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Create a job template from scratch

  • Updated

To create a job template from scratch:

  1. On the toolbar click the Settings settings-icon.png icon.
  2. On the General Settings tab, make sure that the Job Settings section is selected.
  3. On the Job Settings screen, make sure that the Job Template tile is selected.
  4. Click the + Create New Job Template button.
  5. On the New Job Template screen fill in the template details. For more information about each field, see the Data fields reference section below.
  6. Save your changes. The basic job template features are saved and the Edit Job Template screen is displayed. For more information about additional fields, see the Additional data fields reference section below.
  7. Save your changes.

Data fields reference

Field Description
Name

The template name should describe the type of job. For example: Rebranding job, Website design, Kitchen installation.
Description The description will be displayed in the Description field on the New Job screen when you select the template. It can be as detailed as you wish.
Job Category A  job category Job 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. , if required.
Job Costs Are

The type of costs (Estimated or Actual) that will be added to the job when the template is used.

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    An actual cost item is understood by the system to be a cost that has been incurred on the job. It will therefore be picked up as part of the invoice when billing is based on actual costs.

    If the cost is estimated, we don't know what the actual cost is just yet. When the job is created, the estimated cost is added to the job but it is not flagged as an actual – it becomes an actual cost when you:

    • receipt a purchase order with this item on it, or
    • manually flag the item on the job as now being an actual (and probably update the cost and price of the item to reflect the supplier invoice).

 

Additional data fields reference

Field Description
Phases

One or more phases Phases allow you to organise your job tasks, milestones, costs, notes or documents into logical groups for costing, reporting and management purposes, providing you with greater visibility and context. Phases are specific to each job, so if you create phases for one job they will not be available to another job. Job templates can contain phases and those phases can be pre-populated with selected tasks, costs and milestones. that will appear in jobs based on the template.

The phase will initially be empty, but you can associate any milestones, tasks and costs with the phase as you add them into the template.

For further information, see Add a phase to a job template and also the article about phases.
Milestones One or more milestones A milestone is a scheduled event that marks the completion of a significant deliverable element or component of a job. For example: send first draft to client; building inspector signoff. that will appear by default in jobs based on the template.

For further information, see Add a milestone to a job template.
Tasks

One or more tasksTasks are the labour components of a job – the activities that staff perform as they work to complete the job. that will appear by default in jobs based on the template.

For further information, see Add a task to a job template.
Costs

One or more costsIn , the term 'costs' is used to refer to expenses that you will incur when working on jobs. These costs may relate to physical items (such as plant, machinery, consumables) or to other expenses such as mileage or subcontractors. that will appear by default in jobs based on the template.

For further information, see Add a cost to a job template.

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