Module · Jobs

Where to find it in the app

• Use it: Jobs (top nav)
• Turn it on/off: your business name (top-left) → Settings → Modules → Bookings → Jobs

Plan: Solo and Business · Module group: Bookings · Navigation: Jobs, on the top bar

1. Overview

Purpose. Schedule, track and bill the work you do for customers. Open Jobs, on the top bar. It has four tabs, and it opens on the one you used last. The line under the title says what the tab you are on is for.

• Jobs: every job on the books, by status, with a find box and New job.
• Schedule: the day board, one column per person, with the jobs still to schedule in a tray beside it.
• Work log: the hours your team recorded, chargeable or not, with the three figures and the export.
• Reports: what those hours turned into, billed, in a fixed price or not charged, for each person, with the jobs that took longer than planned.

The first three are views of the same work. A job gathers one customer's visits, hours, parts, photos and sign-off, and bills as one invoice. Its visits, who goes and when, are set on the Schedule. A work log is one entry of the time actually spent. It usually sits on a job, and shows there too, but it does not have to: internal time, or work for a customer with no job, is logged the same way.

This is not a second timesheet, and the distinction is the whole point:

Work-log minutes never touch pay, and pay rates never appear anywhere in this module. You can use either tool without the other.

Off by default. A cafe that never bills for time has no use for it, so nothing appears until you switch it on. When it is off the app behaves exactly as it did before, and switching it back on restores everything.

Bookings, jobs, quotes and invoices: how they fit together

Four records, each with one purpose:

You do not need all four. A cafe or a salon works from bookings and their payments alone and never opens a job. A trade or a workshop usually wants the job, because that is where the hours, parts and photos gather and where the bill comes from.

Where a job comes from:

• A booking, automatically, when the service has Work behind the booking → Each booking creates a job switched on (the Automotive set-up starts with it on for its services). Under it, Time logged on its job says whether the service's price covers that time (Included in the price, the default) or is a call-out fee with the time Charged on top. Such a service says Opens a job on its card in Services. For any other booking, Create job from this booking on the booking's Work card.
• A quote the customer accepts.
• A recurring schedule, on the day it falls due.
• New job, on the Jobs tab, the Schedule board or the Calendar's Staff day and Staff week (see Opening a job).

Moving between them:

• A booking shows its job at the top of its drawer, such as Job JOB-0064, open; select the number to open the job. Open JOB-0064, first on the booking's Work card, opens it too. Log work there only records time against the job; photos added in it land on the job. A booking with no job keeps the time on the booking and its customer, and it still bills; make the job later with Create job from this booking and that time moves onto it. When the booking's price pays for the work, that time starts Included, as on its job. Quote this on the Work card starts a quote for the same customer.
• A job shows where it came from at the top of its job card, such as From booking SOLO-2026-7PYZ-1NCN, Thu 8 Oct at 9:15am or From quote QUO-0012; select either to open it. Quote this at the foot of a job starts a quote that carries that job on when it is accepted.
• A quote with a booking on it books that time when accepted.

Getting paid:

• Payment to book (a deposit or the full price) is taken on the booking, and the balance as set under Collecting the balance.
• A booking's job is paid with Get paid: extra work and parts go on the booking's one invoice, and the time its price pays for is Included.
• Other work on a job is billed with Bill this job, or several jobs at once from Ready to bill, under Finance → Invoicing. Jobs shows the total waiting beside its tabs, such as $495.00 ready to bill · Review. Raising an invoice never sends it.
• When the customer comes to pay, Take payment at the foot of the job opens its invoice with Record payment ready (see Taking payment at the counter).
• A booking becomes an invoice with Add → Invoice.

Seeing who is where: the Calendar's Staff day and Staff week are the Schedule board (see One diary with your bookings).

2. Turning it on

Your business name (top-left) → Settings → Modules, then Jobs, in the Bookings group.

Then open Jobs and use the Settings button, top-right, to set it up. Everything there is yours to edit. Categories, the Default hourly rate, Round time, the Forgotten-timer cap and How work reads on an invoice save together with Save settings: the foot says Unsaved changes until they are, and closing asks first (Discard or Keep editing). Every other setting there saves the moment you change it.

• Categories. The kinds of work your team can log. Each one carries its own "chargeable by default" and, if you want, its own hourly rate. Five sensible ones are seeded; rename, reprice, delete or add as you like.
• Default hourly rate. Used when a category has no rate of its own. Leave it blank and chargeable work simply waits for you to price it, rather than going onto an invoice at nothing.
• Rates are typed the way you price your invoices (Settings → Invoicing & tax → Prices on invoices and quotes). Priced Excluding GST, every rate is typed ex GST and says per hour, ex GST, with the rate including GST under it ($165.00 an hour inc GST for $150); the invoice adds the GST. Priced including GST, rates include it and say per hour, inc GST. The same goes for a rate typed on one visit, the travel rate, zone amounts and a customer's own travel rate. Changing how invoices are priced later changes how the boxes read, never what is charged.
• Call-out fees. A set charge for coming out, such as $110 to attend a site, added to a job as its own line on top of the hours. See Call-out fees in section 5.
• Round time when invoicing. One menu: no rounding (the default), or to the nearest 6, 15 or 30 minutes, or always up to the next. See section 5.
• Forgotten-timer cap. How long a running timer can go before the app closes it. Default 12 hours.
• Start on a visit starts the timer on its job. On by default. Visit done or Mark done stops it, and the entry opens with the job, customer and times filled in. Untick it if you do not time your visits; Start then only marks the person on site.

Not logging hours

If you charge a fixed price and nobody's time needs recording, switch off Your team logs the hours they work, first in the Jobs Settings. Your jobs stay exactly as they are, with their forms, photos, parts and Done, and every way of recording time goes:

• Log work on a booking, on a job and on My work, and the Work log tab in Jobs.
• My work log on My work (the timer and Add work).
• The kiosk's Log work tile, and the assistant's.
• A job's Worked and Hours figures. To bill shows only when there is money on the job, such as parts. A job from a booking paid in full has nothing to bill, so it says nothing about billing.
• Mark done no longer asks about logged hours.
• In Settings, the categories, rates, timer and approval settings, which only apply to hours.

Hours already logged stay on their jobs and still bill. Switch it back on and everything returns.

3. How your team records work

The two cards, and why there are two

On My work a person who gets sent out on jobs sees two cards, and they are a pair rather than a duplicate.

My day faces forwards, and it is the first card on the page. It is the run sheet: where you are going, for whom, the address, a number to tap, and the buttons for the day going sideways (Start on arrival, Adjust, Running late, Visit done). It only knows about jobs assigned to you, and it does not appear at all for a business that never assigns anybody.

My work log faces backwards. It is the diary of what your time went on, and the place to fix yesterday's entry or record work that has no job behind it.

They share one button. Log work on a job in My day and Add work in the diary open the same box; the difference is that My day fills the job in for you. Whichever one you use, the entry appears in both straight away, and each job row in My day says how much you have logged on it, so you can see you are ready before you press Mark done. That figure is your own hours only, never the whole team's.

If somebody genuinely does not want both, Customise at the top of the page hides either one for that person alone, or moves it. Somebody who has arranged their page keeps their own order.

Staff use the My work log card on My work. Two ways in:

• Start timer. Asks What's it for?: one of your jobs (today's first), a kind of work that is not charged (admin, travel, workshop upkeep), or Decide when I stop. Picked on a job, the time starts on that job, with its customer and equipment and its first kind of work that is charged, or Included when the job's booking or quote pays for the work. A running bar shows the time so far and what it is on; details can be added while it runs or after it stops. Only one timer can run per person at a time, and it lives on the server, so it keeps running with the laptop shut, the page closed, the phone locked or you signed out, and can be stopped from any device. There is no pause: stop it and start a new one. A page left open catches up when you come back to it, and a timer stopped on another device shows as stopped. Stopping it fills in Started, Finished and How long for you, and all three stay editable, so a timer you remembered to start ten minutes late is two keystrokes to correct. Adding details while it is still running shows the start time and leaves the finish blank. A timer stopped within its first minute is not kept. A timer stopped with nothing said about it (no job, customer, kind of work or note) shows Add details in amber, on My work and on the Work log, until it has them.
• The timer on a job. Start on a visit in My day starts it on the visit's job (unless the business has switched that off), and Visit done or Mark done stops it and opens the entry to say what was done. Each job in My day, and Work logged on the job card, also has Start timer, and Stop with the time so far while it runs there.
• Add work. The manual path. Type the time as 1:30, 90, 1.5h or 45m, pick the kind of work, and you are done. A bare number up to 12 is read as hours and anything above as minutes, so 10 is ten hours and 15 is fifteen minutes. The line under the box always says how it was read, and for a bare number up to 12 it says how to mean minutes instead (10m).
• Or give the start and finish times. Under the duration there are Started and Finished boxes. Fill both, e.g. 12:05pm and 1:40pm, and How long works itself out (1h 35m here), so nobody has to do the subtraction. Most people know when they turned up and when they left far more reliably than they know it was ninety-five minutes. A finish earlier than the start is read as running past midnight, so 10:00pm to 1:00am is three hours. How long is the figure that gets billed, and you can overtype it afterwards, so a rounded-up figure is always yours to set. The two times are kept alongside it, so an entry can say when the work happened and not only how long it took, and they are still there next time you open it.

Then, optionally: a customer, a note saying what was done, and the chargeable tick (which defaults from the kind of work). Logged from a job that has a customer, a new line starts on the first kind of work that is charged, with the tick on, unless the job is marked No charge. On the job of a booking whose price pays for the work, it starts unticked and Included instead. Untick it for work the customer does not pay for. The note shows on the job card with your name, ready to go on the invoice.

The customer box searches names, and it also searches phone numbers and email addresses, so a customer who only ever gave you a number is still findable by typing it. A customer with no name recorded at all is not offered, because a list of rows that all read "Customer" is not a choice and picking the wrong one would put the work on the wrong person's bill. The box says how many are being held back, so a search that finds nothing tells you why rather than looking broken. Give them a name under Customers and they appear straight away.

My day shows today

My day lists today's work only: today's visits, including any you have already marked done, and jobs set for today. The number beside the title counts today. On a day with nothing booked it says Nothing on for you today.

On a day with a visit still to do, My day comes first on My work, above the clock, your timesheet and your leave figures, the way field apps open on today's jobs. Once today's visits are done it goes back among your other cards. If you moved My day further down with Customise, your order stays as you left it.

Each job is its own card: the job number and name, the customer with their number to tap, and where the job stands in the corner (Done, Billed, On hold or Cancelled; an open job shows none). Each visit sits under it with Start, Adjust, Running late and Visit done. Your tools are along the bottom, and Mark done is always the last one, on the right, on an open job. A job already done or billed keeps its visit on your day with nothing to start, and still shows the customer and address.

Everything else waits under Coming up this week, closed until you open it. Your phone remembers whether you left it open.

• The next 7 days, by day (Tomorrow, then Wed 14 Oct and so on). A job over several days shows on each of its days. Start and Running late are for today only; Adjust, Directions and Log work work on any day.
• Not done from earlier: a job still open from a day that has passed, with nothing booked from today on. These are never hidden: the button itself says how many there are, in orange.
• No day set yet: jobs assigned to you without a day.

Work more than a week away is not on My day. It is on the Schedule board, the Calendar, and your phone's calendar if you added it. A business that never puts a day on its jobs sees My jobs instead: one list of everything assigned to you.

When a job takes longer than booked

The time on a visit is the plan. What is billed is the work logged, so a job that runs over is charged for the time actually spent, and the visit itself does not have to change for the bill to be right.

• Record the real time. Use the timer on My work, or Log work with Started and Finished. Several entries on one job add up.
• Keep the day true. On My day, Running late pushes this visit and the rest of your day back by the time you choose (today only, up to 8 hours), and Adjust changes the visit's start and finish. Whoever runs the schedule is told. Both need Staff can adjust their own visit times on in Jobs settings; otherwise a manager drags the bottom edge of the visit on the Schedule to make it longer.
• Not finished today. Leave the job open rather than pressing Mark done, and add the rest with Add a visit or Book several days. If it is waiting on something, put it On hold and say why.
• See the overrun. Under its visits the job card reads, for example, Estimated 1h 00m, logged 1h 30m, 30m over the estimate.

