Skimmer’s latest Jobs feature is designed to address continuity from quote to work to invoice to payment. This functionality represents a portion of Skimmer’s response to requests around managing repairs, installs, or other one-time services more efficiently.
The following is a breakdown of functionality:
HOW DO I CREATE A JOB?
A Job is created from a quote. When you determine it's necessary to track the work, invoices, and payments associated with the service, a user can convert a quote to a job from 3 places:
Quote Listing > row action menu > “Convert to Job” from menu
Quote Detail > “Convert to Job” button (from an approved quote only)
Quote Detail > “More” menu > “Convert to Job” from menu
Each of these produce the same result, which then prompts the user with this modal:
If you select “Convert to Job” then a job is created.
If you select “Cancel” then a job is not created.
WHAT HAPPENS TO A QUOTE WHEN A JOB IS CREATED?
Only an approved quote can be converted to a job. Before the approved quote is converted, the options for related invoices and related work orders are still present.
However, when the quote is converted, the options to relate an invoice and a work order are no longer present. Instead, a new card is presented showing the summary of the related job. All related invoices and work orders are moved over to the job.
NOTE: a deposit necessitates an invoice to collect the deposit. If a deposit was requested for a quote, a related invoice will always be present.
You can also see the “Related to Job X” is present in both the summary card on the right and the quote header. Selecting either of these will take you to the related job, as well as the “View” button in the job summary card.
NOTE: it is assumed once the quote is converted to the job, you are now managing the job directly. We want to avoid updating the same invoices and/or work orders from both the quote and job. Once converted, the quote is there for reference and the job becomes your place to manage work and invoices.
WHAT IS TRANSFERRED FROM THE QUOTE TO THE JOB?
The following information from a quote is transferred to a job:
Customer details and information
Service locations from quote
Quote line items become job line items
Service location tax rates
Tax rates are transferred with the current location tax rates, which may have changed since the quote was approved, more below in taxes section
Discounts
Flat rate discounts are transferred as flat dollar value
Percentage discounts are transferred as “normalized” or flat dollar value, NOT a percentage
Fees
Flat rate fees are transferred as flat dollar value
Percentage fees are transferred as “normalized” or flat dollar value, NOT a percentage
Deposits
Deposit invoice and deposit payments are transferred
Deposit status is maintained
Related invoices
Quote invoices such as from a deposit or other are transferred
These invoices are now managed within the job
Related work orders
Quote work orders are transferred
These work orders are now managed within the job
The following information from a quote is NOT transferred to a job (at this time)
Message to customer
Internal notes
Attachments
Tags
WHAT WILL I FIND IN A JOB?
JOB DETAILS
The details section of a job includes the following:
Job number
Status = see details below on statuses
Billing contact
Customer contact
Added by user = who created the job
Added by date = the date the job was created
Quote origin = the quote the job came from with hyperlink
JOB TOTALS
The total section of a job includes the following:
Job Total = total of all job line items, taxes, fees, and discounts
Invoices = total amount of invoices sent for job including related invoices from quote (excludes voided and draft invoices)
Payments = total amount of successful payments for associated job invoices with successful date including the refunds against those payments
Cost = total cost of job line items with margin (job total minus cost)
LINE ITEMS
The line items section of a job includes the following:
One or more service locations with current tax rate
Includes location address and the current tax rate associated with the location
The service location tax rate is what determines the taxes of the line items associated with the service location
Line items from original quote or newly added line items from the job
Includes item name, description, quantity, unit cost, unit price, taxable, and amount
Subtotals area
Includes discount either from original quote or newly added to the job
Includes fee either from original quote or newly added to the job
Includes the subtotal of line items with discounts and fees
Includes the tax of all taxable line items
Includes the job total as a sum of all the above
Ability to edit line items area
When a user selects the edit the line items area, the user is taken to a new page similar to editing an invoice.
