Running a service job (job orders)

What a job is

A job is a job order. It is work for a customer, done by one or more of your technicians, often at the customer's place. You price it with job lines (labour, parts and services), then turn it into an invoice.

Use a job for aircon cleaning, repairs, installations and check-ups, or any visit where the final price depends on the work.

Before your first job

• Put your price list in Services, not Products. Go to Services → Import with AI and paste your list, or press Add Service. For home visits, set the location to At Customer.
• Put parts and units you sell in Products. Turn on Track Inventory to keep stock counts.
• Add your technicians in Team → Add Member. Then open each one and press Send Invite so they can sign in to the Wemu Team app. See Adding team members.

1. A customer calls: create the job

1. Go to Tasks and press New task.
2. Under Task Type, choose Job.
3. Customer: search by name, phone or email. A new caller? Press New customer, fill in Name, Phone (e.g. +63 9XX XXX XXXX) and Address, and press Save customer. Email is optional.
4. Service address: where the technician goes. Wemu fills it in from the customer's address. Change it if the job is somewhere else, and add a landmark if it helps.
5. Title: the job, e.g. "Aircon cleaning, 2 units".
6. Description: the problem, the unit and access notes, e.g. "Wall mounted 1.5HP, not cooling. Blue gate."
7. Assignees: tap the technicians who are going. You start selected as You. Tap You to take yourself off.
8. Due Date & Time: when they should arrive. Duration: how long the visit takes. It starts at 2 hours.
9. Subtasks (optional): the checklist. Press Add Subtask for each step, e.g. "Wash filters", "Clean coils", "Check pressure", "Test run".
10. Press Save Job. Wemu opens the job.

Everyone you assigned gets an email and a notification in the Wemu Team app, and a reminder 30 minutes before the visit.

2. The technician does the work

The technician opens the Wemu Team app and goes to Tasks → My tasks. They tap the job to see the details, the customer and the checklist. Tapping the customer lets them call or text.

On site:

1. Tap ⋮ → In progress when they start.
2. Tick off the checklist.
3. Add photos and notes in Comments, e.g. the unit before and after. Take the photo with the camera first, then attach it.
4. Tap ⋮ → Mark as done when they finish.

In the web app, a job moves through Pending → In Progress → Review → Completed. Change it with the status button on the job, or drag the card on the Board view. See The Wemu Team app.

3. Add what was used: job lines

Open the job. In the Job lines card, press Add line for each item:

• Description: type to search your catalogue, e.g. "Wall Mounted 1.5HP – Cleaning". Picking an item fills in its price. Or keep typing for a one-off line.
• Kind: Labour (time on the job), Material (parts) or Service.
• Qty and Unit price.

Press Save lines. The card shows the total as Job value.

Technicians can't add lines in the Team app. If they used an extra part, they say so in a comment and the office adds the line.

Need to buy parts? Order parts drafts a purchase order for each supplier. It works for Material lines picked from Products that have a supplier. See Purchase orders & suppliers.

4. Bill the customer

1. In Job lines, press Create invoice. Wemu makes a draft invoice with the job's lines and customer. Nothing reaches the customer until you send it.
2. Press Open INV-… to see the invoice.

Changed the lines after that? While the invoice is still a draft, press Update invoice to make it match. Once it is sent or paid, it no longer changes.

5. Get paid

Paid on the spot (cash, GCash, Maya):

1. On the invoice, press Mark as Paid.
2. Amount received: the balance is already filled in. For a downpayment, enter less. The rest stays owing.
3. How was it paid?: Cash, GCash, Maya, Bank transfer, Card or Other. GCash and Maya show for businesses in the Philippines.
4. Reference no. (optional): the reference from the customer's GCash or Maya screenshot.
5. Email a receipt is ticked when the customer has an email. Untick it if they don't want one.
6. Press Mark as paid.

Paying later: press Send Invoice to email it, or Download PDF and send it by Messenger or Viber. When the money comes in, press Mark as Paid.

When the invoice is fully paid, parts with tracked stock come off your inventory. See Marking invoices as paid.

Quote first: installations and big jobs

When the customer wants a price before you start:

1. Go to Quotes → New quote. Pick the customer, add the lines (the unit, the installation, extra pipe), set Valid Until, and press Create quote.
2. Press Send to customer. They get an email with a link to accept, so the customer needs an email address.
3. When they accept, the quote moves to Won and a draft invoice is ready.
4. Press Create job. Wemu makes the job and opens it. Check the visit time, the technicians and the service address, and press Edit to change them.

Did they say yes by phone or Messenger? Open the sent quote and press Create job anyway. Wemu asks you to confirm.

The job uses the quote's invoice. You'll see it in the job's Job lines card, so the customer is never billed twice. Record the downpayment and the balance on that invoice with Mark as Paid. See Quotes.

Job or booking?

• Booking: one fixed-price service from your list, often booked online by the customer. One technician, and the customer gets reminders.
• Job: priced by its lines, with one or more technicians, parts ordering and an invoice.

See Creating tasks, bookings and jobs.