Review finished jobs and approve extras

Every job finished on the phone comes to the office before it is billed. You check the time, materials, extras and photos, decide the extras that wait for approval, and then approve the job or send it back to the crew.

Before you start

• You need the right Manage Services & Maintenance.
• Materials must show Checked: a line with Not enough stock or Pending until synced blocks the approval.

Steps

1. Open Field jobs → To review. The tabs are Jobs to review, Extras to approve and To invoice.
2. On Extras to approve, select a job. Its Billable extras card opens.
3. For each extra Waiting for approval, select Approve or Reject. For an Other extra without a price, type the Price first.
4. On Jobs to review, select a job. The Office card shows Check the time, materials, extras and photos, then approve the job for billing or send it back.
5. Read the Time, Checklist, Photos, Materials used, Billable extras and Customer acceptance cards.
6. To correct time, select Correct on an entry and void it with a reason, or Add time by hand.
7. To send the job back, type a Note to the crew and select Send back. The job reopens on the technician's phone with your note.
8. When everything is right, select Approve job. The job shows Reviewed with your name and the time.
9. To bill it, select Invoice the job, or find it later on the To invoice tab.

Good to know

• Approve job takes the checked materials out of the technician's van (or the branch's stock) once, at their cost on that day. Materials are never taken twice, even if the job is sent back and approved again.
• An approved extra adds to the job's agreed revenue as a change order; the job cannot be approved while any extra waits.
• If your organisation has an active job-review rule in Workflows, Approve job also settles that approval request, so the job is reviewed once.
• Today shows the office the extras waiting (with Approve in place), the jobs to review, the jobs to invoice and, for people who see costs, the jobs that lost money in the last 30 days.
• The queue lists show revenue only to people who may see prices, and the margin only to people with See job costs and margins.
• Related: Read a job's margin, Invoice a work order, error work_not_reviewed.