Closing out a job
Tidy the costs, record what the customer paid, mark the job completed, and keep a copy for your accountant.
Before you close
Closing a job freezes the story you will tell about it later, so spend two minutes making sure the story is right. Everything below is on the job page or one click away from it.
- Review any timesheets still waiting on that job
- Check the Receipts tab for anything the crew forgot to file
- Check the dashboard for receipts that have no job attached
- Read the final margin on the job overview
Record what the customer paid
Payments are recorded on the job itself, so the outstanding balance stays honest. The dashboard adds these up into the Outstanding figure.
- Open the job and click the Payments tab.
- Click Record payment.
- Enter the amount, the date, the method, and a reference.
- Save it.
Mark the job completed
- Open the job and click Edit job.
- Change Status to Completed.
- Click Save changes.
Completing a job is not deleting it. Delete job is a separate action on the job page and it removes the record.
What changes after closing
- The job drops out of the Active filter on the Jobs list and off the dashboard's active jobs
- It stops being offered when somebody picks a job to clock in to
- It stops being offered when a receipt is being filed
- The job page, its costs, and its full history stay exactly where they are
You can still open a completed job from the Jobs list using the Completed filter, and you can set the status back to Active from the edit screen if the customer calls you back out.
Keep a copy
- Click Settings in the sidebar, then Export Data.
- Click Export CSV next to Jobs, Receipts, Timesheets, or Everything.
- The file downloads to the device you are on.
The CSVs open in Excel and Numbers and import into QuickBooks, which is usually what an accountant asks for at year end. Nothing is sent to a third party as part of an export.