Jobs

Purpose

If your focus is 30% or more on Property Management or Commercial or if you are using Sub-Customer or Projects in QuickBooks, you can use Jobs to help you keep your projects organized and related to the paying customer, or primary Contact. To learn more about Contacts, read our article here.

Before we Get Into it

Before we start, decide if you need to use the Jobs feature. To help you decide if you need to enable Jobs and use Job workflows, review the flowchart below.

Flowchart2

Once you know what kind of Workflow you need, you will need to enable Jobs in your features and create Workflows for your Jobs. To learn more about creating Workflows, read more here.

Enabling the Jobs Feature

If you have decided to enable the Jobs Feature, click on your name in the top right corner and select "Settings" from the drop-down menu. Then, select "Features" from the menu on the left.

Jobs - Feature Enable Arrow

In the Features tab, click on the "Enable" button to the right of the Jobs row. When you click on it, a window will pop up asking you toset up a meeting with a JobNimbus Sales Representative. If you have any questions about enabling the Jobs feature and if it will be a good feature for your company, we advise you to set up an appointment.

Custom Fields

Sometimes you will need to create custom Contact fields for your Jobs. These fields can help you keep track of certain information that is not included in JobNimbus's default Job information and can be used in custom reports.

To create custom Job fields, click on your name in the top right corner and select "Settings" from the drop-down menu. In your Settings, select "Job Fields" from the menu on the left, and click on the "Add Field" button.

Jobs - Job Field

This will pull up the Add Job Field window.

Jobs - Job Field Add

In this window, you can:

  1. Give your custom field a name.
  2. Choose a Job field type. The different Job field types are as follows:
    1. Date - Add a date, or choose one from a calendar. The maximum number of fields you can have with this type across all custom fields is 30.
    2. Decimal - Add a decimal number to your Job's information. When this type of field is chosen, a checkbox will appear to update this to a Currency amount. The maximum number of fields you can have with this type across all custom fields is 20.
    3. Number - Add a whole number to your Job's information. The maximum number of fields you can have with this type across all custom fields is 20.
    4. Text - Add a string of text containing symbols, numbers, and letters. The maximum number of fields you can have with this type across all custom fields is 35.
    5. Boolean - Add a checkbox to your Job's information. A marked checkbox is true, an unmarked checkbox is false. The maximum number of fields you can have with this type across all custom fields is 20.
    6. Options List - Add a drop-down list with up to 50 options to your Job's information. The maximum number of fields you can have with this type across all custom fields is 35.
      Contact Add Custom Option Field
  3. Mark the Job field required. Marking the Job field as required means you will be required to fill the field while creating the Job.

      Each of these options will appear in your Job's Information window. You can edit the information at any time by clicking on the three dots in your Job's information pane and selecting "Edit" from the drop-down menu.

      Overview

      Adding Jobs will help you keep track of many different addresses, tasks, and activity for projects and jobs pertaining to a single customer. You can add several Jobs to a single customer, or Contact, making it easier to keep track of your point of contct for your Jobs.

      Adding a Job

      You can add your Jobs in several different places in JobNimbus, you can either add a Job from your Dashboard, from the Jobs page, or in the top banner. Click on the "Add Job" button to add your new Job.

      Jobs - Jobs List Page

      After you click on "Add Job" a new window will pop up for you to add the Job's information.

      Jobs - Add Job

      1. Add a Photo: Upload a photo of your Job.
      2. Job Information: Add your Job's information, such as the Job name and physical address.
      3. Job Type and Status: Change your Job's Workflow Type and Status.
      4. Assigned To: Assign the Job to a Team Member or a Sales Rep and choose a Lead Source. The Sales Rep and Lead Source are used with your built-in reports.
      5. Related Contacts: This will allow you to relate your Job to a Contact. Enter a Contact's name in the Related Contacts field. This will share the information, such as Activity, Documents, Tasks, and Photos between the Job and the Contact. If you created the Job from a Contact, that Contact will automatically be added as the Primary Contact. Any other Contacts added to the Job will just be added as a Related Contact. You can check the Related checkbox at the top of each panel in a Job's file to see the information shared between the Job and the Contact.
        Contacts Related Checkbox
      6. Tags: Create tags for your Contacts. Tags persist across records and are fully reportable. To create a tag, start typing in the text field and click Enter. Using tags, for instance, if a storm hits, you can filter to see a list of all your past leads and customers that were in the affected area and reach out to them for new business. To learn more about creating custom reports, read our article here.
        To remove a tag from the system, all instances of the tag must be deleted from the tags field by selecting “x” next to the tag. All instances of the tag must be removed before it will disappear as an option from the Tags drop-down menu.
      7. Custom Job Fields: Below the tag field is where you will find all of your custom Job fields. To learn more about custom Job fields, visit our section on Custom Fields.
      8. Save your Job.

