Managing Jobs – ZYNOFF

Overview

This guide will walk you through creating and managing jobs in ZYNOFF, including creating charge-up jobs from scratch, converting approved quotes to jobs, organising work into phases, scheduling team members, tracking time, recording expenses, and managing on-site variations. Jobs are the core of your workflow, where quoted work becomes actionable tasks for your team.

Getting Started

To access the Jobs feature, navigate to Jobs from the left sidebar under GENERATE REVENUE. You'll see the Jobs page where you can view all existing jobs in list, calendar, or map view.

Quick access via Create button

You can also access job creation quickly from anywhere in ZYNOFF using the Create button in the left sidebar. When you click this button, a menu appears with quick access options.

Simply click Job from this menu to start creating a new job from any page in ZYNOFF.

Prerequisites

Before creating a job, ensure you have:

At least one customer added to your system
Customer site details configured
Products or services set up in your library (for manual jobs)

Step 1: Understanding how jobs are created

ZYNOFF offers three ways to create jobs, giving you flexibility based on your workflow.

Method 1: Automatic job creation from approved quotes

When a customer approves a quote, ZYNOFF automatically creates a job with all the quote details. This is the most common and efficient method.

Customer receives quote via email
Customer clicks Approve and provides expected start date
ZYNOFF instantly generates a job with all quoted sections, products, and services
Job appears in your Jobs list ready for scheduling

At this stage, all sections and subsections are locked since they were already quoted and approved by the customer.

Method 2: Manual conversion from approved quotes

You can also manually convert an approved quote to a job:

Navigate to Quotes from the left sidebar
Open a quote with Customer Approved status
Click the Actions dropdown
Select Convert to Job
The job is created immediately

Method 3: Creating a charge-up job from scratch

A charge-up job is created manually without an existing quote. This is useful for urgent work, small jobs, or when the customer has verbally agreed to the work.

Step 2: Creating a charge-up job

To create a new job from scratch, follow these steps.

Selecting customer and site

Click the green + Job button
The "Add New" job creation page opens
Click the + Customer button to select a customer

A "Select a Customer" modal opens where you can:

Search for an existing customer using the search field
Click on a customer from the list
Or click + Customer to add a new customer

After selecting a customer, a "Select a Site" modal opens:

View the list of sites associated with the selected customer
Click on the site where the work will be performed
Click the green Finish button

Filling in job details

Once you've selected the customer and site, complete the job information:

Job Number: Auto-generated (e.g., J003), but you can edit if needed
Job Title: Enter a descriptive title for the job
Job Details: Add any relevant notes or description
Start Date: Select when the job should begin

Adding products and services

Scroll down to the Product/Service section. This area displays the financial summary and allows you to add work items.

The summary bar shows:

Products / Services Price: $0.00
Products / Services Cost: $0.00
Labour: $0.00
Expenses: $0.00
Profit: $0.00
Profit Margin: 0%

Creating sections

Under Section Title, enter a name for the section
Click Add Description if you want to include notes for this section
The section appears with options to add products and services

You can:

Click Add Sub Section to create nested sections for better organisation
Click the ^ Collapse button to minimise the section
Click the delete icon to remove the section

Adding items to a section

Within each section, you'll see column headers:

Product / Service
Stock Avail
Pick Qty
Qty
Cost
Price
Markup
Tax
Disc
Total

To add items:

Click the All Items dropdown to filter by category or view all
Click the Select supplier dropdown if needed
Use the Type to search or add one off line item field to:
- Search for existing products/services
- Type a custom item name and press Enter

Green tick icons indicate which columns are visible in the customer-facing documents.

Adding notes

Scroll to the Notes section at the bottom of the page. Click the + Note button to add internal notes about the job. These are visible only to your team.

Saving the job

Once you've completed all details:

Click the green Save button at the bottom right
Or click Cancel to discard changes

Step 3: Viewing and editing jobs

After saving, your job appears in the Jobs list. Click on any job to view its details.