A visit that is a booking's own time is the booking's length, and changes with How long on the booking, which is also how extra time on a booking is charged.

One visit, several lines

A real service call is rarely one thing. There is the travel, the work itself, maybe a second task, plus whatever parts got fitted. Add another line repeats only the part that changes: the day, who did it, the job and the customer are asked once at the top and shared by every line below.

Each line keeps its own kind of work, its own times, its own note and its own chargeable tick, and each becomes its own entry, so the invoice can say the travel was half an hour and the work was two, instead of one vague line for the lot. Fill in a line's Finished time and the next line starts there, because a day is one span after another.

The job says who pays

Pick a job and the Customer stops being a question: the job already knows who it bills to, so the name appears filled in and the box is closed. That is deliberate. A job belongs to one customer, and work logged against Mary Jones's job has to bill to Mary Jones; to bill somebody else, put the work on their job.

If the job has no customer on it yet, the drawer says so and leaves the box open, because a job can be opened from a booking or a phone call before anyone knows who is paying. Set the customer on the job and its unbilled work follows. With a customer picked on the entry, an owner or manager sees Put Mary Jones on JOB-0012, which sets that customer on the job in one press.

Parts fitted on the visit

Pick a job and a Parts fitted section appears under the lines, whether you are adding an entry or re-opening one you saved earlier, so stopping the timer and adding the tap washer afterwards is one flow. Add what you used and, when you press Save, it goes on the job's Parts, exactly as if it had been added there, and bills with the job: Bill this job, Ready to bill, or Get paid on a booking's job. Tick No charge on a part for warranty or goodwill.

While the job's details load, Save reads Loading the job… for a moment. They decide whether the time starts chargeable or Included, so nothing saves before they are in.

The picker offers two things at once, because the person fitting it is thinking "a tap washer", not "is that inventory or a price list":

• Your stock, if you run the Stock module. Recording it takes it off the shelf when the entry saves, not when the invoice goes out.
• Parts you fit often, your own saved shortlist, with the price already in. Nothing comes from stock and nothing moves; it is there so nobody types the same tap washer and the same $8 forty times a year.

Typed a one-off? Tick Remember this one and it joins the saved list, so the list builds itself out of what you actually fit. Managers can tidy it any time in Jobs settings, under Parts you fit often, and it orders itself with the most-used at the top. It starts empty on purpose: a ready-made catalogue of plumbing parts would be no use at all to a salon.

Staff see only their own entries. That is fixed, not a setting. The framing is "your work diary", not "we are watching you".

From a shared tablet. If you run a kiosk, you can add a Log work tile to it (kiosk settings, under the tile list). Whoever is using the tablet identifies themselves exactly as they do to clock in, by tapping their name or typing their personal PIN, whichever you chose, so the stricter setting is not weakened by a second way in. The tile only ever writes: nobody's logged work is shown back on a screen the whole room can see. Kiosk entries are always internal, because a shared device should not be able to put money against a customer's name; a manager can open the entry afterwards and charge it if it should be charged.

Photos and videos

Proof you can point at later: the before and after, the fault you found, the finished work, the sound of a motor running. Open a job and use Take photo, which goes straight to your phone's camera, Record video, which opens it in video mode with sound, or Add from phone to attach photos and videos already taken with your phone's own camera app, several at a time. On My work, each of your assigned jobs has a Photos and files button for the same thing, and the Log work drawer shows the same Photos section whenever a job is picked, so the hours, the parts and the photos of a visit all go on in one place. Photos land on the job the moment they are added; they do not wait for the entry to save.

Who can do what, and when:

• Add: managers on any job, and whoever the job is assigned to while it is open or on hold.
• Remove: you can remove a photo you added yourself while the job is still open, in case the first shot was wrong. Once the job is done, billed or cancelled its photos are part of the record, and only a manager can remove one. Removing is permanent and always asks first.
• A signature attached to a completed sign-off can never be removed, by anyone. It is the evidence behind the sign-off.

Photos are shrunk on the phone before uploading, so they send quickly on one bar of signal, and location data is stripped automatically.

Videos can be up to 30 seconds and 50 MB. A longer one is refused on the phone before anything is sent, with how long it is, so trim it in your camera app and add it again. While a video uploads you see how far along it is; keep the screen open. It plays on the job with its sound and running time. A job holds up to 10 videos. The same people can add and remove them as photos.

A video is not shrunk the way a photo is, so it uses your file storage at its full size, around 20 to 50 MB a clip. Your plan's storage and how much is used are on Plan & billing. Some older Android phones and Windows computers cannot play the format iPhones record in, and offer to download the video instead.

A photo stays on its job until somebody deletes it. It is kept in private storage, so there is no public address for it and nobody outside your team can open it. Each time you view a job, the app builds a fresh one-off address for each photo that stops working an hour later, which you will never notice. That is what protects you if an image address is ever copied out of the page and passed around: it is dead within the hour, and it needed a login to reach in the first place.

Letting the customer see them

One tick, and it is off until you tick it. Open a job, and under Photos and videos:

☐ Customers can see these photos We email a private link to dani@example.com. Only they get it, and it is never shown here to copy.

Tick it and their link is emailed straight away. The line changes to name the address, and underneath you get Not opened yet (or Opened Wed) and a Send it again button for the email that bounced or got buried.

It shows the whole job, always, photos and videos alike. Add three more photos or a video next week and the customer sees those too, without you sending anything again. Delete one and it disappears from their page immediately. There is nothing to keep in step. Once the job has a video the tick reads Customers can see these photos and videos, and the email says so.

Untick it and their link is dead, that second. They get an ordinary not-found page, the same one an address that never existed would get.

Two layers of off

1. Your business. Jobs → Settings → Photos for customers. Until an owner or manager ticks that, none of this exists on any job.
2. Each job. Off by default, every time, for every job.

Why there is no link to copy

The link goes to the email address on the job's customer, and nowhere else. That is the whole protection: there is no address in the app for anyone to paste into a group chat. If the job has no customer, or the customer has no email address, the tick is not offered and it says why, so you add the address and come back rather than wondering where the feature went.

Be clear-eyed about what this is: anyone your customer forwards that email to can open the photos. It is a private link, not a password, and it is the same trade every business makes when it emails a customer anything. What you keep is the ability to stop it.

What the customer sees, and does not

Your business name, a heading, the videos (they play on the page, with sound), the photos, and a line saying the link is private and you can stop it at any time. No login, no account, nothing to install.

• 🛑 Signatures are never shared. Only photos and videos go, and a customer's signature on your paperwork stays on your paperwork.
• No prices, no notes, no other job. One job's photos, and nothing that links to anything else.
• Each image gets a fresh one-off address that stops working within the hour, so an image copied out of the page is dead long before the page is.
• The link itself lasts 60 days.

Files on a job

The paperwork that comes with a job: a supplier's quote, a report, a plan, a spreadsheet of measurements, an email you saved. Under Files on the job card, press Add a file, or on a computer drag files onto the Files section. Several can go at once, and each says how far along it is.

• What can be added: PDF, Word, Excel, CSV, text, PowerPoint, email (.eml and .msg) and image files, up to 25 MB each, and up to 30 files a job. Web pages, programs and zip files are refused, with the reason, before anything is sent.
• Opening one: press its name. A PDF, an image or a text file opens in a new tab; anything else is saved under its own name to open in the program it belongs to. Each line says what kind of file it is, its size, who added it and when.
• Who can add and remove: the same as photos. Managers on any job; whoever the job is assigned to while it is open or on hold; you can remove a file you added yourself while the job is still open. Removing asks first and is permanent.
• Who can open them: whoever can open the job card, the person the job is assigned to, and anybody with a visit on it. Keep anything the person sent to the job should not see (a supplier's prices) off the job.
• Kept like a photo: in private storage, opened only through a one-off address that stops working an hour later, and counted in your plan's storage.
• Never sent to the customer. Ticking Customers can see these photos shares photos and videos only.

On My work, Photos and files on each job shows the job's files under its photos, and the person sent to the job can add them from their phone.

Forms on a job: inspections and checklists

A form your team fills in can go on jobs: a vehicle inspection, a site checklist, a log for each visit. It is set up once in Forms (Filled in by, Your team, on the visit, then Where, On jobs), and Which jobs says where it goes:

• Every job, whether it came from a booking or a quote, or was opened on its own.
• Jobs on equipment I pick: only jobs on equipment of the kinds you tick, such as Vehicle, so a vehicle inspection is on every car job and on no other.
• Only jobs it's added to: on no job until somebody adds it.

Add a form, at the top of a job's Forms, puts any other job form on that job. Anybody who may work on the job can add one. The ✕ beside a form takes it off that job, for a manager on any form, and for whoever is on the job on a form that was added to it. A form with anything filled in on the job stays: it is the record of the job. Adding and taking off are in the activity log.

Open a job and fill it in under Forms, above Photos; the top of it says how many are done, such as 1 of 2 done. On My work, each of your jobs has a button with the form's name beside Photos, marked To do until it is filled in. Managers can fill one in on any job that isn't cancelled; anyone else on the job can while it is open or on hold.

A required one still to do is named when somebody marks the job done, on My work and in the job. On a form set to send, Send to the customer emails the job's customer the answers and a private link to the full report with its photos, for 60 days. See Forms & workflows, 7a13.

An Automotive business starts with a Vehicle inspection and a Quality check in Forms, switched off, ready to check and switch on. A Machinery repairs business starts the same way with a Machine inspection and a Quality check.

The client's forms from the booking. A job made from a booking also shows, under Forms, From the booking: the agreement the client signed and the questions they answered, each signed or filled in, when and by whom, or not done yet. Managers, and anyone on the job with View / submit forms, see the answers, so pets, access and a photo permission are known before anyone arrives. They are read only here; the client fills them in, and the job never waits on them. On My work the job's forms button names them too. See Forms & workflows, 7a6.

4. The manager view

Jobs → Work log shows three figures for the period: hours logged, chargeable %, and the dollar value not yet billed. Beneath that is the list, filterable by period, person and state. Each entry names who did it, the day, its category, the customer, the job number and the equipment it was on, with a dot at the start of the row:

• Filled in your colour: chargeable, not yet billed
• Grey: already billed
• Hollow: internal work
• Amber: stopped automatically, needs checking

It opens on Last 7 days, today included. This week runs from the first day of your week to today, so on that first morning it holds only today. This month and Last 90 days show more.

Tap any row to edit it. Log work records an entry, including on behalf of someone else (which covers team members who have no login). Export downloads the filtered list as a CSV of raw minutes.

Reports: hours worked and billed

Jobs → Reports shows what the team's time turned into, for This month, Last month, Last 3 months or the Financial year (from 1 July). Pick a person from Everyone to see one person's figures. It needs See every job and everyone's logged work, and it is not offered when the business does not log hours.

The trade measures a team with three clocks, and the five figures at the top come from them:

• At work: hours clocked in on the time clock, with unpaid breaks taken off. For someone who does not clock in, the hours they were rostered (leave, closures and unpaid breaks taken off), marked rostered. No record when there is neither.
• Logged: every hour logged in the period, and its share of the time at work.
• Paid for: hours on an invoice, plus hours inside a fixed price the customer paid (a booked service, or an accepted quote, whose time is Included), and their share of the hours logged.
• Labour earned: the labour charged for those hours. Work on an invoice counts as the invoice charged it, with its rounding and the customer's % off labour. A booked service counts its price less the parts used inside it (parts recorded on the job and not charged on their own). An accepted quote counts its labour lines. Labour lines on a job, such as labour codes, are shared over the hours logged on it.
• Earned per hour: labour earned for each hour paid for, beside your rate (the hourly rate in Jobs settings). It follows Inc GST and Ex GST.

