Introduction

Step 2: Job Settings

In this section you will learn about tasks, costs, job categories and job states. These are all job settings required to create job templates and to customise practice settings that relate to jobs.

Before you start the tutorials in this section, we want to highlight where and how these job settings are used, so you can better understand and plan how you will create job templates and use jobs in Practice Manager

In Section 6 you will learn about the practice settings that you can customise to determine how information is created, stored and displayed in Practice Manager. Let’s focus on three of the job related settings that are relevant in this tutorial.

  • Under the job section, there are settings that determine the default job state and default template that new jobs will be allocated automatically. You can edit and override these in a new job, if required.
  • You can also specify what state you want jobs to move to when they are invoiced.

 

Topics covered in this section

Tasks are added to jobs and job templates to break the work up into smaller more manageable portions. Tasks can be scheduled and allocated to staff members. In order to record time against a job, there has to be at least one task set up in the job.

  • Add and import costs/disbursements
    When you work on a job and you incur costs or disbursements on behalf of the client, you can bill the client to recover your costs. You do this by adding costs to the relevant client job. Typical disbursements in an accounting firm are photocopying, postage and travel expenses.
  • Edit job categories and job states
    You will learn about job categories and job states. Both are useful job settings that you can customise before you start creating job templates.
  • Review and edit job templates
    Job templates are a key component of working with jobs, quotes and invoices in Practice Manager. They represent the blueprint of the most common jobs you will be doing for your clients.
    • A job template contains a set of tasks that breaks the job up into smaller and more manageable portions of work.
    • You can also add costs to a template, when you anticipate that there are expenses that will always be associated with the job.
    • Jobs can be classified using job categories, which can help you filter and report on jobs of a certain type, for example compliance jobs.

The purpose of job templates is to make it easier, quicker and more efficient for you to create quotes, jobs and invoices. A job template can be used to create a quote and that same information will flow into a job and then into an invoice. This makes the entire process from quoting all the way to invoicing streamlined and efficient. 

Here is an example of an Annual Accounts job template. It has tasks, costs and a job category allocated to it.