Job header information

The job detail page displays:

Customer name
Phone number, email address, and site address
Job Number
Job Title
Job Details
Start Date
Financial summary bar showing all costs and profit
Draft status dropdown (top right)
Actions button (top right)

Job tabs

The job page contains multiple tabs for managing different aspects:

Product/Service: View and edit sections, products, and services
Scheduling: Create phases and schedule team members
Timesheets: View logged time from team members
Expenses: Add additional costs related to the job
Variations: Record on-site variations requested by customers
Supplier Docs: Manage supplier documentation
P/O: Create and track purchase orders
Customer Invoices: View and manage invoices created for this job

Step 4: Creating job phases

Job phases allow you to break down work into stages and schedule them separately. This is essential for complex jobs that happen over multiple days or require different teams.

Accessing the Scheduling tab

Open a job from the Jobs list
Click on the Scheduling tab
Click the green + Create Job Phases button

Creating your first phase

The Job Phases page opens with a split view:

Left panel: Phase configuration
Right panel: Phase preview

In the Phase name field, enter a name
The left panel shows all sections from your job
Tick the checkbox next to the section you want to include in this phase
Tick individual products/services within the section if you want to include only specific items

As you tick items, the right panel updates to show:

Phase name in the header
Instruction: "Select items from the sections and services on the left panel to create and customise your project phase"
An icon indicating items need to be selected

Adding tasks to a phase

Once you've selected a section and its items, they appear in the right panel preview:

The section name appears as a collapsible header (e.g., "HVAC")
Under Product / Service, you see each included item
Next to each item, you see 0 Tasks and a menu icon
Click + Add Task to create a task for that item

Creating a task

When you click + Add Task, a "Manage Task" modal opens:

Modal header: Manage Task (with green background)

The modal displays:

Job number with coloured circle indicator (e.g., J001)
Section: The section name (e.g., HVAC)
Service: The specific product/service (e.g., HVAC system inspection)
Task Name: Enter the task name (required field)
Description: Add optional task description
Close button (left, white with green border)
Save button (right, green)

Fill in the task details:

Task Name: Enter a descriptive name (e.g., "System inspection")
Description: Add any relevant details (optional)
Click the green Save button

After saving, the task appears in the phase preview:

Task name with task number (e.g., "System inspection T003")
Status badge (e.g., "Pending" in light colour)
Three action icons: complete (checkmark), edit (pencil), delete (bin)

You can repeat this process to add multiple tasks for different services.

Adding multiple phases

To create additional phases:

Scroll to the bottom of the page
Click + Add new phase
Enter a new phase name (e.g., "Phase 2")
Select different sections or services for this phase
Add tasks as needed

This allows you to organise your job into logical work stages.

Step 5: Scheduling phases and tasks

After creating phases, you need to schedule when the work will happen and assign team members.

You'll see the scheduling calendar with:

Filter by User dropdown
Date navigation (arrows and current date)
Day and Month view options
Back to Job and Back to Phases buttons

Creating a schedule

To schedule a phase:

Click on a time slot in the calendar grid
The "Create New Schedule" modal opens

The modal displays:

Team Member: Shows the selected team member's name and role (e.g., "John Doe, No Role")
Start Date: Date picker (defaults to current date)
End Date: Date picker (defaults to current date)
Start Time: Time picker (e.g., 11:00 AM)
End Time: Time picker (e.g., 12:00 PM)
Cancel button (left, white)
Create button (right, green)

Fill in the scheduling details:

Verify the team member is correct
Select start and end dates if the work spans multiple days
Set the start time and end time
Click the green Create button

After clicking Create, you'll see a success message in the top right: "Schedule created successfully!"

The scheduled work now appears on the calendar as a coloured block showing the job number and task name (e.g., "J001 - H...").

Team member notifications

Once a team member is assigned to a job:

They instantly receive a notification on their mobile device
They can view the job details in the ZYNOFF mobile app
They can start and stop the job to track time automatically

Step 6: Managing timesheets

When team members work on jobs, their time is tracked and appears in the Timesheets tab.

Viewing timesheets

Open a job from the Jobs list
Click on the Timesheets tab
View all logged time entries for this job

The Timesheets page displays:

Status dropdown to filter timesheets
Search field to find specific entries
+ button (top right) to add new timesheets

When no timesheets exist, the page shows "No records available."