Where the hours went splits each person's logged hours into Billed, In a fixed price, Not billed yet (chargeable work not on an invoice, including work waiting for approval, a timer to check or a rate), Not charged (kinds of work you do not charge, such as admin or travel) and Written off or no charge. Each entry is counted the way its job card shows it. Work done this week is often not billed yet, so the latest weeks read lower until it is invoiced. Week by week (month by month for the financial year) draws hours logged against hours paid for.

Each person lists everyone who logged time or was at work, in name order, with Everyone at the foot. There is deliberately no target, no ranking and no red text: the figures are about the shape of the business, and using them as a scoreboard is the fastest way to stop people logging honestly.

Jobs lists the jobs worked on in the period, with every hour each has had. Longer than planned shows the ones whose logged hours went past the hours planned on their visits, the biggest first; All jobs shows the lot. Per hour is the labour each job earned for each hour paid for. Press a job to open it.

What your fixed prices earn groups the period's booked services by service, and accepted quotes together: how many jobs, the average price, the parts inside it, the average time and what it earned an hour, beside your rate. A service earning well under your rate is one to reprice or quote more time for. A quote with no labour lines says No labour lines, because its labour cannot be told from its parts.

Export downloads each person's figures as a CSV, in hours.

On My work, This month under My work log shows a person's own hours this month split the same way. It shows hours only, never money, and only their own.

Opening a job

Press New job on the Jobs tab, on the Schedule board, or in the Calendar's Staff day and Staff week. New job on a search result's card (a vehicle, a machine, a customer or a site) opens the same form with the customer, the equipment and the site already filled in; Remove takes the equipment off. So does New job on a customer's card in Customers, and + New job for this under one of their pieces of equipment. The search in the top bar also finds any job by its number, so job129 or just 129 finds JOB-0129. A name is all a job needs. The rest can be set now or later:

• Customer: search for them, or press + New customer beside it (a name that finds nobody offers the same). Leave it blank for internal work.
• Their equipment (named as your Equipment menu names it, such as Vehicle): one of the customer's on file, or a new one. Offered once there is a customer.
• Site: which of the customer's addresses, offered once there is a customer.
• Schedule: the job's first visit. Schedule to (everybody going), the date, the start time and how long. Press Schedule to add it. On the Schedule board and in the Calendar it starts open, on the day you were looking at. Not now puts it away again.
• Due by: the day the work has to be done by.
• Notes.

A new customer is typed into the job form itself: their name, company, email and phone, and their address. An email or phone is needed. Add their equipment (or Add "…" as a new one when searching a customer's equipment) takes what it is and its registration or ID. Create job saves the customer, their equipment and the job together, by the same rules as Add a customer on the Customers page. Nothing is saved if the job is refused.

Nobody is added twice. As soon as an email or phone is typed, the form checks whether somebody on file already has it, the phone however it is written (0412 345 678 and +61 412 345 678 are one number), and offers them: Use them, or Somebody else to add a new customer anyway. Create job checks again. A new customer with the same email as somebody on file is that customer, and the job says Bob Smith was already on file, so the job is theirs. Equipment the customer already has, by registration or ID, is used rather than added again. A registration already on somebody else's equipment is refused: search for it and change who it belongs to on its record if it has changed hands.

Adding a customer needs Add / edit customers, and adding equipment needs Add / service assets: without them, + New customer and Add their equipment are not shown. The job card's Customer has + New customer too, saved straight away.

Schedule to lists your team; tap each person going. Several people make a crew (a tradesperson and an apprentice, three cleaners): each gets a visit of their own at the same time, sees it on My Work, and is told who they are going with. Pick nobody and the time is pencilled in: the visit goes under Needs someone on the Schedule until somebody is picked (see Visits with nobody on them yet). With a team of one, that person is filled in for you.

The first visit is a real visit, checked exactly like one added with Add a visit. It warns when the business is closed that day, anybody on it is on leave, off on the roster, said they are not available or already on another job at that time (by name, when there is more than one of them), or when the visit is after the job's due date. Warnings never stop you saving. A time that has already gone today is not offered, and is refused.

The button reads Create and schedule while Schedule is open. The job then sits on each person's day on the Schedule board and in the Calendar straight away, and each of them is told (unless the visit is yours). Tick Email the customer this booked time to email the customer too, once however many are going; it is shown once there is a customer and is off until ticked. If they have no email address on file, you are told so. From the Jobs tab the new job opens with a line saying where it went and who was told; from the board, the board moves to that day and says the same. A job opened without scheduling waits in To schedule.

Once you have typed anything, a click outside the form does not close it. Cancel, the close button and Esc do.

Due by shows on the Jobs board, in the job and in the To schedule tray: Due Wed 14 Oct, Due tomorrow, and in amber Due today and Overdue by 2 days. Only open and on hold jobs are ever overdue; a finished job keeps its due date as a record. Owners and managers change it, or Clear it, in the job, and each change is in the Activity log. A recurring schedule sets it for you (see Recurring maintenance).

Who a job is with, and its day. While a job has no visits its job card offers Assigned to: the person the job belongs to, who sees it on My Work. Once it has visits, the visits decide who is on it. The day is always a visit: add one with Add a visit or Book several days. A job made from a booking whose person is not linked to the team, or one given a day before visits existed, says Planned for Thu 12 Nov, 2pm, but not on anyone's schedule yet, and Add a visit starts on that day and time.

Opening a job needs Open jobs and schedule the team's visits or the manager permission Edit any job or entry, log for others, set rates. With the scheduling permission and not the manager one, the job card still offers Add a visit, Book several days and Change on each visit; the job's status, name, customer and notes stay with the managers.

The job card

Pressing a job on the Jobs board opens its job card, which takes the whole screen. Jobs at the top left, the close button, Esc and your browser's or phone's Back go back to the board, and Forward opens the job again. With an invoice or quote open over the job, Esc and Back close that first and leave you on the job.

Nothing typed is lost. Leaving a job first saves a whole part still typed in the empty parts row. Anything else not saved (a part that can't be saved yet, a trip still open, changed details) is named in Leave without saving?, with Keep editing and Leave without saving. Open their record under the customer opens the customer's own card, and Open its history under the equipment opens its page with every job and service it has had; Back from either returns to the job. They show for somebody who may see customers and equipment. The address follows the tab in view, so a reload or a copied link lands on the same tab.

The main part of the card is the job itself: its status, its name, customer, site and equipment, then its Parts, the Work logged, the Job card notes and Invoice notes, its forms, photos, files and sign-off, and its History at the foot. Down the side are the address, who it is assigned to and when it is due, its Visits, three figures, Job profit for whoever may see pay rates, and the kilometres driven. On a phone it is one column, in the same order.

The three figures:

• Worked: how many days have time logged on the job. A visit is a time booked on the Schedule; this counts the days work was actually recorded.
• Hours: every hour logged on the job, the same entries listed under Work logged, in hours and minutes. When some of it was internal, the chargeable part is named under it, such as 11h 30m chargeable. On a job its booking or an accepted quote pays for, it says included in the price once time is logged, or names the extra work, such as 1h 30m extra.
• To bill: what is still to invoice, labour and parts. It shows only when there is money on the job. When everything on the job is on an invoice it says All billed, with the amount billed under it. Work that is not ready yet (a timer to check, an entry with no rate, work waiting for approval) is left out, as Bill this job leaves it out, and named under the figure in orange.

The bar along the bottom holds Save changes (once a name, customer or note has been changed), Quote this, Get paid, Bill this job and Take payment once an invoice for it is owing. Beside them it says what is ready to bill and what it comes to, All billed when the job is billed in full, or what is holding the bill up. Quote this and Bill this job open the new quote or invoice over the job, so you never leave the job to write it.

Job profit

Job profit, under the three figures, says what the job made: what it charges, less what its parts cost and what the time on it cost in pay.

• Charged: everything billed and still to bill on it, labour and parts, and its booking's price when that pays for the work. Nothing on a No charge job.
• Parts cost: what its parts cost you. A part with no cost recorded is left out, and said.
• Labour cost: the hours logged on it, each at that person's pay rate on their team record, plus what your business adds for super and on-costs (Jobs settings, Job profit). It says how many hours, such as 1h 30m at pay rates, plus 12%. Somebody with no pay rate (often the owner, or a contractor) is left out and named, such as 1h by Sam has no pay rate, so it is left out. A timer still running is counted once it stops, and time written off still counts, because it was still paid for.
• Profit, with its share of what was charged, or Loss in red.

It is worked out at today's pay rates, and ex GST for a business registered for GST: GST is not income, and pay carries none.

Adding super and on-costs. In Jobs settings, under Job profit, type what you add on top of pay in Added to pay for super and on-costs, as a percentage: 12 for super alone, more to cover workers' compensation and leave. It saves as you leave the box; empty adds nothing. Only somebody who may see pay rates sees it.

Only somebody who may see pay rates sees it: an owner or manager who manages jobs and can see timesheets or the team's records. One person's hours and their cost would give away their rate, so nobody else is ever sent the figure. Everybody who sees what parts cost still sees the parts margin under Parts.

History

History, at the foot of the job card, lists who did what on the job and when, newest first. Press it to open it; it reads afresh each time, and while it is open each change you make on the card appears in it. It holds:

• The job being created, from a booking or a quote or by hand, and every change of status (Put on hold, Taken off hold, Marked done, Billed: everything on it is on an invoice), who it was assigned to and its due date.
• Visits booked, moved, handed over, started and taken off, and somebody running late.
• Parts used, changed and taken off, kits added, parts ordered, forms added and taken off, photos, videos and files added and removed, and the sign-off.
• Its quotes, invoices and orders: each one created, emailed, accepted, paid or received, such as Invoice INV-0142: Payment recorded, $187.00. Press one to open it: an invoice or an order opens over the job, a quote in Invoicing. These show only for somebody who may see invoices or orders.
• The emails the customer was sent about it (a visit booked or cancelled, the reminder the day before, photos shared), with whether each arrived, such as Delivered or Bounced.

Photos added one after another read as one line, such as Added 6 photos. A line names who did it; the app's own steps (a job billed by its invoice) name nobody. Everything in History is read from your Activity log, so nothing extra is kept to show it. A few older lines did not record which job they were on, and show only in the Activity log.

Work logged on a job

Work logged lists every entry of time on the job, oldest first, with how many entries, the hours and how many people at the top. On a computer each entry is a line under the columns Date, Who, Work (the kind of work and what was done), Time (the start and finish, or Not timed), Hours, Rate, Amount and Status. On a phone each entry is a card. Rate is shown to owners and managers only, with this entry under a rate set on that entry alone.

Status says where each entry's money stands:

• To bill: chargeable and ready to go on an invoice.
• Billed: on an invoice, with its number. The number opens the invoice for anybody who may open Invoicing.
• Internal: in a kind of work that is not charged, such as travel or admin.
• Included: time the job's booking or accepted quote already pays for, never billed again (see When the booking's price pays for the work and A quote on a job). The total line says how much, such as 2h included in the price.
• Written off: chargeable work somebody decided not to bill.
• No charge: on a job marked No charge (warranty or goodwill).
• Check timer: a timer that was stopped automatically. Its amount shows in grey and is not counted until somebody opens it, checks the time and saves.
• Needs a rate: chargeable, with no rate on the entry, its kind of work or the business, so it bills nothing until it has one.
• Awaiting approval: at a business that approves work before it bills, an entry a manager has not approved yet. It is not counted.
• Timer running: a timer still going, with the time it started.

The last line totals the hours and the amount, with what is still to bill and what is billed. Anything holding money back is said once under the list.

The money is always what the invoice charges. When you round time when invoicing, the invoice rounds each day's time once rather than each entry, and a customer with a usual % off labour has it taken off. So the job's To bill, the totals line, Ready to bill, Bill this job and Get paid all show the same figure, and a line under the list says why the entries' own amounts do not add up to it, such as As invoiced: each day's time rounded to the nearest 6 minutes, and 10% off labour.

