Accepted Jobs
Jobs > Accepted Jobs is the intake queue for scheduling. Every job that a customer has accepted but that does not yet have an approximate start date lands here. Office staff use it to ring the customer, agree a rough start, and hand the job over to the Planning Board. The number in brackets next to the menu item is the count of jobs nobody has contacted yet.
What you see
Section titled “What you see”Filters
Section titled “Filters”| Control | What it does |
|---|---|
| CC Pending, Ready to schedule, Accepted, Pending deposit, Deposit paid | Status checkboxes. All are ticked by default. Untick to hide a status. If you untick everything the list falls back to showing all five. |
| Search | Filters as you type on reference number, customer name and address. |
| Refresh | Reloads the list. |
Only jobs with no approximate start date are ever shown. As soon as you save a start date the job leaves this screen.
Columns
Section titled “Columns”| Column | Meaning |
|---|---|
| Job Id | The reference number. Clicking it opens the job in a new tab and marks the job as customer contacted. |
| Customer Name | First and last name. |
| Status | One of Accepted, Pending Deposit, Deposit Paid, Ready to Schedule or Colour Consultancy Pending (shown in the filter as CC Pending). See Jobs for what each means. |
| Suburb | Site suburb. |
| Value | Accepted price, shown in thousands (for example $12.50k). |
| Quote requested date | When the quote was first created. |
| Quote sent date | When the accepted quote version was sent to the customer. |
| Job accepted date | When the customer accepted, which is when the job was created. The list is sorted by this column, newest first. |
| Preferred start date | The start date the customer asked for when accepting. |
| Approximate Start Date | A date picker with a tick button (save) and a pencil button (add a note). |
Rows highlighted in light blue with bold text are jobs that have not yet been contacted. Once someone opens the job from this screen the highlight clears.
What you can do
Section titled “What you can do”Contact the customer and record it
Section titled “Contact the customer and record it”- Click the Job Id. The job opens in a new tab and the row is marked as contacted, which removes the highlight and reduces the menu counter.
- Ring the customer. Confirm access, colours, the preferred start date and, for larger jobs, that a project manager will be in touch to book a prestart meeting.
Give the job an approximate start date
Section titled “Give the job an approximate start date”- Pick a date in the Approximate Start Date column.
- Click the tick. The job’s approximate start date is saved, and every sub job on the job that has no approximate date yet inherits the same date.
- The job disappears from Accepted Jobs and appears on the Planning Board in that day’s column, ready for tradesperson allocation.
Add a note without leaving the screen
Section titled “Add a note without leaving the screen”- Click the pencil in the Approximate Start Date column.
- In the New Note modal write the note and choose the Visibility (internal, project manager accessible), the Importance (Standard or Sticky) and whether to Show on planning board.
- Save. Sticky notes appear under Important notes at the top of the job page; planning board notes show on the job’s card.
How it works behind the scenes
Section titled “How it works behind the scenes”Where these jobs come from
Section titled “Where these jobs come from”A job is created the moment a customer accepts a proposal (see Quotes). Proposals of $3,300 (incl GST) or less arrive as Accepted; anything higher arrives as Pending Deposit with a deposit invoice raised. When the deposit is marked paid the job becomes Deposit Paid, or Ready to Schedule if a start date already exists, or Colour Consultancy Pending if the job includes a colour consultant. All of those statuses stay in this queue until a start date is entered.
What needs to happen to move a job on
Section titled “What needs to happen to move a job on”- Deposit paid (for jobs over $3,300). Accounts marks the deposit invoice paid, usually via MYOB (see Invoices). Until then the job sits in Pending Deposit and the customer receives a deposit reminder email every 7 days.
- Colours agreed (for jobs with a colour consultant). The consultant’s work order is sent automatically when the deposit is paid; the job stays Colour Consultancy Pending until colours are signed off. The customer receives a colours reminder every 30 days.
- Customer contacted. Open the job from this screen to record it.
- Approximate start date entered. This is the only step that removes the job from the queue. From here the Planning Board takes over: allocate tradespersons, confirm dates, send work orders.
- Project manager assigned. Normally automatic from the PM Zones. If the job shows no project manager, use Validate Address on the job page with the assign PM box ticked, or set one manually. Jobs without a PM get no site visits and no prestart.
Deposit paid summary
Section titled “Deposit paid summary”Every morning at 7:00 am the Deposits paid summary task emails the configured summary recipient a list of every deposit (the first progress payment on a job) that was processed as paid the previous day: reference, PO number, customer, amount and paid date. Cancelled jobs are excluded. This is the daily prompt to work the new Deposit Paid rows on this screen.
Related automation
Section titled “Related automation”- Setting an approximate start date here is what starts the customer’s upcoming job countdown emails (7 weeks out to 1 week out), provided a PM is assigned and every sub job is scheduled.
- The Pending deposit and colour consultancy reminders task (8:00 am daily) sends the Pending Deposit and Colour Consultancy Pending reminders described above.
Tips and gotchas
Section titled “Tips and gotchas”- The highlight only clears when the job is opened from this screen. Opening the same job from the Jobs list does not mark it contacted.
- The date you save here is the approximate start. Confirmed start dates are set per sub job on the Planning Board or the job’s Tradespersons tab.
- Searching resets the list to page one; the status checkboxes stay as you left them.
- A job that reappears here after being scheduled has had its start date cleared, usually from the Planning Board job modal. Check the job’s Log tab to see who cleared it.
- Cancelled and On Hold jobs never show here. If a job has vanished from the queue but is not on the Planning Board, check its status on the Jobs list.