Create a One-Off Job Updated July 17, 2024 20:10

Overview

 There are two kinds of jobs in Jobber, one-off jobs and recurring jobs. One-off jobs are used for:

• Jobs that have a single visit
• Jobs that have multiple visits and the client will be invoiced after the last visit. Eg. The job is four days long, and the client is invoiced after the last visit.

How to create a one-off job

You can create a job from many places on Jobber.com, including:

• the Create button from the side navigation
• the More Actions button on schedule
• the More Actions button on a client’s profile
• or from the New Job button on Home (Dashboard for non-admin users).
• the Convert to Job button on an approved quote
• More Actions > Convert to job on a request

One-off jobs can also be created in the Jobber App. Learn more about Jobs in the Jobber App.

Select a client and add job details

To select the client (who this job will be for), click Client name. Select a client from the list, or select Create New Client if they are not yet a client in your Jobber account.

Next, in the Title field, enter a short job title. This will show up as the title of the job in your schedule and on the Jobber mobile app. The job title will not show to the client and is often used as a description of the job that you will be doing.

The Instructions field is where you an add directions for your team for this job. This is also an internal field and the instructions will appear on each visit. Instructions on a particular visit can be edited from the visit on the calendar which will change the instructions for that visit only.

Next to the client name, are the job details. This includes the job number. To change the job number, click Change then enter a new job number. Job numbers count upwards from the highest job number currently in your account. If your current highest job number is #123, the next job you make will default to #124.

If you have any job level custom fields set up, they can be filled out while creating the job.

Set up your schedule

To create a one-off job, make sure to select the One-Off Job tab from under Type.  

Next, is setting up the schedule for this job. Since this is a one-off job, it will be a one time job will with one or more visits. 

1. To set the schedule for the job, select a Start Date for the job. To help with your scheduling there is a preview of the current month's schedule. Select Show Calendar or Hide Calendar to view or remove the preview.
2. Select start and end times for your visits. If no time is selected, the visits for this job will be anytime visits.
   Once the start date and times are filled out, if you are using arrival windows you'll see a section for Arrival windows appear with the duration that was set in your work settings.
   Learn more about arrival windows.
   If you aren't sure yet when you'll be doing this job, check the box for Schedule later. This will create a job in "unscheduled" status. You will also have the option to add an unscheduled visit to the calendar for this job. 
3. Select if the job Repeats. This is how often you'll be going out to visit the client as part of this job. 
   • Visits can repeat daily, weekly, monthly, or on a custom schedule. The custom schedule gives you flexibility to schedule weekly, monthly, or annually. You can also select multiple days. For example, you could use the custom schedule to schedule weekly visits on Mondays and Wednesday. Or you could use it to set monthly visits on the 1st and 3rd Fridays of the month.
   • The “As Needed We Won’t Prompt You” option is for if you don’t want to schedule visits on this job right now. If you select this option, visits won't be created for this job however can be created later.

Assign team members

Select Assign to add team members who will be assigned to the visits for this job. If no users are selected, the visits will be unassigned and can be assigned later.

Learn How to Remind your Team about their Assignments.

Invoicing

By default,  Remind me to invoice when I close the job is selected. With this option, when the job is closed an invoice reminder will be generated. An active invoice reminder is what puts a job into "requires invoicing" status and allows you to batch invoice this job. 

If you do not want to invoice for this job through Jobber, uncheck this box. When completed, the job will then go into "archived" status and you won't be prompted to invoice for this job. 

Job forms

Job forms are customizable checklists and forms that can be attached to jobs to have your team fill out on their visits. Job forms are a good way of collecting information while on a visit and standardizing the way information is entered when different employees are filling out the forms. 

If you have job forms that are only used on certain jobs, check the box to add that particular job form to this job. Job forms are built in Settings > Job Forms and can be set up to automatically attach to all new jobs. If your is set to auto-attach, the checkbox will already be selected, however you can deselect it at the job level.

