Create jobs

1:29

Create a Job (1:29 video). Open on its own page

Create a job

1. 1Open Create job ("Start from a service you sell, or start blank."). Under Start from a service, your services are grouped by kind: Recurring services, Work orders and Multi-visit work orders, each with its price or "No price set" (a search box appears when you have more than 6). Click one: a recurring service opens New Recurring Service filled in from it; a work order opens New Work Order filled in with its name, line items, discounts, tasks, deposit, Repeats or visit plan, and time at stop.
2. 2No service for this job? Under Or start blank, click Recurring service (recurring visits on a route) or Work order (one job with its own visit or visits). Both are single scrolling forms. The Start from a service button at the top of each form fills it from a service too (see "Start from a service" below).
3. 3Pick the customer, service location, rate, billing mode, and the task templates that make up the technician's checklist.
4. 4From a customer's page, skip the customer step: the Recurring Service and Work Order buttons at the top of the Overview tab, and Add recurring service / Add work order on the Jobs tab, open the same blank forms with that customer and their first service location already picked (change the location if they have more than one). To start from a service, use the Start from a service button at the top of the form. The buttons are hidden for archived and blocked customers and for roles without the Create jobs permission.
5. 5A work order that comes back on a fixed interval (a quarterly pressure wash, say) can be set to repeat with the Repeats checkbox under the deposit options; how that works is in Work orders to schedule.
6. 6Two choices on these forms need permissions beyond creating jobs. The Bill externally checkbox (New Work Order) and the Bill Externally tab (New Recurring Service) need "Change job pricing & billing": without it they are hidden and the job is billed per visit in Pool Founder. The Send service report email checkbox needs "Turn service report emails on or off": without it the checkbox is greyed out and keeps its default (on for a recurring service, off for a work order), but Customize email still works when it is on. See roles and permissions.
7. 7Submit with Create Job (maintenance) or Create Work Order / Create & Schedule (work order).

• You never have to invent a job name — it is filled in from the service you pick, and you can rename it later with the pencil next to the job name on the job page.
• Jobs are labelled by customer, not by job name: the Jobs list's first column is Customer (click the name to open the job; the small person icon opens the customer), the job page's title is the customer's name, and ⌘K search results for a job show the customer with the job name and type underneath. Customers set to display as a company show the company name. The job name (for example "Weekly Service" or a work order's name) always appears as the smaller line beneath, so a customer's regular service and a work order stay easy to tell apart.
• $0-rate jobs are allowed — for example, chemicals-only billing where only chemical charges are billed.
• For maintenance billing options (per-visit, monthly or weekly flat rate, external), see maintenance billing modes.

Find your way around a job's page

Open a job from the All jobs list (or from the customer's page) to see its page. The card at the top shows the customer's name (click it to open the customer), the job name with a pencil to rename it, the job type, its service (or "No service"), and status pills. On the right are one next-step button that follows the job's stage, the everyday buttons Edit tasks and, on a recurring service with visits coming up, Skip a visit (pick the date, then confirm Remove from Schedule), and More actions (⋯), which holds everything else.

• Work orders: Schedule when nothing is booked; Send deposit invoice when a deposit is required but was never sent; View deposit invoice while the deposit invoice is out and unpaid with nothing booked; Mark parts received while it is on hold waiting on parts; Log Completion once it is scheduled or in progress; Complete Work Order when it has been worked on, nothing else is booked, and no tasks are left; Create Invoice once it is completed and not billed; View Invoice while the invoice is unpaid. When there is nothing left to do, a green label shows instead of a button: Paid, Billed, Billing with maintenance, Billed outside the app, or No charge.
• Recurring services: Add to route when the job is not on a route, Resume when it is suspended, and Log Completion otherwise.
• Archived jobs: Unarchive.

More actions lists only the items that apply to the job and your role: first Archive; then Log Completion, Complete Work Order, Schedule (Reopen & Schedule on a completed work order), and Add note for next visit; under Scheduling, Mark ASAP / Remove ASAP, Set appointment time / Change appointment time, Put on hold, Repeat, and Suspend (recurring services); under Parts, Order parts and Order parts from Heritage; under Billing, Create Invoice, Add to Next Maintenance Invoice, Mark as Billed, and View Invoice; under Service (recurring services), Change service and Save as service. Whatever the next-step button already shows is left out of More actions.

