Job Book Manual

Where to start: the Overview if you are new to Job Book, the Administration Guide for the office, the Technician / Site Staff Guide for the field, and the Tasks and Scheduling, Leave Tracking, Assets and Safety modules.

The two guides are organised by role. The four modules after them are add-ons, which not every company has.

The manual also has two video series on YouTube: the Job Book Setup Guide playlist walks through the initial setup, and the Job Book How To Use Guide playlist covers the day-to-day work. Each page below links its own episode where there is one.

Administration Guide

This guide is for Administrators and Managers, the people who set Job Book up and run it from the office. It covers the company settings and rates behind every job, creating clients and jobs, the daily work records and expenses that come in from the field, approving and invoicing them, and the reports that show what the work cost.

  1. Overview

    1. What is Job Book?
    2. How will Job Book improve my life?
      1. Administrators
      2. Management
      3. Job Coordinators
      4. Technicians
    3. How will Job Book improve my company?
      1. Improve Profitability
      2. Improve Accountability
      3. Improve Sustainability
    4. Now is the Time
    5. Introduction videos

  2. Dashboard

    1. Key Concepts
    2. The cards
    3. What each role sees
    4. Opening a screen from a card
    5. Using the Navigate menu
    6. Opening Settings
    7. Acting on “Actions required”
    8. Setting up your signature
    9. Video

  3. Users and Employee Profiles

    1. User accounts
    2. User Roles
      1. Technician
      2. Job Coordinator
      3. Manager
      4. Administrator
    3. Which screens each role can view
    4. Modify / Create / Delete
    5. Report Access
    6. Tasks / Scheduling (if Scheduling module enabled)
    7. Leave Requests (if module enabled)
    8. Adding Users and Setting Roles
    9. Employees
    10. Adding Employees

  4. Administration Settings

    1. Setting up a new Job Book system
    2. Offices
    3. Line Items
      1. Labour Cost Items
      2. Equipment and Materials
      3. Fixed Price Items
    4. Expense Items
    5. The Other Administration Screens
      1. Asset Locations
      2. Training Courses
      3. Vehicles

  5. Rate Sheets

    1. Key Concepts
    2. Creating a rate sheet
    3. Adding a line item
    4. Cloning a rate sheet
    5. Retiring a rate sheet
    6. Applying a rate sheet to a client or a job
    7. Standard Rates
    8. Video

  6. Clients

    1. Key Concepts
    2. Seeing the jobs for a client
    3. Creating a client
    4. Adding contacts
    5. Adding billing addresses
    6. Editing a client
    7. Retiring a client
    8. Video

  7. Job Setup

    1. Key Concepts
    2. Creating a job
    3. Basic configuration
    4. Billing configuration
    5. Adding line items
    6. Splitting a job into phases
    7. Archiving and removing line items
    8. Editing and cloning jobs
    9. Activating and deactivating jobs
    10. Video

  8. Job and Client Attribute Tags

    1. Where the Tags Are Set
    2. Client Types
    3. Job Categories
    4. Job Scopes
    5. Job Statuses

  9. Active Job Dashboard

    1. Key Concepts
    2. Seeing the invoices on a job
    3. Opening a report or starting an invoice
    4. Sorting, filtering, grouping and templates
    5. Best practices
    6. Video

  10. Report Grids

    1. Key Concepts
    2. What differs from screen to screen
    3. Sorting
    4. Filtering
    5. Choosing columns
    6. Grouping
    7. Saving a layout as a template
    8. Exporting to Excel

  11. Job Reports

    1. Key Concepts
    2. Job Charge-Out Rate Report
    3. Job Charge-Out Rate Summary Report
    4. Job History Report
    5. Creating an invoice from a job
    6. Video

  12. DWR Entry

    1. Key Concepts
    2. Creating a DWR
    3. Editing a DWR after you submit it
    4. Best practices
    5. Video

  13. DWR Approval

    1. Key Concepts
    2. Sorting, filtering and grouping
    3. Correcting a DWR before you approve it
    4. Approving DWRs
    5. Undoing an approval
    6. Where an approved DWR goes
    7. Best practices
    8. Video

  14. Backlog Grids

    1. Key Concepts
    2. What differs from backlog to backlog
    3. Picking rows and running the batch
    4. Sorting and grouping
    5. Filtering with the funnel
    6. Filtering with the filter row
    7. Expanding rows
    8. Undoing the last batch

  15. Invoices

    1. Key Concepts
    2. Creating an invoice
    3. Moving an invoice to the next stage
    4. Exporting invoice lines by date range
    5. Best practices
    6. Video

  16. Invoicing a Time & Materials Job

    1. How a time and materials invoice is built
    2. Invoice Creation
    3. Where the new invoice goes
    4. Best Practices
    5. Video

  17. Invoicing a Fixed Price Job

    1. How a fixed price invoice is built
    2. Invoice Creation
    3. Where the new invoice goes
    4. Video

  18. Invoice Process Backlog

    1. Key Concepts
    2. Syncing invoices to QuickBooks, Sage, Xero or Deltek
    3. Exporting an invoice file for your accounting system
    4. Downloading the invoice PDFs
    5. Processing a batch
    6. Undoing the last batch
    7. Best practices
    8. Video

  19. Expense Entry

    1. Key Concepts
    2. Creating an expense
    3. Submitting a draft
    4. Best practices
    5. Video

  20. Expense Approval

    1. Key Concepts
    2. Sorting, filtering and grouping
    3. Correcting an expense before you approve it
    4. Approving expenses
    5. Undoing an approval
    6. What happens after approval
    7. Best practices
    8. Video

