Health & Safety

The Job Tracking system Health & Safety integration consists of two parts, firstly a Health & Safety checklist to be completed on jobs, but also the ability to report incidents.

Firstly, make sure you have enabled the Health & Safety system parameter in the System settings (see below).

This will allow you to access the Health & Safety Settings section from the System settings page (see below).
Once in the Health & Safety Settings section, you will see two lists, a Health & Safety Checklists and Health & Safety Incident forms.
New lists and forms can be added by using the [add checklist] action, existing lists/forms can be modified by clicking on the list/form you wish to change.
For a Checklist or Incident form, you can add as many questions as you like. Please keep in mind the usability for your staff to complete these checks/forms.
On each job you can select what Checklist applies to the Job, this allows you to create Job type specific Checklists, rather than having one long checklist with many questions that are not applicable.
An example is given below of a checklist.
Checklists and Incident forms consists of a unique name, list type and an (unlimited) number of questions.
For each question, there is the question itself, the type, options, whether an answer is required and a group.
The following question types can be added:
  • [CHECK]
    This gives you the OK, ACTION and N/A options. When ACTION is chosen, an action needs to be entered.
  • [CHOICE]
    This allows you to enter your own options to choose from.
  • [TEXT]
    This allows to enter a single text line.
  • [COMMENT]
    Using this allows for entering a multi-line comment.

By assigning a group name to questions, you will be able to group question to make going through the questions easier.

Job Health & Safety checklist selection & completion

Once you heave created (a number of) checklists, you can use them to assign to a Job, depending on Job type and whether it is required for the job.

Please note that completing Health & Safety check lists and Incident forms are only available on Mobile access.
Once a Health & Safety checklist has been assigned to a Job, field staff can you their mobile device to access the Job details and complete the checklist.
Completing a checklist on the mobile device has been made very easy to use.
Next to the questions from the checklist, the system will also require a signature to approve the completion of the checklist.
Once the checklist is completed, a PDF document will be created and linked to the selected Job. The PDF document includes the date of completion as well as the name of the person completing the checklist (the user who is logged in to the system).
Health & Safety checklist

Health & Safety compliance integration

! IT’S HERE ! – Check how the Health & Safety compliance works

With Health & Safety legislations becoming more and more important nowadays, we have decided to add the Health & Safety compliance document sign-off to our Job Tracking system.

This is in short how it will work-

  • You build your own Health & Safety compliance checklists.
  • When creating a Job, you select what H&S checklist applies to the Job.
  • Your staff, when opening the Job on their mobile device will have to go through the H&S compliance checklist and sign off before they can proceed with the Job.
  • A H&S Compliance PDF document is automatically generated and attached to the Job card (including signature).

The checklist will be an easy to process checking system that allows your staff to quickly complete before starting the job.

Questions, please contact us for more information.

How are we doing

From time to time it is interesting to see how you’re doing as a business and as such how your clients are doing.

So, we created an info-graphic of our job Tracking system with some interesting stats.

We are currently focusing on usage in the first month and there are some amazing results.

Our topper created 99 Job card in the first month only, another created 124 mobile job entries. The most invoices created in the first month is 17.

Will anyone be able to beat our toppers?

Download the info-graphic below to see our other toppers, the busiest times and more.

DOWNLOAD THE INFO-GRAPHIC

Easier navigation

As a frequent user of our Job Tracking system ourselves, we noticed that we had to scroll to the bottom of the page quite regularly in order to select the required action at the bottom of the section.

Now we have come up with an easier way to navigate the system and access the sections and actions without having to scroll down the page all the time.

side-bars

As you can see in the image below, we have added two side bars, one on the left (to access the different sections of the system) and on on the right (holding all relevant actions for the active section).

The new side-bars also offers you the ability to choose what section you want to open after logging in. Up until now, an empty job card was loaded, but for some it might be easier to get a list of all outstanding jobs, or the timesheet.

walk-through assistant

Another really handy tool we have added is the walk-through assistant. Using the drop-down you can select what walk-through you wish to complete and the system will take you by the hand, going through each required step.
We will be adding more walk-throughs as we go, bu if you are eager to see specific walk-through, please get in touch with us and we will prioritise your choice.

enabling the side-bars

The side-bars are not enabled by default for existing users, if you wish to enable the side-bars, please follow the following steps.
  • Open the system settings using the little gear icon at the right-bottom. (this is only available if you have the user rights to do so, please contact your system administrator to enable the side-bars)
  • Scroll down to the Application parameter Sidebars and select either YES or enter a 1 (one).
  • The save the settings, and the side-bars will appear.

