Create new visits for existing recurring jobs

Use this workflow when you have recurring jobs that act like contracts, but visits are created as needed. It is common for snow removal, irrigation startups, seasonal maintenance, storm response, and on-demand recurring work.

Overview

There are two parts:

1. Set up recurring jobs for the clients or properties covered by the contract.
2. Create new visits from the schedule when the work needs to happen.

Each visit represents a specific day or time your team will go out and complete the work.

Set up recurring jobs

Open Jobs and create a recurring job for each property included in the seasonal or as-needed service.

Create your schedule

Use a start date that matches the beginning of the contract. Choose an as-needed repeat style when visits should be created manually from the schedule.

Set an end date or duration that matches the contract period.

Create your invoicing schedule

Choose the invoicing approach that matches the contract:

• Per visit: Invoice based on each completed visit and the line items used on that visit.
• Fixed price: Invoice a flat amount regardless of how many visits occur.
• Monthly: Invoice on a monthly schedule.
• After each visit: Prompt the team to invoice after visits are completed.
• As needed: Create invoices manually.
• Once the job is closed: Invoice at the end of the contract.
• Custom schedule: Use a specific billing rhythm.

Add line items

Add the products and services that should appear on the job or each visit. For per-visit work, confirm visit line items are set up so invoices match completed work.

Tag or group clients

Use tags, client groups, custom fields, or filters to identify which recurring jobs should receive new visits during a seasonal event.

Create new visits from the schedule

Open Schedule.

Use the Create New Visits tool to:

1. Choose the recurring jobs that need visits.
2. Filter by tag, job details, client criteria, or service group.
3. Choose the visit date.
4. Assign team members.
5. Add or confirm line items.
6. Review the visit list.
7. Create the visits.

After visits are created, review day view or week view to dispatch the work and optimize routes.

Best practices

• Keep recurring jobs active for the full contract period.
• Use clear tags or custom fields for seasonal groups.
• Confirm invoice frequency before the first event.
• Review line items before creating visits in bulk.
• Use route planning after visits are created.
• Mark visits complete promptly so invoicing and reports stay accurate.

Related articles

• Route planning from the schedule
• Job visits
• Create a recurring job