Adding Items to Jobs, Quotes, Services, and Invoices

Adam Graetz
Adam Graetz
  • Updated

This article will walk users through the process of adding parts, labor, and items to Jobs, Quotes, Services, and Invoices in ServiceTrade. It also covers Service Granularity features and how they be used and managed on Services within ServiceTrade.


Adding Items to Jobs, Quotes, Services, and Invoices

The process for adding individual parts, labor, and items to Jobs, Quotes, Services, and Invoices in ServiceTrade is similar across all of these different entities.

  1. Navigate to the Parts | Labor | Items accordion on a Job, Quote, Service, or Invoice page.
  2. Click the Pencil Icon to open the Item list for editing.
  3. Click the + Add Job Item button at the bottom of the Item list.
  4. Click and open the "Search for parts, labor and items" dropdown and begin typing the name of the desired part, labor, or item you wish you add.

    • Note: The Item must be in your account's Item Library for it to appear in this list. For more information on adding items to your account, please review this article.
  5. Click on the Item from the list you wish to add.
  6. If the Item, Part, or Labor Item you wish to add does not appear in the list, you can type in the name of the item you wish to add and hit enter to add it as an ad-hoc item.
    • Note: This ad-hoc item will only be specific to this Job, Quote, Service, or Invoice.
  7. To add a custom description to an item, click the pencil icon in the item selector. For more information regarding custom descriptions click here.
  8. Select the Service Line for the item you are adding.
  9. Enter the Quantity of the item you are adding.
  10. If the Item exists in your account's item library, the Unit Cost will automatically be populated with the corresponding cost that you put in your library when setting up your items.
    • Note: If the item is an ad-hoc item, you will need to enter the Unit Cost manually.
  11. (Optional) Enter the Used On date for when your item was used.
  12. (Optional) Select the Source of where your item, part, or labor item came from. Depending on your account settings, sources can include Technician, Warehouse, Reference #, Vendor or  Purchase Order.  To learn more about sourcing and managing items, parts, and labor items, please review this article.


Custom Descriptions for Items

  1. To change an item's description, click the pencil icon in the item selector.

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2. In the custom item description field that appears, enter the desired custom description for your item.mceclip0.png

3. Click Save to confirm the changes to all the items. The customized item description now appears.

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The custom description is also shown when your customer reviews the job through a Service Link.

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When editing a job, if you wish to discard a custom description, click the revert icon to undo your description and return the item to its original description.

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Overview of Service Granularity

Service granular association provides ServiceTrade users a more effective and efficient way to associate important information such as Attachments, Comments, and other details to a specific Service.  

Service granular association capability allows you to track what happened at the individual Service level exactly. In other words, all the things that tell you what happened are now directly associated with the corresponding schedule of value.

This article covers everything you need to know regarding Service granular association capabilities.

Collapsing and Expanding of Service Information

  • Expand/Collapse Control: Expanding and collapsing of Services is done via the chevron control located on the right of each Service block.
    • mceclip8.png Chevron pointing to the left indicates collapsed state 
    • mceclip9.png  Chevron pointing to the bottom indicates an expanded state 

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  • Expanded Service: When expanding the Service via the chevron control, you will see all Service-related information in view mode and quickly be able to navigate between General Information, Job Items, Attachments, and Comments.
  • Collapsed Service: When you do not need to see all the information specific to a Service, simply collapse the Service block via the chevron control. The collapsed state of a Service allows you to optimize how many Service blocks you can view simultaneously while providing you with the most crucial information about each Service.

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Service Level Tabular view

Each Service now has a new tabular view, allowing you to quickly access all Service-related information in view mode and navigate between the General Information, Job Items, Attachments, and Comments tabs.

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Tab Counter: A counter will communicate how many records are within the following tabs, eliminating unnecessary navigational mouse clicking in scenarios where no records are present. 

  • Parts | Labor | Items
  • Attachments
  • Comments

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Job Cost

Job Cost is determined by the Parts, Labor, and Items and their cost added to the Job. If you want to change Job Cost, you have to edit the items and their cost.

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You can also update the Job Cost when creating an Invoice. What you enter for the cost of each item, in the first step, will update the Job Cost on the Job's Item List.

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Important Notes

  • Group by Service under the Parts | Labor | Items Tab: For all adding, viewing, and editing scenarios of Job Items within the Parts | Labor | Items tab the Group by Service functionality is not available since all of the records are naturally only associated to the Service the user is viewing.
  • Automatic Association to a Service:  When adding new information within any of the tabs under a Service, it is automatically associated with that particular Service 
    • Note: For the below tabs the information added is also visible under the respective accordions within the Job page. 
      • Parts | Labor | Items
      • Attachments
      • Comments 

Video Walkthrough

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