What if a job gets canceled?

Overview

When a client cancels, a project ends early, or the work will no longer move forward, close the job instead of deleting its history. Closing preserves notes, attachments, completed visits, costs, and client context while removing upcoming work from active scheduling.

Open Jobs.

The cancellation workflow has three parts:

1. Stop inappropriate job follow-up messages.
2. Close the job and decide what happens to incomplete visits.
3. Keep or remove invoice reminders based on whether the client will be invoiced.

Before closing the job

Review:

• Completed and incomplete visits.
• Future visits.
• Team assignments.
• Job follow-ups.
• Booking confirmations and client communication.
• Invoice reminders.
• Draft or sent invoices.
• Deposits.
• Timesheets and expenses.
• Notes and attachments.

This review determines which visit history should be retained and whether any amount still needs to be billed.

Step 1: Job follow-ups

Turn off the job-closure follow-up for the client when a standard completion message would be inappropriate for canceled work.

1. Open Clients.
2. Select the client.
3. Edit the client details.
4. Open Communication settings.
5. Turn off Job closure follow-ups for this client.
6. Save the client.

If the client should receive a cancellation-specific message, send that communication separately and record it in the client or job activity.

Review the standard message content in Email Templates.

Step 2: Close the job

1. Open Jobs.
2. Select the canceled job.
3. Open More actions.
4. Select Close job.
5. Choose how Fieldified should handle incomplete visits.
6. Confirm the close action.

Closing removes the job from active work while retaining its saved history.

Choose what happens to incomplete visits

Fieldified presents the applicable visit options when closing the job.

Complete past visits and remove future visits

Use this when work was performed but one or more past visits were left incomplete.

This option:

• Marks past visits complete.
• Preserves when the team attended the property.
• Keeps completed work connected to the job.
• Removes future visits from the schedule.

Review the completed visit details before invoicing to ensure time, notes, photos, checklists, and line items are accurate.

Remove incomplete visits

Use this when the work represented by the incomplete visits never occurred.

This option:

• Removes every incomplete visit.
• Clears future appointments from the schedule.
• Keeps existing completed records and job history.

Use this path when the job was canceled before service began.

Understand the resulting job status

After the job closes:

• A job with an active invoice reminder moves into Requires invoicing.
• A job without an active invoice reminder moves into Archived.

The billing decision determines the final path.

Step 3: Decide whether to invoice

Open the job’s billing section and review every invoice reminder.

Invoice reminders control when Fieldified prompts the office to invoice. Consider:

• Completed work.
• Cancellation fees.
• Purchased materials.
• Billable expenses.
• Deposits already collected.
• Partial project milestones.
• The agreed cancellation policy.

If you are not going to invoice

Delete outstanding invoice reminders so the canceled job can move into archived history without returning to the invoicing queue.

1. Open the invoice reminder in the job’s billing section.
2. Select More actions.
3. Select Delete.
4. Confirm the reminder is removed.
5. Confirm the job status changes to Archived.

Also confirm:

• Future visits are removed.
• No draft invoice remains accidentally open.
• The cancellation is documented in an internal note.
• The assigned team has been informed.

If you are going to invoice

Keep the invoice reminder when the client will be billed for completed work, a cancellation fee, purchased materials, expenses, or another approved charge.

Create the invoice now

Keep the invoice reminder and create the invoice from it.

1. Open the invoice reminder.
2. Select Create invoice.
3. Review the transferred line items and completed work.
4. Add any approved cancellation fee or billable cost.
5. Apply deposits or payments correctly.
6. Save and send the invoice.

Open Invoices to review the invoice status.

Create the invoice later

Keep the invoice reminder and confirm its date.

For example, a canceled job can remain scheduled for invoicing at month-end. On the reminder date, it moves into Requires invoicing. After the invoice is created, the closed job moves into archived history.

Update the reminder date when the original date no longer matches the billing decision.

Handle deposits

Review any deposit before finishing the cancellation:

• Apply it to completed or cancellation-billable work.
• Record any refund according to the payment workflow.
• Document how the deposit was handled.
• Confirm the invoice balance reflects the decision.

See Deposits for deposit records and invoice application.

Add an internal cancellation note

Record:

• Who canceled the work.
• The cancellation date.
• The reason.
• Whether the client was notified.
• What happened to past and future visits.
• Whether an invoice or refund is required.
• The invoice-reminder date.
• Any manager approval.

See Notes and Attachments for job documentation.

Final cancellation checklist

Before leaving the job, confirm:

• Job follow-ups are configured correctly.
• The job is closed.
• Past visits have the correct status.
• Future visits have been removed.
• Team members know the work is canceled.
• Invoice reminders match the billing decision.
• Deposits, invoices, expenses, and timesheets have been reviewed.
• An internal cancellation note has been added.

Use Jobs Performance Report to review job outcomes and cancellation patterns.