Job Progress

Jobs > Job Progress shows every job card (one trade on one job) that has started, with a progress bar for each. Operations and project managers use it to see at a glance which trades are close to finished and which have stalled. This page also explains how progress is reported and what happens automatically when it changes.

What you see

Each row is a job card, not a whole job. A job with a painter and a plasterer appears as two rows, each with its own percentage.

Only job cards with progress above 0% are shown. Rows are ordered from highest percentage to lowest, 15 per page.

Filters

Filter	What it does
Job Status	Multi-select. Defaults to In Progress so you see live jobs. Clear it or add other statuses (for example Completed or On Hold) to widen the view.
Tradesperson	Show only job cards assigned to one tradesperson.
Profession	Show only one trade, for example Painter or Plasterer.

The list reloads as soon as you change a filter.

Columns

Column	Meaning
Job Reference	The job reference number. Click it to open the job page in a new tab.
Tradesperson	The tradesperson assigned to this job card.
Profession	The trade for this job card.
Suburd	The suburb of the job site. (The column heading is misspelt in the app.)
Percent Completed	A progress bar with the percentage inside it. Orange while the job card is under way, green once it reaches 100%.
Job Price	The tradesperson’s price for this job card (what the tradesperson will be paid for it), not the customer’s job price.

Job statuses in the filter

Status	Meaning
Pending Deposit	Quote accepted, deposit invoice not yet paid.
Deposit Paid	Deposit received, not yet scheduled.
Ready to Schedule	Ready for the planning board.
Accepted	Accepted and moving through the accepted jobs flow.
Colour Consultancy Pending	Colour consultation not yet agreed.
Waiting Service Agreement	Waiting on the customer or tradesperson service agreement (originally named Colour Consultancy Agreed).
Waiting on Trades	Booked but waiting on tradespersons before it can start.
In Progress	Every job card on the job has a start date. Set automatically.
On Hold	A project manager put the job on hold in a site report.
Completed	The job has been reported 100% complete.
Paid	Everything finished and paid.
Cancelled	The job was cancelled.

The full meaning of each status is on Jobs.

What you can do

Find stalled or nearly finished work

1. Leave Job Status on In Progress.
2. Pick a Profession or Tradesperson if you want to focus.
3. Scan the Percent Completed bars. Job cards sitting at the same percentage for a long time may need a project manager visit or a call to the tradesperson.
4. Click the Job Reference to open the job and check its timeline, reports and site visits.

This page is read-only. Progress is changed through the reporting flows described below, not by typing into this table.

Where the percentages come from

There is no “set percentage” box in the web app. Progress moves through four routes.

1. Project manager site report (iPad app)

This is the main route. On the iPad app a project manager opens the job and completes a Supervisor Report. Under JOB PROGRESS there is a slider for each job card and an overall job progress slider. When the report is submitted:

• Each job card’s percentage is updated to its slider value.
• The job’s overall percentage is updated.
• Everything listed under What a progress change triggers runs.

See Report Gallery for the full report form and iPad App for the app itself.

2. Tradesperson progress photos and advance requests

In the Tradesperson app a tradesperson opens their job card and taps Submit progress report. They add Progress photos and comments, and can tick Request advance. The app warns them that progress photos are visible to the customer on the job timeline.

When they submit:

• The job’s project manager receives a Progress Photos Submitted email with a link to the progress report page.
• If Request advance was ticked, the project manager also receives a Request Advance for Job #… email.
• The photos appear on the customer’s job timeline and in the Painter Progress Photos tab of the Report Gallery.

The progress report page (opened from the email) shows the job card reference, customer, date, project manager, the photos and the tradesperson’s comments.

If an advance was requested and the job card is under 100%, a logged-in project manager, estimator or management user also sees an Approve advance section:

1. Drag the slider to the new percentage for the job card. It cannot go below the current percentage. The dollar value beside it is that share of the tradesperson’s price including GST.
2. Check the figures: Advance amount (the value of the progress gained), Outstanding Material Spend (materials bought for this job card not yet deducted from an advance) and Net Advance Amount (advance less materials).
3. Click Approve advance.

This sets the job card’s percentage to the slider value and creates the advance immediately, with the note “Advance raised from Progress Photos”. Once approved, the slider is locked and the page shows Advance status.

If the slider would advance more than the job card’s price allows, the button is disabled and the page says the customer must be invoiced first and that a full job report should be created on the iPad instead.

Which trades can request advances

The original design intent was that painters could not request advances this way, only other trades. The current Tradesperson app shows the Request advance option regardless of trade. Painters’ advances are normally driven by the project manager’s site report.

3. Small job photo upload

For job cards priced under $3,000, when the tradesperson uploads their completion photos through the work order page, the job card is marked Completed at 100% automatically and the project manager receives a “#reference Completed” email. For job cards $3,000 and over, the photos are saved and the project manager receives a “#reference photos have been submitted” email instead; the percentage is then set by a site report.

