Jobs - FAQs

My job has changed from a fixed price for components of work, to being charged for additional work per hour. How do I manage the job?

Take an example where you have a project which started as a set fee for components of work. Those works have been invoiced (perhaps in advance, or at the end of completing the work). The client then asks for additional work which was outside the original scope, and is paying an hourly rate.

There are two ways to manage this type of billing scenario:

  1. Mark the original job as completed – ensuring you have finalised your billing and create a new job, or
  2. Once the tasks for the set fee have been completed, and billed, mark them with the green tick to indicate they have been completed – this will prevent any further time being added to them.

Then add a new task which will be billed at an additional hourly rate.

When you come to invoicing you will bill the "New" task at the hourly rate. If the other previous task does come through onto the invoice, then click on the task and write the time off, provided it has already been billed with the previous fixed price invoice.

I charge a fixed rate for a number of hours, and hourly rate above that. How do I set up my jobs?

Where you charge your clients a fixed monthly fee for x hours work, and invoice at time and materials any hours worked in addition to the x hour set fee, then the best way to manage your jobs in WorkflowMax is set out below:

  1. Set up a non-billable task on the job for the pre-paid x hours
  2. Add a billable cost to the job for the value of the fixed monthly fee
  3. Save this job as a template, and use it to set up a monthly recurring job for this client
  4. Set up a notification from Business > Settings > Notifications, and "custom" tab and create a notification for Job Task – Estimated vs Actual Time = 100%. (or 90% if you want a warning just prior to the time being used up). This means that when the estimated time is used up you will get a notification of this.

With the job set up, when the time logged against the non-billable task reaches 100%, go into the job and mark the non-billable task as complete, so no further time can be logged against it, and then add a new task to the job that is billable. Any new time captured on the job will be loaded against the billable task.

When you generate an invoice for this job, you will see a cost item, which captures the fixed monthly fee, and the new task that captures the additional billable time.

How do I remove a job from the Work In Progress list?

To remove internal jobs or other jobs from the Work in Progress list.

  1. In the Business menu, select Work in Progress.
  2. Select the List tab.
  3. Using the checkbox to the left of the client name, select one or more jobs to remove from WIP.
  4. Remove and confirm.

If you have WorkflowMax Premium, you can also remove a job from Work in Progress directly from within the job itself, by using the Remove from Invoice List button. For details, see Recurring monthly billing and non-WIP jobs.

What is copied when I copy a job?

When you create a new job by copying an existing one, the new job contains many features from the original job - but it is not an exact duplicate.

Copied items can be changed in the new job if required.

Data item Comments

Client

copied
Contact copied
Name of job copied
Client order number not copied
Description of job copied
Budget not copied
State reset to default job state
Category not copied
Start date reset to today
Due date reset to today
Priority reset to Normal
Account Manager client account manager is copied but will change if the client is changed
Manager client manager is copied but will change if the client is changed
Milestones not copied

Tasks

copied

Task to-do

copied
Timesheets not copied
Notes not copied
Documents not copied
Costs copied (actual and estimated)
Quotes/estimates not copied
Purchase orders not copied
Folders copied and populated with the costs and tasks from the original job

How do I use internal jobs to account for non-billable time?

WorkflowMax allows you to track time even if you don't need to bill it directly to your clients. You can then generate time sheet reports that will provide valuable information on exactly how each staff member spent their non-billable time, such as for:

  • staff meetings
  • administration
  • annual leave or sick leave
  • training and professional development.

This is achieved by setting up an 'Internal job' in WorkflowMax with tasks (one task for each area) that are flagged as non-billable. Your staff can then enter time against the internal job by recording time against the specific non-billable task.

To set up a job that your staff can record non-billable time against, complete the following tasks:

Using the internal job to record non-billable time

Now when your staff need to enter "internal" non-billable activities they can select the internal job and the specific task, Staff Meetings (for example) and record time against that task.

The idea is to have the one internal time job set up for the year. You can then report per week or month (or any other period) for time entries against the tasks on that job, or by staff member, or as required.

Your staff can enter (for example):

  • 8 hours against the task for Annual Leave, for a days holiday taken
  • 4 hours against Sick Leave for a half day taken off
  • 1 hour against Staff Meetings, and so on.

You can also create custom reports specifically for this non-billable time from the Reports > Report Builder and select Report Type = Time.

Using the internal job in future

To make the internal job available for next year (or the next period), simply save it as a job template. From the Information tab of the internal job, under Options, select Save Job as Template.

Alternatively, you could use the Copy Job option to copy the job.