# Running a job

> Create a job, plan its phases and key dates, set its scope and labour rates, and close it out.

*This article is being updated.*

**Jobs** holds the work your business delivers. It shows by default for businesses that deliver work as jobs. If your business runs members, it's hidden unless someone turns it on in **Settings → Modules**.

A job is created for you when a quote is won. You can also create one yourself.

## Create a job

1. Go to **Jobs** and select **New job**.
2. Pick the **Customer** first. Leave it empty for internal work. Once you pick a customer, pick the **Address** from their sites.
3. Give it a **Job name**.
4. Price it if you like. Choose **One price** and type the **Price**, or leave it blank to bill time and materials. Or choose **Items** to add items from your price book. The **Type** (**Fixed price** or **Time & materials**) sits beside the price, or under your items. If your role can't set a job's price, you see **Items** alone and no type.
5. If your role can book visits, set **When and who** for the first visit.
6. Under **Show as**, choose **Simple** for a quick job or **Full** for a project. It starts on your business's default.
7. Select **More options** for the rest: a **Billing period** and **Recurring work** for time and materials work, the **Estimated cost**, the **Start date** (it defaults to today), the **Job number**, a **Description** and the **Team**.
8. Select **Create job**.

In the jobs list, press **/** to search and **N** to start a new job. Search finds a job by its number, name, customer, description or site address. On a job, press **T** to log time and **V** to book a visit, and on a project **1** to **9** to open its tabs in order.

## Quick job or project

A job shows in one of two ways:

- **Quick job** - everything on one page: **Who and where**, **Visits**, **Work**, **Price** and **Time**, then a row for anything else the job holds, **Ordered for this job**, **Notes and activity** and **More details**. Select a row to open it over the page. **Work** holds the job's description, its **Checklist** - the base scope's deliverables, each with a tick, **N/A** and a camera for its photos - and its **Photos**. If your role allows it, **Settings** sits at the right end of the line under the job's header, and opens the job's settings over the page.
- **Project** - the same job spread across tabs, for bigger work.

On a phone, the bar at the bottom of a job holds a camera to the right of its next step, or on its own when there's no next step for you. Select it to take a photo; the photo is added to the job's photos.

New jobs open the way **Jobs → Settings → Defaults** says, under **New jobs open as**. A new business starts on quick job. A won quote with more than one payment milestone or a subcontract line opens as a project. Either way can be switched at any time. If your role can change the job, open the menu at the top of the job and select **Convert to project** or **Show as quick job**. When a quick job grows, Prevarro may suggest converting it.

## The job's tabs

A project has the tabs **Overview**, **Scope**, **Financials**, **Purchases**, **Invoicing**, **Schedule**, **Tasks** and **Documents**, with **Settings** at the right end of the tab row. On a phone the tabs scroll sideways and **Settings** stays in view. **Financials**, **Purchases** and **Invoicing** show only if your role can see the job's money, **Schedule** only if your role can use Schedule, **Tasks** only if it can use Tasks, and **Settings** only if your role allows it.

- **Overview** - the ceiling, **Progress & billing** with the job's phases, the customer and team, key dates, this week's schedule, recent documents and activity, and comments.
- **Scope** - the base scope and any variations, each with its ceiling, estimated cost and deliverables. Add a deliverable with **Add deliverable**, and set its status to **Complete** when it's done, or **N/A** if it no longer applies. Each deliverable has a camera for its photos and certificates, with the count beside it and the first few as thumbnails - select one to open it, or the **+** tile to show the rest. On a phone the camera offers **Take photo** or **Choose file**. Files added there also show on the **Documents** tab.
- **Financials** - **Profitability**, which shows what's **Left to claim** on a fixed price job, and the job's **Labour rates**.
- **Purchases** - the job's purchase orders with suppliers and subcontractors, and its expenses.
- **Invoicing** - the job's invoices.
- **Schedule** - the job's schedule.
- **Tasks** - the job's task board. See **Tasks and boards**.
- **Documents** - plans, permits, contracts, photos and sign-offs. Pick a category in the box beside **Upload**, then select **Upload** and choose the file.
- **Settings** - **Approval to Proceed**, who can see the job, whether all deliverables must be complete, and archiving.

## Add a variation

When the customer asks for extra work, select **Add variation** on the **Scope** tab. If your role can also quote, choose **Without a quote** or **With a quote**.

Without a quote, give it a **Variation name** and its price or ceiling, and choose the **Customer's instruction** - a **Customer purchase order** or a **Written instruction** - which is kept on file as their go-ahead. A job with no customer takes a written instruction. Select **Add variation**. The variation becomes a new scope on the job, with its own ceiling and deliverables beside the base scope.

## Plan the schedule

On a project's **Overview** tab:

- **Progress & billing** - the job's phases, the stages of the work. Select **Add** to add one. Each phase has a status: **Planned**, **In progress**, **Complete** or **Skipped**. New projects start with your business's phase templates for their type. A project with no phases offers to add them from your phase templates, or from the won quote's sections.
- **Key dates** - select **Add key date** for inspections, deadlines and milestones. A coloured mark beside each date shows whether it's overdue (red), due within a week (amber), upcoming (grey) or done (green). Its status reads **Pending** until you set it to **Reached**, or **N/A** if it no longer applies. Mark the important ones as critical.

The job's **Start** and **Target completion** dates head the key dates, and you can change them there.

## Track costs

Each scope carries a **Ceiling** and an **Estimated cost**. People whose role can't see costs see **Hidden** for the estimated cost.

For **Time & materials** work, set an hourly rate for each role on the **Financials** tab under **Labour rates**. The tab lists anyone on the job whose role has no rate yet, or who has no labour role.

## Close out a job

When every deliverable is done, the **Scope** tab offers **Mark complete**. You can also change the job's **Status** at the top of the job, or use **Mark complete** from the job's menu in the list.

On a fixed price job, if your role can send invoices, completing opens **Complete and invoice**: tick the milestones to draft invoices for, one per scope, as the job completes.

If deliverables are still open, Prevarro warns you first. Select **Mark complete anyway**, or **Complete anyway** in **Complete and invoice**, to go ahead. If your business requires all deliverables done, the job can't be completed until they are. Someone whose role can set completion gates turns that on for your business in **Jobs → Settings → Defaults**. A project's own **Settings** tab shows whether it applies.

A job's status is **Active**, **On hold**, **Complete** or **Cancelled**. When a job no longer needs to appear in your lists, **Archive** it from its menu in the list, or from a project's **Settings** tab. Archiving can be reversed with **Restore**.