Create recurring jobs

Step 6: Create jobs

If you have jobs that repeat on a regular basis, such as monthly financial services, then you should create recurring jobs. These jobs will be created automatically according to the intervals you specify. It ensures that you always have relevant jobs open and ready for your clients, and saves you the time and effort to create them manually.

Key Learning Points

  • You need appropriate templates to create recurring jobs. Tasks, costs and milestones from the job template will be added to the jobs that will be created according to the frequency you select.
  • Use text placeholders to create dynamic names for your jobs. For example" Accounts for {Month}" would display as "Accounts for March" in March.
  • The Next Date and Duration in a recurring job will determine the Start and Due dates in the jobs that will be created automatically.
  • If the Next Date is today or in the past, the job will be created instantly.
  • The Client Order Number is useful if you are planning to set up repeating invoices in Xero. This number will be used to match Xero invoices to their corresponding jobs in Practice Manager.
  • Recurring jobs cannot be created in bulk, you have to do this one client and one job at a time.

Tips & Tricks

  • If you imported jobs and WIP in the previous tutorial, make sure you don’t duplicate these jobs with recurring jobs when selecting the Next Date.
  • Create recurring jobs in advance, so that staff assigned can see their jobs coming up and schedule their work accordingly. For example, create a monthly job a week before the start of the month.
  • Let your staff know that they have been assigned to recurring jobs, so they know what to do when jobs start to appear in their calendars.
  • Be careful when adding billable costs to job templates, as these will immediately be added to WIP when a new job is created.

What should I do now?

  • If you do not plan to set up any recurring jobs, then you can skip ahead to Step 7: Customize more settings.
  • Identify your recurring jobs, for example yearly Annual Accounts jobs or monthly services.
  • Ensure you have relevant job templates for the different types of recurring jobs you want to create.
  • Create all your recurring jobs in Practice Manager. Jobs that have a Next Date set to today or in the past will be created as soon as you save the recurring job
  • If you are creating repeating invoices in Xero, make sure you enter a Client Order number in the recurring job. Enter the same number as the Reference in Xero.
  • Continue to record time sheets on paper, if required, and then enter backdated time sheets once the system goes live.
  • Proceed to Step 7: Customize more settings.

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