Filter jobs by clicking buttons at the top of the Jobs module. These are hard-coded system buttons that automatically show job counts and allow you to quickly view specific subsets of jobs based on assignment, scheduling, completion, review, and invoice status. Use the Stage toggle to switch between these default buttons and custom stage-based filtering.

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.

Quick actions and tools available from the Jobs list view for managing records, generating reports, and exporting data.

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.

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.

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

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

Add, view, and edit warranties tied to this Job. Access by clicking the View button and selecting Warranties. Warranties created here roll up to the associated Client record's Warranties mode.

Click the green + icon to add a new warranty.

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.

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

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.

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.

Configured in Settings → Users / Access.

These toggles in Settings (Gear icon) → Company Preferences → Quotes / Bids / Jobs hide specific buttons, segments, or modes in the Jobs module. If a button or mode described in this article is missing from your screen, check the matching toggle below.

Found in Settings (Gear icon) → Company Preferences → Quotes / Bids / Jobs. These control the Down Payment invoice option on the Job.

Additional Quotes / Bids / Jobs preferences that change how Job data is displayed or defaulted.

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 AI Scope of Work Generator creates a professional project description based on the line items you've already entered in your Job. It analyzes your existing items and generates descriptive text for the Description field.

How to Use:

1. Navigate to the Job record
2. Ensure you have line items entered in the Items mode
3. Go to Overview mode
4. Click the AI icon next to the Description field
5. Review the automatically generated prompt
6. Modify the prompt as needed to customize the output
7. Click Continue to generate the scope of work
8. Review and edit the generated description as needed

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.

TRUE provides multiple search options for finding Jobs, with different capabilities depending on the field type. List view search is optimized for performance with commonly searched fields, while the global Search feature provides advanced options for addresses and other specialized fields.

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 depleted 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.

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 are separate workflows: Jobs handle residential and service work, while the Contracts add-on handles commercial construction with advanced project-management needs. They are not interchangeable, and there is no direct conversion between them (see the note below the table).

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 an invoice, or apply it afterward. Both methods are available depending on your workflow.

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

To bulk import line items into a Job, you must use the CSV template provided by TRUE. Excel files are not directly supported - you need to format your data to match the system's CSV structure.

1. Navigate to the Jobs module
2. Select the Job you want to add items to
3. Click on Items mode
4. Click the Gear icon (⚙️)
5. Select CSV Template to download the required format
6. Open the template and add your items, ensuring column headers and format match exactly
7. Save your file as CSV format (not Excel .xlsx)
8. Return to the Items mode in your Job
9. Click the Gear icon (⚙️)
10. Select Import and choose your formatted CSV file
11. Review the imported items and verify accuracy

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. Follow these steps in order, then use the troubleshooting checklist if depletion isn't happening.

The Procurement column in Items mode displays real-time status of catalog items based on inventory levels, purchase orders, and fulfillment. This helps track which materials are ready, ordered, or still needed.

There are three ways to create a purchase order from a Job, depending on whether you want a blank PO, a PO pre-populated with line items, or a PO from the material list.

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

As of TRUE v20:

• Address Name is now included in Global Search results.
• Batch-selecting items in a Job record now has the New Shipping action available via the hamburger icon and batch-select features.
• The CSV Template feature now optionally allows you to remap fields during import.

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

Warranties are tracked per Client and can be created from any Job record. Warranties added to a Job are automatically linked to the associated Client's Warranties mode.

1. Open the Job record
2. Click the View button and select Warranties
3. Click the green + icon to add a new warranty
4. Fill in Catalog, Description, Vendor, Start, and Expiration
5. The warranty saves automatically and appears on the Client record's Warranties mode

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.

The Recurring checkbox in the Catalog applies only to items added to Quotes or Jobs after the checkbox change. Items already on a Quote or Job retain the recurring/non-recurring state captured at the time they were added.

To change recurring behavior on an existing line item, remove it from the Quote/Job and re-add it after the Catalog change.

Archived jobs can be reactivated either directly from the Jobs module or through the related Client record. Choose whichever path fits how you located the job.

