Create a recurring job

Overview

Recurring jobs are for work performed across multiple visits on a repeating or as-needed schedule. The visit schedule and billing schedule are configured separately, so you can visit weekly while invoicing monthly, invoice after every visit, or use another billing cycle.

Use a recurring job when:

• Work repeats for a season, contract term, or ongoing agreement.
• Multiple visits follow the same service schedule.
• The client is invoiced more than once.
• Visits are created as needed under an existing agreement.

Examples include lawn care, cleaning, pool maintenance, inspections, pest control, and snow removal.

What’s new in jobs

The Fieldified job workspace is designed to keep job creation and editing together in one clear workflow.

When creating jobs:

• The refreshed header keeps the job title, client, property, job number, and salesperson easy to review.
• Instructions are entered in the schedule section so they stay connected to the visits.
• Client and property selection is handled directly from the job form.
• Internal notes and attachments have a dedicated workspace.
• The persistent save bar keeps the save actions available while moving through a long job form.
• Request details follow user permissions when a request or quote is converted.

When viewing or editing jobs:

• Internal notes remain accessible beside the operational job details.
• Each job section can be edited directly from the job page.
• Approved quotes can be converted to jobs with their client, property, line items, and totals.
• The schedule preview helps confirm visit dates while creating the job.

How to create a recurring job

Open Jobs.

You can 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 a request or quote is converted, review the transferred client, property, line items, notes, salesperson, and totals before saving.

Select a client and add job details

1. Enter a Job title that clearly identifies the work.
2. Select the client receiving the service.
3. Select the service property.
4. Create the client or property from the job form when needed.
5. Review the job number and change it when your numbering workflow requires a specific value.
6. Select the salesperson or job owner.
7. Complete the job-level custom fields.

The job title is used internally on the schedule and in the field experience. Use a title such as Weekly lawn maintenance or Monthly equipment inspection, then place detailed directions in the instructions field.

Job numbers advance from the highest existing job number. Use Change when this job needs a specific number.

Open Custom Fields to manage fields that should appear on job records.

Set up your repeating schedule

In Job type, select Recurring job. The schedule section then shows the controls for generating repeating visits.

Set the first visit

1. Select the job start date.
2. Enter a start and end time, or mark the visit as Anytime.
3. Set an arrival window when the client should expect the team within a specific range.
4. Review the schedule summary showing the number of visits, first visit, last visit, and repeat pattern.

Use Show calendar or Hide calendar to display or collapse the schedule preview while choosing dates.

An anytime visit appears on the selected date without a fixed appointment time.

Assign the team

Select Assign and choose the team members responsible for the visits.

Leaving the assignment empty creates unassigned visits that can be dispatched later from Schedule.

Add checklists

Add one or more checklists that the team should complete during the work. A checklist attached at the job level is added to the visits generated for the job.

Use checklists for inspections, safety steps, measurements, photos, service records, and completion proof. See Checklists for template creation and completion steps.

Choose the repeat schedule

Choose how often the visits repeat:

• Weekly.
• Every two weeks.
• Monthly.
• Annually.
• A custom weekly or monthly pattern.
• As needed.

A custom pattern can include several weekdays or positions within a month, such as Monday and Wednesday each week or the first and third Friday each month.

Choose As needed when the agreement exists but visits should be added only when work is required. This is useful for snow removal, storm response, and on-call service. Fieldified creates the job without filling the schedule with predetermined visits.

Set when the recurring job ends

Choose an ending rule:

• Ends after: Select the duration or number of occurrences.
• Ends on: Select the exact final date.

Confirm the last visit shown in the schedule summary. For seasonal work, set the job dates to cover the complete service period.

Add visit instructions

Enter internal instructions for the field team, including:

• Access and parking details.
• Areas or equipment to service.
• Safety requirements.
• Material or chemical instructions.
• Photos or signatures to collect.
• Client preferences.

Job instructions carry forward to the generated visits. Editing instructions on one visit changes that visit without rewriting the instructions on every other visit.

Set up your billing schedule

The billing summary shows the expected number of invoices and the first and last billing dates. Check this summary against the service agreement before saving.

Choose visit-based or fixed-price billing

In the billing section, choose how the job is priced:

• Per visit: Each completed visit contributes its service value to billing.
• Fixed price: The client is charged a set amount for each billing period, regardless of the number of visits.

Use per-visit billing for work priced by each service occurrence. Use fixed-price billing for contracts such as a monthly seasonal fee.

Choose when to invoice

Select when Fieldified should create an invoice reminder:

• Monthly at the end of the month.
• After each visit is completed.
• When the job is closed.
• On a custom schedule.
• As needed without reminders.

An active invoice reminder moves completed work into the invoicing workflow at the appropriate time. See Invoice reminders for reminder management.

Automatic payments for recurring jobs

For clients using a saved payment method, enable automatic payments in the billing section.

Before enabling automatic payments:

1. Confirm the client authorized recurring charges.
2. Confirm a valid payment method is saved.
3. Review the invoice frequency and amount.
4. Confirm the client-facing communication.

Invoices are created from the billing schedule and the saved payment method is charged through the configured payment workflow.

Add the products and services you’re offering

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

Each job can contain up to 100 line items.

For each 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 so the job and resulting invoices are easy to read. The line-item subtotal and property tax settings determine the job total.

When converting a quote with a required deposit, review the deposit details on the job creation or edit form. The deposit information is shown while creating or editing the job and remains connected to the related billing records.

Custom visits, or visits with different pricing or services

Recurring visits initially use the job’s line items. When one visit includes different work:

1. Open the job.
2. Find the visit in Scheduled visits.
3. Edit that visit.
4. Change quantities, remove an item, or add a visit-only line item.
5. Save the visit.

The job identifies visits whose services differ from the main agreement. Visit-only line items flow into visit-based invoicing for their applicable service dates. Fixed-price billing continues to use the fixed billing amount.

Add internal notes and attachments for your team

Use Internal notes and attachments for information intended for your team:

• Access details.
• Site photos.
• Service documents.
• Equipment information.
• Safety notes.
• Client preferences.

These records remain connected to the job. See Notes and Attachments.

Select the notes area to enter a note. Drag photos and files into the attachments area to upload them.

Save the job

Choose the save action that matches the next step:

• Save job: Save and open the job record for review.
• Save and email booking confirmation: Save and notify the client by email.
• Save and text booking confirmation: Save and notify the client by text message.

After saving, confirm:

• The first and last visits are correct.
• The repeat pattern generated the expected visits.
• Assignments and checklists are present.
• The billing summary matches the agreement.
• Instructions and line items are accurate.

Make edits on jobs

1. Open Jobs.
2. Select the recurring job.
3. Edit the relevant section.
4. Make the changes.
5. Save the section.
6. When prompted, choose whether schedule changes apply to incomplete future visits.

Review both the schedule and billing sections after changing dates, repeat rules, pricing, or invoice reminders.