Table of Contents
Overview
The New Visits tool makes it easy to schedule work for multiple clients at once, especially when you need to add visits to existing recurring jobs quickly. This workflow is commonly known as Jobber’s snow removal workflow, since snow removal businesses often need to schedule visits on short notice for all their contract customers after a snowfall. However, this workflow can be useful for any industry that delivers services as needed as part of a contract (such as irrigation startups, seasonal maintenance), or on-demand recurring work.
Using this workflow, you can generate new visits in bulk based on tags, job details, or client criteria. By creating many visits at once and attaching them to the right recurring jobs, you can keep your team organized, stay ahead of weather-driven demand, and maintain clear records for billing and reporting.
There are two parts to using this workflow:
1. Set up your recurring jobs: Start by creating your recurring jobs. Think of the job as the overall contract because it outlines the service you’ve agreed to deliver over a period of time.
2. Create new visits: After the job is set up, you can begin adding visits. Each visit represents an individual service appointment, which is the specific date your team will go out and complete the work.
Set up your recurring jobs
First, you will need to create a Recurring Job for each property that you will be doing snow removal for this season. You can think of the job as the contract to do the work, and the visits as the individual days when you or your team are doing the service.
The below sections cover how to set up your recurring jobs so that visits can be added using the schedule new visits tool.
Create your schedule
Set the job to have a start date that matches the beginning of your contract.
From the repeat dropdown, select "As needed - we won’t prompt you”. This allows you to book visits for this recurring job as you need to, which in this case will be when the snow falls.
Next, enter when this job should end. Select one of these options:
- Ends after: Choose this option if the job will end after a select number of days/weeks/months. When in doubt make the duration longer than you think it might need to be.
- Ends on: Choose this option if the job will end on a certain date.
Create your invoicing schedule
Next, set up the invoicing schedule for this job.
There are two kinds of billing in Jobber:
- Per visit invoicing means that you will be charging the client for each visit. The line items that appear on each visit will be populated onto the invoice. This invoicing style works well if you offer different products and services on each visit, or if the client pays based on the number of times you visit them. If you do "per push" invoicing for snow removal, select this option.
- Fixed price invoicing means that you will charge the same amount on each invoice. The line items that appear on the job (not visit) will be pulled onto the invoice. This invoicing style works well if a client pays a flat rate and it doesn't matter how many times you visit them.
Set up how often the client will be billed from the When do you want to invoice? drop down:
- Monthly on the last day of the month: This option will prompt you to invoice on the last day of the month.
- After each visit is completed: Once a visit is marked completed, an invoice reminder will prompt you to invoice for this visit.
- As needed- no reminders: With this option, you won't be prompted to invoice for this job.
- Once the job is closed: Jobs are typically closed at the end of a scope of work once the entire duration of the job has been completed and all the visits are done. This option will create an invoice reminder to prompt you to invoice upon job completion.
- Custom schedule: This one is up to you! If you'd prefer to invoice on a particular day, this is the option you will want to select.
To enable automatic payments on this job so that your clients are billed automatically according to your invoicing preferences, make sure the clients has a saved payment method, then turn on the toggle for Get paid automatically to turn automatic payments on for this job.
To enable automatic payments for this job, first make sure the client has a saved payment method. Then, turn on Get paid automatically to have clients automatically invoiced and charged for this job according to your invoicing preferences.
Add your line items
Next, add your line items to the job. These are the products and services that you will be offering as part of this work.
The line items you add here will help you categorize and differentiate your jobs. When you create new visits later, you can search for and filter jobs by a specific line item, allowing you to generate visits only for the jobs that match your criteria.
If you charge a client different rates depending on the amount of snow, you’ll want to make a job for each amount of snow. For example, if you charge one rate for under 6 inches of snow, and another rate for over 6 inches of snow, you would make 2 jobs. One job with the line item for under 6 inches, and one with the line item for over 6 inches. When you scheduling visits for this client, you can then select which job they fall under.
Tag your clients
You can also add tags to your clients to help you quickly group and schedule work later. Tags are especially useful when you need to organize your client list by service area or any other meaningful category.
A common workflow is to tag clients based on the zones or neighborhoods you service. For example, you might tag all clients on the north side of the city with “north”, or divide your service area into zones such as “zone A,” “zone B,” and “zone C.” When it’s time to create new visits, you can filter by these tags to instantly generate visits for only the clients in the areas you want to schedule.
Tags can also be used for other types of grouping (such as service type, contract tier, or specific equipment needed) giving you even more flexibility when planning your route or organizing your team’s day.
Create new visits from the schedule
After you have set up your jobs, you can make visits for them when it snows. To schedule visits, go to any calendar view and click More, then Create New Visits.
The Schedule New Visits tool displays your recurring jobs on a map with filters along the top. Use these filters to narrow down the displayed jobs to just the ones you'd like to create new visits for. There are options to filter the recurring jobs by:
- jobs with no incomplete visits before [select date from dropdown]
- job description contents
- line items on the job
- tags
On the left, all the jobs that match your filter settings will show up. Click All to select all the jobs. You can also click on individual jobs on the left to select them, if you need.
Note
Up to 500 jobs can appear in the Schedule New Visits tool at once. However, you can only generate visits for up to 100 jobs at a time using this workflow. If you need to create visits for more than 100 jobs, use the filters to narrow your list and generate visits in smaller batches.
Then click Next in the top right.
From the pop-up:
- Confirm the start date for these visits. By default it will be the current date, but this can be adjusted to another date.
- Select users to be assigned to these visits.
- Add any instructions that will be applied to all the newly created visits.
Once you've customized how these visits should be created, click the Let's create some visits button.
Jobber's Success Team has your back
If you have any questions about your specific workflow, don’t hesitate to get in touch with our Support Team.