Filter jobs by clicking buttons at the top of the Jobs module. These buttons automatically show job counts and allow you to quickly view specific subsets of jobs based on assignment, scheduling, completion, review, and invoice status.

Search and filter job records using multiple criteria including client information, keywords, custom views, and advanced filtering options.

The Jobs list displays key information in columns for quick reference and sorting capabilities.

Manage job status and perform key actions with clickable buttons in the Overview mode, allowing users to quickly update job status, create schedules, send notifications, and manage invoicing.

Action Buttons

Invoice Button Options

Options Button

Additional Sections

Manage line items for labor and materials. This mode allows you to track and manage all products and services associated with the job, including pricing and quantities for accurate job costing and invoicing.

Track and log labor hours for the job. Users can record and monitor time spent on the job, facilitating accurate billing and payroll processes.

Column Headers

Action Menu ("≡" Icon)

Track client equipment installed or serviced. This mode enables you to maintain detailed records of client equipment, enhancing service quality and warranty tracking.

Equipment Fields

Generate and track work tickets directly within a Job. Create shop, field, or warranty tickets to manage specific tasks and crew assignments.

Filter Options

Create and manage job-related tasks. This mode allows for detailed task planning and tracking, enhancing project management capabilities with due dates, assignments, and field visibility options.

View Options

New Task Fields

Assign and track inventory for the job. Users can manage and monitor inventory usage for each job, improving resource allocation and cost tracking.

Inventory View Options

Inventory Item Fields

Record and track job-related expenses. This mode enables users to record and monitor all expenses associated with the job, facilitating accurate job costing and billing.

Expense Fields

Monitor budget, costs, and financial performance. Users can track and analyze the financial aspects of each job, including budgets, actual costs, and profitability with detailed reporting options.

View Options

Available Reports

Job Costing Record Fields

Action Menu ("≡" Icon)

The most common way to create a Job is by converting a won Quote, which automatically transfers all quote information, line items, and pricing to the new Job record.

1. Navigate to the Quotes module
2. Open the Quote record you want to convert
3. Click the Convert to Job button
4. Review the automatically populated Job information
5. Add any additional details such as start date or project manager
6. Click Create Job to complete the conversion

Closing a Job marks it as complete and prepares it for archiving once all invoicing is finalized.

1. Navigate to the Jobs module
2. Select the Job record you wish to close
3. Click the Complete button to mark the job as complete
4. Create any remaining Invoices for the remainder of the balance (if not already done)
5. Once completed and all invoices created, the Job will automatically Archive based on the number of days entered in Company Preferences

Alternative Method:

Users can manually Archive a Job record via the Options button → Edit Card → Archive checkbox.

When a single client has multiple job site addresses, use the job site address feature to create separate addresses for each location without duplicating the client record.

1. Create or open the Quote or Job for this client
2. If prompted to use the existing job site address, click No
3. Click in the Job Site Address field
4. Click New button (not Edit)
5. Enter the new job site address details
6. Optional: Use the Name field to identify this specific location
7. Click Save to create this separate address

Understanding the distinction between Edit and New is critical for managing job site addresses correctly.

Real-World Example:

A school district (Republic Charter School) has jobs at Prep Middle School and Main Campus. Use "New" to create separate addresses for each location while keeping one client record.

Yes, Jobs can be created directly without converting from a Quote, though this is less common than the standard Quote-to-Job workflow.

1. Navigate to the Jobs module
2. Click New Job button
3. Select or create the client record
4. Enter job site address and project details
5. Navigate to Items mode and add line items manually
6. Enter pricing for each line item
7. Complete job setup and begin work

When to use this method:

• External quote was used (not created in TRUE)
• Customer verbally approved work without formal quote
• Service work where quoting process was skipped
• Emergency or time-sensitive projects

Jobs can be duplicated for similar projects or reverted to Quotes if work hasn't started.