Under the header, a recurring service has a row of tiles, and clicking a tile opens the tab behind it: Next visit (Schedule), Last visit (Visits), Tasks (Tasks), Last invoice (Billing; only for roles that can see invoices), and Open alerts (Overview). A work order has a five-step tracker instead, inside the job card: Schedule (Scheduled once booked), Work done, Completed, Billed, and Paid, each with its date or detail. A small line under it shows the tasks done, the deposit and whether it is paid (for roles that can see invoices), and the open alerts. The price shows once, in the job card below.

The rest of the page is split into tabs. The open tab is kept in the page address, so a link or a refresh lands on the same tab. Every tab starts with the controls you use; charts and history sit lower down or on the Insights tab.

• Overview: some cards only show when they have something in them. On a work order: the ASAP, appointment time, and waiting-on-parts card (when the job is ASAP, has an appointment time, is on hold, or had parts received), Parts orders (once an order exists; start one from More actions → Order parts), and the booked visits (upcoming and skipped visits, once something is booked). On any job: Notes for next visit (once a note is pinned; add one from More actions → Add note for next visit). Then come one-line banners, each with its action: Suspended (Resume), Billed outside the app (Change, which opens Rate & billing on a recurring service or the Billing tab on a work order), billing with maintenance (View recurring service, Undo), Marked as Billed (Undo), Created from a quote (Open quote), and Deposit not invoiced yet or Deposit hasn't been paid yet (Go to deposit). Repeating work orders have a banner with Skip this one and Stop repeating, and there are notices for waiting on parts and tasks not scheduled. Below those: the job summary (rate and billing with its edit pencil, estimated time, Create Invoice for pending visits, the last invoice, customer contact, and the service location with its notes), Customer updates (Service emails and On the way texts), the Notes card, Bodies of Water, and Technician Alerts.
• Tasks: the task list (edit it with the Edit tasks button at the top right). The Edit Tasks dialog is a table with Task, Body of water (General or one pool or spa), How often, Price (recurring services, for roles with pricing access), and a Required switch; drag rows to reorder them, and use Add Task, Apply Group, New Group, or New Task Template. Then Task history, a grid of each task against the last 10 visits: a dot when it was done, a half dot when partly done (some bodies of water), a ring when not done, a dash when it was not due, and a dashed ring (Not recorded) when the visit saved no checklist. Each task has a bar showing how often it gets done, and the Per visit footer shows how many due tasks were done on each visit.
• Schedule (recurring services only; a work order's booked visits are on its Overview, and Schedule, Repeat, and the appointment time are in More actions): the Schedule card first (routes, Add to Route, Edit Schedule, Transfer, Remove, upcoming visits, and Customer requests: preferred days, preferred technicians, and visits per week), then the seasonal Service Schedule, then on recurring services a two-month Calendar: visit days colored by technician, completed visits checked, skipped dates crossed out, and today outlined. Work orders have no calendar.
• Visits: the Visit history list straight away. Each row shows the date and time, the technician with their time on site, chips for tasks done (x/y with a small bar), chemicals, parts, photos, costs, and a note, and the amount. Click a visit to open it: the note on top, then Tasks and photos, then Chemicals, Parts, and Job costs (each with Edit; chemicals lock once the visit is invoiced), and a receipt (Service rate with its edit pencil, chemicals, parts, Visit total, and Job costs (not billed)) with Send Report, View Sent Email (when a report was sent), and View full details. Service report feedback is below the list.
• Billing on a recurring service: a How this job bills panel at the top (the rate and unit, how and when it is invoiced, the next invoice date, an Edit rate & billing button, a progress bar for the current billing period, and a money strip: Billed to date, Paid, Open balance, and Not yet invoiced with a Create invoice button when visits are waiting to be billed), a 12-month invoice chart once the job has two or more invoices, then Charges (Chemicals, Recurring charges, One-time charges & discounts, Pass credit card fees) and Invoicing (Bill even without service, AutoPay), then Invoices. On a work order: the quote it came from (Created from a quote) and any Follow-up quote from a visit first, each with Open quote, then Pricing (edit the line items), then the Deposit card, the Bill externally row under Invoicing, then the invoice. Work orders have no How this job bills panel.
• Insights on a recurring service: Visits by week (one column per week, so gaps show missed weeks; upcoming weeks are outlined), Time on site and chemicals (a strip of stats plus a chart with one column per visit), Chemistry Trends, and the Profitability card (which needs the profitability permission). A work order shows only Chemistry Trends and Profitability. The Insights tab only appears when there is something to show.

