Creating a Job from Scratch

Before you begin

A job must always be associated with a client, so you can create a job for an existing clientA client is an organisation or an individual that you are doing work for, usually on a billable basis. See also: billing client. or create a new client directly on the New Job screen. For further details see Adding a client.

Creating a new job

To create a new job from scratch:

  1. Do one of the following:
    • On the Dashboard screen, click the New Job button.
    • In the Jobs menu, select Jobs > New Job.
    • In the Clients menu, select an existing client, then select + New > Job.
  2. On the New Job screen, provide the following information, as required.
    FieldDescription
    Job Information
    Client

    The client that this job is for. Select the client from the drop-down list or add a new client, if required.

    Invoices will normally be sent to the client, but it is possible to set up WorkflowMax so that there is a different client for billing purposes. This is useful when the client is a subsidiary company and you want to invoice the parent company for the work. See Setting up a billing client.

    Contact

    The name of the client's contact person. Select the contact from the drop-down list or add a new contact, if required.

    Template

    A job templateA job template can contain a pre-defined set of tasks, to-do items, milestones and disbursements. By providing a standardised job structure, job templates can save you time when you need to set up jobs of a similar type that occur on a regular basis. lets you quickly add a ‘bundle’ of predefined tasks, costs and other features to the job. If you don’t use a job template, you’ll have to manually add these features one-by-one on the job detail screen.

    Although you can select only one template on the New Job screen, on the job detail screen you can apply additional templates to get the exact mix of tasks, costs and milestones you require for a specific job.

    If you wish to use a job template, you must create it beforehand.

    Job No.

    Job numbers are normally allocated automatically, so this field is visible only when manual job numbering is switched on.

    The job number you are setting for this job. Manual job numbers can be any combination of letters and numbers, but must be unique.

    Name

    The name to use for this job. The name should be unique and descriptive. For Example:

    • Bloom Flowers - Website Design and Build
    • Chalmers House - Concept Design
    • Abacus Ltd - Lot 47 Subdivision.

    The first three letters of any word in the job name (Blo, Flo, Cha, Des, above) can be used to search for jobs in the global search field.

    The job Name can be displayed in reports and in custom print templates (on invoices, for example) if you wish.

    Client Order No.

    A client order number for this job, supplied to you by the client. Alternatively, this can be a reference number created by you.

    If your WorkflowMax account is connected to Xero, the value of the Client Order No. field will populate the invoice's Reference field in Xero.

    Description

    A detailed description of the job. The description can appear on job reports and on invoices, if required.

    Budget

    A simple estimate or budget for the job. If you need a detailed budget for the work, we recommend that you create a quote or estimate from the Financial tab of the Job.

    State

    The job stateJob states usually match the stages in your company's job workflow, such as Planned, In Progress or Completed. By adding notifications to each job state, you can communicate to key people how a job is progressing - and when it's time for them to take action. normally matches the high-level stages in your company's job workflow, such as Planned, In Progress or Completed.

    As work progresses, a change of job state can trigger a notification that is sent out to staff involved with the job - useful for keeping everyone informed of progress.

    You can use, change or re-order the default job states, or create new ones to reflect the job flow in your business, if you wish.

    Category

    A job categoryJob categories are primarily a way to group various types of jobs (or tracking categories in Xero) together for reporting and viewing purposes. Whenever a job is invoiced, the information specified in the category, such as Xero Tracking Category, Income Account and Cost of Sale Account, is brought across in the invoices that flow through to your accounting system. for this job, if applicable. Job Categories allow you to group different types of jobs together, for more detailed reporting. If you wish to use job categories, you must create them beforehand.

    Using Job Categories also allows for the automatic pre-coding of sales and purchase invoice information to Job Category-specific General Ledger Income and Cost of Sale accounts in your Xero account.

    Job custom fields
     If you have any Job Custom Fields, they will appear between the Job Information, and Schedule Information sections. Otherwise this area will be blank.
    Schedule Information
    Start Date

    The planned start date for the job – today, by default. Update this manually or use the Job schedule management feature.

    You can also set independent Start and Due dates for tasks as well, but these cannot fall outside the Start and Due dates for the job itself.

    Due Date

    The planned completion date for the job – today, by default. Update this manually or use the Job schedule management feature.

    You can also set independent Start and Due dates for tasks as well, but these cannot fall outside the Start and Due dates for the job itself.

    Priority

    The priority level for this job, if applicable. The priority can be Normal (the default), Low, High or Immediate. The last three priority levels have a special icon that appears before the job number in the Job Manager screen. You can click on the exclamation icon Icon to sort jobs by priority in the title bar on the Job Manager screen to sort jobs by priority level. For further details, see Conventions and symbols.

    Account Manager

    The staff member who is responsible for the client’s account for this job (may be the same or different from the job Manager). Select the staff member from the drop-down list, if required.

    Manager

    The name of the manager responsible for job (may be the same or different from the Account Manager). Select the staff member from the drop-down list, if required.

    Staff

    Staff allocated to this job. Select one or more staff from the list of available staff.

    Only those staff selected here can be allocated to, and write time sheets to, tasks on the job.

    It is critical that staff are set up with the correct Staff Base rates and Staff Billable rates and appropriate staff security privileges.

  1. Save your changes. The basic job features are saved and the job detail screen (Information tab) is displayed to allow you to enter further details.

Related tasks

Adding tasks to a job

Allocating staff to a job

Allocating staff to a task

Adding a milestone to a job

Adding a cost to a job

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