Recurring Jobs

 

 

Recurring Jobs in SingleOps are Jobs with more than one Visit.  The work on these Visits can be identical - the same lawn mowing each week - or varied - six different PHC treatments throughout the year.

When to Use a Recurring Job

  • Regular Maintenance - bi-weekly mowing, monthly pruning
  • PHC/IPM - multi-round treatment spaced irregularly throughout the year
  • Installations - multi-visit installation work to be completed over a few weeks or months
  • Fertilization Programs - a few Visits over 2-4 months
  • Any multi-visit work which requires two or more Visits.

Visit Frequency

Regular Visit Frequency

  • Use when work will be completed regularly
  • Regular Schedule - such as Monthly, Weekly, Daily
    • Monthly - One Visit will occur on a specific date each month (i.e. the 12th)
    • Weekly - One Visit will occur every 1, 2, 3… weeks on a specific day of the week (i.e. every other Wednesday)
    • Daily - One Visit will occur every 1,2,3… days (i.e. every 25 days)

Custom Visit Frequency

  • Use when work will be not be completed on a regular basis
  • Number of Visits entered by Month

Advanced Scheduling helps schedule Visits up front using two different methods (please see image below):

    • Visits Tab - custom scheduling of each Visit
    •  Monthly Occurrence tab - scheduling the 1st, 2nd, 3rd… Visit of each month by week and day  

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Invoice Type

Jobs can be Invoiced on a Per Visit or Fixed Basis. The Invoice method for a Job must be decided at the beginning because this method determines how the Job's work and billing are set up.  Therefore, once selected, it cannot be changed without Converting the Job. 

Per Visit Invoicing

Per Visit invoices coincide with the work being done, in both amount and date.

  • Example 1: Lawn Mowing
    • A customer wants their lawn mowed once per week, and asks for the bill to be sent after each mowing for the price of that mowing service only. 
    • This type of bill is Per Visit because the Invoice is based on the Work Completed
  • Example 2: PHC Job
    • During the year, five PHC treatments will be completed. The customer wants to be billed for the price of each treatment right after the treatment is completed.
    • This type of bill is Per Visit because the Invoice is based on the Work Completed

Fixed Invoicing

Fixed Invoices are created on a pre-determined schedule for a pre-determined amount, and are billed separately from the work.

  • Example 1: Lawn Mowing
    • A customer wants their lawn mowed once per week, and asks to be billed the same about each month, regardless of how many services are performed in that month.
    • This type of bill is Fixed because the amount and timing of the Invoice is pre-determined, and is not affected by the work that occurs during that time period.
  • Example 2: PHC Job
    • During the year, five PHC treatments will be completed.  The customer wants to be billed the same amount each month throughout the entire year, regardless of when the PHC treatments are taking place.
    • This type of bill is Fixed because the amount and timing of the Invoice is pre-determined, and is not affected by the work that occurs during that time period.
  • For Jobs using Fixed Invoices, the Work Estimate is separate from the Billables for Invoice. This is because the work being done may not always align with how the Job is billed. 
    • The Work which should be done on the Job should be set up in the Work Estimate section 
    • The Invoice configuration should be set up in the Billables for Invoice section

Work Estimation Type

The Estimate type controls which of your Line Items occurs on which Visit(s) in your Job, and making the wrong selection can cause serious issues later.

Per Visit

  • Use when the same work occurs on every Visit
  • Do not use if one or more services should not be included on every Visit in the Job, or if other fields will vary on the different Visits (use Contract Total estimation instead)
  • In the example below, all Visits on this Job will include Line Items:
    • Residential Lawn Program (1.75 Man Hours on each Visit)
    • Pruning (1 Man Hour on each Visit)

Contract Total

  • Use when the work on at least one Visit varies from other Visits on a Job (including Line Items)
  • In the example below, each Line Item has been assigned to the Visit(s) on which it should occur in the Occurrence(s) column

Types of Occurrences

1. Visit-specific, such as Line Item #1 below: 2 (Visits) Selected

  • Line Item Quantity applies to each Visit selected
  • Example: Line Item #1 is assigned to 2 Visits, the Qty. is 20 on each of the 2 Visits (for a total Quantity of 40 on the Job)

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2. Annual Total, such as Line Item #2 below

  • Line Item Quantity is split evenly onto all Visits in the Job 
  • Example: The Job below has 3 Visits, so Line Item #2’s 9 Man Hours will be divided by 3 Visits with 3 Man Hours of Orchard Pruning on each Visit
  • Note: The Annual Total calculation method is in contrast to the previous two methods. Instead of the Line Item’s Qty. displaying on a Per Visit basis then multiplying by the number of Visits, Annual Total displays Qty. on a Contract Total basis then divides by the number of Visits

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3. Visits TBD, such as Line Item #3 below

  • TBD (To Be Determined) Occurrence can be used if the Line Item’s Visit is not yet known. However, Visit TBD Line Items will need to be assigned to specific Visit(s) later.
  • Example: Line Item #3 is assigned to 1 Visit; the Qty. is 2.5 Ounces on the 1 Visit.

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Tips for Success

  • There are two major areas that cannot be changed after the Recurring Job is set up. 
    • Invoice Type: Per Visit or Fixed Schedule
    • Work Estimate: Per Visit or Contract Total
  • Recurring Jobs should not span more than one year.
    • Custom Visit frequency may not work well if a Job spans more than 365 days.
    • For ongoing work with Per Visit invoicing, a range of January 1st - December 31st is recommended for easy batch renewals toward the end of each year.
  • Be careful when changing Fixed Invoices mid-Job.
    • If the Billables for Invoice section is changed after the first Fixed Invoice has been created and existing Fixed Invoices need to be edited, edit each existing Fixed Invoice separately
  •  All Visits on a Recurring Job must have the same Visit Location

 

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