This page includes the following
Ability to edit each line item
Ability to add line new item
Ability to edit / add discount (as flat rate only)
Ability to edit / add fee (as flat rate only)
WORK
The work section of a job includes the following:
One or more service locations
Each service location can have associated work orders
These work orders are from original quote or newly added work orders from the job
Each work order includes the following:
Work order name
Assigned tech
Assigned date
Work order status (unscheduled, scheduled, or finished)
Ability to edit the work order directly
Ability to add the work order as a line item to the job via the "money arrow" icon
Ability to drag the work orders in an order conducive to the timeline of the job
If there are “Items Needed” present, these items appear below each respective work order
Items needed can include products, parts, chemicals, or other
Each item needed includes the following:
Type of needed item
Name and description
For finished work orders, installed items include the quantity and price, plus the ability to add the installed item as a line item to the job
For unscheduled and scheduled work orders, uninstalled items display “On Shopping List”
The ability to add new work orders
When you select to add a work order, the user is presented with options via a modal (same behavior as quotes)
Choose a new work order
Select this option to add a work order that is not directly on a job line item
Selecting this option takes you to the “create new work order” page
Choose from work items on job
Select this option to add a work order that is directly on a job line item
Selecting this option leads to a second modal, asking you to select which job line items referenced from a work order to create
INVOICES
The invoices section of a job includes the following:
Invoices from original quote or newly added invoices from the job
Each invoice includes the following:
Due date
Invoice # (hyperlinked)
Invoice total
Invoice balance
Invoice status
Ability to view invoice
The ability to add new invoices
When you select to add an invoice, you are presented with options via a modal (same behavior as quotes)
Use items from job
Select this option to create an invoice from job line items
Selecting this option takes you to the “create new invoice” page with job line items populated as invoice line items
Blank invoice
Selecting this option creates an invoice with no reference to job line items
Selecting this option takes you to the “create new invoice” page with no job line items populated
JOB STATUSES
Job statuses are as follows:
Not Started = either no work orders are added or no added work orders have been scheduled or finished (system auto sets this status)
Active = 1 or more added work orders are scheduled or finished (system auto sets this status)
Work Complete = all added work orders are finished (system auto sets this status)
On Hold = job is considered paused for whatever reason (user manually sets this status)
Closed = job is considered done (user manually sets this status)
JOB ACTIONS
Job actions are as follows:
Mark As Closed = moves the job status from any state to Closed
Mark On Hold = moves the job status from any state to On Hold
Collect Deposit = allows user to collect deposit payment and move the deposit status from Not Collected to Collected
Archive = moves the job status from Closed to Archived, which removes the job from normal visibility
Delete = deletes the job
TAXES
Unlike a quote, which is a snapshot in time, a job by its nature might traverse time. Therefore, service location tax rates are dynamic until the job is closed.
Example: Approved Quote A could contain Service Location B with Tax Rate C, but if Service Location B is updated with Tax Rate D, the job inherits this new tax rate
This means that the approved quote total and the job total could be different if tax rates were updated for a location between the approved quote and the job closing
Once the job is closed, the tax rates are snapshotted at that time to eliminate variance over time historically.
This means the job will stay “locked” in at the tax rate it was when it was closed so if a location over time after the job was closed had its tax rates updated, the job total will not be affected over time.
WHY MIGHT A JOB TOTAL DIFFER FROM INVOICES AND PAYMENTS?
Scenario 1 - Overbilling
We are not limiting the amount you can bill against a job.
If you bill more for the job than the total of the job, the invoice total will exceed the job total.
Scenario 2 - Adjusting the Invoice Afterwards
If you were to adjust the invoice after sending to a lower or higher number, your invoice total and job total may not match.
Scenario 3 - Changing the Location Tax Rates During the Job
Since the tax rates of a job are dynamic throughout the job, if an invoice was generated with taxable items before a change is made, and then tax rates are changed, the job total will now reflect the new total with updated rates, but the previous invoice does not.
DEPOSITS
When a quote is converted to a job, the deposit will show on the bottom of the job line items card. If the deposit is a percentage it will be converted to a flat rate.
The invoices card will show the invoice used to collect the deposit with a package icon and dollar sign.
The deposit maintains its status of Not Collected, Collected, Applied, or Removed.
If the deposit is Not Collected, a Collect button shows for the admin to manually collect payment if needed.
When a deposit is paid by the pool owner, or manually collected by the admin, the deposit status becomes Collected.
When the deposit is collected it will automatically be deducted from the next invoice created for this job.
The admin can use the trash icon on the invoice to remove the collected deposit. This defers applying the deposit and the deduction will show again the next time this job is invoiced.
If the admin saves the invoice with the deposit deducted from the subtotals, the deposit status will change to Applied.
The invoice used to apply the deposit (settle the job) will show with a package icon and check mark.
JOB LISTING
The jobs listing includes the following:
A grid of all jobs not archived (with the ability to view archived if needed)
Filters
Status
Customers
Job #
Each job row includes the following:
Date (job creation)
Job number
Customer
Phone contact of customer
Job total
Invoices
Payments
Work (items)
Status
Ability to view the job
Row actions
Mark As Closed
Mark On Hold
Edit
Archive
Delete