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.