Press an entry to open it. It opens on top of the job card, with its date, times, kind of work, note and rate, and saving it updates the card at once. Owners and managers can change any entry; anybody else can change their own until it is on an invoice. Another person's entry, or one of your own that is on an invoice, opens to read, and says why it cannot be changed. On a billed entry an owner or manager sees Mark as unbilled, for work whose line was taken off an invoice saved before invoices kept their work; taking a line off now gives its work back by itself. A timer still running does not open: stop it where it was started.

Print, at the top beside the status, prints the job card: the job, customer, site and access notes (for those who may see them), the equipment with the details your documents print (Invoicing manual, 7m2), due date and status, its visits, the job card notes, the parts with their part numbers and comments, the work logged so far, lines to write on, and a place to sign. No prices, costs or invoice notes ever print on it. To print every job on a day at once, use Print job cards on the Schedule.

Why a job is on hold

Choosing On hold shows Why under the status, with your reasons as one press each, such as Waiting on the customer or Waiting for parts or materials. Something else takes a reason of the job's own, up to 80 characters. Press the chosen reason again to clear it. The reason shows on the job, on its row on the Jobs board (On hold, waiting for parts or materials), in the Schedule's To schedule tray and on the printed job card, and it goes when the job leaves On hold. Owners and managers set it; everybody else sees it.

The list of reasons is yours: Settings → On hold adds, renames, removes and reorders them, up to 12. A reason taken off the list stays on the jobs that already have it.

Job card notes, and what the invoice says

Job card notes are for the team, and are never printed on an invoice. Under them, From the work logged lists the note on every entry of work on the job, oldest first, each with its day and who logged it (21 Oct, Sam Lee). They are read from the entries themselves, so correcting or deleting an entry corrects or removes its note here too, and two people logging at once never overwrite each other. Press one to open its entry.

Invoice notes are what the customer reads on the invoice. Copy job card notes in adds everything above to the end of them: each piece of work as a bold heading (its day and who did it) over its lines as a list, then the job card notes. Tidy it into what the customer should read, using the formatting buttons along the top of the box: Bold, Italic, a bulleted list and a numbered list (see Invoicing, 7p). The button goes once they are in.

Bill this job, Add unbilled work, Ready to bill and a scheduled billing run all put the invoice notes on the invoice, and an invoice for several jobs has each job's notes under its number in bold. They can still be changed on the invoice before it is saved. Both notes save with Save changes, and Bill this job saves anything changed before it opens the invoice. Each can be up to 4,000 characters; a longer note is refused with the reason, never cut short. Only owners and managers change them.

For next time: what was found and not done

Something found on a job and not done this time (front brake pads at 3 mm, a laptop battery holding half its charge, a pump seal starting to weep) goes under For next time on the job card. It belongs to the job's equipment, or to its customer when the job has no equipment, so it comes back the next time that vehicle, machine or customer has a job.

1. On the job card, under For next time, type what needs doing. One per line: paste a few lines out of the notes and each becomes its own item. A dash, star, number or tick box at the start of a line is taken off.
2. Select Add. Each item reads Noted on this job. ✕ takes one back while you are still on that job.
3. On the next job for the same equipment or customer, the items are already there, each with the day and job it was noted on (Noted 25 Oct 2026 on JOB-0042). Select Done when this job deals with it, or Not needed. Either moves it under the list (Done on this job), where Put back returns it if it was the wrong one.

On the invoice. An invoice for the job prints the open items under For next time, oldest first, each with the day it was noted, so the customer can keep track of what else needs doing. An invoice for several jobs prints each list once, named for its equipment. To keep them off invoices, untick Print what is outstanding on a job's invoice in Jobs settings, under For next time.

Elsewhere. The equipment's own card lists its open items too, where they can be added, ticked Done or Not needed. A customer's card lists everything open on their equipment and their own list, each opening the job it was noted on.

• Anybody who can open the job card, or manage equipment, can add and tick items.
• A job with neither a customer nor equipment has no list: choose the customer first.
• One item is up to 300 characters, and up to 20 can be added at once; a longer one is refused with the reason, never cut short.

The Jobs board

The Jobs tab is every job on the books. It opens on Open, because those are the ones you can still do something about; a chip for each other status sits beside it, each with its count, and All at the end. A status you have never used gets no chip, so a business that has never cancelled a job never sees a Cancelled chip. The chips are instant: the whole board is already loaded, so nothing waits on the network.

Late sits beside Open, in orange, whenever something is late: open or on hold work whose visit day went by without the visit being ticked off and with nothing booked after it, a job with no visits whose planned day has gone, or a job past its Due by date. Due today is not late yet. The chip is not drawn when nothing is late.

Under Open, Late and On hold the board reads in the order the work happens: by the day and time of each job's visit, soonest first, then the jobs with no day yet, newest first. The finished lists stay newest first.

Who and when. Each row names everybody on the job's next visit day and the time, taken from its visits on the Schedule, so moving a visit moves the row. When somebody has pressed Start on today's visit and not finished it, the row says On site and since when. When nothing is booked ahead and an earlier visit day went by without being ticked off, the row shows that day in orange with not marked done. The person on it presses Visit done on My Work, or an owner or manager opens the visit and presses Mark visit done. Then book the next visit, or mark the job done. A job with no visits shows the day planned on it, as Planned for 5 Oct.

What each status means. Open is being worked. On hold is paused, with why when one is given (see Why a job is on hold). Done is finished. Billed is finished with everything on it on an invoice. Cancelled is off. Owners and managers press the status at the top of a job to choose one of the first four, each with a line saying what it does, and Mark done or Reopen sits beside it. The person a job is assigned to can mark their own job done from My Work. Everybody else sees the job's status without the menu. Nobody sets Billed by hand: it follows the money (see Billing part of a job, and when a job shows Billed).

What follows each one.

• Done asks first when a required form is not filled in, a part on order has not arrived, or somebody else's timer is still running on the job. None of these stops it. Your own timer on the job stops, and its time is saved. With nothing left to bill the job goes straight to Billed. When the business emails a booking's invoices on Done, they go now, and Get paid opens when something was added to the booking. Visits still to come stay on the schedule.
• On hold asks why (your own list of reasons) and keeps everything as it is. Its work stays in Ready to bill.
• Cancelled always asks first, and says what follows: the visits that come off the schedule, any work and parts on it that are not billed while it is cancelled, parts still on order (the order stands), and a booking it came from, which is not cancelled. Parts taken from stock are asked about next.
• Open puts a job back to work, from any of the others.

Every change is in the job's history and the activity log, with who made it.

What a job is worth. Each row shows the job's value so far, its labour and parts whether billed or not, and under it what is still to bill, or Billed when all of it is on an invoice. It follows Inc GST or Ex GST when the business is registered for GST (below).

Finding a job. Once there are more than a handful of jobs a find box appears above the list. It matches the job number, the title, the customer, the site, the equipment and anybody on the job, and it filters as you type. Beside it:

• Everyone narrows the board to one person: the jobs they are on site for, booked on, assigned to or have logged time on. Nobody yet shows the work nobody is on, pencilled in for nobody or not given to anyone. It appears once more than one person is on the board.
• Any day narrows open work to Today, Tomorrow, the Next 7 days, or No day yet. Late work has its own chip.

If nothing matches, the board says so, with a button to clear the search and the filters, and offers to look in All.

On a computer, as columns

On a wider screen the board is a table: Job, Customer (with the equipment and site), Next visit, Status, Hours and Value. Status reads On site, Late or On hold before the job's own status. Press a heading to sort by it: names and days from the top, hours and amounts biggest first. Press it again for the other way, and a third time to go back to the board's own order. A business that does not log hours has no Hours column. On a phone each job stays a card, with the same facts.

Which piece of their equipment

When the Equipment tool is on and the job's customer owns something (their vehicle, pool, aircon unit, machine), the job card offers an Equipment field, so the job says it was the Camry and not the Hilux. Pick it and it saves straight away, exactly like Site. Every job pinned this way appears on that equipment's own record under Jobs on this, which is how one vehicle or unit builds up a full service history over the years. Changing the job's customer clears the equipment, since it belongs to somebody else now.

The reading on the job. When the job's equipment has a meter (an hour meter or an odometer, see Equipment, 7a-i), the job card shows Reading with the newest reading. Type the reading from the dash and select Save reading: it is dated today and listed on the equipment's card as On a job JOB-0042. Anyone who can open the job card can record it. A reading on its own does not start the service count again; logging the service does (below).

The job was its service. When the job's equipment is serviced on a schedule, the job card shows Next service: its badge (Due in 300 km, Overdue 12d, Healthy · 1,500 km to go), when it falls, and when it was last done. When the service is done, select Log this as its service. It is logged on the equipment, dated today, at the reading saved on this job, with the job's number and name as what was done, and the count starts again from there. The question before it says when the next one will then be due. On a schedule by hours or kilometres, save today's reading first: the button waits until there is one, because the next service counts from it. It needs the permission to manage equipment.

In Log work, the job's equipment is filled in for you (pick another, or clear it, if the work was on something else), equipment with a meter offers Reading too, dated the day of the work, and with Count this as a service ticked the service counts from that reading.

Very large boards load the most recent 500 jobs and say so underneath. Older jobs are still on their customer's record and on their invoice.

Kilometres driven to the job

When Vehicle trips is on, the job card shows Kilometres driven under the parts: each trip logged against this job, with the date, who drove, the vehicle and the odometer readings, and the total beside the heading. It is read from the trip record and never kept on the job, so "how far" has one answer and not two. The link is made on the trip, where somebody stands when they have just driven: pick the job under Finance → Vehicle trips → Log a trip and it appears here. Somebody who may only see their own trips sees only their own here too, and the section is absent altogether when nothing has been driven to this job.

Recurring maintenance

The strip at the top of the Jobs tab is work you already know is coming: a quarterly filter service, a monthly grease trap. It stays out of the way as one line (how many schedules you have and when the next one is due) and opens to the full list when you tap it.

When something is due it turns amber, says how many, and offers Open them, which raises the real jobs onto the board. You do not have to do that: a nightly run opens them by itself. The button is there for when you want them now.

A schedule opens a real job, and then it is just a job. It does not stay in the recurring area: it lands on the Jobs board under Open, carrying the schedule's title, customer, site and notes, marked Recurring so you can see a schedule opened it rather than a person, and showing when it is due for the period it is for (Due Wed 14 Oct, then in amber Due today and Overdue by 2 days). The same job appears in the Schedule tab's To schedule tray, so you can drag it onto somebody's day or use Pick a time. From there it is scheduled, worked, signed off and billed like anything else.

It arrives with nobody assigned and no time booked, on purpose: who is free that week is a decision for the week, not for a schedule set up months earlier. That is what open the job early is for.

Each schedule has a cadence, a next-due date, an optional customer and notes for whoever does the work, plus open the job early so a quarterly service can land on the board a week or two before it is due and you have time to book it in. Pause stops a schedule opening new jobs without deleting its history.

Nothing here is sent to the customer, and nothing is invoiced until you bill the job like any other.

Cancelling a job, and what happens to its visits

Press the job's status at the top of the card and choose Cancelled, last in the list and in red. Only owners and managers can cancel a job. It always asks first, and the question lists what follows:

• Its visits still to come come off the schedule. Every visit from today on that nobody has started is taken off: it leaves the person's run sheet on My Work, the Schedule board and the Calendar, and stops holding their online booking times. The question lists them (the day, the time and who) before you confirm. Each person is told once, with all their days, in the app and by email or push if they have those on.
• What stays is the record. A visit marked done, one somebody pressed Start on, and a visit on a day already gone stay where they are, as who was booked to be there. Their day has passed, so they hold no booking time and nobody is reminded about them.
• Somebody already on site is told the job is cancelled. Their visit stays on their run sheet marked Cancelled, so they can still log their time and press Visit done; parts can no longer be added to it.
• Telling the customer. When the job has a customer, the question has a tick: Email the customer that they're cancelled. It is off unless you tick it. Ticked, the customer gets one email naming the job and listing every day that was booked. If they have no email address on file, the job says so instead of pretending they were told.
• A job that came from a booking. Cancelling the job does not cancel the booking, and the question says so. The customer still has that booking, so the tick is not offered: cancel the booking itself (in your bookings menu) if it is off too, and the customer is told the booking's own way.
• Work and parts not billed yet. A cancelled job is left out of Ready to bill, so the question names what is on it and not billed. Reopen the job to bill it.
• Parts on order for it still come: the order is not cancelled with the job.
• Parts that came off the shelf are asked about next (see Parts on a job).