Team members can:

Start the job from their mobile app by tapping the Start Job button
Stop the job when complete to automatically generate a timesheet
Manually add timesheets directly from the mobile app if needed

All logged times (automatic or manual) sync instantly with the web platform.

Viewing logged timesheets

Once timesheets are logged, they appear in the table with details:

Job: Job number (e.g., J001)
Task ID: Task identifier (e.g., T004)
Task: Task name (e.g., HVAC)
Team Member: Person who logged the time (e.g., Jane Doe)
Date Time: Date and time range (e.g., 06-11-2025, 13:00 - 14:20)
Hours: Total hours worked (e.g., 01:20)
Cost: Labour cost for this timesheet (e.g., $93.33)
Status: Current status with coloured badge (e.g., "Approved" in green)
Action: Menu icon for additional options

At the bottom, you'll see:

Items per page selector (default: 10)
Pagination controls
Subtotal: Sum of all timesheet costs (e.g., $93.33)

Timesheet status

Pending: Awaiting review and approval
Approved: Verified and ready for invoicing

You can review pending timesheets and manually mark them as approved, ensuring only verified hours are recorded.

Creating timesheets from the web

To create a timesheet manually from the web platform:

Navigate to the Timesheets tab in a job
Click the green + button in the top right
The "Manage Timesheet" modal opens

The modal includes:

Member: Dropdown to select team member (e.g., John Doe)
Job: Auto-populated with current job (e.g., #J001 - HVAC System Repair)
Task: Dropdown to select task (e.g., T003 -)
Date: Date picker for the timesheet date (e.g., 11/06/2025)
Start Time: Time picker for start (e.g., 02:20 PM)
End Time: Time picker for end (e.g., 05:00 PM)
Duration: Auto-calculated duration (e.g., 02:40)
Note: Text area for additional notes (placeholder: "Enter notes here...")
Approve Timesheet: Toggle switch to approve immediately
Close button (left, white with green border)
Save button (right, green)

Fill in all required fields and click Save to create the timesheet.

Step 7: Recording expenses

The Expenses tab allows you to add additional costs related to the job that weren't included in the original quote or job setup.

Accessing the Expenses tab

Open a job from the Jobs list
Click on the Expenses tab
The expenses page opens with + Add new section button

Adding expenses

To add expenses to your job:

Click + Add new section
A new expense section appears

The expense section includes:

Section Title: Field to name your expense category (e.g., "Expenses")
Add Sub Section: Link to create nested subsections
Collapse control (^ Collapse) to minimise the section
Delete icon to remove the section
Add Description: Link to add notes about this expense section

Expense entry fields

Each expense line includes column headers:

Product / Service: Name or description
Qty: Quantity
Cost: Unit cost
Price: Selling price
Markup: Markup percentage
Tax: Tax percentage
Disc.: Discount percentage
Total: Calculated total

Green tick icons indicate which columns are visible in customer-facing documents.

In the example shown:

Product / Service: Transport (marked as "P" for product)
Qty: 1.00
Cost: 20.00
Price: 20.00
Markup: 0.00%
Tax: 15.00%
Disc.: 0.00%
Total: 20.00

Below the expense line, you'll see:

All Items dropdown to filter by category
Select supplier dropdown if needed
Type to search or add one off line item field to add items

You can add expenses through:

Products: Select items from your product library
Services: Select services from your services library
Custom entries: Type in one-off expense items and press Enter

Adding multiple expenses

Click + Add new section at the bottom to create additional expense categories as needed. This helps you organise different types of expenses (e.g., "Transport", "Equipment Hire", "Materials").

How expenses affect job financials

Once added, expenses appear in the Expenses list and are shown separately in the financial summary bar at the top of the job page under Expenses.

This helps you:

Record any extra costs associated with the job
Keep expenses organised by category
Display expenses clearly for accurate invoicing
Track actual costs versus estimated costs
Maintain accurate profit calculations

Step 8: Managing variations

Variations allow you to record additional work requested by the customer whilst you're already on site. This ensures every extra task is documented, approved, and billed.