Line items, labor, and expenses

This section of the job includes:

Profit bar

The profit bar appears on one-off jobs on select plans as part of Jobber's job costing feature. To minimize the profit bar, select Hide Profitability. 

Line items

These are the products or services you are offering on this job. Line items can be selected from your products and services list, or added as a custom line item for this job. To add a new line item to this job, select New Line Item. 

Next add your line items to the job. These are the products or services you are offering on this job. Line items can be selected from your products and services list, or added as a custom line item for this job.

For each line item, enter a:

• Name: The name of the product or service. 
• Description: A description of the product or service. 
• Quantity: How many of this item you're offering.
• Unit cost ($): The expenses you incur to provide a product or service. This option is available on select plans as part of our markup functionality. Learn more about our current pricing. 
• Unit price ($): The amount you charge customers for a  product or service.
• Total: This is calculated automatically based on the quantity and unit price for this item.

Note: If there is a visit where you need to add additional line items (maybe you require an extra product or are providing an additional service), for one-off jobs these additional line items must be added to the job rather than the visit. 

The total of the line items will create the subtotal, then the property's tax rate will be added to create a total for this job. When a quote with a required deposit is converted to a job, the deposit information will be visible when creating or editing the job. The deposit information does not appear on the saved job, only the create or edit screen.

Labor

These are the time entries for your team members who have logged time towards this job. Time entries for this job can be created using the timers in the Jobber mobile app or from Jobber.com by selecting New Time Entry from this job, or from the Time Sheets tab on the side navigation.

Expenses

These are expenses that have been recorded against this job. To add a new expense to this job, select New Expense.

Job costing

When running a business, it's important to understand your profitability. There are many factors that go into making a profit, including your pricing, labor costs, and expenses. To make sure that you are staying on track, job costing is available on one-off jobs where you can see your profit margin, profit, and total price.

Your profitability is calculated using:

• Timesheets - based on the hourly cost of your employees and their time worked on a job
• Line items - including both unit costs and unit prices
• Expenses - these are the expenses logged on a job

Job costs are internal, so your clients won't see your profits or costs. Only employees with job costing permissions will be able to view the profit bar on one-off jobs.

On one-off jobs, there is a section that includes your line items, timesheets, and expenses which is what makes up the the calculation for your job profitability. At the top of this section is your "profit bar" which shows:

• Profit margin % (calculated by profit / revenue * 100)
• Total price (This is your revenue, calculated as the sum of the line items on the job. This is pre-tax and excludes discounts)
• Total line item costs (This is the total of the line item costs, ie. the cost that you pay for a product or what a service costs you)
• Total timesheets costs (these are your labor costs)
• Total expense costs (these are expenses associated with this job) 
• Profit (revenue - total costs)
• A visualization of the line item cost, labor, expenses, and profit

These calculations are for this job only. 

To populate the profit bar, click Calculate Profitability. Note that this will not add labor costs or line item costs to the profit bar as these values did not exist before May 4, 2023 when job costing was introduced into Jobber. You can manually edit the costs for the job to add them in.

To minimize the profit bar, click Hide Profitability. When hidden, to view the profit bar, click Show Profitability. 

Learn more about Job Costing

Notes

You can also add notes, photos, or attachments for your team to see in the Internal notes & attachments section. Clients cannot see these notes.

Learn more about internal notes and attachments. 

Save and...

Lastly, make sure you save the job! When creating a new job, there are two save buttons:

• Save job will save this job and then take you of of the edit screen, back to the top of the job so you can look over the changes you have made.
• Save and... has a menu with options to save the job as well as another action, all in one click. 
  • Create another will save the job and immediately take you to a new job creation screen with the the details remembered from the way you set this job up. These are the items that are copied: 
    • job title
    • if the job is one-off or recurring
    • scheduling information minus times
    • team assignments
    • billing information
    • line items
    • attached job forms
      Note: The job instructions are not copied. 
  • Email booking confirmation sends a booking confirmation to the client via email.
  • Text booking confirmation sends a booking confirmation to the client via text message.