Creating and Managing Jobs

Overview

A job is the operational record for a piece of work. It holds the schedule, assigned team members, materials, internal notes, photos, linked quotes, and to-do items. A job can contain one or many shifts and can be linked to a quote.

Who uses this feature

Business Owners and Sole Traders are the primary users. Supervisors can create and manage jobs where permissions allow. Tradies and Apprentices view jobs they are assigned to via shifts.

When to use this feature

• A client has accepted a quote and you need to track the work.
• You want to record ad-hoc work that started without a quote.
• You need to update job details, add notes, or attach photos.
• The work is finished and the job needs to be completed and invoiced.

What you can do with this feature

• Create a job — Sole Trader simple form, or Teams form with scheduling included.
• Add internal job notes, job to-dos, and materials.
• Link a quote to a job (or create a quote from a job).
• Convert an accepted quote into a new job.
• Complete a job (with material usage confirmation and optional evidence photos).

How the feature works

Create a job (Sole Trader)

1. From the sidebar, select Jobs.
2. Select Add Job.
3. Enter the job title, location, and description.
4. In the Client Details card, select Edit, type the client name, and select an existing client or add a new one.
5. Add materials: Add materials → select material → adjust quantity → Save materials.
6. Add Job To-Do’s — overall job tasks or internal instructions.
7. Add Internal job notes — access codes, site hazards, special instructions visible to the team only.
8. To schedule, set the shift date, start time, and end time in the Fast Schedule area.
9. Select Create job.

Create a job (Teams)

1. Select Jobs, then Add Job.
2. Enter title, location, and optional description.
3. Add the client (search existing or create new inline).
4. Add materials, job to-dos, and internal notes as needed.
5. In the Schedule card, select Add to create the first shift:
   • Choose Fast Schedule or Choose on Board.
   • Set the date, start time, end time, and shift type.
   • Select Assign Workers and choose the team members.
   • Add Shift To-Do’s if there are visit-specific tasks.
   • Select Confirm Shift.
6. Select Create Job.

The job appears in the Jobs list and assigned workers receive an email notification with the shift details.

Add internal job notes

1. Open the job card.
2. Scroll to Internal Notes, click into the box, and type the note.
3. Select Add Note, then Save.

Internal notes are visible to permitted team members and are not shared with the client by default.

Link a quote to an existing job or create a quote from a job

• Create a new quote from a job: open the job card, select Edit Job, then Create New Quote. Review the auto-filled client details, add line items / materials / labour, and Save and Send or Save as Draft.
• Link an existing quote to a job: open the job card, select Edit Job, then Add Another Quote. Select the quote from the dropdown and Save.

Convert an accepted quote into a job

See Recording Quote Acceptance and Converting to a Job.

Complete a job

1. Open the job card from the Jobs page or dashboard.
2. Confirm all linked shifts show as complete (typically displayed in dark green).
3. Review job details — client, location, notes, photos, linked quotes, materials, employee inputs. Use Edit Job if anything needs correction.
4. Select Complete Job.
5. Review the material usage confirmation — materials from the original and any linked quotes are listed; adjust quantities if actual usage differs and confirm.
6. Review the Add photos for evidence? prompt. Select Choose files to upload, or Skip.
7. Select Finish.
8. If the job has linked quotes that have not yet been invoiced, MyApprentice opens the Uninvoiced quotes dialog. Choose the invoicing outcome: Invoice & complete (finalise the job and create the invoice in one step) or Complete without invoicing (finalise the job now and raise the invoice afterwards from the Invoices page).
9. Confirm the final action.

The job is marked complete. Material usage writes back to inventory transactions. A ready to invoice status appears on Quotes & Invoices if you chose to invoice later.

Role-specific notes

• Business Owner / Sole Trader: full job lifecycle.
• Admin: can create, edit, view, and finalise jobs.
• Supervisor: can create and complete jobs, add notes and photos, and schedule shifts where permissions allow.
• Tradie / Apprentice: can view jobs they are assigned to via a shift, add shift notes and photos, and complete their own shifts. By default they cannot create jobs.
• Finance: has read-only access to jobs that are linked to invoices they handle.

Related workflows

• Recording Quote Acceptance and Converting to a Job
• Scheduling Work
• Allocating Workers (Dispatch)
• Doing the Work on Your Shift
• Creating, Sending, and Tracking Invoices

Important notes

• The Complete Job button is only available when all linked shifts are complete.
• Material usage at job completion writes back to stock transactions, linked to the job number.
• If no quote is linked to the job, material usage confirmation may be minimal.
• No Pause status. A job cannot be paused — to suspend work, reopen the completed job or reschedule its shifts.
• Completed jobs are hidden by default. Use the status filter and select Completed to view them.
• Tradies and Apprentices can mark Job To-Do items complete on jobs they’re assigned to, but cannot create or edit the to-do list.