Reopening a cancelled job (press Open) does not bring its visits back. The job waits in To schedule on the Schedule board, to be booked in again with the usual warnings, because the time it had may have gone to somebody else since.

Done and On hold leave visits as they are. Marking a job done, here or with Mark job done on My Work, keeps any visits still to come on the schedule, and stops the timer of whoever marked it done. If the work finished early, unschedule them from the job's Visits list or the Schedule board.

The Schedule board

The Schedule tab is where whoever hands out the work plans the day: one column per person against the time of day, with the business's opening hours shaded and, if you roster, each person's shift drawn as a band. Jobs with no upcoming visit wait in To schedule on the right. The same board is the Calendar's Staff day and Staff week, so it can be run from either place.

Who runs it does not have to be a manager. There is a permission just for this, Open jobs and schedule the team's visits, under Jobs on the roles screen. Give it to whoever answers the phone and they can take the call, press New job right on the board (customer, address, what is wrong, and who is going when), and it goes straight into someone's column, all without holding the manager keys that carry charge-out rates and billing. Supervisors get it by default on new businesses.

Someone holding only that permission sees no money at all: their Jobs page is the board and nothing else. No Work log or Jobs tabs, no rate card, no Ready to bill, no billing figures anywhere. They still hear everything a coordinator needs to hear: when a team member adjusts a visit or reports running late, whoever holds the scheduling permission is notified, not just managers.

A job opened from an accepted quote shows the quote's time in the tray (Quoted: 2 visits of 6 hours), and scheduling it starts at that length. When the customer chose their own days on the quote, the visits are already on the board, marked Booked online by the customer, and whoever runs the schedule is told. When the quote asks for a deposit, the job card says whether it has been paid (Deposit $240.00 paid, or not paid yet), for anyone who can see invoicing.

Book several days in one go. For a job that runs over several days, press Book several days on the job, or Book 5 days on a quoted job in the tray. Choose Schedule to (one person, a crew, or nobody yet), the first day, the start time, how long each day runs and how many days. The days are laid out for you, skipping the days anybody on it does not work (the business is closed or it is a public holiday, they are on leave or off on the roster, they said they are not available, or it is not one of their usual days; for a crew it names who), and each day carries the same warnings a single visit gets, such as a clash with another job. Untick Skip the days they don't work to use the next days in a row whatever they are. Book them and each person is told once, with all their days; tick Email the customer the days to send the customer one email listing them. Pressing it twice books nothing twice. A crew on the same day counts as one day: two people over five days read Day 2 of 5 on both of their boxes.

What each box shows. The customer first, then the time and, for a job over several days, which day it is (Day 2 of 5), then the job, the address and any note. A short visit shows the first lines; hold the pointer over it, or open it, for the rest. The week view shows the time and customer, the job, and who is going.

Visits with nobody on them yet. A visit can be pencilled in before anybody is picked: leave Schedule to empty on New job, Add a visit or Book several days, and the button reads Pencil it in. Such a visit sits in a Nobody yet column at the left of its day (dashed, so it reads as not settled), and every one from today on is listed under Needs someone at the top of the tray, whatever day the board is showing. Pick someone opens it to choose the person; Show the day goes to it; or drag it into a person's column. Dragging a visit back into Nobody yet, or choosing Nobody yet in Schedule to, takes the person off it and keeps the time, and that person is told it is off their schedule. On the Jobs board and in the job it reads Nobody yet.

A crew. Schedule to on a new visit takes several people: each gets their own visit at the same time, in their own column and on their own My Work, and each is told who they are going with. The Jobs board names everybody on a job's next visit day (Andrew Beard and Sam Nguyen · 10 Nov). Changing one person's visit changes only theirs.

To put a job in someone's day, press Pick a time on it, then tap the gap in that person's column. A small sheet opens with the person and start time filled in: set how long you expect it to take, in quarter hours up to 12 hours (that is the estimate the team member sees, for example "8:00am to 9:30am"), add a note like "bring the long ladder", and save.

A visit a booking made is the booking's time. Its sheet shows the booking's own How long in place of the estimate, and a new length there changes the booking and its price, exactly as on the booking (see Change how long it runs): the time is held, a booking priced by the hour is charged to the minute, and one paid in full gets the extra on a draft invoice. The same goes for Change on the visit in the job, and Adjust on My work. It needs Edit bookings; without it the length is shown and can't be changed there. A visit added to the job by hand, and the visits of a drop-off, are the plan for the person's day only. Tap more people under Schedule to to send a crew. Schedule… on the row opens the same sheet without the tap, with nobody picked yet (on a team of one, that person), and a job can have as many visits as it needs, including different people on different days.

With a mouse, just drag. Drag a job from the tray onto a column and the sheet opens at that time. Drag a visit up or down to move its time, drag it into another column to hand it to that person, or drag its bottom edge to change how long it runs. Every drop snaps to the quarter hour, saves straight away and tells you what happened, warnings included. A booking's own visit is the exception for its length: the drag opens the booking's How long on the length you dragged to, with what it does to the price, and nothing changes until you select Save length. On a tablet the tap path does all the same things.

The visit moves the moment you let go, rather than sitting back where it started while the save goes through. If the save is refused the visit goes straight back and the board says why, and until it is settled the visit is faintly greyed. The confirmation line only appears once it is actually saved, so what you read is never ahead of what happened.

Day or week. The Week switch shows seven days at a glance, starting on your own week start, with each visit carrying its person's name and closed days shaded. Tap any day's heading to open it on the day board. A person picker and a Hide done tick narrow either view, and Print run sheets prints the day as paper, one page per person with times, jobs, customers and notes, ready to hand out or pin up. Print job cards prints the job card of every job on the day shown, one page each, in the board's order, following the person picker. It is offered to people who can see jobs, up to 40 jobs at a time.

The week drags too. Drag a visit from one day onto another and it moves there, keeping the person and the time: a week column is a whole day, so nothing about the time is guessed. Drag a job in from To schedule and the sheet opens on that day with no set time, for you to fill in. Both work by tap as well: press Pick a time on a tray job, then tap the day you want. The day you are over lights up so the target is never in doubt, a day that has already been is refused with a reason, and a visit already marked done keeps its day, because that is a record now rather than a plan. Anything the new day should make you think twice about (a closure, leave, a public holiday) appears right after the move, so a drop is never held up waiting for a check.

Someone called in sick? Press Hand day… on their column heading, pick who takes it, and every remaining scheduled visit of theirs that day moves in one action, keeping its times. Anything already done, or that they are already on site for, stays put, and the sheet says so before you confirm. Both people are told once, and so is whoever runs the schedule. Nobody emails the customers, because their booked times have not changed.

The morning email knows the schedule. Anyone who gets the daily email and has visits that day sees Your run today at the top of it, times and jobs in order. Whoever holds a scheduling or work-logs management permission also sees how many jobs are waiting with no visit planned.

One diary with your bookings

The Calendar's staff view is the Schedule board. With Jobs on, Calendar → Staff day and Staff week show the board: everyone on the team in their own column, their job visits, shifts and leave, the jobs still to schedule in the tray, and New job. The Calendar's own arrows, date and Today move it, and Print run sheets prints the day. Everything the Schedule tab does works here too: drag, Pick a time, Hand day…. Job visits also show in the Calendar's Day, Week and Month views and on a phone, with a dashed edge and the word Job; select one to open its job. A booking that opens a job shows there once, as the booking. The copy in your own calendar app (Outlook, Google, an iPhone) follows the same rules: every visit is its own entry on its own day, and a booking that opens a job appears once (see Work from your phone). Rooms and equipment keep their own lanes, one press away (Staff | Spaces). Somebody who cannot open Jobs sees the staff lanes of bookable people instead, with job visits drawn as muted chips.

When a team member is linked to a bookable staff resource (the Staff, spaces and equipment screen, linked through the resource's Team member field), their bookings join their column too:

• Their bookings sit in their column, as muted Booked chips, so a visit is never scheduled on top of a client appointment. Select one to open that booking: in the Calendar it opens the booking's panel (reschedule, reassign, change its length); on the Schedule tab it opens in Bookings. A booking is moved from its own panel, never dragged on the board.
• A visit on top of one of their bookings warns. Wherever it is scheduled (the Schedule, a job's Add a visit, New job or Book several days), a visit that overlaps one of their bookings says so, with the booking's time. It warns and never refuses, like every scheduling warning.
• A scheduled visit holds their booking times. The 10am job stops a customer booking them online at 10am, and New booking does not offer them at 10am either, exactly as another booking would, buffers included. Only a visit with a start time and a person on it holds anything. This is on by default and lives in the Jobs settings under Scheduling; turn it off and the two diaries never interact.
• A booking can arrive with its visit already scheduled. When an offering is set to open a job for each booking, the job now lands with a visit at the booked time for the booked person, and they are told their day changed.
• Follow up afterwards. A done job offers Follow up…, which makes a task to call the customer a few days later, linked back to the job, through the Tasks module.
• Estimated against actual. Under its visits, the job adds up their booked times against the hours logged, such as Estimated 1h 00m, logged 1h 30m, 30m over the estimate, so an overrun is a glance, not a spreadsheet. It bills what was logged, never the booked time.

The person is notified straight away (and by email or push if they have those on). Tap any visit to move it, hand it to somebody else, mark it done, or unschedule it, which drops the job back into the tray. When you hand a visit to a different person, both people are told. Two visits for one person at the same time sit side by side in their column, so both can be opened.

Telling the customer. The sheet has a tick, Email the customer this booked time. It is off on every save, so shuffling a day never sprays emails; tick it on the save that settles the time and the customer gets one branded email with the date and window. If the customer has no email address on file, the board says so instead of pretending they were told.

Telling them it's off. When the job has a customer, Unschedule asks first, with a tick: Email the customer that it's cancelled. It is off unless you tick it. Ticked, the customer gets one email naming the job and the time that was booked. A visit that is done, or already in the past, is unscheduled straight away with nothing to tick. Cancelling the whole job asks the same once, for all its days still to come, in one email (see Cancelling a job, and what happens to its visits).

A reminder the day before. Switch on Email the customer a reminder the day before each visit in Jobs settings, under Scheduling, and choose the time it goes (from 7am to 7pm, 9am to start with). The day before each visit, the customer on the job gets one email with the day and time:

• Several days in a row get one reminder, before the first day.
• Several visits on one day for the same customer, such as two people on one job, are one email.
• A visit that came from a booking is reminded by the booking itself, so it is never reminded twice.
• A customer with no email address on file is not reminded.
• A visit booked later that day is reminded straight away, until 8pm. After that, it is not.
• Told already? When you tick Email the customer this booked time for a visit today or tomorrow, that email is their reminder, and no second one follows.
• Moved after the reminder went? The new time gets a reminder of its own, the day before it.

Both emails can be put in your own words under Settings → Email templates.

Where. When the job is at one of the customer's sites, the booked, reminder and cancelled emails name the site's address (We come to you), the same as a booking you travel to, and your own address is left out of the small print. A reminder covering jobs at more than one address names none of them. A job with no site reads as it always has.

All three carry your phone number under Call us when you publish one, since their wording invites the customer to give you a call.

On site. When the team member arrives they press Start on their My Work run sheet, and their chip on your board reads on site from that moment. One press, and the first press stands, so the arrival time is real. The same press starts the timer on the job, and Visit done stops it (Jobs settings, Timers). When another timer of theirs is already running, the visit still starts and they are told the timer is on the other job.