A work order's tabs are Overview, Tasks, Visits, Billing, Activity, and Insights. It has no Schedule tab: its booked visits are on Overview, and scheduling is the next-step button or More actions. A recurring service has Overview, Tasks, Schedule, Visits, Billing, Activity, and Insights.

A job's Activity tab

Every job page has an Activity tab: the job's history as one table of When, What happened, and By, newest first. See Job activity for what it lists.

Work order line items: parts, quantities, and sales tax

A work order's Line Items are the charges that go on the customer's invoice. Next to the heading are Copy from Job, Add from catalog, and Add (a plain line with a title and one price).

• Add from catalog searches your parts and chemicals ("Search parts and chemicals"), showing each item's price, stock, and tax rate. Click or press Enter to add; the list stays open for more. Catalog lines show a Part or Chemical badge and price as Qty × Unit price = Amount.
• Every line has a Taxable switch. Turning it on fills in your Default tax rate from Invoice Settings; catalog lines start at the item's own rate. With no default set, a Set a default rate in Invoice settings link appears.
• The optional description sits behind Add details.
• A catalog line needs both a quantity and a unit price. If either is blank the row says "Enter a quantity and unit price" and the work order won't save until you fill it in or remove the line.
• The totals show Subtotal, Discounts, your tax row, and Total. With Require Deposit checked, pick a Deposit Type of Flat Amount or Percentage; the form notes "A percentage deposit is taken on the total after discounts, including tax." and shows the amount under the field (for example "50% of the total after discounts, including tax ($972.00) = $486.00").
• After creating, the Pricing card on the work order's Billing tab shows each line's quantity and "Taxable 6%" plus the tax row, and the total in the job summary on the Overview tab reads "Includes $X Sales tax". Its pencil opens Edit Pricing, with the same Add from catalog and Taxable controls.
• Adding parts as line items never changes stock. Invoicing the work order charges each line's tax automatically.

Services, Copy from Job, and quotes converted with Create Work Order keep every line field (quantity, unit price, catalog link, and tax rate). Details: catalog parts and taxable line items.

Start from a service

The Start from a service button at the top of the New Recurring Service form (formerly Load service plan) lists your Recurring services (with a Search services… box at the top when there are more than six) and pre-fills the job from the one you pick (a "Started from" message names it). A recurring service on a pool has Save as service (in the job page's More actions menu, and a button at the bottom of New Recurring Service) so a job you just configured can become the starting point for the next one. Your recurring services (formerly called service plans or packages) live on the Services page — each carries a rate, billing mode, and task checklist — and when you save an edit to one, you choose whether its open jobs get the changes. With QuickBooks connected, a recurring service can also carry a QuickBooks item that the service charge of every job on it posts to; see QuickBooks sync.

On the New Work Order form, the same Start from a service button (formerly Load one-time service) lists your Work orders and Multi-visit work orders. Pick one to fill in its line items, tasks, deposit, and Repeats or visit plan. Picking a different service later replaces the visit plan and Repeats with the new service's (a work order service with neither clears them), and replaces the work order name when it is empty or still the previous service's name; a name you typed yourself is kept. The menu ends with Manage services…. With no services, the button reads Create a service. All services live on the Services page (sidebar → Services → Services); see tasks, task groups & services. The technician app uses the same Start from a service button on its new recurring service, work order and quote forms.

Work orders for people who aren't customers yet

A work order doesn't require an existing customer. Use Quick add contact to create one on the spot:

1. 1In the work order form, open the Service Location dropdown and choose Quick add contact at the bottom of the list.
2. 2Enter an email or phone number plus the service address (name is optional), then click Create Contact.
3. 3A minimal customer and service location are created automatically and selected — so invoicing, emails, and routes all work normally. If the email or phone already matches a customer, that customer is reused instead of duplicated.

The customer's details can be filled in later on their customer page. The same quick-add option exists in the technician mobile app's work order form — see work orders in the field.

Task checklists

The task templates you pick on the create form become the checklist the technician works through on each visit — checkoff items, text entries, multiple choice, and water chemistry readings. To build reusable checklists and apply the same one to many jobs by job type, see task templates and groups. On a recurring service, the $ box beside a task sets a price that is charged on the next maintenance invoice only on visits where the task is checked off; see priced tasks. Starting from a recurring service also fills in the task prices set on it, and applying a task group adds its tasks with the prices set on the group.

