Job Editor

The Job Editor is where you create and manage job details. Define scope, set budgets, track time and expenses, and monitor progress—all from one detailed view.

Opening the job editor

Creating a new job

1. Click New Job from Jobs Tab
2. Fill in job details
3. Click Create Job
4. Job opens in editor after creation

Editing existing job

1. Click any job card in Kanban, Table, or other views
2. Job opens in full editor
3. Make changes and save

Job header

Top section shows key job information:

Job name

Text field: Descriptive project name.

• Keep clear and specific
• Include client name if helpful
• Editable anytime

Phase/Status

Dropdown: Current workflow phase.

• Select from configured phases
• Changes job position in Kanban
• Triggers notifications if configured

Client

Dropdown: Linked client.

• Select existing client
• Optional for internal jobs
• Drives invoicing and contact details

Job number

Auto-generated: System reference number.

• Format: JOB-XXXX
• Cannot be edited
• Used for tracking and reporting

Details tab

Primary tab for job information and scope.

Description

Text area: Detailed scope of work.

• What the job entails
• Deliverables
• Special requirements
• Internal notes visible to team

Quote reference

Link: Connected quote (if any).

• Auto-populated if job from quote
• Click to view original quote
• Maintains quote-to-job traceability

Start and due dates

Date pickers: Job timeline.

• Start Date: When work commences
• Due Date: Expected completion
• Used for calendar and timeline views
• Triggers overdue warnings

Budget

Currency field: Estimated or quoted amount.

• Excludes GST (net amount)
• Compared against actual costs
• Profitability calculated from this
• Can be updated as scope changes

Team assignment

Multi-select: Staff assigned to job.

• Select team members
• Affects timesheet options
• Drives cost calculations (based on rates)
• Shows avatars on job card

Time & Expenses tab

Track all costs against the job.

Time entries

List of time recorded by team members.

Columns:

• Date
• Team member
• Hours
• Task description
• Billable rate
• Cost rate
• Billable amount
• Cost amount

Adding time:

• Click Add Time Entry
• Select team member
• Enter date and hours
• Describe work performed
• Set billable flag

Time entry details:

• Date: When work performed
• Hours: Time spent (can be decimal: 2.5)
• Description: What was done
• Billable: Yes/No toggle
• Billable Rate: Rate charged to client
• Cost Rate: Internal cost (from staff settings)

Expenses

Direct expenses linked to job.

Adding expenses:

• Click Add Expense
• Enter amount
• Add description
• Attach receipt (optional)
• Mark as billable or internal

Expense fields:

• Date: When incurred
• Amount: Cost excluding GST
• Description: What was purchased
• Supplier: Who you paid
• Billable: Pass to client or internal cost
• Receipt: Upload image/PDF

Summary panel

Running totals on right side:

Tasks tab

Break job into manageable tasks.

Task list

Individual to-do items for the job.

Task fields:

• Name: Short task description
• Assigned To: Team member responsible
• Due Date: Task deadline
• Status: Not Started, In Progress, Complete
• Estimated Hours: Time budget for task
• Actual Hours: Time recorded

Adding tasks

1. Click Add Task
2. Enter task name
3. Assign team member
4. Set due date
5. Estimate hours
6. Save

Task status workflow

• Not Started: Created but not begun
• In Progress: Currently being worked
• Complete: Finished

Update status as work progresses.

Notes tab

Communication and documentation.

Internal notes

Text area: Team-only notes.

• Not visible to client
• Project decisions
• Issues and resolutions
• Handover notes

Client notes

Text area: Notes shared with client.

• Progress updates
• Deliverable descriptions
• Can be included in client reports

Attachments

File uploads: Supporting documents.

• Briefs and specifications
• Client feedback
• Design files
• Contracts and correspondence

Invoicing tab

Convert job work into invoices.

Create invoice

Generate invoice from job time and expenses.

Options:

• All billable time: Include all unbilled time entries
• All billable expenses: Include all unbilled expenses
• Selected items: Choose specific time/expense lines
• Fixed amount: Invoice fixed job price

Invoice preview

Review before creating:

• Line items grouped by type
• Descriptions from time entries
• Rates and quantities
• Total to be invoiced

Historical invoices

List of invoices already created from this job:

• Invoice number and date
• Amount invoiced
• Balance remaining
• Links to invoice details

Phases tab

View and manage job phase history.

Phase timeline

Shows when job moved between phases:

• Phase name
• Date entered
• Duration in phase
• Who changed phase

Phase change log

Audit trail of status updates:

• Timestamp
• From phase → To phase
• User who made change
• Notes (if added)

Editing and saving

Auto-save

Most fields save automatically as you type.

Manual save

Some sections require Save button:

• New time entries
• New expenses
• Task updates
• Phase changes

Cancel changes

Click Cancel or navigate away to discard unsaved changes.

AU-specific features

GST handling

• Budgets exclude GST (net amounts)
• Expenses track GST separately
• Invoices created include GST as per your settings
• Profitability calculated on net amounts

Payroll integration

Time entries can feed payroll:

• Timesheet integration
• Award rates applied automatically
• Superannuation costs factored in cost rates

Cost rates

Staff cost rates should include:

• Base hourly rate
• Superannuation (11.5%)
• Leave loading (if applicable)
• Other on-costs

This ensures accurate profit margins.

Best practices

Job creation

• Use descriptive names
• Set realistic budgets
• Define clear scope in description
• Assign appropriate team
• Set achievable due dates

Time tracking

• Record time daily (not weekly)
• Use descriptive task names
• Mark non-billable time clearly
• Review time entries regularly

Expense recording

• Add expenses promptly
• Always attach receipts
• Mark billable vs internal clearly
• Use consistent supplier names

Budget management

• Review budget vs actual weekly
• Update budget if scope changes
• Watch for cost overruns early
• Communicate budget issues to client

Task management

• Break jobs into small, clear tasks
• Assign every task to someone
• Set realistic task deadlines
• Update task status promptly

Common workflows

Full job lifecycle

1. Create job from quote or scratch
2. Assign team members
3. Add tasks to break down work
4. Record time as work performed
5. Add expenses as incurred
6. Update phase as job progresses
7. Complete all tasks
8. Create invoice from billable items
9. Close job after invoicing

Adding time and expenses

1. Open job in editor
2. Go to Time & Expenses tab
3. Click Add Time Entry or Add Expense
4. Fill in details
5. Mark as billable (if applicable)
6. Save
7. Review updated cost summary

Invoicing job work

1. Open completed job
2. Go to Invoicing tab
3. Review unbilled time and expenses
4. Click Create Invoice
5. Select items to invoice (all or selected)
6. Preview invoice
7. Confirm and create
8. Invoice opens in Invoice Editor
9. Send to client

Troubleshooting

Budget showing wrong amount

• Check if GST included/excluded
• Verify all costs captured
• Review time entry rates

Can’t add time entry

• Ensure you’re assigned to job
• Check job is not archived
• Verify you have timesheet permissions

Profit margin looks wrong

• Check cost rates are configured
• Verify all time is recorded
• Ensure expenses are added
• Confirm budget is accurate

Can’t create invoice

• Check job has billable items
• Verify job has client assigned
• Ensure you have invoicing permissions

Related pages

• Jobs Tab - Overview of all jobs
• Time Tracking - Detailed time entry guide
• Job Costing - Budgets and profitability
• Job Invoicing - Converting jobs to invoices
• Job Setup - Configuring phases and templates