View jobs and quotes for invoicing context

Overview

Finance has read-only access to Jobs and to the wider Quotes pipeline so you can reconcile invoicing — confirm work was delivered, check what was quoted, and tie an invoice back to the underlying job. You can also see schedules and enquiries to confirm context.

Who This Workflow Is For

The Finance role. Other roles have wider write-access on jobs and quotes (Business Owner, Admin, Supervisor). Tradies see their own assigned jobs only; Apprentices see only their assigned work.

Before You Start

You need to be signed in. Finance access to jobs is view only — you cannot edit a job, mark it complete, or share it with the client.

Step-by-Step Process

View jobs

1. In the left sidebar, select Jobs. The Jobs page opens.
2. Use the status filter or search to find the job you are reconciling.
3. Open the job to review:
   • Client, location, description, attached quotes.
   • Materials used and labour recorded.
   • Job To-Do’s and internal notes.
   • Status (Pending / In Progress / Completed). Job statuses are Pending, In Progress, and Completed — Ready to be invoiced is a status on the linked quote/invoice surface, not on the job.
4. Open the Invoices page and look for quotes marked Ready to be invoiced — that is your cue to create the invoice (see Create and send an invoice).

View quotes

1. In the left sidebar, select Quotes (or Quotes and Invoices).
2. Filter by status — Draft, Sent, Client Accepted, Expired, or Invoiced.
3. Open a quote to review line items, materials, labour, totals.
4. Use the Client Accepted filter to find quotes that are ready to be invoiced (after the BO/Admin/Supervisor has converted the quote to a job).

View schedules and enquiries

1. Schedule in the sidebar shows the schedule board (read-only for Finance).
2. Enquiries in the sidebar shows public-enquiry-form submissions (Finance has view-only access).

Search by client

1. Open Clients and select the client.
2. The client record links to associated Quotes, Jobs, and Enquiries — use those quick-access links to pull up the full picture.

What Happens Next

You have the context to invoice accurately. If you find a discrepancy (wrong materials on the job, missing labour, wrong client), raise it with the Business Owner, Admin, or Supervisor — Finance does not edit jobs directly.

Common Issues

• Cannot edit the job. Finance is read-only on jobs. Escalate edits to Business Owner, Admin, or Supervisor.
• Cannot complete the job. Job completion is Business Owner or Supervisor only.
• Cannot share job details with the client. Finance is explicitly blocked from job client portal sharing — Business Owner, Admin, or Supervisor.
• Quote shows Not accepted. Acceptance and conversion sit with BO/Admin/Supervisor. Finance can create the invoice once the conversion has happened.

Related Guides

• Invoice management
• Create and send an invoice
• Create and send a quote
• Timesheet review