Fieldkit
Help Center

Managing Your Jobs

Quick version: Jobs move through statuses from Pending to Complete. Use the buttons on the job detail page to update status, edit details, add notes and photos, and track time.

Job Statuses

Every job has a status that tells you where it stands. Here's the flow:

| Status | What It Means | |--------|--------------| | Pending | Job created but not scheduled yet. No date has been set. | | Scheduled | Date and time are set. Waiting for the day to come. | | On My Way | Tech is heading to the job site. Customer gets a notification. | | In Progress | Work has started. The clock is running for time tracking. | | Complete | Job is done. Fieldkit asks if you want to create an invoice. | | Cancelled | Job was called off. You'll need to provide a reason. |

How to Update a Job's Status

The quickest way is to use the action buttons at the top of the job detail page:

  1. Open the job by clicking on it from the Jobs list.
  2. Use the buttons in the top-right:
    • On My Way -- appears when the job is Scheduled. Lets the customer know you're coming.
    • Start Job -- appears when you're On My Way. Starts the time clock.
    • Mark Complete -- appears for any active job. Wraps everything up.
  3. For cancellation, click the three-dot menu and choose Cancel Job. You'll need to type a reason (at least 5 characters).

Editing Job Details

You can edit any part of a job from the job detail page. Each section has a pencil icon to edit it:

  1. Customer -- Change which customer the job is linked to.
  2. Schedule -- Update the date, time, or estimated duration.
  3. Location -- Change the job site address.
  4. Job Details -- Edit the title and description.
  5. Service -- Change the service type.
  6. Notes -- Click Edit in the Notes section to update customer-visible notes or internal notes.

You can also click Edit Job from the three-dot menu to edit everything on one page.

Adding Notes

Jobs have two types of notes:

  • Customer-Visible Notes -- These may appear on documents sent to the customer.
  • Internal Notes -- Only your team can see these. Use them for reminders, access codes, or anything the customer shouldn't see.

To add or edit notes:

  1. Open the job detail page.
  2. Scroll to the Notes section.
  3. Click Edit.
  4. Type your notes and click Save.

Adding Photos

You can attach photos to any job -- great for before/after shots or documenting issues.

  1. Open the job detail page.
  2. Scroll to the Job Photos section.
  3. Upload photos directly from your device.

Tracking Time

Fieldkit tracks time automatically when you use the status buttons:

  • Clicking Start Job begins a time entry.
  • Clicking Mark Complete closes the time entry and calculates the duration.

You can also add time manually:

  1. Open the job detail page.
  2. Find the Time section.
  3. Click Add Hours to log time by hand.
  4. Click the Edit button on any time entry to correct it.

Tracking Expenses

Keep track of materials, permits, and other costs for each job:

  1. Open the job detail page.
  2. Find the Expenses section.
  3. Click Add Expense.
  4. Pick a category (Materials, Permit, Equipment Rental, Subcontractor, or Other), enter the amount and description, then save.

Expenses show a running total at the bottom of the section.

Completing a Job

When the work is done:

  1. Click Mark Complete on the job detail page.
  2. Fieldkit records the completion time.
  3. If the time clock was running, it stops automatically.
  4. A prompt asks if you want to create an invoice right away.

After completing, a green banner shows the completion date and a button to create or view the invoice.

Cancelling a Job

  1. Open the job detail page.
  2. Click the three-dot menu in the top-right.
  3. Click Cancel Job.
  4. Enter a reason for the cancellation (required).
  5. Click Confirm Cancellation.

Cancelled jobs can be rescheduled by clicking the "Reschedule this job" link on the cancelled job page.

Deleting a Job

Only cancelled jobs can be permanently deleted. This removes all associated data (time entries, expenses, photos).

  1. Cancel the job first.
  2. On the cancelled job page, click Delete Job.
  3. Type a reason for deletion.
  4. Type "DELETE" to confirm.
  5. Click Delete Permanently.

Tips

  • Use On My Way to automatically notify the customer you're heading over.
  • The three-dot menu has shortcuts to create invoices, edit the job, or change status.
  • If a job was created from an estimate and the estimate gets updated, you'll see a yellow banner offering to sync the latest changes.
  • Jobs track invoices, change orders, and expenses all in one place -- scroll down on the job detail page to see everything.

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