Create a one-off job

Overview

One-off jobs are for work completed once, either in a single visit or across several visits that belong to one project. The client is commonly invoiced when the job is closed, although progress invoicing can divide larger work into stages.

Use a one-off job for:

• A single repair, installation, cleanup, or inspection.
• A project performed over several consecutive visits.
• Work invoiced after the final visit.
• A project billed through progress invoices.

If the work continues on an ongoing or seasonal schedule, use Create a recurring job.

What’s new in jobs

The Fieldified job workspace brings job creation, scheduling, costs, notes, and editing into one consistent experience.

When creating jobs:

• The refreshed header keeps core job details visible.
• Instructions are entered in the schedule section where they apply to the visits.
• Clients and properties can be selected or created without leaving the job form.
• Internal notes and attachments have a dedicated workspace.
• The persistent save bar remains available throughout the form.
• Converted request details follow user permissions.

When viewing or editing jobs:

• Internal notes remain accessible beside the job details.
• Individual job sections can be edited directly.
• Approved quotes convert into jobs with their line items and totals.
• The schedule preview helps verify visit dates before saving.

How to create a one-off job

Open Jobs.

Create a job from:

• The Create action in the main navigation.
• Jobs.
• Schedule.
• A client or property profile.
• A request using Convert to job.
• An approved quote using Convert to job.

When converting a request or quote, review the client, property, line items, totals, notes, and salesperson carried into the job.

Select a client and add job details

1. Enter the Job title.
2. Select the client.
3. Select the property where the work will happen.
4. Create the client or property from the job form when needed.
5. Review the job number and change it when required.
6. Select the salesperson or owner.
7. Complete job-level custom fields.

The job title is used internally on the schedule and by the field team. Use the instructions field for detailed directions.

Job numbers advance from the highest existing job number. Select Change to enter a different number.

Open Custom Fields to manage fields used across jobs.

Set up your schedule

In Job type, select One-off job.

The schedule summary displays the number of visits that will be created and the first visit date, allowing you to review the result before saving.

Use Show calendar or Hide calendar to display or collapse the schedule preview while selecting the visit date.

Schedule the job

1. Select the start date.
2. Select the start and end time, or leave the visit as Anytime.
3. Add an arrival window when needed.
4. Assign the team.
5. Add visit instructions.
6. Attach the required checklists.

The visit appears on Schedule after the job is saved.

Schedule the work later

Select Schedule later when the scope is confirmed but the appointment date is still being arranged.

Fieldified creates the job with an unscheduled visit. Schedule it later from the job or Schedule.

Add multiple visits

One-off jobs can include multiple visits without becoming an ongoing service agreement.

Examples include:

• A multi-day installation.
• A repair followed by a return visit.
• A project completed in phases.
• A cleanup requiring several appointments.

Choose Does not repeat for a single visit. For a defined multi-visit project, configure the required daily, weekly, monthly, or custom pattern and confirm the generated visits in the schedule summary.

Add instructions, assignments, and checklists

Use Instructions for directions that should appear on the visits. Instructions are internal and help the team understand what to do on site.

Select Assign to choose the responsible team members. Leaving the visit unassigned allows dispatch to assign it later.

Attach checklists for inspections, measurements, safety steps, photos, signatures, and completion proof. See Checklists.

Set up your billing schedule

Choose how Fieldified should prompt invoicing for the job.

Remind me to invoice when I close the job

The standard one-off workflow creates an invoice reminder when the job closes. The reminder moves the job into the invoicing workflow and makes it available for batch invoicing.

Clear the invoice-reminder option when this job is billed outside the normal workflow or does not require an invoice. After completion, the job moves directly into archived history.

Split into multiple invoices with a payment schedule

For larger projects, divide the job total across several invoices.

Progress invoicing is useful for:

• An upfront deposit.
• Milestone payments.
• A percentage due when work begins.
• A final balance after completion.

See Progress invoicing for the complete workflow.

Add your products and services, labor, and expenses

This section brings together the job’s revenue and operational costs.

Profit bar

The profit bar summarizes the financial performance of the one-off job. Use Show profitability or Hide profitability to expand or collapse it.

Line items

Select Add line item, then choose an item from Products and Services or create a custom item.

Each job can contain up to 100 line items.

For every line item, review:

• Name.
• Description.
• Quantity.
• Unit cost.
• Unit price.
• Tax treatment.
• Calculated total.

Reorder line items by dragging the handle beside the item name. The subtotal and the property’s tax settings determine the total.

For one-off work, add extra products or services to the job so they are included in the complete project value.

When an approved quote with a required deposit is converted, review the deposit details while creating or editing the job.

Labor

Labor contains the time entries recorded against the job.

Team members can record time while performing the work. Office users can review or add entries from the job or Timesheets.

Labor cost is calculated from the time recorded and each team member’s configured hourly cost.

Expenses

Expenses capture costs associated with the job, such as materials, fuel, equipment rental, parking, or subcontractor charges.

Add expenses from the job or Expenses. Connect each expense to the correct job so it appears in job costing.

Job costing

Job costing uses the line items, labor, and expenses connected to the job.

It can include:

• Profit margin percentage.
• Revenue from job line items.
• Product and service costs.
• Labor costs from timesheets.
• Recorded expenses.
• Profit after costs.
• A visual breakdown of costs and profit.

Profitability is calculated for this job only. Cost and profit information is internal and follows job-costing permissions.

Select Calculate profitability to populate the profit bar after the job has line-item costs, labor, and expenses.

See Job costing for setup and calculation details.

Add internal notes and attachments

Use internal notes for information intended for the office and field team:

• Access instructions.
• Site photos.
• Documents and permits.
• Safety details.
• Client preferences.
• Completion requirements.

See Notes and Attachments.

Select the notes area to type an internal note. Drag photos and files into the attachments area to upload them.

Save the job

Choose the action that matches the next step:

• Save job: Save and open the job for review.
• Save and email booking confirmation: Save and send an email confirmation.
• Save and text booking confirmation: Save and send a text confirmation.

After saving, confirm:

• The correct client and property are selected.
• The visit dates and times are correct.
• Assignments, instructions, and checklists are present.
• Line items and taxes match the approved scope.
• The invoice reminder or progress-invoice schedule is correct.

Make edits on jobs

1. Open Jobs.
2. Select the job.
3. Find the section to update.
4. Select its edit action.
5. Make the changes.
6. Save the section.

Repeat these steps for schedule, job details, pricing, billing, or notes. Review related visits and invoices after changing scope or pricing.