4. Final sign off

If the project manager submits a report at 100% with the customer’s name and signature on the iPad, the job’s final sign off is recorded at the same time.

What a progress change triggers

Whenever a job card’s percentage goes up, the following happen automatically.

Tradesperson advance. The app calculates the value of the progress gained (tradesperson price for the job card multiplied by the percentage increase), subtracts any material purchases not yet allocated to an advance (see Materials), and either creates a new Suggested advance or adds to an existing Suggested advance for that job card. Office staff then approve it from Suggested Advances. Materials used are attached to the advance so they are only deducted once.

Job card completion. At 100% the job card is marked Completed with a completion date.

Painter feedback email. When a painter’s job card reaches exactly 50% or 100%, the painter receives a “How was your experience on job #…” email asking for feedback.

Job status. When every job card on a job has a start date, the job becomes In Progress. When the job’s overall percentage reaches 100%, the job becomes Completed.

Customer emails. When the job’s overall percentage first crosses 50% (and is not yet 100%), the customer receives a Half Way Point email. When it reaches 100% for the first time, the customer receives a “Thank you for choosing Rochele Painting” feedback email.

Releasing customer progress invoices

Progress payments on the original quote are created as Hidden invoices, each with a milestone percentage. When the project manager’s report moves the job’s overall percentage up, every Hidden invoice whose milestone is at or below the new percentage is released to Suggested, ready for the office to approve in Suggested Invoices.

Two exceptions:

• Jobs on a repayment plan do not release invoices by progress. Their instalments are released by date instead.
• Variation invoices are never released by job progress. This was a deliberate change so that a site report could not accidentally bill a variation the customer had not yet seen work on.

Variation billing by progress

Variations have their own progress billing, driven only by the progress of the variation’s own job cards (whether set by a site report or by the advance slider):

• Variations up to $10,000: the variation invoice is released in full when every job card on the variation reaches 100%.
• Variations over $10,000: when the weighted progress of the variation’s job cards reaches 50%, a Progress Payment for Variation invoice for half the value is suggested. The remainder is suggested when every job card reaches 100%.

Internal variations (not billed to the customer) are skipped. If a variation invoice has already been sent or paid, progress does nothing further.

Sending and resending work orders (job cards)

Each tradesperson receives a work order for their job card. It is a web page the tradesperson opens from an email and SMS link, and it is what the office means by “job card”.

To send or resend one from the job page:

1. Open the job and find the job card.
2. Click Actions on the job card and choose Send Work Order (or Resend Work Order if it has been sent before).
3. The tradesperson receives the work order email and SMS again. The job card is highlighted on the job page once it has been sent.

On the Planning Board the same action is available as the Send Work Order icon on a job card.

What the tradesperson sees on the work order page:

• Important notes: a prompt to complete and sign the safe work method statement (until done, it says “Please complete and sign off the safe work method statement”), the confirmed start date, a “Photo required for payment on this job” reminder where applicable, Inspected property photos before starting the job and Job Progress Photos upload areas.
• Sticky notes and global specifications for the job.
• The list of other trades on the job, the scope of work and items for their trade, and the customer’s details.
• Pricing only when logged in: Quoted Price and Tradesperson Price. Guests see “Log in to see more details”.
• Documents marked as viewable by tradespersons, once the job is In Progress.

Tradespersons can open the link for six months after the start date (or completion date). After that it expires and the office needs to help them another way.

If you change the tradesperson on a job card that has already been sent, the previous tradesperson receives a reschedule notice and the “sent” flag is cleared so you can send the work order to the new person.

How it works behind the scenes

• The Job progress follow-up email task runs every second Monday at 5:00 am. It finds In Progress jobs that have started and still have Hidden progress invoices not yet issued, and emails the office a Job Progress Follow Up Required list so someone can check whether a site report is overdue.
• Progress reports from tradespersons, site reports from project managers and the photos on both are all visible on the job timeline. Photos from tradesperson progress reports are shown to the customer; the intent is that the tradesperson’s comments are for staff only.
• Job cards and reports are described further in Jobs and Project Manager Visits.

Tips and gotchas

• Percentages are per job card. The job’s overall percentage (used for customer invoices) is set separately by the project manager’s overall slider, so a job can show one trade at 100% while the job is still at 60%.
• If a job card’s progress went up but no advance appeared, check whether the tradesperson had unallocated materials worth more than the progress gained. The net advance can be zero or negative, and the iPad app blocks reports that would create a negative advance.
• Because the default filter is In Progress, jobs that were put On Hold disappear from this page until you add On Hold to the filter.
• Nothing on this page changes data. To correct a wrong percentage, a project manager should submit a corrected site report on the iPad. Progress cannot be reduced through the advance slider.