  21. Job Maps

    1. Key Concepts
    2. Filtering what you see
    3. Using the map

  22. Personal Reports

    1. Key Concepts
    2. My Time Cards
    3. My Expenses

  23. Time and Expense Reports

    1. Key Concepts
    2. Time Card Report
    3. Time Grid
    4. Utilization Report
    5. Expense Report

  24. Cost Reports (Line Item and WIP)

    1. Key Concepts
    2. Line Item Report
    3. Work in Progress (WIP) Report

Technician / Site Staff Guide

This guide is for Technicians and anyone else who works on site, on a phone as often as on a computer. It covers the four things every field worker does in Job Book: setting up their account, filing a daily work record, filing an expense, and checking their own hours and expenses. If your company uses them, your dashboard also carries My Tasks (see Personal Task Management), Leave Requests (see Leave Requests), Assets and Safety, which have their own sections below.

  1. Site Staff Initial Setup

    1. Your welcome email
    2. Setting your password
    3. Signing in from then on
    4. Adding your signature
    5. Finding your way around
    6. Changing your password or signature later

  2. Site Staff DWR Entry

    1. Key Concepts
    2. Filing a DWR, step by step
    3. Where to look when you need the DWR again
    4. Best practices
    5. Video

  3. Site Staff Expense Entry

    1. Key Concepts
    2. Filing an expense, step by step
    3. Where to look when you need the expense again
    4. Best practices
    5. Video

  4. Site Staff Personal Reports

    1. Key Concepts
    2. My Time Cards
    3. My Expenses

Tasks and Scheduling

Tasks and Scheduling is a paid add-on. Managers use it to plan the work and Technicians to carry it out: task templates, a job’s task plan, the scheduling calendar, your own tasks, and the task dashboard.

  1. Overview

    1. What the Tasks and Scheduling module does
    2. Key Concepts
    3. How It All Fits Together

  2. Task Templates

    1. Key Concepts
    2. Exploring Task Templates
    3. Viewing a Task Template
    4. Editing a Task Template

  3. Task Plans

    1. Key Concepts
    2. Navigating to a Job’s Task Plan
    3. Importing Task Templates
    4. Task Status
    5. Task Due Date
    6. Assigning Tasks
    7. Scheduled Tasks
    8. Adding and Organizing Tasks

  4. Task Scheduling

    1. Key Concepts
    2. Navigating to the Task Scheduler
    3. Understanding the Layout
    4. Scheduling a Task
    5. Modifying a Scheduled Task
    6. Editing Task Details
    7. Leave Tracking Integration
    8. Filtering the Calendar

  5. Personal Task Management

    1. My Schedule and My Unscheduled Tasks
    2. My Schedule
      1. Accessing My Schedule
      2. Viewing Your Schedule
      3. Changing Task Status in My Schedule
    3. My Unscheduled Tasks
      1. Accessing My Unscheduled Tasks
      2. Viewing Your Unscheduled Tasks
      3. Changing Task Status in My Unscheduled Tasks

  6. Task Dashboard

    1. What the Task Dashboard shows
    2. Accessing the Task Dashboard
    3. Features
      1. Understanding the Columns
      2. Customizing Your View

Leave Tracking

Leave Tracking is a paid add-on for the Administrators and Managers who review leave and the employees who ask for it: setting it up, making and reviewing a request, the leave report, and the company calendar.

  1. Overview

    1. What the Leave Tracking module does
    2. Key Concepts

  2. Leave Request Initial Setup

    1. Key Concepts
    2. Eligible Jobs
    3. Leave Types
    4. Employee Profiles
    5. Weekend Configuration
    6. 1. Create Labour Cost Items
    7. 2. Create a Leave Job
    8. 3. Update Employee Profiles

  3. Leave Requests

    1. Key Concepts
    2. Navigating Existing Leave Requests
    3. Creating a Leave Request
    4. Reviewing a Leave Request

  4. Leave Request Report

    1. Key Concepts
    2. Accessing the Report
    3. Understanding the Data
    4. Sorting and Filtering
    5. Navigating the Report

  5. Company Calendar

    1. Key Concepts
    2. Navigating to the Company Calendar
    3. Understanding the Layout
    4. Filtering the Calendar

Assets

Assets is a paid add-on. This guide is for everyone who uses company equipment and vehicles, and for the Managers and Administrators who keep the records: the asset list and form, flagging a problem, and the Asset Management grid.

  1. Assets

    1. Key Concepts
    2. One field, three labels
    3. Who can use Assets
    4. Creating an asset
    5. Editing an asset
    6. Flagging an asset for maintenance
    7. Managing assets in the grid

Safety

Safety is a paid add-on. This guide is for the Technicians who fill in safety forms in the field and for the Managers and Administrators who review them: the safety dashboard and the form types.

  1. Safety

    1. Key Concepts
    2. One form type, three labels
    3. Who can use Safety
    4. Creating a form
    5. Employee Incident Reports
    6. Hazard Assessments / Tailgate Meetings
    7. Hazard Near Miss Reports
    8. HSE Inspection Forms
    9. Light Vehicle Inspection
    10. Policy Documentation
    11. Training Records
    12. Unsafe Work Refusal Forms
    13. Witness Statements
    14. Worksite Observation Audits

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