The button bar filters at the top of the Jobs module provide quick access to Jobs that meet specific criteria, helping you manage workflow efficiently.

Jobs cannot be marked Complete if they have open items that require closure first. This ensures all work and documentation is finished before Job completion.

Jobs cannot be marked Complete if any of these exist:

• Open Tasks: Navigate to Tasks mode and mark all tasks complete or delete them
• Incomplete Work Tickets: Navigate to Work Tickets mode and mark all tickets complete or delete them
• Open Purchase Orders: Close or delete any open POs (if Purchasing module enabled)
• Open Inventory Items: Mark inventory as used or delete open items (if Inventory module enabled)

Resolution steps:

1. Check each mode listed above for open items
2. Complete or delete open items as appropriate
3. Return to Overview mode
4. Click the Complete button
5. Job changes from Incomplete to Complete status

Jobs and Work Tickets have fundamentally different staging systems, with Work Tickets offering much more customization flexibility.

Key Distinction:

Jobs button bar represents system conditions you cannot change. Work Tickets button bar represents stages you fully control for your workflow.

Creating a Schedule for a Job grants field crews access through TRUE Field and integrates with calendar views for resource management.

1. Open the Job record
2. Click the Unscheduled button in the Overview mode
3. Select New Schedule
4. Assign a resource (crew or individual) from the dropdown
5. Set the date and time for the scheduled work
6. Select a Status from the dropdown (e.g., On-Site Installation, In Progress)
7. Click Save to create the schedule

Work Tickets provide enhanced field capabilities compared to standard Job schedules, functioning as detailed work orders with specific requirements.

There are two methods for granting field crews access to Jobs via TRUE Field, each with different use cases.

Understanding when to use direct assignment versus schedule-based access helps optimize field crew workflows.

Resources and Statuses must be configured before creating schedules for TRUE Field access and calendar integration.

Scheduling functionality exists without Calendar, but the Calendar add-on provides visual calendar interface and enhanced features.

When Calendar Add-On is Worth It:

• Managing multiple crews across multiple job sites
• Need visual calendar grid for scheduling clarity
• Want drag-and-drop schedule management
• Color-coded status identification is important
• Need pivot views by crew or date range

Jobs and Contracts serve different workflows: Jobs for residential/service work, Contracts for commercial construction with advanced project management needs.

When to Use Jobs:

• Residential installations and service work
• Simple project tracking needs
• Standard invoicing workflow
• Don't need Schedule of Values or Pay Applications

When to Use Contracts:

• Commercial construction projects
• Bid management with optional pricing
• Progress billing with Schedule of Values
• RFI, submittal, and transmittal tracking
• Complex change order approval workflows

Down payment invoices allow you to bill a percentage or dollar amount of the total job value upfront, with the option to simultaneously record payment.

1. Open the Job record
2. Click the Uninvoiced tile in the Overview section
3. Choose the Down Payment option
4. Select percentage complete total, dollar amount, or quantity method
5. Enter the down payment amount (e.g., 50% for half the total)
6. Optional: Click Payment button to simultaneously create payment transaction
7. If recording payment, select payment method and bank account
8. Click Next and optionally email receipt to customer

The Invoice button offers multiple options to match different billing scenarios and payment workflows.

You can record payment simultaneously when creating a down payment or other invoice types, saving time by combining both actions in one workflow.

1. Open the Job record
2. Click Uninvoiced tile in Overview
3. Select invoice type (Down Payment, Invoice 100%, or New Invoice)
4. Enter invoice amount or percentage
5. Before clicking Next, click the Payment button
6. Select Payment Method (Cash, Check, Credit Card, etc.)
7. Select Bank Account where payment will be deposited
8. Optional: Enter check number or transaction details
9. Click Next to create invoice and payment simultaneously
10. Optional: Email receipt to customer

Alternative: Record Payment After Invoice Creation

1. Click Invoice button in Job Overview
2. Select Pay Invoice
3. Select the invoice to pay
4. Enter payment method and bank account
5. System applies payment to invoice

When line items need to be changed after invoicing has occurred, use credit memos to properly track financial adjustments rather than deleting invoiced items.

