and the office, what might be used on the job or considered on the job. 

Job items typically represent parts and labor. Job items do not have a price.  We only show pricing on quotes and invoices. 

I accidentally cancelled an appointment.  Can I re-open it?

  1. On the appointments section of the job page, simply click the button that says "Show Canceled" and it will display any canceled appointments you have.
  2. Then, on the canceled appointment you would like to reopen, click the 'Actions' button and an option to reopen it will appear.

Am I able to move things from one job to another, such as attachments or clock events?

Not at this time. 

Am I able to rename attachments on the job page?

Not at this time. You could download the attachment, rename it, and re-upload it.  Then delete the original attachment. 

Is there a way to "pause" a job or to put it on hold?

When a company's status is set to On Hold, an On Hold badge will display to the right of the company's name on all jobs associated with that company.

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