Warnings, not roadblocks. Before you save, the sheet tells you anything about that day worth a second look, and then lets you save anyway. There are good reasons to work a public holiday or to call somebody in on their day off, so none of these stops you:

• The business is closed. Either a date on your closure list, which says so by name, or one of your normal days off from your opening hours ("The business does not usually open on Sundays"). A public holiday says that it is one.
• They are on leave, named as the leave type you actually use, so it reads "on leave that day (Annual leave)" rather than just "on leave". A private type, such as family and domestic violence leave, reads as plain "Leave". Part-day leave only warns when it clashes with the visit's own hours.
• They are marked off on the roster for that day.
• They said they are not available, either for that date or as a standing answer ("not usually available on Sundays"), with their note if they left one. If they offered hours instead, a visit outside them says so.
• It is not one of their usual working days, from their regular weekly hours. A business that does not keep regular hours never sees this one.
• Outside their rostered hours, or their usual hours when the roster for that day is not out yet.
• It clashes with another visit, or with a customer booking of theirs (including one they work on as part of its team). The warning names the booking for anyone who can open the Calendar; anyone else is told only that they have a booking then.

You get one sentence per thing, not five ways of saying the same thing: somebody on annual leave is not also told they are outside their rostered hours.

The column headings carry the same facts as small labels under each name, so you can see who is away before you start planning. The business's own day (a public holiday, or a day you do not open) is said once in a strip across the top of the board rather than repeated under all eight names.

Everything here follows the date in the sheet, not the date the board happens to be showing, so changing the date to next Saturday rechecks it against next Saturday. Scheduling from a job in the Jobs tab warns exactly the same.

If someone is also bookable by customers, their bookings show in their column as muted Booked chips, so you never schedule a visit on top of a client appointment. Select one to open that booking. (You need calendar access to see the booking details.)

Each team member sees their own day on My Work, as a run sheet in time order, with the next 7 days under Coming up this week (see section 3). If Staff can adjust their own visit times is on (Jobs settings, on by default), they can move their own visit or press Running late, which pushes the rest of their day back by the same amount, and you are notified of every change they make.

5. Putting the work on an invoice

Four ways in, all needing invoicing rights:

• From the job. Bill this job, at the foot of the job card, opens a new invoice over the job, already filled in from it: the customer (name, business, email), their order number from the quote the job came from, their payment terms and due date, every line of the job's work that is ready to bill (labour as your business groups it, materials as you show them, their usual discount), and the job's invoice notes. Their ABN and billing address are added from their record when it is saved, and every line sits under the job's number on the invoice. Check it, change anything, then Save as draft or Create and send invoice. Take a line off, before saving or later on the draft, and that work stays to bill: only the work still on the invoice is marked billed. It bills this job only; time logged for the customer with no job waits in Ready to bill. Nothing is billed if you close it without saving. Once saved, the new invoice opens over the job, ready to email or to record a payment taken on the spot, and closing it leaves you on the job. It is in the job's History from then on.

• A job whose invoice is still a draft. The button reads Add to INV-0001 (the draft's number) instead. It opens that draft with the job's work ready to bill added after its lines: a trip, a part or hours added since the invoice was started. Save changes puts them on and marks them billed, so the job keeps one invoice rather than a second one beside it. Once the invoice is sent, Bill this job raises a new invoice for anything added after, as before.

• Ready to bill, in one press. Finance → Invoicing → Ready to bill lists who owes you money for work you have finished, oldest first. Jobs shows the total beside its tabs, such as $495.00 ready to bill · Review, and Review opens the list. Raise draft invoice builds the whole invoice for that customer in one go, with every line already filled in (the date, the kind of work, the note, the hours and the rate), materials included, and drops you straight on the draft. Nothing is sent: a person checks it and presses send.

• Everybody at once. With more than one customer waiting, the panel offers Raise all N drafts: one invoice per customer, each covering all their finished work, in a single press. It asks first, tells you the count and the value it raised, and names anyone it could not do rather than quietly skipping them. It does up to 40 at a time and says how many are left, so press again for the rest. Still nothing sent: they are drafts, same as the one-at-a-time button.

• From the customer. Their record shows an unbilled work chip, for example "3h 00m unbilled, about $390.00". Tapping it starts an invoice for them.

• From the invoice. In a new or draft invoice, Add unbilled work opens a picker of everything chargeable and not yet billed for that customer. On an invoice for one job (made with Bill this job, or saved with that job's work on it), it shows that job's work, its parts and trips included. Anything already on the invoice, saved or not, is never offered again.

The Ready to bill figure counts every unbilled chargeable entry, not only the ones the date filters happen to be showing, and it covers work recorded against a job and work recorded against a customer with no job at all. Jobs marked no-charge, cancelled, or on a billing hold are left out.

A job with no customer cannot be billed. Its finished work is named under the tabs on Jobs and on Ready to bill, such as JOB-0025 has $120.00 of finished work and no customer, so it cannot be billed. Select the job number to open it and set the customer; the work then joins that customer's line.

A customer with no name on file is asked about, never guessed. A customer who came in through a booking or a call that captured only an email or a number shows as Unnamed customer. Raise draft invoice asks Who is this invoice for? (with their email, so you can tell who it is), and what you type is the name on the invoice and, from then on, on their record. Raise all and the scheduled billing run leave them in Ready to bill and say why, rather than making an invoice out to nobody.

Anyone who can view invoices, or see every job, can read Ready to bill. Raising an invoice from it needs invoicing rights.

Or write it off. Some work is never going to be billed: a goodwill hour, a job quoted flat that ran long, an entry that turns out to be somebody else's. Open the entry and press Write off, say why in a line, and it comes out of Ready to bill and stops ageing. It stays on the record and on the job, the hours are still there, and the reason is kept so the figure can be explained later. It is not Delete, which says the work never happened. Put back undoes it. Only someone who could raise the invoice can do either, and never once the work is on an invoice.

The same work logged twice. Two people can log the same hour, say the technician on the job and the owner tidying up afterwards. The app cannot know it is the same work, so it says when it might be, wherever the next decision is made:

• Logging it. When somebody else has already logged chargeable time on the job that day, Log work says so above the lines, such as Already logged on this job today: Andrew Beard 1h 30m, Rotated Tyres (on INV-0077), with Logging the same work again charges it twice. It shows to anyone who can see the team's work. A team member who sees only their own entries is not shown a colleague's.
• Ticking it onto an invoice. In Add unbilled work, an entry another person also logged on that job that day reads Also logged that day: ….
• Leaving it off. Anything priced that you untick is asked about when you press Add to invoice: Bill it later leaves it waiting in Ready to bill, and Write it off asks why and writes it off once the invoice is saved. Close the invoice without saving and nothing is written off.
• Ready to bill. A job that has already been invoiced says so on its row, such as Already billed on INV-0077 (Paid). Still waiting:, with each entry still waiting and anybody else's time that day. Write off on the row writes off exactly what is waiting, with a reason. Raising it instead puts it on a second invoice.

The same entry can never go on two invoices: when two people bill at once, the second is told the work was already billed.

Nothing ages out of it. Unbilled work is a running balance that invoicing drains, not a set of monthly buckets. So an entry from two months ago that was never billed, because it had no rate then, or its job had no customer yet, or the timesheet went in late, is still collected by the next scheduled run. A billing period is a cut-off: work done since the period closed waits for the next run, and nothing older is ever stranded.

In the picker, tick what to bill and choose how it reads on the invoice. It starts on your business default (below) and you can change it for this one invoice. Amounts are worked out live from your current rates, so fixing a rate in Settings fixes every future bill. The invoice line is where the price becomes real, and you can still edit it.

Taking payment at the counter

Once a job's work is on an invoice, the foot of the job card shows what is still owing on it, such as Take payment $140.00, for anyone with Create / send invoices. Press it when the customer comes to pay: the invoice opens over the job, the same drawer as in Invoicing, with Record payment of $… (on a draft, Paid on the spot? Record $…) filled in with what is owed and today's date. Choose how they paid from your own list (Settings → Payments → How your customers pay you in person), such as EFTPOS or Cash, and press Record payment. The invoice is marked Paid, the customer is emailed their receipt when the invoice has an email address, and the button leaves the job.

• Part of it now. Change the amount before recording it. The button then shows what is left.
• More than one invoice for the job: each has its own button, named by number, such as Take payment · INV-0012 $140.00.
• Waiting for approval. An invoice that needs a second manager's approval shows INV-0012 needs approval instead. It opens the invoice, where an approver can approve it; nothing can be paid before then.
• Changing the invoice. Edit opens it in Invoicing, where its lines are changed.
• Paying by card online. Email the invoice, or copy its pay link once it is sent. It is marked paid on its own when the payment lands.
• A booking's job is paid through Get paid, which has Paid at the counter for the same thing (see Getting paid at the end of a booking).

Billing part of a job, and when a job shows Billed

Billing never closes a job the team is still working on. Bill an Open or On hold job's work so far, from Ready to bill, Bill this job, the assistant or a weekly, fortnightly or monthly run, and it keeps its status. It stays in the job picker when somebody logs time, takes new visits, keeps its visits in calendar feeds and its customer's reminders, and the person on it can still add photos and fill in its forms. Each entry and part on the invoice is marked billed on its own, so nothing is billed twice, and work logged afterwards waits in Ready to bill for the next invoice.

A job shows Billed once it is done and nothing on it is left to bill. It happens on its own:

• Billing the last of a Done job's work makes it Billed.
• Marking a job Done when everything on it is already on an invoice puts it straight into Billed, and the job says so. The Job finished email to managers says it is already on an invoice rather than asking them to bill it.
• Anything still waiting keeps a done job at Done, where it can be chased: an entry with no rate, a forgotten timer to confirm, work waiting for approval, or a part with no price. Sort it out and bill it, or write it off.
• A job with nothing billed, such as one with only internal work, stays Done. So does a no-charge job, which has nothing to bill.

A Billed job goes back to Done as soon as something on it is to bill again: its invoice is voided or the draft deleted, an entry is marked unbilled, more chargeable work or a part is added from the job, or a write-off is put back. It then shows in Ready to bill, and billing it makes it Billed again. The other way round, deleting or writing off the last unbilled item on a done job that has work billed makes it Billed.

To carry on working a Billed job, press Open at the top of it. What is billed stays billed, and new work bills as normal.

Becoming Billed, like Done, leaves the job's visits as they are.

Emailing a booking's invoices when its job is done

A booking can collect a draft invoice as you go, such as extra time added to a booking already paid in full. To have it go to the customer when the work is finished, switch on Email the booking's draft invoices when its job is marked done, under When a job is done in the Jobs Settings. It is off until you switch it on.

• Mark done, on My work or on the job, first puts the parts used on the job onto the booking's invoice for what was added, then emails every draft invoice on the job's booking, exactly as Send in Invoicing would, with its Pay now button when you take cards online.
• Whoever marked it done is told what went and where, such as Invoice INV-0012 emailed to sam@example.com., and the Job finished email to managers lists it.
• What is not sent, and why, is named: an invoice waiting for a second manager's approval, or a customer with no email address. It stays a draft, so send it from Invoicing once it is sorted.
• Only that booking's invoices go, never a quote, a receipt, or a draft from Ready to bill or a billing run. A job with no booking sends nothing.
• Pressing Done again on a finished job sends nothing more.
• After you extend a booking paid in full, the booking says which job's Done will send the extra time's invoice.

The setting shows only when Invoicing is on, and changing it needs both Edit any job or entry, log for others, set rates and Create / send invoices. Each email is in the activity log with the job that sent it.

Getting paid at the end of a booking

Anything added by the end of a booking goes on one invoice: extra time added to a booking already paid, extra work logged on its job, and the parts and items used on it (for example storage tubs bought for the customer, added with Use a part and a price). The booking's own price is never on it, and what was paid for the booking is never taken off it. On a booking's job, Get paid takes the place of Bill this job, so the visit has one invoice.

When the booking's price pays for the work

A customer who books and pays for a priced service, such as a $329 logbook service, has paid for the work it takes. So time logged on its job starts with Chargeable to the customer unticked, the drawer says Included in the Logbook service price, and the entry reads Included under Work logged. It is recorded for your hours and your pay, and never billed again.

Tick Chargeable to the customer only for extra work the customer agreed to, such as worn brake pads found during the service. That time goes on the Get paid invoice with the parts, priced at your usual rates.