 

A fresh new look

We are always working to make our Job Tracking system better usable for our clients.

Of course the look is maybe not the most important and wanted, but it means a great deal to us. We want our customers to feel comfortable using our system, and if the look and feel can help with that, then we work on that.

Nothing has changed much really, just a more modernised look.

What do you think we can do better? Let us know and be in to get 3 months free added to your subscription.

Gain an extra $11,000 each year!

Imagine having your staff entering timesheets each day, maybe it only takes them 15 minutes or so.

But what if instead they could earn you some money?

You can gain $11,000 each year (with 4 staff using the system charged out at $50/hour) by using our Job Tracking system to keep track of staff time spent on jobs.

No more wasting time with entering timesheets (230 hours saved each year), but earning money instead.

Even for a one-man band there’s nothing to lose.

50,000+ jobs and counting…

We have been operating our Work Tracking Software System since 2007 and have improved it ever since.

We work closely together with our clients and listen to their needs in order to bring them the best solution for their business.

Customised solutions are available on request and many clients have already taken this opportunity.

Using our Job Tracking software you get:

  • The ability to manage your workload
  • Instant Return On Investment
  • Peace of mind, knowing you’ve covered all costs
  • Excellent support

 

Cost effective

By using an on-line system we are able to offer you a Job Tracking system that has a wealth of features yet is very affordable.

With our pricing we have kept in mind the sole trader that, next to managing the jobs, also does the hard work and actually performs the job itself.
For those we offer the MOBILE ACCESS subscription (single user) for a very low price (See MOBILE ACCESS pricing).

For companies that have multiple staff doing the jobs, we offer the MULTI USER subscription which allows employees to be added (unlimited, fair use policy) and to access the system. And for a price that is only about double the single user access pricing you will be in for a very good deal.
This does not include MOBILE ACCESS but allows staff to access the system using a computer and complete their time-sheets. This can be done from the office but also from their home computer or any computer with proper Internet access.

With the FULL PACKAGE subscription you will benefit from both MOBILE ACCESS and MULTI USER access which will make processing your jobs easy and fast.
The pricing for this is only about 3 times a single user system pricing but can be accessed by unlimited users (fair use policy), so you don’t have to worry about adding new staff to the system.

Check out the PRICING overview and the feature comparison table for detailed pricing information.

Easy to use

The Job Card Tracking process is as simple as 1-2-3. Create a Job Card/Order Booking whenever you receive a job request. Assign an employee to the Job Card which will then become available if the employee logs into the system.

The employee can easily track time (and materials) they spent on the job using the on-line Mobile (web) app by simply starting and stopping a timer.

Back in the office the recorded time automatically fills in the employee’s work time-sheet which after approval is transferred to the Job Costing. Adding additional costing such as materials to the Job Costing is easy using the built-in inventory management system that is automatically updated.

Now simply create the invoice (into Xero) and and you’re done, ready to receive payment.

Can your system create quotes?

Yes, our system does support a simple way of quoting for jobs.

Even though our main goal of the system is to make the processing of jobs as easy as possible, we have built in an easy way to create a Job Card as a quote which can be transferred into a normal job once accepted. Please refer to Job quoting for more information.

What actually gets integrated into Xero?

At this stage our Job Tracking system integrates with Xero for retrieving all contacts and inventory items and to post AR invoices into Xero.

We are, however, looking into extending the integration with transferring time-sheet data (for payroll purposes) and Purchase Orders into Xero.

Add photos to your Job Cards

Next to requesting a signature from the end-client for approval, you can also add photos to your Job Card using our Mobile (web) app.

This is very handy for preparing a Quote or to show the pre and post work of a job.

It is very simple, with a single button click you capture a photo which will attach it the to selected Job Card. Add as many photos as you like (within reason).

The photos will be available on the full Job Card view (on PC or mobile tablet) in the list of attached documents.

Yes, it works on both Android and iOS devices.

Job quoting

Job Quote

Job Cards can be marked as a quote, in which case the system will take all the costing items recorded on the Job Card to be printed as a Quote. You can also manually enter a quoted amount in case the quoting is done using a separate system.

When the quote has been approved, simply change the Quote Job card into a normal job (remove the Quote tick) and process the Job Card as per normal.

If a Job Card is marked as a quote, the Job Card print function will print a quote rather than a Job Sheet.

Employee management

Please note, this only applies to the MULTI USER subscription.

From the start screen, open the system management area (gear icon at right-bottom).