The Stock Pull workflow links Job line items to Inventory records, ensuring inventory depletes automatically when Work Tickets are marked complete.

1. Open the Job record
2. Navigate to Items mode
3. Batch select the line items that should pull from inventory (checkboxes)
4. Click Actions menu (≡ icon)
5. Select Stock Pull
6. Choose Use (not Reserve) for automatic depletion
7. System links selected items to Inventory records
8. Create or open a Work Ticket for this Job
9. Verify items now show as "Inventory" (not "Item") in Work Ticket
10. When Work Ticket is marked complete, inventory automatically depletes

These three concepts represent different aspects of product tracking in TRUE: pricing, stock, and shopping lists.

Quick Reference:

• Items = What you charge the customer (invoice)
• Inventory = What you have in stock (warehouse)
• Materials = What you need to buy (shopping list)

Inventory only depletes automatically when items are properly linked via Stock Pull and the Work Ticket contains those inventory items.

Step 1: Link Items to Inventory (Stock Pull)

1. Navigate to Job → Items mode
2. Batch select items that should pull from inventory
3. Click Actions → Stock Pull
4. Choose Use (not Reserve)

Step 2: Verify Inventory Appears in Work Ticket

1. Navigate to Job → Work Tickets mode
2. Open the Work Ticket
3. Check that items show as "Inventory" (not "Item")
4. If showing as "Item", Stock Pull was not completed - go back to Step 1

Step 3: Complete Work Ticket to Deplete Inventory

1. Mark all required items complete in Work Ticket
2. Click Complete button on Work Ticket
3. System automatically depletes inventory quantities
4. Inventory module (if enabled) shows reduced quantities

Troubleshooting: Inventory Not Depleting

• Check if items show as "Item" instead of "Inventory" in Work Ticket
• Verify Stock Pull was performed with "Use" option (not "Reserve")
• Confirm Work Ticket is marked complete (not just tasks)
• Ensure Inventory module is enabled in system

The Job Costing mode provides comprehensive cost tracking against budget, allowing you to monitor profitability throughout the project lifecycle.

1. Open the Job record
2. Navigate to the Job Costing mode
3. Click the + icon to create budget entries
4. Set Type to Budget and enter budgeted amounts per cost code
5. System automatically tracks Labor costs from time card entries
6. System tracks Committed costs from Purchase Orders
7. System tracks Invoiced amounts from invoices created
8. Run Cost Report or WIP Report to compare budget vs actual costs

Three specialized reports provide different views of job financial performance for comprehensive cost analysis.

To generate a report:

1. Navigate to Job Costing mode
2. Click Reports dropdown
3. Select desired report type
4. System generates PDF with current job costing data

Work Tickets function as detailed work orders that can be scheduled for field crews with mandatory completion items and enhanced tracking capabilities.

1. Open the Job record
2. Navigate to the Work Tickets mode
3. Click New Work Ticket button
4. Enter a topic or title for the work ticket
5. Optionally add line items from the job (these become checklist items)
6. Add notes or specific instructions for the crew
7. Click the Unscheduled button within the work ticket
8. Select New Schedule and assign resource and date
9. Work ticket appears on field crew's mobile device when scheduled

Tasks provide internal to-do items with automatic alert notifications, due date tracking, and optional field visibility for crew coordination.

1. Open the Job record
2. Navigate to the Tasks mode
3. Click the + icon to create a new task
4. Enter a description in the DESCRIPTION field
5. Select a team member from the ASSIGNED dropdown
6. Set a STAGE if using custom task stages
7. Enter a DUE date for follow-up alerts
8. Toggle FIELD checkbox if crew should see it in TRUE Field
9. Assigned user receives automatic alert notification

The Equipment mode maintains detailed records of client equipment for warranty tracking, service history, and future reference.

