The purpose of job templates is to make it quicker and more efficient for you to create quotes, jobs and invoices. You will first review the default set of templates to assess which ones you will use or edit. Then you will learn about job templates for internal jobs, and set these up if required in your firm.
Key Learning Points
- Job templates are used to create quotes, jobs and recurring jobs.
- The description in the job template will flow to the quote, then to the job and ultimately to the invoice.
- Job templates can be set up with milestones, tasks and costs.
- Job templates can be set up with a default job category and default starting state.
- Tasks can be broken up into smaller portions of work in the form of a to-do list.
- Milestone dates are determined by the start date in the job. The start date is set when you create a job.
Tips & Tricks
- Add as much information as you can to the description, so you can minimise the amount of editing you will need to do when you create your jobs.
- Remember that the description flows into invoices, so think about what you information you want to convey to your clients when you send out a bill.
- Milestones are useful if you will create jobs with a realistic start dates, as milestone dates are determined according to this date. Be careful with milestones, if you are planning to create all your jobs at the start of the year.
- When adding costs, consider whether the cost will be an estimate or actual cost. This will have an effect on the estimated billings and WIP in the job.
- When adding tasks, think about all the steps that are required to complete the task, and add them as a to-do list.
What should I do now?
- Review the default templates in your system.
- Edit templates as required.
- Delete templates you don’t need.
- Create new templates from scratch or copy and edit a default template to create a new one.
- Proceed to the next tutorial: Add internal job templates.