Last updated on August 8th, 2023
Note: Before you can create a job, please ensure you have some resources set up in the system:
To create a job, navigate to “Jobs & Projects”:
Then click “Create a New Job”:
You will be navigated to the job creation page as below:
There are several different tabs or sections of the job. Each of these are described below.
The following fields are available in the job settings tab:
Note: Different job types refer to different workflows that can be used within Gojee while managing a job. For clarification:
In order for users to be able to select a salesperson, the staff must have been set up as sales representative. Please refer to Employees and Contractors form more information.
On this tab you can choose the customer for the job.
As Gojee is integrated seamlessly with Xero, therefore all your existing customers from Xero will be available. You can start typing a customer’s name and Gojee will filter the result based on your input:
If the customer doesn’t exist, its easy to add the with the create option in this field. Just type the name and then click on the create option in the list as shown below. Customers created in this way will be synced with Xero once the job is saved.
Enter Job Details
a. Preferred Date: Estimate date and time to commence the work. This section allows users to put an estimated job start date. We allow you not only to update the date itself but as well as the time of the job. This comes handy specially in cases where users would like to schedule their staff members on a job and allow them to record their timesheets against the job.
b. Job Site History: While creating a job for the first time for a customer, you might not see any information available in this section however in case of creating a job for a repetitive customer, system will suggest the last job site location(s) – up to 10 sites will be shown.
c. Job Instructions: Job instructions are used for users to update instructions, customers history, or any other contract details that are crucial for your team while carrying out a job. These will be visible by your internal staff and not the customer.
d. Address: This is the job site location. A job site location can differ from customer’s own physical address. We have integrated Google Maps so it helps to suggest a job site location based on your input.
The purpose to add Bill of Materials (BOM) to any job is to allow you to detail the combination of resources required for the job. This is used as the main starting point. Once you have added these requirement, you can choose any job action to start your workflows for the job (refer to this section Job Actions).
Gojee treats your Bill of Materials against any job as a baseline and calculates your job estimated revenue, costs and profitability from this. All the other functions by default work based of your BOM i.e. Purchasing, Invoicing, Job’s progress and Recording consumables.
Adding a new line item on the BOM page:
Once you’ve added an item, it will show on the list with several columns of data. These fields are described below:
indicate and untracked inventory item.
indicates a tracked inventory item.
indicates an asset.
indicates a template. By clicking “+” you may expand a template to see what’s included inside.
indicates a profession.
Formatting of the Qty columns on the BOM page:
When an item is added to the BOM, the cost and the price of the catalogue item at the time the item was added on the job is stored in the job data. When changes to the cost and price of an item are made after adding an item to a job (this could be via purchasing, or editing the inventory item for example through stock adjustments), this information is presented visually to the user so they can see what has changed. The cost and or price cell for a line item will change to yellow highlighting in this case:
Changes to COST:
Changes to PRICE:
At the top right of the BOM tab, there is a total shown for the price and cost, as well as a Net Markup % as per the image below:
The Net Markup % field will calculate based off the total cost and price of the job, however it is editable, so you can change this field to update the prices in your job, as per the image below:
In this example, the Net Markup % was increased from 8.47% to 15%, and all the line items on the job were updated on a weighted basis accordingly. I.e. the increase in total price has been applied evenly across the items on the job.
In the case where a discount has been applied to one or more line items of the job, then the Net Markup % takes this into account as per the example below:
Note: The Total Price and Cost for the job has remained the same, however the unit price of each line item has increased in this case to enable the discounts to be applied and the resultant Net Markup % of 15% to still remain valid.
On a job, users can save and view comments made by themselves or other users. This section of the job is one way to view and create comments. The other way to do this is from the “View Job” button for any task on the Active Jobs page for users.
Job comments are stored for internal reference and will not be added to any customer facing documents.
After a job has been created successfully (user has clicked “Save & Exit” at the job page), this option will be made available for users to attach any documents to the job:
All uploaded files will be available internally to any users scheduled onto the job, or with sufficient access to see all jobs.
To learn more about issuing quotes please refer to Quotes and Estimates.