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Australia (AU)JobsJob Setup

Job Setup

The Job Setup page configures your job workflow. Define phases, create templates, and establish processes that standardize how jobs move from quote to invoice.

Overview

Job Setup contains:

  • Phases: Workflow stages (like Kanban columns)
  • Templates: Pre-configured job structures
  • Processes: Automated actions at phase transitions

Phases

Phases represent stages in your job lifecycle. They appear as columns in Kanban view.

Default phases

The system starts with common phases:

  • Draft: Job created, not started
  • Planning: Scoping and scheduling
  • In Progress: Active work
  • Review: Quality assurance
  • Complete: Work finished
  • Invoiced: Billed to client

Adding phases

Create custom phases for your workflow:

  1. Click Add Phase
  2. Enter phase name
  3. Click Add
  4. Phase appears in Kanban

Phase examples by industry

Consulting:

  • Discovery
  • Proposal
  • Engaged
  • In Progress
  • Review
  • Complete

Construction:

  • Quote Accepted
  • Planning
  • Materials Ordered
  • On Site
  • Inspection
  • Sign Off
  • Invoiced

Creative/Agency:

  • Brief Received
  • Concepts
  • Design
  • Client Review
  • Revisions
  • Final Delivery
  • Complete

Reordering phases

Drag and drop phases to rearrange:

  • Order affects Kanban column layout
  • Left-to-right = typical workflow
  • Can reorder anytime

Archiving phases

Hide phases no longer used:

  1. Click phase menu (…)
  2. Select Archive
  3. Phase hidden from new jobs
  4. Existing jobs retain archived phase

Reactivating phases

Restore archived phases:

  1. Click Show Archived
  2. Find phase
  3. Click Reactivate

Job templates

Templates pre-fill job details for common project types.

Creating templates

  1. Click New Template
  2. Enter template name
  3. Add default:
    • Description
    • Tasks
    • Budget structure
    • Team roles
  4. Save template

Template components

Template name: Descriptive identifier.

  • “Website Project - Small”
  • “Consulting - Strategy Day”
  • “Maintenance - Quarterly”

Default description: Scope outline.

  • Pre-filled in new jobs
  • Edit per job as needed
  • Standard deliverables list

Default tasks: Common to-do items.

  • Pre-populated task list
  • Assign typical team roles
  • Set standard estimates

Budget guidance: Suggested amounts.

  • Typical project value
  • Can be adjusted per job
  • Helps with quoting

Using templates

When creating new job:

  1. Select template from dropdown
  2. Job pre-fills with template data
  3. Customize for specific client
  4. Save

Template examples

Website Design Template:

  • Tasks: Discovery, Wireframes, Design, Development, Testing, Launch
  • Default team: Designer, Developer
  • Typical budget: 5,000−5,000-15,000

Consulting Day Template:

  • Tasks: Prep, On-site, Follow-up Report
  • Default team: Senior Consultant
  • Typical budget: $2,000

Monthly Retainer Template:

  • Tasks: Monthly review, Reporting, Optimisation
  • Default team: Account Manager
  • Budget: Monthly amount

Managing templates

Edit template:

  1. Find template in list
  2. Click Edit
  3. Modify details
  4. Save

Archive template:

  1. Click template menu (…)
  2. Select Archive
  3. Template no longer available for new jobs

Duplicate template:

  1. Click Duplicate
  2. Copy created with “(Copy)” suffix
  3. Edit as needed

Processes (automation)

Configure automated actions when jobs move between phases.

Process triggers

Set rules like:

  • When job moves to [Phase] → Do [Action]

Common processes

Create task:

  • Trigger: Job enters “Planning”
  • Action: Create “Schedule kickoff meeting” task

Notify team:

  • Trigger: Job enters “In Progress”
  • Action: Email assigned team members

Alert manager:

  • Trigger: Job enters “Review”
  • Action: Notify project manager

Update quote:

  • Trigger: Job marked “Complete”
  • Action: Update linked quote status

Creating processes

  1. Click Add Process
  2. Select trigger phase
  3. Choose action type
  4. Configure action details
  5. Save process

Process conditions

Add filters to processes:

  • Only for jobs over $X budget
  • Only for specific clients
  • Only for certain job types

Managing processes

  • Enable/Disable: Turn processes on/off
  • Edit: Modify existing processes
  • Delete: Remove processes no longer needed
  • Reorder: Priority order for execution

Setup best practices

Phase design

  • Keep it simple: 5-7 phases usually sufficient
  • Clear meanings: Each phase has distinct purpose
  • Linear flow: Avoid back-and-forth confusion
  • Action-oriented names: “In Progress” not “Working”

Template strategy

  • Common project types: One template per typical job
  • Not too specific: Templates guide, don’t constrain
  • Review periodically: Update as business evolves
  • Train team: Ensure everyone knows templates

Process automation

  • Start simple: One or two processes initially
  • High-value triggers: Focus on key phase transitions
  • Test first: Verify processes work as expected
  • Monitor noise: Avoid too many notifications

AU-specific considerations

Phase compliance

Some phases may relate to compliance:

  • Quote acceptance phase → Contract in place
  • Sign off phase → Client approval documented
  • Invoiced phase → Tax invoice issued

Template tax codes

Templates can include:

  • Default tax treatment for tasks
  • GST-inclusive vs exclusive guidance
  • Special tax scenarios (exports, etc.)

Process notifications

Automated notifications help with:

  • BAS preparation timing
  • Quarterly reporting deadlines
  • Year-end project closures

Common setups

Service business setup

Phases:

  1. Quote Accepted
  2. Brief/Discovery
  3. In Progress
  4. Client Review
  5. Revisions
  6. Complete
  7. Invoiced

Templates:

  • Small Project (< $2k)
  • Medium Project (2k−2k-10k)
  • Large Project ($10k+)
  • Retainer - Monthly

Processes:

  • “Quote Accepted” → Create kickoff task
  • “Complete” → Email manager for review
  • “Invoiced” → Archive job after 90 days

Product/retail setup

Phases:

  1. Order Received
  2. Materials Sourced
  3. In Production
  4. Quality Check
  5. Ready for Delivery
  6. Delivered
  7. Invoiced

Templates:

  • Standard Order
  • Custom Order
  • Bulk Order
  • Rush Order

Processes:

  • “In Production” → Notify client
  • “Ready for Delivery” → Create delivery task
  • “Delivered” → Send follow-up email

Consulting setup

Phases:

  1. Engaged
  2. Discovery
  3. Analysis
  4. Recommendations
  5. Implementation
  6. Review
  7. Complete

Templates:

  • Strategy Project
  • Implementation Project
  • Assessment/Review
  • Ongoing Advisory

Processes:

  • “Engaged” → Send welcome pack
  • “Implementation” → Weekly status update
  • “Complete” → Request testimonial

Troubleshooting

Phases not appearing

  • Check phases are not archived
  • Verify at least one phase exists
  • Refresh page after adding phases

Template not showing in dropdown

  • Check template is not archived
  • Verify template saved correctly
  • Templates appear alphabetically

Process not triggering

  • Check process is enabled
  • Verify conditions are met
  • Confirm trigger phase correct
  • Review process logs

Can’t delete phase

  • Phases with existing jobs can’t be deleted
  • Archive instead to hide from new jobs
  • Existing jobs keep archived phase
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