Job Settings
The Job Settings page configures module-level preferences. Control how jobs integrate with quotes, set team permissions, and define default cost rates.
Auto-create jobs from quotes
Automatically convert accepted quotes into jobs.
Enable auto-creation
Toggle: Turn on/off automatic job creation.
When enabled:
- Client accepts quote → Job auto-created
- Quote details pre-fill job
- Job linked to quote for tracking
Benefits
- No manual job creation from quotes
- Reduces data entry errors
- Maintains quote-to-job traceability
- Faster project kickoff
Configuration options
Phase for new jobs: Which phase auto-created jobs start in.
Options:
- Draft: Review before activating
- Planning: Ready for scheduling
- In Progress: Immediate work start
Default template: Apply template to auto-created jobs.
- Select from available templates
- Pre-populates standard tasks
- Sets default team assignment
Include quote details:
- Description copied from quote
- Budget set to quote total
- Line items become job tasks (optional)
When to use
Enable auto-create when:
- Most quotes become jobs
- Standardized project types
- High quote acceptance rate
- Want fast project start
Disable when:
- Quotes often don’t proceed
- Custom scoping needed first
- Prefer manual review
- Complex projects requiring planning
Manual override
Even with auto-create enabled:
- Can still create jobs manually
- Can delete auto-created jobs
- Can modify auto-created jobs
- Toggle anytime without affecting existing
Team permissions
Control which team members can access jobs.
Permission levels
View Jobs:
- See job list and details
- Read-only access
- Cannot edit or create
Create Jobs:
- Create new jobs
- Edit jobs they created
- Limited to own jobs (configurable)
Edit All Jobs:
- Modify any job
- Change phases and details
- Add time and expenses
Manage Jobs:
- Full job administration
- Archive/delete jobs
- Access job setup
- Configure templates
Setting permissions
- Go to Job Settings → Team Permissions
- Select team member
- Choose permission level
- Save changes
Role-based defaults
Default permissions by role:
- Admin: Manage Jobs
- Manager: Edit All Jobs
- Staff: Create Jobs
- Contractor: View Jobs (assigned only)
Special permissions
View assigned jobs only:
- Staff see only jobs they’re assigned to
- Useful for contractors
- Maintains client confidentiality
View costs and margins:
- Separate permission for financial data
- Some staff may see jobs but not profitability
- Protects sensitive margin information
Approve time entries:
- Review and approve team timesheets
- Required for payroll integration
- Usually managers only
Cost rates
Define how staff costs are calculated for job profitability.
Why cost rates matter
Cost rates determine:
- Job profitability calculations
- True project costs
- Margin accuracy
- Business performance insights
Setting cost rates
Two approaches:
1. Individual staff rates
Set rate per team member:
- Go to Team → Staff Member → Cost Rate
- Enter hourly cost
- Include all on-costs
Rate calculation:
Base hourly rate
+ Superannuation (11.5%)
+ Leave loading (if applicable)
+ Workers comp insurance
+ Other on-costs
= True cost rateExample:
- Base rate: $50/hour
- Super: $5.75
- Leave loading: $2.50
- Insurance: $1.25
- Cost rate: $59.50/hour
2. Role-based rates (default)
Set default rates by role:
- Junior: $45/hour
- Standard: $65/hour
- Senior: $95/hour
- Principal: $150/hour
Apply to staff by assigning role.
