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Managing Jobs in GeoOp

Introduction to Job Management

GeoOp is centrally managed by administrative Staff in the office. They will use GeoOp to create & assign Jobs to your mobile Staff. This Job information is then received on the Staff member’s mobile device application. 

Once the jobs are received in the field, Staff can work on the Job, provide real time updates on the Job progress, and as all information and Charge items are added to the Job record they are available for instant reference in the office. Mobile Staff are also location-tracked by GPS back in the office.

All information added to Jobs in GeoOp is available for easy reference in the future, including all text and email communications sent to Staff and Clients, documents, quotes and invoices, without the need for paper records.

The process for Job Management in GeoOp falls into 3 distinct areas:

  • Creating the Job - Adding Job and Client details, assigning Staff and scheduling the first site visit;
  • On the Job - Your mobile Staff using the GeoOp app on site, to manage Job progress and provide quotes;
  • Completing the Job - the Job being marked as Completed, then invoicing the Client.

Creating the Job

Prior to creating your Job you need to ensure you have your Staff set up correctly. Ensure you have created appropriate Staff Roles and allocated Charge Rates. Other setting should also be considered, such as setting up Job Status options your Staff will use to easily update Job progress, and whether or not your business wants to use Quoting.

 Add a Client to the Job, ensuring the Client record (which provides initial site location details for the Job) gives you an accurate mapping location. If required you can move the pin on the map for precise location definition.

You can also add a separate Billing Client to the Job if required, and use our Scheduler for advanced Job assignment tasks.

You can assign Staff to a Visit in the Job, possibly using Workgroups you have created. Multiple Staff members can be added to a Job as required, by creating multiple Visits.

The term "Job" in GeoOp can also be quite adaptable. If for instance a Staff member is on Holiday you can create a "Job" called "Leave" and passing the staff member to this, that way they cannot be accidentally added to another Job.

On the Job

Staff on the Job will receive a notification through their mobile devices of the new Visit assigned to them. They can view this and other Visits assigned to them via a range of filtered views, or even by nearest Job. After updating the Job Status, they have easy mapping and GPS directions services available, as well as a choice of ways to communicate with the Client.

On site they can simply add time and parts, either as quoted items or actuals. They can add notes and files to the Job, provide instant quotes and take signed approvals or record payments. All updated back in the office in real time.

Deleting a Job

You can easily delete Job/s via the Job List. Simply click on the box to the left of any specific job/s, then hover your mouse over the green 'Selected' option located at the top right of your screen, then select the 'Delete Selected' option. Please see our article here for more info.

Completing the Job

After making site visits and recording actuals, the final 'Billable' Charge items are set and the Job is completed. Back in the office the completed Job is now ready for Invoicing. If GeoOp is integrated with an accounting service like Xero or Freshbooks, the Billable items are quickly and simply sent to those programs, and a copy of the invoice is returned to the GeoOp Job record for reference.

The Staff member has enjoyed a simple and timesaving experience on the Job, the office has all the information about the Job on hand for trouble free and efficient invoicing, and most importantly the Client has had good communication, good service, instant quoting and accurate invoicing!

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Comments

  • Avatar
    Mark Ternent

    Hi there - what happens with a project - ie a string of jobs all linked together?

  • Avatar
    IAN BRAY

    GOOD QUESTION - Can progress claims be invoiced from a job during a project whilst the job remains running until completion. Progress Claim could be a % of Quoted Project or a $ value for materials delivered.

    This is common practice in my Electrical and Solar bussiness.

  • Avatar
    Brandon Graham

    Hi Guys,

    Soon we will have a 'multi visit' feature, this will handle the above though currently we can not link separate jobs for projects, invoices etc. 

    We are hoping for the multi visit feature to be released by the second quarter of next year.

  • Avatar
    Kim Hanson

    Is there any way to change the process as all of our customers require prepayment. So invoicing first - I don't want jobs to be released until payment has been received.

    Thanks!

  • Avatar
    Chris Mayhew

    Is there an answer for Kim's question?

    Cheers!

  • Avatar
    Brandon Graham

    Hi Kim & Chris,

    The best way to go about this would be to add a job status as possibly 'awaiting payment', then upon creating the job you can enter all of the necessary charges, invoice the charges then set the status to something along the lines of 'awaiting payment', you may then want to have another status yo something like 'payment received' to signify that the job is ready to be done.

    You can add custom job statuses under settings > company account > job status management. 

  • Avatar
    Chris Mayhew

    Is there an easy way to create a recurring job booking... it would be simple to create a job for a client and tick a box and date field for recurring transactions.. my understanding is you need to create a template initially, then when you create a booking for a client you need to jump into templates to set up a recurring transaction.. Am I doing something wrong as it seems very convoluted?

    Thanks

  • Avatar
    Chris Mayhew

    Can you also combine recurring jobs over a 1 month period to all be included on 1 invoice rather than invoicing each recurruing job seperately?

    Thanks

  • Avatar
    Ann Rowe

    It is possible for staff on the job to create and assign jobs, isn't it? Is this dependent on Roles and Permissions?  I am trialling GeoOps and have done this on my Android phone.

  • Avatar
    Ajay Ravindran (Suspended)

    Hi Ann,

    Yes, staff on the job can create and assign Jobs. They would need to have the Create Jobs & Clients permission enabled in Staff Roles.

    Regards,

    Ajay Ravindran

    Customer Support Representative

  • Avatar
    Kevin Galea

    Whats the word on creating reoccurring jobs for clients? How can we do this?

  • Avatar
    Kevin Galea

    I found the answer to my above post... Job templates.

    When creating a new client and job from the mobile app, is there a way to make the job reoccur?

    As per Chris Mayhew's post, can multiple invoices be merged together as one for clients who are billed once every 30 days or so.

     

    Thnks

  • Avatar
    Ajay Ravindran (Suspended)

    Hi Kevin,

    You can create a batch invoice by going to Jobs -> Invoicing. On that page, you can select the Jobs you wish to invoice (according to the date range set), and you can choose to invoice by Client, before clicking the Send to Xero button.

    Regards,

    Ajay @ GeoOp

  • Avatar
    Owen Kurtz

    We are looking at moving forward with the GEO Op system however we are still trying to decide the best option for Invoicing. We currently use MYOB and want to know if it better to go to Xero or use MYOB cloud now. Is MYOB cloud easy to use linked to Geo OP or is Xero the better choice?? Also what about Reckon/Quickbooks Cloud can this be linked to Geo Op? 

  • Avatar
    Ajay Ravindran (Suspended)

    Hi Owen,

    GeoOp's integration with MYOB is explained here: http://help.geoop.com/entries/21909085-Integrating-GeoOp-with-MYOB

    It involves generating an Excel file which can be imported into MYOB.

    The integration with Xero is more of a direct integration, that allows you to bring over Clients and Parts from Xero, and creating and sending invoices from GeoOp.

    An integration with Quickbooks is at the top of our list of upcoming integrations, so keep an eye on that space over the next few months!

    Regards,

    Ajay @ GeoOp

  • Avatar
    Alena Bow

    Has this integration with QuickBooks happened yet or any idea when

     

  • Avatar
    Brent Render

    Hi Alena,

    The Integration to Quickbooks is currently being worked on at the moment. It isn't quite finished yet and I can't give you any timeframes but watch this space.

    Regards
    Brent @ GeoOp

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