      Job Page

      After you have added your Job, you will be taken to the Job's information page.

      Jobs - Job Information

      On the Job's page, you will see:

      1. Job's information: All of the information you entered when you created the Job.
      2. Job action menu: The drop-down menu for you to change your Job's status, edit the Job information, merge or even duplicate the contact, create a Document for your Job, and much more.
        Selecting "Print" from the drop-down menu, will pull up a window for you to choose what information you want to download from the Contact. It also allows you to choose between printing the information and saving it as a PDF.
        Jobs - Print Job
      3. Job tabs: The tabs for the information stored in your Job's file.

      The Job tabs will help you organize all of your Job's information and attachments. These tabs include: Activity, Job Tasks, Documents, Photos, and Financials. If you have enabled Work Orders, that tab will also appear under the Job.

      Activity

      The system and user activity, notes you add, and emails attached to your Job will appear in this tab. All of the activity is kept in one, single space so you can keep track of the information you have sent to and your notes on your Jobs.

      Jobs - Activity

      In your Activity tab, you can:

      1. Keep track of the Related Contacts related to your Job. Each Related Contact will be seen in their own green box. Clicking on the Related Contact will take you to that Contact's file.
      2. Change whether you view all activity, activity you created, system activity, or specific activity types by clicking on the drop-down menu to the left of the search feature and choosing which type you view.
      3. Search for a specific activity, note, or email.
      4. Update if you are viewing related information. If the Job is related to one or more Contacts, you can choose to view all related information or the information associated with the Job's file you are viewing by checking the checkbox labeled "Related".
      5. View created documents associated with the Job. Any documents created with the "Create Document" action from the Job action menu will also appear in this tab.

      Job Tasks

      All of the tasks you create for your Job either in this tab, in your Calendar, or in the top banner will appear here.

      Jobs - Job Tasks

      In your Job Tasks tab, you can:

      1. Change whether you view Complete, Incomplete, or Both complete and incomplete tasks using the drop-down menu to the left of the search feature.
      2. Search for a specific task.
      3. Update if you are viewing related information. If the Job is related to one or more Contacts, you can choose to view all related information or the information associated with the Job's file you are viewing by checking the checkbox labeled "Related".

      Documents

      All of the documents you create for your Job, either through Document Templates, or through uploading a PDF or other non-image file types, will be housed in your Documents tab. Note: any .pdf file will be uploaded as a document, even if it is given a Photo attachment category type.

      Jobs - Documents

      In your Documents tab, you can:

      1. Change whether you view all attachments or just one attachment category type by clicking on the drop-down menu to the left of the search feature and choosing which type you view.
      2. Search for a specific document.
      3. Update if you are viewing related information. If the Job is related to one or more Contacts, you can choose to view all related information or the information associated with the Job's file you are viewing by checking the checkbox labeled "Related". Note: if the document is housed in a Related Contact, you will not be able to attach the document to any of that Job's emails, as the document is not a part of the Job's information.
      4. Add a document by clicking on the "Add Attachment" button. This will bring up a window where you can browse on your device. You can change the attachment category to make it easier to organize your attachments, add a description, and mark the attachment as a private attachment. Private attachments are only available to team members with private attachments access. To learn more about Access Profiles, read in our article here.
        Contact Add Attachment
        To create attachment categories, click on your name in the top right corner and select "Settings" from the drop-down menu. Then, select "Attachment Categories" from the left side navigation menu. In your Attachment Categories tab, you can add categories by clicking on the "Add Attachment Category" button in the top right corner.
      5. Download all of your documents for that Job.
        Alternatively, you can download individual documents by clicking on the 3 dots to the right of the document's title and selecting "Download" from the drop-down menu.