Rate components (AU)
Include in cost rates:
- Base salary converted to hourly
- Superannuation guarantee (11.5%)
- Annual leave loading (typically 17.5%)
- Workers compensation insurance
- Payroll tax (if applicable)
- Other benefits (if significant)
Don’t include:
- Office overheads (separate)
- Profit margin (separate)
- Billing rates (separate)
Updating rates
- Review annually or when salaries change
- Historical jobs keep original rates
- New time entries use current rates
- Can backdate if needed
Rate visibility
Who sees cost rates:
- Admins: Full visibility
- Managers: Usually can see
- Staff: Typically hidden
- Configurable per role
Default settings
Default job phase
New jobs start in this phase:
- Draft: Default, requires review
- Planning: Ready for scheduling
- Choose based on workflow
Default budget warning threshold
Alert when job costs exceed percentage of budget:
- Default: 80%
- Triggers warning in job editor
- Helps catch overruns early
Default due date offset
Auto-calculate due dates:
- Days from start date
- Example: “Start + 14 days”
- Can override per job
Integration settings
Timesheet integration
Connect jobs to timesheets:
- Enabled: Staff record time against jobs
- Disabled: Time tracked separately
- Affects time entry options
Payroll integration
Feed job time into payroll:
- Enabled: Job time flows to payroll
- Disabled: Separate timesheet system
- Requires timesheet integration enabled
Invoice integration
Create invoices from jobs:
- Enabled: Can invoice job time/expenses
- Disabled: Jobs for tracking only
- Usually enabled
Notification settings
Job alerts
Configure who gets notified:
Job created:
- Notify: Manager, Admin
- Purpose: Awareness of new work
Phase change:
- Notify: Assigned team, Manager
- Purpose: Track job progress
Budget warning:
- Notify: Manager, Job owner
- Purpose: Catch overruns
Due date approaching:
- Notify: Assigned team
- Days before: Configurable (default: 3)
Job completed:
- Notify: Manager, Admin
- Purpose: Ready for invoicing
Notification methods
- In-app: Dashboard notifications
- Email: Send email alerts
- Both: All channels
Display preferences
Default view mode
Choose preferred jobs view:
- Kanban (default)
- Table
- Calendar
- Timeline
Each user can override personally.
Columns in table view
Select default visible columns:
- Job name (always shown)
- Client
- Phase
- Start date
- Due date
- Budget
- Actual costs
- Profit margin
- Team
Jobs per page
Pagination setting:
- Default: 20
- Options: 10, 20, 50, 100
- Affects all users
AU-specific settings
GST defaults
Job budget treatment:
- Exclude GST: Budgets are net amounts
- Include GST: Budgets include GST
- Recommended: Exclude (track net profitability)
Payroll compliance
Integration settings for AU payroll:
- Award/EBA rate application
- Superannuation tracking
- Leave accrual recording
- Payslip integration
Cost rate requirements
For accurate AU compliance:
- Superannuation must be included
- Leave loading should be included
- Workers comp required
- Maintain rate history for audits
Best practices
Auto-create from quotes
- Enable if quote-to-job ratio is high
- Set to “Draft” phase for review
- Apply standard template
- Monitor and adjust as needed
Team permissions
- Grant minimum necessary access
- Contractors: View assigned only
- Staff: Create their own jobs
- Managers: Edit all jobs
- Admins: Full access
Cost rates
- Calculate accurately including all on-costs
- Review annually minimum
- Update when salaries change
- Document calculation method
- Train managers on cost visibility
Notifications
- Avoid notification overload
- Critical only: Budget warnings, completions
- Enable email for urgent items
- In-app sufficient for routine updates
Troubleshooting
Jobs not auto-creating from quotes
- Check toggle is enabled
- Verify quote acceptance workflow
- Review quote status mapping
- Check for backend errors
Staff can’t see jobs
- Check team permissions
- Verify job assignments
- Review role-based restrictions
- Confirm module enabled
Cost rates wrong
- Review rate calculation
- Check all on-costs included
- Verify staff assignments
- Update rates if outdated
Notifications not sending
- Check notification settings enabled
- Verify email addresses correct
- Review notification preferences
- Check spam/junk folders
Settings workflow
Initial setup
- Enable Jobs module
- Configure auto-create from quotes (optional)
- Set team permissions
- Enter cost rates for all staff
- Configure notifications
- Set display preferences
Ongoing management
- Review settings quarterly
- Update cost rates annually
- Adjust permissions as team changes
- Monitor notification effectiveness
Related pages
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