Accessing the Variations tab

Open a job from the Jobs list
Click on the Variations tab
The variations page opens with + Add new variation button

Creating a variation from the web

You can also create variations directly from the web platform:

Navigate to the Variations tab in a job
Click + Add new variation
The "Manage Variation" modal opens

The modal includes:

Title: Required field to name the variation (placeholder: "Enter variation title...")
Date: Date picker to select when the variation was requested (placeholder: "Select date")
Description: Text area for detailed description (placeholder: "Enter variation description...")
Close button (left, white with green border)
Create Variation button (right, green)

Fill in the variation details:

Title: Enter a clear, descriptive title for the additional work
Date: Select the date the variation was requested
Description: Add comprehensive details about the work requested
Click Create Variation to save

Once saved, the variation appears in the Variations tab with the date and description.

Viewing and editing variations

After creating a variation, it appears in the Variations list:

Date: When the variation was create
Description: Variation title/name
Action: Collapse control

Adding items to variations

The expanded variation shows:

Section Title: Field to name the section (e.g., "New Section")
Add Sub Section: Link to create nested sections
Collapse control and delete icon
Add Description: Link to add section notes

Product entry fields:

Product / Service: Name or description (e.g., "S1" for service)
Qty: Quantity (e.g., 1.00)
Cost: Unit cost (e.g., 0.00)
Price: Selling price (e.g., 0.00)
Markup: Markup percentage (e.g., 0.00%)
Tax: Tax percentage (e.g., 15.00%)
Disc.: Discount percentage (e.g., 0.00%)
Total: Calculated total (e.g., 0.00)

Below the entry form:

All Items dropdown to filter by category
Select supplier dropdown if needed
Type to search or add one off line item field to add items

From the web platform, you can:

Click on a variation to expand it
Add products, services, or custom entries related to that variation
Enter quantities and pricing
Click + Add new variation at the bottom to create additional variations

Capturing customer approval

When recording variations from the mobile app, team members can:

Add details of the new work requested
Capture the customer's signature for approval
Save the variation with the signature

This provides proof of customer approval for the additional work.

Scheduling variations

Variations can be managed in two ways:

Scheduled to a new phase: Create a separate phase specifically for the variation work
Attached to an existing phase: Add the variation work to a phase you've already created

Navigate to the Scheduling tab to create phases for your variations, just as you would for the original job work.

By managing variations systematically, you maintain accurate records, ensure proper customer approval, and guarantee that additional work is invoiced correctly.

Best Practices

Clear job titles: Use descriptive, specific titles that help you identify jobs at a glance (e.g., "Office HVAC System Repair" rather than just "Job 1")
Organised phases: Break complex jobs into logical phases based on work stages, not just time periods (e.g., "Inspection", "Repair", "Testing" rather than "Day 1", "Day 2")
Accurate scheduling: Schedule phases with realistic time estimates and buffer time for unexpected issues
Prompt task updates: Encourage team members to update task status regularly so everyone knows what's been completed
Detailed variations: Always record on-site variations immediately with customer signatures to avoid disputes about additional work
Regular timesheet reviews: Review and approve timesheets promptly to maintain accurate labour cost tracking
Expense documentation: Record all job-related expenses as they occur, including receipts or supplier invoices
Phase-based invoicing: For large jobs, consider invoicing per completed phase rather than waiting until the entire job is finished

Troubleshooting

I can't edit a job that was created from an approved quote

Jobs created from approved quotes have locked sections and subsections to maintain quote integrity. If you need to make changes, record them as variations in the Variations tab, or discuss revising the original quote with the customer.

Team members aren't receiving schedule notifications

Verify the team member has the ZYNOFF mobile app installed and is logged in
Check that their device has notifications enabled for the ZYNOFF app
Ensure their profile has a valid email address

Timesheets aren't syncing from mobile to web

Ensure team members have a stable internet connection when logging time
Ask them to check for app updates in their device's app store
Verify the job is still in "Draft" or "In Progress" status (completed jobs may have restricted timesheet entry)
Check that the timesheet was saved properly in the mobile app

The financial summary shows incorrect profit

Verify all products and services have both cost and price values entered
Check that labour costs are included if applicable
Ensure all expenses are recorded in the Expenses tab
Confirm tax calculations are correct
Review any variations to ensure they're included in the totals

Need More Help?

If you encounter any issues with jobs, please contact our support team or refer to our other help articles for more guidance on using ZYNOFF.