      Photos

      All of the photos you add to your Job through uploading, will be housed in your Photos tab. Note: any .pdf file will be uploaded as a document, even if it is given a Photo attachment category type.

      Jobs - Photos

      In your Photos tab, you can:

      1. Change whether you are sorting your photos by the date they were created or by the date the file in JobNimbus was created.
      2. Change whether you view all attachments or just one attachment category type by clicking on the drop-down menu to the left of the search feature and choosing which type you view.
      3. Search for a specific document.
      4. Update if you are viewing related information. If the Job is related to one or more Contacts, you can choose to view all related information or the information associated with the Job's file you are viewing by checking the checkbox labeled "Related". Note: if the document is housed in a Related Contact, you will not be able to attach the document to any of that Job's emails, as the photo is not a part of the Job's information.
      5. Add a photo by clicking on the "Add Attachment" button. This will bring up a window where you can browse files on your device. You can change the attachment category to make it easier to organize your attachments, add a description, and mark the attachment as a private attachment. Private attachments are only available to team members with private attachments access. To learn more about Access Profiles, read in our article here.
        Contact Add Attachment
        To create attachment categories, click on your name in the top right corner and select "Settings" from the drop-down menu. Then, select "Attachment Categories" from the left side navigation menu. In your Attachment Categories tab, you can add categories by clicking on the "Add Attachment Category" button in the top right corner.
      6. Download all of your photos for that Job.
        Alternatively, you can download individual photos by clicking on the 3 dots to the right of the photo's title and selecting "Download" from the drop-down menu.
      If you need to update the resizing of your images, go to your settings by clicking on your name in the top-right corner and select "Settings". This will take you to your General Settings, where you can use the "Auto-resize images" drop-down menu to update how JobNimbus resizes your images.

      Contacts - Settings Image Size


      Financials

      All of your Estimates, Invoices, Credit Memos, and Payments are housed in your Financials tab. You can also create these financial documents in your Financials tab.

      Jobs - Financials

      In your Financials tab, you can:

      1. Search for specific documents in each of the financial panes.
      2. Update if you are viewing related information. If the Job is related to one or more Contacts, you can choose to view all related information or the information associated with the Job's file you are viewing by checking the checkbox labeled "Related" in each of the different financial panes.

      If you have Budgets enabled, your budgets will also be in your Financials tab. To read more about your Financials, read our article here.

      Merging Jobs

      Merging Jobs is like merging Contacts. To learn more about Merging Contacts, read more in our article about Adding Contacts. Note: when merging Jobs, both Jobs you are merging must be related to the same primary Contact.

      Do's and Dont's

      Do

      • Add as much detail to your Job's information as you need
      • Manage your Jobs using Workflow Types and Statuses
      • Relate your Jobs to a primary Contact

      Don't

      • Create multiple of the same job
      • Use the Job Feature if your focus is Residential or are using the "Customer" only option in QuickBooks

      FAQ

        • Can I convert a Job into a Contact?
        No. However, if the Job is related to the contact, you can see all the job information in the Contact if the "Related" ceckboxes are checked. This applies even if you disable Jobs.
        • How are Jobs and Contacts different?
        We recommend Contacts for most users, and Jobs only be enabled in accounts that do multiple Jobs for one Contact, such as Commercial or General Contractor work.
        • Will adding a start date on a Job add that Job to the JobNimbus calendar?
        It will not. In order to see the Job on the calendar, you will need to add a task. This can be done through setting up a simple automation! To learn more about automations, read our article here.
        • How do I change the primary contact on a Job?
        You can change the primary Contact by clicking on the 3 dots in the upper right corner of the Job information panel and selecting "Edit". In the edit Job window, delete the related contact(s), and add the new one in the related Contact field. The first Contact added will become the primary Contact.

         

        Contact Us

        Still have a few questions about setting up your company’s jobs? Contact Support at (855) 964-6287 or via email at support@jobnimbus.com.

        Have a great idea to help us improve our jobs feature? Recommend features and vote for requests at JobNimbus Feedback!