At the very bottom of the management area you will be able to open the action ‘EMPLOYEES’.

A list of all available employees will be presented with the ability to ‘ADD’ employees.

For a new employee, choose a username and fill out the remaining information as required.

Please note that the password of the user will be the same as their username.

The user can change that later through their own account.

If a list of users is shown, simply click on ‘EDIT’ next to the user’s details to edit the user.

The ‘DELETE’ option allows an employee to be removed, but be aware that this can not be undone!

Sub jobs and tasks

Sub jobs (or tasks as some might call them) are especially useful for the larger jobs and can be used in different ways. One way is to split a job in different progress jobs and invoice accordingly. Or you could use it to sub-divide a job into different tasks and assign these to individual employees.

Using sub-jobs is easy and offers all functionality of a regular job

Repeat Jobs

Here’s a valuable addition to our Job Card Tracking system (V2.7.7) made available to paying customers only.

Repeat jobs; that’s easy money and it is now even easier to remember and create those jobs.

Simply add the repeat period on the Job and you will be sure to get a reminder once it is due to be repeated.

The notification will appear as soon as you have logged on to the system and with a single click you have created the repeat Job including client, Job location and details.

Happy clients

How frustrating it is when you can not find a Job Card that was created to do a job for your important client that you have on the phone right now!

What if you just have to type in the client’s name and date range to pull up all Job Cards for that client during that period. You will have all the information at hand in no time? No more wasting time having the client to wait for you while searching through months or years of Job Cards. This will immediately promote your business as being very responsive and providing the accurate information. Such image of the business says much more than hundreds of expensive advertisement in local newspapers.

Keeping it together

By keeping all information related to a job (expenses, timesheets, anything) together with the Job Card you only have to look in one place when it comes to creating the invoice for the job.

This will reduce the actual cost of creating the invoice and prevents missing out on costs made on a job. In the end you will see the huge benefits of using a more centralised system to organise your business process.

Job details

The system allows you to set the planned Job date and time for a job.

A job can also be set up as a repeating job which is useful for regular maintenance jobs for clients. That way you won’t forget these jobs and avoids a lot of data entry.

Next to that, of course, the job location, contact name and phone. With the convenience of a link to Google maps, expected travel time can also be calculated.

When printing the Job sheet, this information will also be printed on the Job Card.

 

The Job tracking system also supports adding sub jobs/tasks in order to manage larger jobs that are divided in different tasks.

 

Mobile access

Most beneficial for field workers is the mobile (web) app that allows them to easily record their work time as well as add used materials while on the job. This will give the ability to have a most accurate job card costing figure as less guessing is required.

In addition to that, the mobile app also allows for taking photos with your mobile and add that to the job as well as a physical signature to sign off the job on location.

When done with the job they can easily complete the job, indicating to the office staff that the job can be finalised.

Inventory management

Separate from the Job Card, an inventory can be recorded that can then again be used for job costing calculations. When using the newest mobile (web) app, the field engineers can also record the used materials while on the job.

When using Xero, Sage Pastel or another on-line accounting integration, the inventory items can be retrieved from the accounting system, saving a lot of data entry.

Please see our inventory management video tutorial for more information on how to organise your inventory.

Job costing

Job costing

Job costing tracking

Keeping track of what time and materials as spent on each Job is an important matter for any business, you actually want to know whether a certain Job was profitable or not. Our Job costing section allows you to do just that.

Enter all used materials and time on the Job card, whether chargeable or not. Marking certain items as non-chargeable will give you straight insight in the overhead costs of a Job.

To make it easy, entered timesheet information is automatically transferred to the Job costing as soon as you open the Job costing section. Now, when entering materials from the Inventory list, you will also be able to track the costs of used materials.

The information entered here will automatically be transferred to the invoice once the job (or part of the job) is ready to be invoiced.

Time-sheets

The system uses time-sheets to keep track of what time has been spent on jobs.

We have made this as simple as possible to allow for quick time recording.

Employees can also get access to time-sheets to enter their own work time.

Whenever the mobile (web) app is used to record time spent on a job, the entries are automatically transferred to time-sheet entries which saves a lot of time as well avoids having to guess what time has been spent on jobs.

Process workflow

Our Job Tracking software is a very easy system to operate. It simply follows the steps you already do when it comes dealing with your day to day business, so there is nothing new to learn.

  1. Entering a new job

    After logging into the system you will directly be presented with the Job Card entry screen which allows you to enter a job straight away.

