Schedule and manage jobs from estimate to completion

A job is the work you are doing on a vehicle. Most jobs start when a customer approves an estimate. You can also create a job from the calendar. After that you schedule it, assign people, track progress, and mark it complete before you send an invoice.

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How estimates become jobs

When a customer approves an estimate, open the estimate and click Convert to Job. You will see the customer, vehicle, and services so you can confirm them. You can set the date, time, technician, and bay now, or leave them blank and schedule later. Click Convert to Job to create the job and open its detail page. If the estimate had a discount, that discount comes with the job. You can change it later when you edit the job.

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Job statuses

Jobs move through these statuses: Change the status from the dropdown at the top of the overview tab on the job page.

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Scheduling a job

Open the job and set the scheduled date and time. Jobs with a date show on the Calendar, where you can see work across bays and technicians. If an overnight or after-hours time looks off for your shop hours, hover the warning on the schedule. It is guidance, not a hard block.

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Assigning technicians and bays

You can assign people two ways:

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Edit services on a job

If one car needs a different price or wording than your usual list, change it on the job. Your services list in Settings stays the same. Open the job and click Edit. You can also set this while creating a job from the calendar. Completed and cancelled jobs stay locked, so edit before you mark the job complete. Open a service under Services and change:

• Name
• Description
• Duration
• Price

Click Done to save that line. Only this job keeps the new values. Checklists still sit under each service. Editing the line does not remove them. Scheduling uses the duration you saved on the job, so a longer custom service blocks the right amount of time on the calendar.

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Apply a discount to a job

If you want to knock money off the whole job, use the same discount controls you already use on estimates and invoices. On create or edit, turn on Discount. Choose a fixed dollar amount or a percentage. The job total updates right away. Tax and balance due follow that discounted total. You can turn the discount off later, or switch between dollar and percent. The total is discounted once, not twice. Completed and cancelled jobs cannot take a new discount. Change it while the job is still open.

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Tracking job progress

The overview tab is where you watch the job:

• Status dropdown to move the job forward
• Services list with technicians and the edited prices
• Customer notes that the customer can see in the portal
• Internal notes for staff only
• Materials when inventory tracking is on

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Checklists

Open the job overview. Under the services list, use Job checklist. Techs check steps off there as they go. It is not inside Notes. Customers do not see checklists. Set up what appears on jobs in Checklist templates.

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Job detail tabs

The job page has three tabs:

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Pricing, deposit, and payments

The right column on overview shows:

• Subtotal, discount, tax, and total from the services and discount on this job
• Deposit status for how much is collected versus required
• Send invoice to open a new invoice with this job’s customer and services

If the estimate required a deposit, you can send a deposit request by email or text from the job page. When you send the invoice, it picks up the current service lines and discount from the job.

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Marking a job complete

When the work is done, set the status to Completed. Then click Send invoice in the pricing card.