The life cycle of a job is composed of the following five stages:
Lead >> Proposal >> Active Job >> Completed >> Approved
Even though a lead represents the earliest possible stage of a job, a job may also begin in the proposal or active job stage. The final two stages of the job represent a level of 'completeness', but have been separated in order to create and show a system of checks and balances between the field and the back office. Below is a more detailed description of each stage.
• Lead - A lead is useful if there is potential work desired by the customer - but you're yet uncertain as to the nature or extent of the work to be done (e.g., you don't yet know what line items would be included) - or if the customer has not yet expressed any interest in having work done (i.e., it might be speculative in nature in that your crew lead noticed work that needed to be done to remedy some situation). NOTE: the term 'client' is used throughout SingleOps (as there must be a 'client' in SingleOps to which we can associate the lead) - but that doesn't necessarily mean the potential customer has been a previous client.
• Proposal - Jobs in the proposal stage indicate that the client has yet to agree to having the work done. The exact line items or work to be completed may be yet unknown. The proposal must be accepted by the client before it can be promoted to an active job. NOTE: a distinction should be made between proposed work and the proposal document. The proposal document can be viewed from any of the five stages within SingleOps, but the proposal document is usually generated at the proposal stage of the Job.
• Active Job - Jobs in the active stage have been accepted by the client and are awaiting scheduling and completion by your crew(s). The start and stop dates may not be known at the time the proposal is accepted by the client, but should be updated as soon as the Job is scheduled.
• Completed - Upon completion of work, the SingleOps user can select the 'Complete' button to show the work as having been completed and to be taken to the job completion page. The job completion page will serve as a checklist to have the user review and verify materials and equipment used, as well as accurateness of quantity of materials and the number of labor hours dedicated to the Job. It may be necessary at this point to modify quantity or pricing which can easily be done within the application. Once completeness has been verified, the user should click the 'Complete' button once more to mark the Job as being completed. Alternatively, if it has been necessary to update quantities or labor hours, the user should instead click 'Update Visit' which will save the visit with the updated values, but the Job will revert to an active state.
• Approved - The job approval process is often done by an administrator-level user who is responsible for signing off on the Job's completeness so that the Job data can be synced to QuickBooks. Once the Job has been marked as approved, the invoice and any associated bills are synced, triggering the invoicing process to the customer. Job approval is usually best done from the Completed Jobs page.