    • Selecting a client

      Using a drop-down you can select an existing client which will populate all the client’s details in the appropriate fields.
      For new clients simply enter the new client’s details.
      With the Xero and Sage Pastel integration you can also retrieve all clients from the Accounting software.

    • Entering job details

      Enter the date and time of when the job needs to happen. Using the Google Calendar integration, the job planning can be added as appointments in your Google Calendar.
      A part of the Job details is the location of the job. You can simply copy the client’s details using the ‘copy from client’ link.
      Now enter what needs to be done in the Job description.

    • Assigning an employee

      By default the current logged in user will be assigned to the Job.
      For the MULTI USER subscription you will have the ability to select any of your added employees to the Job.

    • Quoting

      The system allows you to create a Job Card as a quote, which can changed into an actual Job once the quote is accepted.
      See Job quoting for more information.

  2. Doing the hard work

    This is something we can not help you with other then making it easier for you to keep track of time spent and recording materials used on the job.
    Sorry, the actual work is still something you have to do yourself, but here is what can help you.

    • The job report

      Our mobile (web) app (MOBILE ACCESS subscription) makes it really easy for you (or your employees) to write a quick report about what has been done on the job, issues or any other relevant information.

    • Recording time

      Again, using the mobile (web) app will allow you to easily start a timer when you start the job and stop the timer once done. Alternatively, you can quickly enter the number of hours spent on the job for that day.
      However, a more sophisticated time-sheet is available on the normal system that allows the user to select an employee and a week to enter hours per day spent on jobs for that week.
      Times recorded on the mobile (web) app will also automatically be transferred to the time-sheets.

    • Used materials

      Materials used on the job can be entered using the mobile (web) app or be directly entered on the job costing using the normal system.
      The system uses an inventory list to keep track of costs and sale prices for materials to be used for invoicing. Next to that it will also keep track of any stock (if applicable).

    • Adding a photo

      Using the mobile (web) app allows you to quickly take a photo and add it to a job; this is especially useful to show what issues you might have faced or just show the result of a day’s work.

    • Job sign-off

      For some jobs you require a client’s signature as confirmation that the job has been completed to their satisfactory. Instead of using a piece of paper you can use the mobile (web) app to sign off the job on your mobile device. The signature will automatically be added to the job card and made visible on both the normal system and the mobile (web) app.

    • Job completed

      Now that all the hard work is done, you can mark the job as completed. This allows for further processing of the job (for example completing job costing and invoicing). This can also be done using the mobile (web) app.

  3. Finalising and closing

    Once you’ve recovered from all the hard work you are ready to finalise and close the job. Luckily, you have kept track of all the time and materials spent on the job so you don’t have to keep guessing but have a clear picture.

    • Time-sheets

      The work time of all employees can be managed using the system’s time-sheet. In order to finalise a job, make sure that all the times spent on the job by all employees are recorded correctly.
      The time-sheet entry also allows you to mark entries as non-billable, for example when it concerns a job under warranty. more…

    • Job costing

      The job costing will give an overview of all the materials spent on the job. All time-sheet entries for that job will also be transferred to costing entries.
      You can also mark job costing entries as non-billable so they will not be invoiced. This allows for a better job costing analysis.

    • Adding documents

      You can add any type of file to a job card (fair use policy) in order to keep all related documentation with a job for later reference.

    • Invoicing

      Once all job costs are accounted for, the system can create the invoice for you and export that to different accounting software packages.
      See Accounts integration for more information.

Invoicing

Once a job is completed it can be invoiced and closed.

Invoicing can simply be done by generating a PDF invoice using your own letterhead, but the system also supports a number of integrations with on-line accounting systems.

Xero

Invoices can be sent directly into the Xero accounting system as pending using the Xero API/Plugin.
You can then choose to send your invoices from Xero to your clients.

 

Sage One Pastel

This applies especially to our South African customers.
Invoices can be sent directly into your Sage Pastel on-line accounting system and be dealt with it from there.

 

MoneyWorks

Our integration with MoneyWorks Datacentre allows for retrieving GL Codes, Contacts and Inventory, but also creates Jobs and Invoices in MoneyWorks.
Please contact us if you would like to have this enabled for your installation.

 

MyOB Live Accounts

The MyOB integration works very much like the other integrations in regards of retrieving GL Codes, Contacts and Inventory as well as creating invoices in MyOB.

 

CSV Export

And of course the invoice data can be exported into a CSV file format to be used for your own specific purposes.

Custom integration

We can also create a custom integration for your Accounting system, being it an export file or on-line integration.
Contact us for more information.