What Are Best Practices for Workflows?

A thoughtfully designed Workflow can make it easy to manage your processes in JobNimbus.

Deciding Which Workflow to Use

Before you start managing your Workflows, you will need to decide whether to use Jobs or only Contacts. Refer to the following diagram to understand why you might choose one over the other.

If you are using Jobs:

  • Configure Job Workflows to design the process through which your projects will move.
  • Your Contact Workflows should then only include "Active" and "Inactive" Statuses.

Creating a Workflow

  1. Identify the types of work you do, whether that's residential, insurance, or service and repair.
  2. Then, write out your job process from start to completion for each type of work. Start from when you generate a lead to when the job is completed. Each step should be regarded as a significant milestone in your job process where most of your customers remain for at least 24 hours.
    1. These "steps" will become your Statuses. Don't forget to include a step for lost jobs (such as a Status called "Lost") in each.
  3. Next, group your Statuses as they relate to the Stages of a Workflow listed below. Separating your Statuses into "groups" (Stages) will allow for more accurate sales reporting later on. 
    1. Lead
    2. Estimating
    3. Sold
    4. In Production
    5. Accounts Receivable
    6. Completed
    7. Lost
  4. Lastly, identify which Statuses will archive your Contacts and Jobs. Archiving Contacts and Jobs will help keep your records clean without deleting them from the system altogether.

If you plan on integrating with QuickBooks, be sure to label the Status(es) in which any assigned Contacts/Jobs should sync.

While it is up to you to decide what will work best, it is recommended to sync Status(es) once the job has been sold and thereafter, such as those associated with the Stage(s) of "In Production", "Sold", and/or "Accounts Receivable".