Jobber Workflow OverviewTable of Contents
As the company owner or administrator, you are responsible for overseeing operations and managing your team. You're a go-to person for company questions and you keep everything running smoothly. Here are some features in Jobber to familiarize yourself with to support you in your role.
This article is part of a series on how Jobber Works for Different Roles in a Company. This article covers the role of a company owner or admin user, but check out our other articles that cover:
As the company owner or an admin, you likely deal with team management in your role. This translates to Jobber since as a user with the admin permission level, you have access to add new team members and set user permissions so that you can set up each new user so they are ready for their first day on the job.
To add a new user to your account, click the Gear Icon > Manage Team. On this page, click on the Add User button in the top right corner.
Enter in the user's name and contact information, an email is required for the user to be able to log in to Jobber.
Next, select the user's permission level. The user's permissions are what provides or limits their access to information in your account. By default, the permission level is set to the "limited worker" default, which is the lowest permission level. There are four default permissions, but each can be customized further in the custom permission settings. Select the Custom option to expand the permissions options.
Set your company up for new bookings
To start getting new leads and new work, set up your request form. Your request form is where existing or potential clients can contact your company for work with their submissions all feeding directly into Jobber. Request forms can be added to your website or to your social media pages.
Request settings can be found by going to Gear Icon > Settings > Requests.
Let's start by creating a request form. This is the form that your clients will see when they submit a request online as well as the form that you will fill out if you create a request internally. To edit the form, click Customize Form.
You can customize a Client Message that will appear at the top of your form. This is where you can introduce your company, or add verbiage about information that you'd like your client to include.
Next will be the client's contact details. The address that is submitted will be created as a property for the client. Existing customers can sign in via the client hub and select their already entered address or add a new address for a new property.
Note: it is not required for a potential client to submit an address when filling out the request form.
Then, you can add either add a new section or an add online booking section.
If you add a section, you can add in add some questions to collect information about what the services the client would like. You can add checkboxes, short answer text fields, long answer text fields, and dropdown menus. This means that you can add inputs for anything from "number of bedrooms" to "size of yard" to "special instructions".
Switch the Required toggle option to 'ON' below a field to make it required for your client to fill out. This is a great way to make sure you're receiving specific information up front if needed. When you make a field required, your clients won't be able to submit a booking request if that field is left blank, they will receive a message prompting them to fill out that section before being able to submit.
If you add an online booking section, there will be questions about which date and times work best for booking in the client. They will be able to select from a date picker the date that they would like to have this service done. For arrival times, you can customize this. Maybe you'd prefer to display AM or PM, or maybe you'd rather not offer evening ability. These options can be customized.
Click the Preview Form button at the top right to see what your clients will see from client hub.
Now that we have a form created, let's share it so that your customers can access it and fill it out.
From Settings > Requests, there is a section for Share Request Form. There is a toggle switch that makes the request form accessible to clients where they can submit requests through the client hub, your website, and on social media.
This setting makes the request form visible in the client hub where it is hosted. The next step is setting up touch points on your website and social media to direct your clients to fill out the form.
Part of your role might also include onboarding your team to Jobber or championing the rollout of software. Check out our guide to Getting Your Team Onboard with Software for tips on how to make the transition.
Here are a couple quotes from Justine, Head of Customer Success at Jobber about how to get buy-in from your team when rolling out a new software.
“We took a slower approach of rolling out our new system to a couple of people, and got those people to become the champions of the product and really understand the program. They’re proud of taking on that learning ability, and they become the expert, the resource, the person that’s fully-behind the product, so that it’s not just your boss telling you what to do. If you’re told, ‘if you don’t do this you’re fired’—who wants to use the product then? No one.
They can help identify things that people don’t want to bring up to me. Maybe things aren’t working and by talking to a peer it doesn’t just feel like someone is just complaining to their boss.”
In order to help our team maintain a positive attitude throughout the change we spent time beforehand identifying what wasn’t working with our old process, and made that really clear, so that by the time we implemented our new software the team was really ready for a change.”
Keep your finger on the pulse
Stay on top of what your team is up to with activity feed. From the bell icon, you can see notifications so you can see who is creating new items, what payments have been collected, and what items have been deleted. Activity feed gives you an overview of what is happening in your Jobber account, so you can be informed without actually being with your team.
Notifications are triggered by the following actions:
- Timers: Users clocking in and out.
- Clients: When clients and leads are created, deleted, archived, and unarchived as well as when CSV imports are started and completed.
- Requests: When requests are created, submitted, converted (into a quote or job), and deleted.
- Quotes: When quotes are created, sent, viewed by the client for the first time, changes are requested, converted, approved, and deleted.
- Jobs: When jobs are created or deleted.
