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.

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.

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.

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.

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.

Secure system access

All our systems come with a secure system access, no data is shared with anyone.

We have added extra security to your own system by using secure access with an SSL certificate.

For more information what the security means, please have a look at this HTTPS and SSL tutorial video.