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

Access to the Jobs module is controlled by user permissions. If you cannot see or access this module:

1. Contact your system administrator
2. Request the Module Access (Jobs) permission (ID #896)
3. Once granted, you'll find the module in the Jobs workflow

If you can only see Jobs assigned to you, your account has the View Assigned Only (Jobs) permission enabled (ID #979). This security setting restricts users to viewing only records they're directly assigned to.

To view all Jobs:

1. Contact your system administrator
2. Request removal of View Assigned Only (Jobs) permission
3. Once updated, you'll see all Jobs in the system

Deleting Job line items requires the Delete Quote / Job Line Items permission (ID #903). This permission controls who can remove items from Jobs.

1. Contact your system administrator
2. Request the Delete Quote / Job Line Items permission
3. Once granted, you can delete items using the delete button in Items mode

The Modify Record Access (Jobs) permission (ID #1003) allows users to control which team members can view specific Job records.

With this permission, you can:

• Restrict Job visibility to specific users
• Add or remove users from Job access lists
• Create private Jobs visible only to authorized personnel

Alert notifications for Jobs are controlled by user permissions. Available alerts include:

To enable alerts:

1. Navigate to Settings → Users / Access
2. Select the user who should receive alerts
3. Go to the Access tab
4. Find the Jobs section
5. Enable desired alert permissions

Jobs can be enabled or disabled for Time Clock tracking in TRUE Time. When enabled, employees can punch in/out against the Job as a cost center.

Default Behavior:

By default, new Jobs have Time Clock enabled (ON). This can be changed system-wide in Company Preferences using the "Time Clock Initially Off" setting.

Jobs has 25 permissions controlling access and actions:

To configure permissions:

1. Navigate to Settings → Users / Access
2. Select a User or Access Group
3. Go to the Access tab
4. Find the Jobs section
5. Enable or disable permissions as needed

The Analysis tool provides advanced filtering, sorting, and reporting capabilities for Quotes and Jobs data. Use it to track sales performance, conversion rates, revenue metrics, and job profitability across your service and residential projects.

Analyze completed job revenue and track overall profitability using the Analysis tool's filtering and summary capabilities.

Use the Assigned sort option to group jobs by salesperson and compare individual revenue and performance metrics.

1. Open Analysis from the "Gear" icon
2. Click Advanced Filter and set your date range in Sold Date or Completion Date
3. Click Search to apply the filter
4. Click Sort and select Monthly & Assigned or Quarterly & Assigned
5. Results display grouped by salesperson with subtotals for each person's revenue and job count

Key Performance Indicators by Salesperson:

• Quote Volume: Number and value of quotes submitted
• Closed %: Conversion rate from quote to job (win rate)
• Revenue: Total Job(s) value for sold work
• Average Job Size: Total value ÷ count indicates typical sale amount

Use the Analysis filter to identify jobs that have work completed but not yet invoiced, helping ensure you bill for all completed work.

1. Open Analysis from the "Gear" icon
2. Click Advanced Filter
3. Check the Job checkbox to include only Jobs
4. Check the Uninvoiced checkbox to filter to jobs with uninvoiced amounts
5. Optionally filter by Stage (Job) to focus on active or completed jobs
6. Click Search to see all jobs needing billing attention

Related Filters:

• Uninvoiced: Jobs with amounts not yet billed
• Invoiced: Jobs with invoices already created
• Balance: Filter by outstanding balance amount
• Paid: Filter by payment received amount

Track how many jobs you complete each week, month, or quarter to understand your throughput capacity and identify seasonal trends.

1. Open Analysis from the "Gear" icon
2. Click Advanced Filter
3. Check the Job checkbox
4. Set a date range in Completion Date (e.g., 01/01/2024...12/31/2024)
5. Click Search
6. Click Sort and select Weekly, Monthly, or Quarterly
7. Review grouped results showing job count and revenue per period

Use Cases:

• Capacity Planning: Compare completion rates to identify your maximum throughput
• Seasonal Trends: Identify busy and slow periods for staffing decisions
• Revenue Forecasting: Use historical completion data to project future revenue
• Performance Tracking: Monitor completion trends month-over-month or year-over-year

Save frequently used filter configurations as Favorites to quickly access your common reports without re-entering search criteria.

There is no bulk or mass-edit tool for changing Job Numbers. Job Numbers are changed one record at a time on the individual Job.

To change a single Job Number:

1. Open the Job record
2. Edit the Job Number field
3. Save the record