What's the difference between a job and a visit?

A job is the overall project - like 'Kitchen Renovation for the Smiths.' A visit is a scheduled appointment within that job. One job might have multiple visits: an initial assessment, the main work day, and a follow-up inspection. This structure lets you track the big picture while managing individual appointments.

Can I assign multiple team members to a single job?

Yes. You can assign multiple technicians to a job and schedule individual visits for each person. This is essential for larger projects where you need an electrician on Monday and a plumber on Tuesday, all under the same job.

How do job statuses work?

Jobs progress through statuses: Pending → Scheduled → In Progress → Completed. You can also mark jobs as Cancelled. Status changes can be triggered manually or automatically when visits are completed. Your team always knows where every job stands.

Can technicians update job status from the field?

Absolutely. The mobile app lets technicians update job status, add notes, attach photos, and log time - all from their phone. Updates sync instantly to the office dashboard so you're never out of the loop.

How do I handle recurring jobs like maintenance contracts?

Create the job once and schedule recurring visits. WorkZen supports one-time and recurring scheduling, so a monthly HVAC maintenance contract gets automatic visit creation without manual entry each month.

Can I track job costs and profitability?

Yes. Between catalog item costs, labor hours, and the invoiced amount, WorkZen gives you visibility into job profitability. You'll know which types of jobs make money and which ones quietly eat into your margins.

What happens to a job when the client cancels?

Mark the job as Cancelled. All history, notes, and attached documents are preserved for your records. If the client comes back later, you have full context to pick up where you left off without starting from scratch.

Can I attach files and photos to jobs?

Yes. Upload before photos, permits, contracts, or any other documents directly to the job record. Technicians can also attach photos from the mobile app, creating a visual record of work completed.

Job Management: From Scheduling to Completion

If leads are the heartbeat of your business, jobs are the muscle. Every dollar of revenue ultimately traces back to a job that was scheduled, executed, and invoiced. Yet most service businesses manage jobs with a combination of whiteboards, text messages, and hope. WorkZen replaces all of that with a system that keeps your entire operation visible, accountable, and profitable.

The Anatomy of a Job

A job in WorkZen represents a complete unit of work for a client. It might be a one-hour faucet repair or a three-week renovation - the structure handles both. Every job has a title, a client, a status, a priority level, and a history of everything that's happened since it was created.

What makes WorkZen's approach powerful is the relationship between jobs and the entities around them. A job connects to the client who requested it, the estimate that priced it, the visits that scheduled it, the invoices that billed it, and the payments that closed it. Change one, and the connections stay intact.

Creating Jobs That Set Your Team Up for Success

A well-created job saves your team time before they ever pick up a wrench. Include the service type, a clear description of what needs to happen, the priority level, and any special instructions. If the client mentioned their dog needs to be put away or the back gate is locked, put it in the job notes. These details prevent wasted trips and awkward phone calls.

When a job originates from an accepted estimate, WorkZen carries forward all the context automatically. The client, the line items, the agreed price - it all flows into the new job without re-entry. Your team sees exactly what was promised before they arrive on site.

Scheduling: Putting the Right Person in the Right Place

Scheduling a visit within a job is where planning meets execution. Select the team member, pick the date and time, and WorkZen handles the rest. The assigned technician receives a notification with the full job details, client address, and any attached documents.

For jobs that require multiple visits - an assessment today, parts ordered tomorrow, installation next week - you schedule each visit independently within the same job. The job record keeps the full timeline visible, so anyone checking the status sees the complete picture, not just the next appointment.

Priority levels matter more than most businesses realize. When three jobs need attention and you only have two technicians available, knowing which job is urgent versus which can wait until Thursday keeps your team focused and your clients satisfied.

Tracking Progress Without Micromanaging

The best managers know what's happening without calling every technician every hour. WorkZen's job statuses give you that visibility. From the dashboard, you see which jobs are pending, which are in progress, and which are done - across your entire team, in real time.

Technicians update status from their phones as work progresses. When they mark a visit as complete, you see it immediately. When they add notes about unexpected issues or attach photos of completed work, that information is available to anyone who needs it - including the next technician who visits that property.

This isn't surveillance; it's coordination. Your team stays autonomous in the field while the office maintains the overview needed to handle client calls, schedule follow-ups, and keep the machine running.

From Completed Job to Revenue

A completed job is only valuable once it's invoiced and paid. WorkZen makes this transition seamless. From the job record, create an invoice that automatically includes the agreed line items. Send it to the client, and they can pay online immediately.

For jobs where the scope changed during execution - the water heater install that turned into a water heater plus pipe replacement - adjust the invoice before sending. The client sees an itemized breakdown of everything that was done, reducing payment disputes and building trust.

Jobs as Business Intelligence

Over time, your job history becomes a goldmine of operational data. Which service types generate the most revenue? Which technicians complete jobs fastest? How long do jobs sit in "pending" before someone schedules them? These patterns reveal opportunities that gut instinct alone would miss.

The service businesses that grow fastest aren't the ones doing more jobs - they're the ones doing the right jobs, priced correctly, staffed efficiently, and completed on time. WorkZen gives you the visibility to become that business.