- Visits: When visits are confirmed as well as when they are completed.
- Invoices: When invoices are created, sent, and deleted.
- Deposits: When a deposit is collected, edited (such as added to an invoice), or deleted.
- Payments: When a payment is collected (either manually or through client hub), edited, and deleted.
- Automatic Payments: When automatic payments are collected, or when Jobber is unable to collect an automatic payment.
- Notes: When notes are created and deleted.
- Cards: When a client saves a card on file.
Create an invoice
As the company owner or an admin, chances are you handle invoicing and collecting payments are part of your role.
Invoices in Jobber can be created from:
To create an invoice from home, a client page, or a job page locations, click More Actions > New Invoice. To create an invoice from an invoice reminder on the schedule, click the invoice reminder, then Create Invoice.
When creating or viewing an invoice, there is a progress bar that appears on to the right of the invoice details to let you know where the invoice fits in the workflow. Items that are colored show that the invoice has progressed through that phase of the workflow. Items that are grey have yet to be created.
Note: It's possible that your workflow won't include every step. For example, you might chose to go directly from a job to an invoice and that's ok! Seeing the quote and request icons greyed out doesn't mean you've made a mistake, it just means that that the workflow didn't include those items.
At the top, you can:
- Include a subject for the invoice
- Click 'change' beside the invoice number to change it
- Click on 'date sent' beside the issued date to change it to a different day
- Click on the payment net terms to change when the payment is due
- Fill in or add in a new custom field for all invoices
In the middle, you can:
- Add line items from your services and products list
- Set a service date for those line items
At the bottom, you can:
- Add a client message for this invoice
- Change what appears on the PDF version of the invoice
- Add a discount
- Edit the tax rate for the invoice
- Add a deposit
- Add internal notes and attachments
Save and Update Invoices
When you save an invoice for the first time, there are two options:
- Save Invoice: This saves the invoice and takes you out of the edit screen, back to the top of the invoice where you can review the invoice details. The invoice will be saved as a draft.
- Save and...: Clicking this button gives you a list of other actions you can do in addition to saving the quote. These are things that might save you a step or a few clicks. Your options are to:
- Send as Text Message: The invoice is saved and sent to the client as a text message. Texting an invoice removes it from draft status.
- Send as Email: The invoice is saved and emailed to the client. Emailing an invoice removes it from draft status.
- Collect Payment: The invoice is saved and you are prompted to record a payment. If the payment recorded covers the invoice balance in full, the invoice status changes to 'Paid'.
Invoices will remain in "draft status" until they are either marked as sent manually, or sent via text message or email.
Regardless of the method of payment, the first step will be to navigate to the invoice that the payment is for. Payments cannot be recorded on draft invoices, so the invoice will need to be either marked as sent (More Actions > Mark as Sent) or sent to the client by email or text. Once the invoice is sent, it will be in either awaiting payment or past due status based on when the due date is. When a payment is collected on the invoice and the balance is paid in full, the invoice status will change to 'Paid'.
Beside the More Actions button in the top right, you will see a button for Collect Payment. Click Collect Payment.
When you click, Collect Payment a pop-up will appear that will prompt you to enter the details of the payment.
You will be able to enter payment details here like method, amount, transaction date, and details. If you are charging the client's credit card through Jobber Payments, make sure that you have Jobber Payments selected in the method type, rather than "credit card". Otherwise, pick the payment method that the client used to pay. The payment methods available are Jobber Payments, cash, check, credit card, bank transfer, money order, and other.
Once you save the payment, it will appear below the invoice total and you will see the payment amount removed from the invoice total. When your invoice is paid in full the invoice balance will be $0.00.
Clicking on the text for Payment will open a pop-up that shows the details.
Learn more about How to Collect a Payment on an Invoice
Now that you've read about the features that support your account owner or administrator role, it's time to get comfortable using them. Use this checklist to familiarize yourself with the tools that will support your day-to-day as well as some initial set up.
✅ Practice adding a new team member and set their permissions. If you don't have a real team member to add, you can add yourself using an alternate email address than the one you signed up to Jobber with. When you've finished, deactivate and then delete this user.
✅ Start customing your request form.
✅ Preview your newly customized request form by viewing the social media link in your share request settings.
✅ Read through "5 Tips for Getting your Team On Board with Software" from Jobber Academy and familiarize yourself with the strategies that will help drive team adoption.
✅ Open activity feed and see what your team members have been up to. Then open your customization settings and see how activity feed can be customized to not include particular items.
Want some 1:1 help to get up and running with Jobber? Our product coaches can work with you and your team to ensure everyone is comfortable using Jobber for their roles. Start a chat with us or send us an email at firstname.lastname@example.org and we can get you booked in for a training session.