Uptick helps you manage small to large multi-task Projects through our Jobs module. This module allows you to effectively run projects up to $1M, easily track costs against budget across multiple tasks, cost centres and project codes, and manage progress claim invoicing.
The Jobs and Service Quoting extension has to be enabled by us and permissions need to be applied.
To explain, a "Job" is attached to one or several tasks and acts as a blanket over the tasks. When you view a Job, it allows you to see information about those tasks such as count of sessions (labour), whos assigned, what status they are in, any Purchase Orders or Invoices and the value attached to those. It will also allow you to see a thorough breakdown of financials and attach documents and write notes on the Job to keep everything in one place.
Step 1: Make sure your cost and sell technician labour rates are accurate. Add your rates by going to People > Users > Labour Rates.
How to Use:
Create a Job
A job can be created by either of the following:
1. Navigate to Tools > Jobs > Create Job.
2. Go to a single task in your system and open the 'Related' section when viewing the task > Create Job.
Navigating to a Job
Tools > Jobs > View Job
Recommended Process for single stage Projects:
1. Create a Service Quote with items in the Required Work section. Learn about Service Quotes here
2. Once Service Quote is sent to the client, Approved, Completed and a repair task is created, create a Job from the repair task created (explained above).
3. Once the Job is created, view that Job and link the existing Service Quote. This will build the Quoted Sell and Cost Estimates for the Job which will allow running comparisons on what you've quoted against the costs you've incurred.
3. Once a Service Quote is linked to a freshly created Job, you have the option to just use the single task attached, create more tasks via the Add Task button, or manually editing any tasks in your task list and attaching it to your Job that way. For minor works, you'd generally just need the one task to work off.
Recommended Task Details to fill out every task:
- Task Name
- Scope of Works
- Estimated Duration (gives the task a labour estimate shown in the above picture)
- Primary/Supporting Technicians
- Work tab of task contains material products, costs and unit pricing to represent the costs being spent on this task. Do not include labour products here, the actual cost of labour will come from your technician's sessions.
What we expect on a Completed task:
- Technician sessions (Play and Pause) representing the actual labour.
- Technician Note to explain the works completed
- All products in Work tab that need to be invoiced have been ticked as performed.
- Any Purchase Orders, Invoices or Defect Quotes for the task attached to this task.
Below is an example of what the Financials tab is capable of - a constant running total that can be broken down, plus our pivoting column titles that allow you to see summaries of every task or product.
Estimated Hours: Task Estimated Duration
Estimated Cost: Defect or Service Quote product costs
Quoted Sell: Defect or Service Quote product sell prices
Committed Cost: Costs from any task Purchase Orders in an Approved, Submitted, Billed and Paid status
Incurred Hours: Task Sessions (hours)
Incurred Cost: Performed Work tab items costs + Labour cost rate from Task sessions
Billable Sell: Performed Work tab items sell prices+ Labour sell rate from Task sessions
Invoiced: Sell prices from any task Invoices in a Credit, Submitted, Authorised, Part Paid, Paid status
Recommended Process for multi-stage, larger Projects:
The only thing that changes in this process from the process above is how the Job is created. For multi-staged projects, it is recommended to not come from a service quote and instead, split your tasks manually from the Job due to the inability to do so from a single service quote.
1. Create a Job (Tools > Job > Create)
2. Once the Job is created, link the Service Quote you've used to quote for this project (Learn about Service Quotes here). If you haven't quoted in the system, you can instead create and manually approve a fresh service quote from the Job as this will build the Quoted Sell and Cost Estimates for the Job which will allow running comparisons on what you've quoted against the costs you've incurred.
3. You now need to create tasks via the Add Task button or manually edit any tasks in your task list and attach it to your Job that way.
Creating more tasks from a Job will allow you to break your project down into stages, sections of buildings, cost centres or just work you want to give to different technicians that might be apart of this project. Splitting the Project into tasks will also help streamline progress claims as each task can represent a progress point and can be invoiced by task, easily.