Jobs & work orders

A job is a unit of work to schedule, do and bill — an AC installation, a plumbing visit, a repair, a site day. Jobs run on a board of stages you name yourself, carry the lines and time that make up the work, and turn into an invoice when they’re done.

Stages are yours

Out of the box you get a sensible set, but the point is that you replace it: Enquiry → Site visit → Awaiting material → Scheduled → In progress → Done. For each stage you set:

• The category — this is what the system keys off, so completion reporting, customer updates and contract-visit tracking keep working no matter what you call the stage.
• Whether it is the default stage new jobs land in.
• An optional default assignee, so entering Ready to bill automatically hands the job to your billing person and notifies them.

Cancelled stages are kept off the board deliberately — cancelling is a decision that belongs on the job screen, not a drag gesture.

Configure them in Settings → Work setup → Pipelines & stages.

The board and the list

The board is for dispatch: columns per stage, drag a card to move it, see who owns what and what’s scheduled today. The list is for finding things: filter by stage, assignee, customer, date range or billing status.

A field technician sees only the jobs whose crew they are on, in both views: a technician opens the app to today’s three jobs, not the company’s two hundred.

Inside a job

Lines: why billing lives here

Billing hangs off the lines, not the job. That single decision is what makes real-world billing work:

• A job can produce several invoices — bill the material now, the labour on completion.
• One invoice can consolidate several jobs — a month of visits for one customer, on one bill.
• A line can be marked not billable — internal time you want recorded but not charged.
• Field staff can add lines mid-job ("needed two more junction boxes"), and those lines are attributed to whoever added them.

The job shows a rolling billing status: not billed, partially billed, fully billed.

Time tracking

Start a timer when you arrive and stop it when you leave, or enter minutes by hand afterwards. Entries are tagged on-site or travel, and can be converted into a billable labour line — pre-filled at the person’s default hourly rate if you’ve set one.

Van stock

Materials handed to a technician for a job move out of inventory as a consumption movement, tagged with who received them. Anything unused is returned, which posts the stock back. The stock ledger tells the truth about what actually left the shelf, without anyone doing a stocktake.

Equipment taken to the job

The job’s equipment panel shows the tools taken for it and who holds them. A technician takes, returns or keeps equipment for themselves on jobs they are on, or leaves it at the site. When they complete the job, BizOS lists anything still with them (Return or Keep for next job) as a reminder only: equipment never stops a job being completed. For roles that may see money, the job shows what the equipment cost (days out × its internal daily rate), and Add as charge puts a tool-use line on the job. See Equipment & rentals.

In the field

On the BizOS mobile app, a field technician opens to My jobs. Inside a job they change its status, run the timer, add and return materials, take before and after photos, and on completion collect the customer’s signature, add a note of the work done, and record a payment against that job’s bill if the customer pays on the spot. They never see prices, costs or price lists. See BizOS on your phone.

Keeping the customer informed

Optional and off by default, because these messages go to customers rather than to you. Turn on Customer updates in Settings → Customer messages → Automatic messages and then choose which job events send:

Every send still respects the customer’s WhatsApp opt-out.

Post-job feedback

Also off by default. When on, the customer gets a one-tap rating link after a job reaches a done stage — either riding along on the completion message (one message, not two) or standing alone a set number of hours later.

• Ratings are 1–5, with an optional comment.
• A rating at or below your detractor threshold flags the job for the owner to rescue before it becomes a public review.
• A rating of 4 or 5 shows a Google review nudge if you’ve set your review URL.
• Feedback is attributed to the lead assignee, which is what makes a fair per-technician quality report possible.
• job.feedback_received is a workflow trigger, so a low score can page you immediately.

There is exactly one feedback ask per job, and the link expires after 14 days.

Billing a job

From the job: Create invoice picks up the billable, unbilled lines. From the invoice side you can pull lines from several jobs for the same customer onto one document. Either way the lines are marked billed and the job’s billing status updates.

Delivering goods for a job

When a job delivers goods, make a delivery note from it. The customer confirms what arrived from a link on their phone, and a field technician can create and send notes for jobs they are on.

Jobs and automation

job.created, job.assigned, job.status_changed and job.feedback_received are all workflow triggers. A workflow can also create a job as an action — which is how “quote accepted → book the installation” and AMC service visits work.

Who can do what

See Roles & permissions.