Using job templates not only makes it faster to create new jobs, but also means that you can set up a standardised job structure for common types of work.
A job template can contain a number of tasks Tasks are the labour components of a job - the activities that staff perform as they work to complete the job. Time can be recorded against specific tasks, and those tasks can display as line items on the invoice. A job must include at least one task if time is to be recorded against that job. , costs In WorkflowMax, the term 'costs' is used to refer to expenses that you will incur when working on jobs. These costs do not include staff labour costs, which are based on the time worked on tasks. Costs may relate to physical items (such as plant, machinery, consumables) or to other expenses such as subcontractors or mileage. , milestones A milestone is a scheduled event that marks the completion of a significant deliverable element or component of a job. For example: send first draft to client; building inspector signoff. , to-do items To-do items are checklist items within a job task. They provide useful reminders of specific action items within the task, such as "confirm delivery" or "contact client". Staff can tick off completed to-do items as they work their way through the task. and other features that you can use as the basis for new jobs A job is the overall project that you or your organisation works on for a client. of a similar type.
Job templates can contain as many (or as few) items as you want, so you can easily build various job structures by progressively applying multiple additional templates to your job.
You can also use job templates as the basis for creating new recurring jobs The recurring job function is useful for businesses that provide regular ongoing work to clients, such as IT support or other contract-based businesses. Once a job has been set up to recur, WorkflowMax will automatically use it to create new jobs on the required dates or frequency. , estimates An estimate contains details of your best estimate of time or costs for completing a job. Your client should understand that an estimate is not a firm quotation for the exact number of hours or cost. In WorkflowMax there is no difference between an estimate and a quote, apart from the name. In practice, the client may expect that quoted costs will be more accurate than estimated costs, if the job goes ahead. See also Quote and Master quote. and quotes A quote contains details of the costs that your client should expect to incur if they proceed with the job. There may be some variation between the quoted costs and actual costs, but your client should have some confidence that this variation will be small. In WorkflowMax there is no difference between an estimate and a quote, apart from the name. In practice, the client may expect that quoted costs will be more accurate than estimated costs, if the job goes ahead. See also Master quote. .
Folders on job templates
Folders allow you to organise and group items on your job templates (and quotes or jobs based on those templates) into logical groups for quoting, costing, invoicing, reporting and management purposes. For further details, see about folders.