A booking with no price, such as a quote or diagnostic visit, pays for nothing, so its time is chargeable as usual. For a service whose price is a call-out or starting fee, set Time logged on its job to Charged on top under the service's Work behind the booking: its chargeable time is then billed on the Get paid invoice. A cancelled booking pays for nothing.

The job card shows what the booking cost and what has been paid on it beside where it came from, such as Logbook service, $329.00, paid, for anyone who may raise invoices.

A quote on a job

Quote this at the foot of a job prices work found on the job before you do it, such as brake pads found during a service. The new quote opens over the job, already made out to the customer; Create and send quote emails it from there, and it is listed in the job's History. When the customer accepts, the quote's priced lines go onto the job's Parts (labour as labour, never off the shelf), and the job is the one bill: Bill this job, Ready to bill or Get paid bills them with anything else on it. The quote shows Open JOB-0012 instead of Convert to invoice, so the same work can't be billed twice. Time logged on the job then starts Included in the quoted price; tick Chargeable to the customer for extra work. The job's To bill counts a labour line as labour, such as $217.50 labour + $120.00 parts.

When you mark a booking's job done and something was added, Get paid opens, listing it and the amount. It is on a screen of its own, headed with your business, so you can hand the phone over. The job also shows Get paid with the amount whenever something is still to pay. Choose one of:

• Charge the card they booked with, such as Charge Visa ending 4242. It asks once with the amount, charges the card through your Stripe, marks the invoice paid and emails them a receipt, then says which receipt and the address it went to. Only for a service set to Charge it to the card they booked with, a booking whose card was kept, and someone with Take / charge payments. If their bank wants them to approve the payment, nothing is charged and it says to hand them the phone instead.
• Hand to the customer to pay. The invoice is emailed to them, and the phone shows only your business, what was added and Pay by card, which opens Stripe's card page. Once the payment lands it says Paid. Thank you. and they get a receipt. It watches for the payment for half an hour; a payment after that is still recorded on the invoice, and Get paid shows it when opened again.
• Paid at the counter, for a payment on your own EFTPOS machine, in cash or any other way on your list. Choose how they paid (nothing is chosen for you, because it prints on their receipt) and press Record $… paid. What was added goes on the invoice, it is recorded as paid, and they are emailed a receipt, named with the address it went to. Only for someone with Create / send invoices, the permission recording any payment needs.
• Email it to them, to pay later from the email.
• Not now leaves everything as it is. Work and parts not yet on an invoice wait in Ready to bill as usual.

If the booking itself still has money to pay, Get paid says so; it collects only what was added. An invoice waiting for a second manager's approval can't be paid until it is approved, and Get paid says which.

Setting it up, per service. Under the service's Payment to book, Anything added by the end has two switches:

• The customer can pay on your phone: on by default. Needs Stripe connected.
• Charge it to the card they booked with: off by default, and only for a service that takes a deposit or payment in full. On, their card is kept with Stripe when they pay, the booking page tells them so before they pay, and Stripe's own page says it again. With payment in full, only bookings made after it is switched on have a card kept, so earlier ones pay on your phone or by email. A deposit already keeps the card for the rest of the booking. A card kept this way is used for nothing else: a late cancellation fee is only ever taken from a card kept with a deposit.

Only extra work goes on this invoice: time ticked Chargeable to the customer, with the parts. Time the booking's price pays for stays Included. The invoice names the booking's job, its vehicle or other equipment and the reading taken on it, the same as Bill this job's. Something added after the invoice has gone to the customer goes on a new invoice, because one they already have is never changed.

How work reads on an invoice

Set the format once, in Jobs settings, and every invoice the app raises for you uses it:

• One line per visit (the default) reads like what you did for them, day by day.
• A single summary line is one total for the lot.
• One line per entry itemises everything, note included.

Work with no rate anywhere is shown but cannot be ticked. It is left off rather than billed at nothing.

Which job it was. An invoice or quote for one job, Get paid's included, lists the job among its details (Job: JOB-0129 · Engine rebuild), with its site, its equipment by name and registration or ID (headed with your own word for equipment, such as Vehicle) and the meter reading taken on the job (Odometer: 152,300 km). A bill for several jobs heads each job's lines with its number, name and equipment, so a fleet's bill says which vehicle each part of it was for. The email, the printed copy and the customer's online copy all show the same. To print the make and model, the serial number or your own equipment fields as well, or to leave any of these off, see Serial number, make and model on your documents in the Invoicing manual (7m2). The equipment prints only when the job is on it: pick it on the job first.

Parts on invoices. Parts go on the invoice one per line, with their quantity and price, or as one total: Parts (6 items), with a second line for any GST-free parts so the GST is exactly what it would be line by line. Choose in Jobs settings, under Charging for parts, Parts on invoices, and with One total name the line in The total is called (empty reads Parts). It applies whenever the app raises an invoice for you (Ready to bill, the scheduled billing run, parts on a booking's invoice), and Add unbilled work starts on it under On the invoice, where it can be changed for that one invoice. Labour is not affected, and a labour code keeps its own line. The list of parts stays on the job either way. Changing it needs a manager, and it changes only invoices raised from then on.

Labour and parts apart. Under Charging, Lines on invoices heads an invoice's lines Labour, then Parts, then Other, each with its subtotal (see Invoicing, Labour and parts apart). Labour is called renames Labour; with it on, the parts name above reads Parts are called and names the Parts heading too. New workshops, machinery repairers and trades start with it on.

Nothing is marked as billed until you save the invoice, and the marking is conditional: if a colleague billed the same work a moment earlier, yours is not double-billed, and the invoice tells you how many entries to check.

Voiding an invoice, or deleting a draft, releases its work back to unbilled. The work still happened, so it becomes available for the replacement invoice, and a Billed job it was on goes back to Done so it shows in Ready to bill. If you instead deleted the line by hand, open the entry from the Work log tab and use Mark as unbilled.

Parts on a job

A job's parts are rows on its job card, one row a part, like the lines on an invoice. Each row shows its Part no., Description, Qty, what it cost you (Cost), its RRP, the Price each, the GST, the Total, a Stock tick, More and a cross to take it off. Owners and managers see the cost and RRP; staff never do. A business that does not track parts in detail sees no part number or RRP, and one without Stock sees no tick.

What the parts made

Under the parts, owners and managers see what they cost, what they are charged at, and the margin between, with the margin as a share of what was charged: Parts cost $2.00 · charged $6.00 · margin $4.00 (66.7%). It follows the inc or ex GST choice. A part charged at nothing (warranty or goodwill, or a no-charge job) still counts what it cost, so the figure can be a loss, and says so. A part with no cost recorded is left out of all three figures, and the line says how many were. Labour codes are not parts and are not counted: what labour costs is pay, which is never shown on a job.

Call-out fees

A call-out fee is a set charge for coming out, on top of the hours worked: $110 to attend a farm, say, then labour by the hour. It is never charged unless you add it.

Setting them up. In Jobs settings, Call-out fees, press Add a fee, give it your own name (Call-out fee, Service call, After hours call-out) and an amount, typed the way you price your invoices, then Save call-out fees. With more than one, choose The usual one. Owners and managers set them. Changing or removing a fee later never changes a job or an invoice it is already on.

On a job. The job card has a Call-out section under the parts, with an Add button for each fee (a list to choose from when there are more than three). The fee is one line at its amount; press the cross to take it off, which is how you waive it. Add it twice for a second attendance. Once it is billed, it stays.

On every new job. Tick Add the usual fee to each job made in Jobs to have it added when a job is opened in Jobs. It can still be taken off. Jobs that come from a quote or a booking are already priced and never get one, and nor do repeating jobs.

On the invoice, and in Xero. A call-out fee is labour: it prints with the labour, as its own line, and goes to the Labour sales account you chose (Settings → Integrations, the line accounts), or your main sales account when none is chosen. The same goes for the accounting export.

Travel on a job

When your business charges travel (Settings → Invoicing & tax → Travel charges, see Invoicing, 7k2), the job card has a Travel section under the parts, headed with your own word for it and your terms: the rate (the customer's own when they have one), one way or there and back, the kilometres included and the most charged on a trip. Charged by zone, it lists your zones instead, and Add travel shows them as buttons: the distance chooses one, or press it yourself (Invoicing, 7k3).

Add travel records a trip:

• Visit: the visit it was for, which sets the day, or Another day.
• Km one way or Km there and back, as your business counts a trip. Whole kilometres. A new trip starts on the distance remembered for where the job goes (the job's site when it has an address, otherwise the customer), and Remembered for … puts it back after a change. By road measures (Google Maps) from your business address to the job's site, or the customer's address, and Use fills it in. You can always type your own figure instead. When the job has no address to measure to, the form says so where the button would be: add an address to the customer's record, or give the job a site.
• Remember this distance for … keeps the kilometres typed as the figure for next time, for the job's site when it has an address, otherwise for the customer. It is kept as the journey driven, there and back, so it still reads right if you change how a trip is counted.
• Don't charge this trip records it without charging it. When the trip starts as not charged (below), the box is Charge this trip anyway instead.
• Before you save, the form says what it charges: the kilometres charged at the rate, and the amount, or that it is inside the kilometres included. Save trip saves it.

Each trip shows its day, its distance and how it was worked out, and its amount, or No charge. Change alters its kilometres, day or whether it is charged, on the terms it was recorded on; the cross takes it off. A trip on an invoice says Billed and can only be changed on the invoice. A travel line from an accepted quote says From the quote and stays as the quote agreed it.

A trip already logged. When the trip is in Vehicle trips against this job, the form lists it (Logged 21 Oct: 52 km). Pressing it uses its kilometres (a logged trip is the whole journey, so one way is half of it) and links the two: a logged trip can be charged once. With nothing logged yet, Also add to Vehicle trips puts the journey in the logbook too, there and back, against this job and its customer.

From My work. The person who drove records the trip on their phone: Add travel on the job in My work opens the same form. It needs the same as recording a part there.

Not charged, and why. When the customer is never charged travel, the job's booking is for a service whose travel is included or not charged, or the booking already paid travel online, the section says so and each trip starts as not charged. Charge this trip anyway charges one, such as a call out to a farm on a workshop job. The activity log notes that it was charged anyway. Change on a trip switches it either way until it is billed.

To bill on the job card counts travel as travel: labour + parts + travel. Trips are not parts: they are never counted in the parts margin, never folded into a parts total, and never printed on the job card for the workshop.

Job profit counts what driving to the job cost, when you have set Your cost per km in Travel charges: every trip on the job, charged or not, at the kilometres driven (a trip counted one way was driven there and back).

Recording, changing and removing a trip needs the same as recording a part: a manager, or the job assigned to you with staff parts on. Each is on the job's History and in the Activity log.

Charging travel time

Time spent driving can be charged by the hour, separately from the kilometres. Add a work category for it in Jobs settings, under Categories, tick it as chargeable and give it its own hourly rate. Time logged under it on a job is billed at that rate, as labour, on its own line.

Show amounts inc or ex GST

A GST-registered business chooses Inc GST or Ex GST beside the Parts heading on a job card, or at the top of Jobs on a computer (on a phone, only beside Parts). It is one choice for the device, so every screen follows it. Every amount on Jobs follows it: the cost, RRP, price and total of each part, the To bill figure and its labour and parts, each logged visit, Not yet billed on the Work log, and the ready to bill total. The parts table on the Stock list follows the same choice, for its cost and sell. An amount typed in a box is read the way the box is shown, and a half-typed new part is carried across when the choice changes.

• It changes how amounts are shown and typed, never what is kept: every amount is kept including GST, so invoices and reports are unchanged.
• For a business that prices invoices excluding GST, every line on a job is worked out as its invoice will be: the ex GST price times the quantity, plus 10% of the line. So a part's total, a trip, the time logged and To bill are what the invoice charges, to the cent (230 km at $1.65 ex GST is $379.50 plus $37.95 GST, $417.45).
• A GST-free part shows the same either way.
• Until you choose, it follows how your invoices are priced (Settings → Invoicing & tax): ex GST when they are priced ex GST, else inc GST.
• The choice is remembered on that device for this business, and every screen open at the time follows it.
• A business that is not registered for GST sees no choice and no GST column: there is no GST in its prices, so each amount is simply the price. Tick We're registered for GST and add your ABN in Settings → Invoicing & tax once you register.