1. Open the Job record
2. Navigate to the Equipment mode
3. Click to add a new equipment record
4. Select the product from the TRUE Catalog or enter manually
5. Enter serial number, purchase date, and other identifying information
6. Upload photos of the installed equipment
7. Set reminders for warranty expiration or maintenance dates
8. Check the Worked checkbox when equipment is installed
9. Add description notes for future service reference

Work Tickets are ideal for field operations requiring structured workflows, checklists, and stage management.

Use Work Tickets when you need:

• Field crew completion verification: Mandatory checklist items that must be completed before marking ticket complete
• Stage-based workflow: Move tickets through customizable stages (Hold, Preparing, QC, Ready, Complete)
• Inventory depletion: Automatically deplete inventory when Work Ticket is marked complete
• Manager notifications: Trigger notifications when field crews complete work
• Auto-archiving: Automatically archive completed Work Tickets based on settings
• Separate scheduling: Schedule Work Tickets independently from the main Job
• E-form integration: Attach e-forms for inspections, safety checks, or quality control

Common Work Ticket use cases:

• Installation work orders with pre-installation, installation, and post-installation stages
• Service tickets requiring inspection checklists and completion sign-off
• Multi-phase projects where each phase needs independent tracking
• Jobs requiring inventory tracking and depletion upon completion
• Field operations needing manager review before final completion

When NOT to use Work Tickets:

• Simple to-do items (use Tasks instead)
• Office-only work with no field component
• Jobs not requiring structured workflow or mandatory checklists
• Quick service calls with no inventory or stage requirements

Job line items can be pulled into Work Tickets as checklist items, allowing field crews to verify completion of each item before marking the Work Ticket complete.

1. Open the Job record
2. Navigate to Work Tickets mode
3. Click New Work Ticket
4. Enter Work Ticket name and details
5. In the Work Ticket form, locate Add Items section
6. Click Add from Job or similar option
7. Select which Job line items to pull into this Work Ticket
8. Items appear as checklist items in the Work Ticket
9. Field crews see these items in TRUE Field
10. Crews must check off all items before completing Work Ticket

Important considerations:

• Inventory vs Items: If items were linked to Inventory via Stock Pull, they appear as "Inventory" in Work Ticket (not "Item")
• Mandatory completion: All checklist items must be marked complete before Work Ticket can be completed
• Selective pulling: You can choose specific items rather than pulling all Job line items
• Multiple Work Tickets: Different items can be pulled into different Work Tickets for the same Job

Jobs can be automatically archived after completion and final invoicing based on settings configured in Company Preferences.

Automatic Archive Process:

1. Job is marked Complete using the Complete button
2. All invoices are created (Uninvoiced amount is $0)
3. System waits for the number of days configured in Company Preferences
4. Job automatically moves to archived status

Manual Archive:

1. Open the Job record
2. Click Options button
3. Select Edit Card
4. Check the Archive checkbox
5. Click Save to archive immediately

When e-forms don't save changes or appear blank, regenerating the e-form from the template resolves the issue by creating a fresh instance.

Common symptoms:

• Changes to e-form fields don't save when clicking Save
• E-form appears blank or missing sections
• Previously entered data is not displaying
• Error messages when trying to update e-form

Resolution: Regenerate the E-form

1. Navigate to the Job record
2. Open the problematic e-form
3. Click Options or More menu (≡ icon)
4. Select Regenerate or Regenerate from Template
5. System creates a fresh e-form instance from the template
6. Re-enter any previously saved data if needed
7. Test that changes now save correctly

Why this happens:

• E-form template was updated after the e-form was created
• Database corruption or sync issues with the e-form instance
• Changes to underlying form structure not applied to existing instances
• Browser cache issues preventing proper form display