Per-stop task overrides: "Just today" tasks

A job's checklist doesn't have to be the same every visit. On a route page's day view, each stop has an edit-tasks button that opens the Tasks for this stop dialog, which splits the checklist into two lists:

• Every visit — the job's permanent tasks. Changes here (adding, removing, or toggling required) update the job itself.
• Just today — one-off tasks for this stop on this date only. They vanish from the checklist after the visit.

The Add task picker searches your task templates and asks which scope to add to — Just today or Every visit. Each task row also has a required/optional toggle ("Required — click to make optional"), so a normally-required task can be relaxed for one visit, or a one-off task made required. Technicians can add "just today" tasks from the mobile app too.

Find jobs in the All jobs list

Click View all jobs on the Jobs page (or press cmd+K and search "All Jobs") to open the All jobs list. It lists every job, most recently updated first. Search by name, customer, address, or notes, or click Filters:

• Job Type: All, Maintenance, or Work Order.
• Work Order Status: Open (anything not done yet), Not Started, Scheduled (a visit is booked ahead), In Progress (visited, with a visit booked ahead or tasks left), Done, Invoiced, or Paid. Picking a status shows work orders only. Click the selected status again to clear it.
• Technician: jobs on that technician's routes, both their regular stops and work orders booked on one of their routes from today on. Only technicians with a route are listed.
• Route: jobs on one route, the same way.
• Created: jobs created between two dates (in your company's time zone). Fill in just one date for "on or after" or "on or before".
• Tasks: jobs that have, or are missing, a task. Add as many as you need; a job must match all of them.
• Archived: Show archived jobs lists archived jobs instead of active ones.

Active filters show as chips next to the Filters button; click the x on a chip to remove it. A work order booked on a day that passed with no visit logged goes back to Not Started overnight. Each filter takes one value (one status, one technician, one route), and different filters combine. Your filters and search are kept in the page address, so they stay when you open a job and come back or reload the page, and you can bookmark or share a filtered list. To see work orders waiting for a visit, use Work orders to schedule.

To sort the list, click a column header (Customer, Type, Task Group, Location, or Rate); click it again to reverse the order. An arrow next to the header shows the column and direction in use. Rate starts highest first and the text columns start A to Z; Type groups recurring services before work orders. The Sort dropdown next to Filters also offers Last updated (the default) and Newest (most recently created first). Sorting applies to the whole filtered list, not just the rows on screen, and the sort is kept in the page address with your filters. Jobs with no task group sort before named groups. While you search, results are ordered by best match and the headers don't sort.

Rename several jobs at once

To rename a batch of jobs (say, every "Weekly Service" that is now "Biweekly Service"), select them in the All jobs list (Jobs → View all jobs):

1. 1Tick the checkbox at the start of each job's row, or the checkbox in the header to select every job loaded on screen. Search and filters keep your selection, so you can search for more jobs and add them.
2. 2In the bar at the bottom of the page ({N} selected), click Rename Selected.
3. 3Choose Find and Replace to swap text inside each name (Find is not case sensitive; leave Replace with blank to delete the text), or Set Name to give every selected job the same name.
4. 4Check the preview of old and new names, then click Rename {N} Jobs.

• Only job names change. Rates, schedules, tasks and customers stay as they are.
• With Find and Replace, jobs whose name doesn't contain the text are left alone and counted as "left as is".
• Up to 200 jobs per rename.
• Needs the Edit jobs permission; the checkboxes only show for roles that have it, and not while Show archived jobs is on.
• There is no Undo button for a bulk rename. Run the opposite Find and Replace to change names back.

Reviewing field-created work orders

When a work order is created from an unplanned stop in the field, it can land in an office review queue instead of billing immediately. (Creating one takes the "Create jobs" permission, which the built-in Technician role doesn't have; see roles and permissions.) The Field Work Orders Review page (search "Field Work Orders Review" with ⌘K) lists each pending work order with a Created in Field badge, who created it, the route date, customer, service location, notes, and line items with a total. Three ways to resolve each one:

• Approve & Create Invoice — approves the work order as-is so it can be invoiced.
• Edit & Approve — opens the line items for editing (change descriptions and amounts, add or remove lines, Add from catalog, turn Taxable on or off, watch the total update) before approving with Save & Approve.
• Reject — archives the work order; it will not be invoiced.

Every review dialog has an optional Admin Notes field for recording why you approved, changed, or rejected the work order, and a View Details button opens the full job page. For how technicians create these on their phones, see field work orders and stops; for invoicing approved ones, see work order billing.

Frequently asked questions

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