Adding a part. The empty row at the bottom is where each part is added: type or scan its part number and press Enter, and its name, cost and price fill in; press Enter again in Qty, the cost, the RRP or the price, or press the row's Save, to save it, and the next empty row is ready. Moving off the row saves it too, as it does on every saved row. A part that can't be saved yet (no price, for example) says Not saved yet and why, and keeps what you typed. Without parts in detail, search your stock from the description instead. A part that is not in your Stock list can be typed straight in (a one-off). While a row saves it reads Saving….

The Stock tick. Ticked, the part came off the shelf and your stock count goes down. Unticked, it was bought for this job and nothing comes off the shelf. A part with none on hand starts unticked. On a saved row, unticking puts back what it took off the shelf, and ticking takes it off again; the stock item's history shows each.

Where the price comes from. The price fills itself in from the part, and the small word under it says how: × 1.25 (its multiplier on what it cost: its own, else its category's), × 1.25 usual (your usual multiplier from Stock settings, because the part and its category have none), RRP, fixed (its fixed price) or own (typed for this job). Press that word to change how the row is charged. Typing over the price makes it the row's own. Clear the price and move on, and it goes back to the price worked out for it. A part can't be added with no price: to charge nothing, choose No charge under More. On a saved row, a new cost re-prices a × row and a new RRP re-prices an RRP row.

Changing a row. Description, quantity, cost, RRP and price change where they are and save when you press Enter or move on. A new quantity on a part off the shelf puts back what it took and takes the new quantity, so the stock count follows. A part already on an invoice can't be changed.

More at the end of a row holds the rest: Charge the RRP, Charge cost × a multiplier, % off and No charge for warranty or goodwill. The cross takes the part off the job: a part off the shelf goes back into stock; one bought for the job puts nothing back, and the question says so.

A part from your Stock list suggests its price, most specific rule first: a sale price pinned on the stock item, then a markup set on that one item, then its category's multiplier (when parts are priced in Stock settings), then your usual markup. With none of those, the price is left blank to type. It is only ever a suggestion.

Staff assigned to a job can record parts on it, from My Work, when Staff can record parts on jobs assigned to them is switched on in Jobs settings; they choose the part and quantity but never see what a part cost you. Cost prices and margins stay with managers. When the job is billed, its parts land on the invoice alongside the labour.

Buying a part for a job

Plenty of parts are bought on the day for one job: a run to the supplier, a part on the docket, fitted that afternoon. In the empty row, untick Stock (a new part number, or a part with none on hand, starts unticked) and type from the supplier's docket what you paid each in Cost and its RRP. Nothing comes off the shelf.

It is charged the way the part sells: a part set to sell at its RRP is charged its RRP; otherwise its multiplier on what you paid, when there is one (the part's own, its category's, or your usual multiplier from Stock settings; none is set until you set one); otherwise its RRP; otherwise you type the price. With no multiplier anywhere, typing the RRP charges the RRP. More says which multiplier applies and where it comes from. Charge the RRP or Charge cost × under More choose for this row, and typing a price makes it your own for this job.

Bought from, under the row, is the supplier. Type a few letters and your supplier book fills in; Enter or Tab takes the match. It starts on the supplier the part was last bought from. A name not in your supplier book is added to it when the part is saved, so it is offered next time, and that supplier's last cost is kept on the part.

What the part remembers. What you paid becomes the part's cost, the RRP is kept on it, and the way you charged it becomes the way it sells: charged the RRP, it sells at its RRP from now on (its price follows each new docket's RRP); charged cost ×, it sells at that multiplier; your own price leaves how it sells as it was. The line under the row says what will be kept before you add it. Changing a part's cost and price needs permission to edit stock; without it, what was paid is kept on the job only, and the line says so.

A number not in your parts list. Type it in Part no. and press Enter: the row keeps it as typed. Give it a description, and leave Add it to your parts list ticked to add the part as it is recorded, with what was paid, its RRP and how it is charged. A part already known by that number or name is used instead.

Recording what a part cost needs a manager.

Parts in detail. A business that tracks parts in detail (Settings → Modules, under Stock & ordering; see Stock & ordering, 7b-vii, Part numbers, bins and barcodes) finds a part on a job by its part number, any supplier's number for it, a barcode or its name, best match first, and each result shows its bin, how many are on hand and how many are on order. A barcode scanner picks the part straight away. The part keeps its number on the job and the invoice line (M12-18AC · Brake pad set), and a GST-free part bills without GST.

Labour codes, parts not counted, and serial numbers. A labour code (Stock list, Stock & ordering 7b-vii) fills in its usual quantity and shows Labour where the Stock tick would be. A part whose quantity isn't counted has no tick: nothing comes off the shelf and it costs what Stock says. A part that needs serial numbers asks for them under the row, one for each, separated by commas, and the row is refused until the count matches; they print on the invoice line (Battery · Serial AB123) and can be corrected on the saved row by a manager. A part's comment for the job card shows under its row, and its comment for the invoice prints on its line.

Trade price levels. When the job's customer is on a trade price level, the parts heading says so (Trade prices for Alex) and each part added is charged at that level, with the level's name under the price. More on a row offers Charge the usual price or Charge the Trade price to change it for that row.

Kits. Add a kit beside the parts heading adds a whole kit (Stock list, More → Kits; Stock & ordering 7b-viii). If one of its lines can't be added, the ones before it stay on the job and the message says which line and why.

A % off a part. With discounts on (Settings → Invoicing & tax → Discounts), a part's More on the job card (and Use a part on My Work) has a % off box, filled in with the customer's usual discount. The total says what it comes to. The part shows 10% off on the job and is billed at the lower price; the customer sees only that. A part added from Log work takes the customer's usual discount, and the drawer says so under the parts. When the business applies customers' discounts to labour too, their labour takes it when it is billed. See Invoicing, 7k.

More fitted than your stock count showed. The part is recorded in full, so the customer is billed for what was fitted, and the stock goes to 0. The line in the stock item's history says how many were fitted and how many were in stock.

Running low. A part that takes its stock item down to its reorder level adds the item to your list to order straight away, when Add low stock to the list for me is on, the same as any other change to stock.

Taking a part off a job puts back exactly what came off the shelf, as a Put back from a job line in the item's history. A part bought for the job puts nothing back, and the question says so. A part already on an invoice can't be removed until that invoice is voided.

Cancelling a job with parts from stock. Choosing Cancelled asks whether to put those parts back. Put them back returns each unbilled part that came off the shelf; No, they were used keeps them on the job and off the shelf. One-off parts and parts bought for the job are never in the question, because they never came off the shelf.

Ordering parts for a job

A part that has to be ordered in goes on the job the moment it is ordered, so it is never missed when the job is billed. A mechanic rebuilding an engine orders some parts from one supplier and the rest from another; each order says which job its parts are for, and every part is on the job card before anything arrives.

From the job. Order parts beside the Parts heading on the job card, or on the job on My day, opens a new purchase order already for that job. Choose the supplier and add the parts, with Find a part when you track parts in detail. Its reference is the job number unless you type one, so the supplier's docket and invoice quote it back. Raise one order to each supplier: each puts its own parts on the job.

Sent from the job. A new order opens over the job as soon as it is saved, so the next press is Email supplier. Any order on the job opens the same way: press it under Order above the parts, or under a part. It is the order as Invoicing shows it, with the same buttons: approve or reject it, email it to the supplier, mark it sent, receive it, view or print it, or cancel it, and the job catches up when it closes. Opening an order needs Raise purchase orders (or Approve purchase orders, or Create / send invoices); for anyone else the order shows as a label.

From Purchase orders. For a job on a new order picks the job by its number or name. Add another job puts a second job on the same order, and each line then says which job it is for, or Not for a job for stock. One order to a supplier can cover two jobs and some stock.

On the job straight away. Each line for a job is a part on it, priced the way your parts are priced: the part's own way of selling on what this order says it costs, the customer's trade price level and their usual % off. With no rule to price it, the price is left at 0 for you to type. Under the part is its order and where it stands: PO-0012 · awaiting approval, not sent yet, on order, received, not supplied or order cancelled. Once the supplier answers the emailed order, it says confirmed, due 28 Oct or supplier can't supply. Press it to open the order. Under the parts, 2 parts on PO-0012 haven't arrived while any are still to come.

When it arrives. Receiving the order (see Invoicing, 7g) keeps the job right:

• A part for a job goes on the job, never into stock, and the receive screen shows which job each line is for.
• A different price on the docket moves the part's cost, and a price worked from its cost (a multiplier or a trade level) moves with it. A price you typed for the job stays as it is.
• A part that has not arrived yet stays on the job as on order, and the order reads part received until the rest comes, so a part due next week is never lost from the job.
• A line marked Not supplied comes off the job. Undo on a later delivery puts it back on. If some of it arrived and the supplier cancelled the rest, the part stays on the job at what arrived (2 of 4 becomes 2), unless it is already invoiced, which the screen says.
• The screen says what changed on the jobs before it closes.

Cancelled or rejected. Cancelling the order, rejecting it, deleting a draft or voiding it takes its parts off their jobs. The question before cancelling says so.

Already invoiced. A part already on an invoice never changes behind that invoice. A different docket price, a line not supplied or a cancelled order leaves it as billed and says so, so you can put the invoice right.

Never refused, always said. Marking the job done, Bill this job and Get paid all go ahead with parts still to come, and each says how many first. A part on order never comes off the shelf, so it has no Stock tick. Taking one off the job leaves it on the order.

Cancelling a job with parts on order. The order still stands, and the job says so. When the order is received, those lines can go into stock, because the job no longer wants them.

Who can. Anyone with Raise purchase orders (or Approve purchase orders, or Create / send invoices) sees Order parts, with Invoicing on and purchase orders switched on. Somebody who can't see every job orders only for the jobs they are on. An order raised by somebody who can't approve follows your approval rule, and only an owner or manager sends it to the supplier. A new business's Staff role can raise purchase orders; an existing business ticks Raise purchase orders for the role in Team → Staff list → Roles & permissions.

6. Rounding, and why it works the way it does

Rounding applies only when work goes onto an invoice, and to a whole visit rather than to each entry. Three ten-minute jobs in one day are billed as thirty minutes, not as three separate round-ups to forty-five.

Reports always show the honest raw minutes, and changing the setting later only affects future billing. An invoice already raised carries its own quantities and never changes underneath your customer.

7. Forgotten timers

If someone leaves a timer running, it is closed at your cap (Forgotten-timer cap in Jobs settings, 12 hours unless you change it) and flagged needs checking. Such an entry is kept off invoices until a person confirms the real minutes, because billing an invented duration is worse than billing nothing. Confirming the minutes and saving clears the flag.

This mirrors how auto clock-out works on timesheets: the app will tidy up after you, but it will never quietly turn a guess into money.

8. Who can do what

Logging your own work needs no permission at all. Seeing the team's needs worklogs.view; setting charge-out rates is a pricing decision, so it needs worklogs.manage.

An entry can be edited by the person who wrote it while it is unbilled, and by a manager at any time. Once work is on an invoice it locks, because changing the minutes afterwards would contradict what the customer was charged.

On a job card, History is for anybody who can open the job card, with its quotes, invoices and orders only for those who may see them. Files follow the photo rules: managers, and whoever the job is assigned to while it is open. Job profit and the on-costs setting are only for an owner or manager who can also see pay rates (timesheets or the team's records).

9. Privacy

Notes can contain customer details, so they never appear on any public page. The only place work-log text reaches a customer is the description on an invoice line, which you write and can edit before sending.

A job's files are kept in private storage like its photos, and are never part of what a customer is sent. Pay rates never reach a job card: only the job's labour cost does, and only for somebody who may already see pay.

Staff who cannot open the customer list can still choose a customer when logging work. The picker returns names only, never contact details.