Completing a Job

Overview

Completing a job is the final step of the on-site workflow. When you mark a job complete, you're documenting that the work is done, adding photos and notes, and creating a record that becomes part of the property's permanent history.

Job Lifecycle

A job moves through these stages:

Scheduled → In Progress → Completed

Starting a Job

Before you can complete a job, it must be started:

1. Open the job from your schedule or jobs list
2. Click "Start Job" or update status to "In Progress"
3. Confirm the job is now active

Completing a Job

1. Open the active job from your schedule or jobs list
2. Click "Complete Job" or update status to "Completed"
3. Fill in the job report (if required):
   • Add photos of completed work
   • Describe what was done
   • Note materials used
   • Record labor time
4. Save to mark the job complete

Viewing Activity History

After jobs, tickets, and invoices are created, you can view a timeline of all actions taken:

1. Open the job, ticket, or invoice detail page
2. Scroll to the Activity section at the bottom
3. Click to expand the activity timeline
4. See all actions:
   • Status changes (Created, Started, Completed, Cancelled)
   • Assignments (who was assigned)
   • Photos uploaded
   • Payments recorded
   • Invoices sent
   • Any other updates

Each activity entry shows:

• What happened (e.g., "Status changed", "Photo uploaded")
• Who did it (team member name)
• When (date and time)
• Details (e.g., status changed from "Scheduled" to "In Progress")

The activity timeline creates a permanent audit trail of everything that happened during the job lifecycle.

Tips

• Take photos: Visual documentation protects you and helps customers see the quality of your work
• Be detailed: Future you (or your team) will appreciate thorough notes when you return to the property
• Complete jobs promptly: Mark jobs complete the same day when possible - details are fresh
• Review activity: Use the activity timeline to track job progress and verify work was completed on schedule

Questions

Q: Can I complete a job without starting it first? A: No, jobs must be started before they can be marked complete. This ensures proper tracking of when work actually began.

Q: What if I need to go back after completing a job? A: Create a new job for the follow-up work. The original completed job remains in the property's history.

Q: Who can see the activity timeline? A: Anyone with access to view the job, ticket, or invoice can see its activity history. This includes team members, admins, and (for invoices) customers.

Q: Can activity entries be edited or deleted? A: No, activity logs are permanent and cannot be modified. This ensures an accurate audit trail of all actions.

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ACTION: UPDATE FILENAME: invoicing/creating-invoice.md CONTENT:

title: "Creating an Invoice" category: "Invoicing" description: "Create professional invoices for your completed work"

Overview

Invoices are how you get paid. When work is complete, you create an invoice that documents what was done and how much is owed. BlueClerk invoices are professional, can accept online payments, and integrate with accounting software.

Creating an Invoice

From a Completed Job

The most common way:

1. Complete a job with a job report
2. Click "Create Invoice" from the job
3. Confirm creation when prompted
4. Customer, property, and work details pre-fill

From a Job Report

1. Open the job report for completed work
2. Click "Create Invoice"
3. Review prefilled information:
   • Customer details
   • Property address
   • Line items from job report
   • Photos and notes
4. Edit or add items as needed
5. Save to create the invoice

From Scratch

1. Go to Invoices in the navigation
2. Click "New Invoice" or the + button
3. Select customer and property
4. Add line items manually
5. Fill in all required details
6. Save the invoice

Invoice Details

Required Information

• Customer: Who you're billing
• Property: Where the work was done
• Invoice number: Auto-generated or custom
• Date: Invoice date (defaults to today)
• Due date: When payment is expected
• Line items: What you're charging for

Optional Information

• Payment terms: Net 30, Due on Receipt, etc.
• Notes: Special instructions or thank you message
• Photos: Attach work photos
• Discount: Percentage or fixed amount off
• Tax rate: Sales tax if applicable

Viewing Activity History

After creating an invoice, you can track everything that happens to it:

1. Open the invoice detail page
2. Scroll to the Activity section at the bottom
3. Click to expand the activity timeline
4. See all actions:
   • Invoice created
   • Invoice sent to customer
   • Status changes (Draft, Sent, Paid, Overdue)
   • Payments recorded
   • Any updates made

Each activity entry shows:

• What happened (e.g., "Sent", "Payment recorded")
• Who did it (team member name)
• When (date and time)
• Details (e.g., amount paid, recipient email)

The activity timeline helps you track invoice status and provides proof of when invoices were sent and paid.

Tips

• Create from job reports: Saves time and ensures accuracy
• Review before sending: Double-check all amounts and customer info
• Add photos: Visual proof of work completed builds trust
• Set clear due dates: Helps customers know when payment is expected
• Use the activity log: Track exactly when invoices were sent and viewed

Questions

Q: Can I create an invoice before work is complete? A: Yes, you can create invoices anytime. However, creating from a completed job report ensures all work is documented.

Q: What happens to the invoice if I delete the job? A: Invoices are independent records. Deleting a job doesn't delete its invoice.

Q: Can I edit an invoice after sending it? A: Yes, but customers who already viewed it will see the updated version. The activity log records all changes.

Q: How do I know if a customer has viewed my invoice? A: Check the activity timeline - it shows when invoices were sent and any status changes.

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ACTION: UPDATE FILENAME: jobs/scheduling-job.md CONTENT:

title: "Scheduling a Job" category: "Jobs" description: "Schedule jobs with dates, times, and team assignments"

Overview

Scheduling a job turns a work request into a concrete appointment. When you schedule a job, you're committing to a date, time, and person to perform the work. Good scheduling keeps customers happy and your team productive.

Creating a Scheduled Job

From a Ticket

1. Open the ticket you want to schedule
2. Click "Schedule Job" or "Create Job"
3. Fill in the scheduling details:
   • Date: When the work will happen
   • Time type: AM, PM, or specific time
   • Assigned to: Who will do the work (team member or subcontractor)
   • Description: Additional notes about the visit
4. Save to create the scheduled job

From Scratch

1. Go to Jobs or Schedule in the navigation
2. Click "New Job" or the + button
3. Select customer and property
4. Fill in job details:
   • Date and time
   • Assigned technician
   • Job type and description
   • Any special instructions
5. Save to schedule

Job Information

Required Fields

• Customer: Who the work is for
• Property: Where the work will be performed
• Date: When the job is scheduled
• Assigned to: