JobsiteOn

Create Your First Job from Start to Finish

Full walkthrough of creating a contact, property, and job in JobsiteOn, then assigning your team and completing the work.

Liam Chen
Written by Liam ChenUpdated over a month ago12 min readBeginner

What this guide covers

This guide walks you through the complete job lifecycle in JobsiteOn, from creating your first customer contact through completing the work and generating an invoice. You will learn how contacts, properties, and jobs connect to form a complete workflow. By the end, you will have created a real job and understand how to repeat the process for every customer.

Before you begin

You need an active JobsiteOn account with Owner, Admin, or Dispatcher access. For the best experience, complete the workspace setup guide first so your company information and pricebook are configured. Have a real or test customer's name, address, and phone number ready.

Step 1: Create a contact

Every job in JobsiteOn starts with a contact. A contact is a customer record that stores the person's name, phone number, email, and any notes about the relationship.

To create your first contact:

  1. Click Contacts in the sidebar navigation
  2. Click the New Contact button in the top-right corner
  3. Fill in the required fields:
    • First name and Last name
    • Email address (used for sending invoices and quotes)
    • Phone number (used for communication and caller ID matching)
  4. Optionally add a Company name if this is a commercial customer
  5. Click Save to create the contact

The contact record is created immediately and you are taken to the contact detail page. From here, you can see all related properties, jobs, invoices, and communication history.

Tip: Enter the email address carefully. This is the address where invoices and quotes are sent. A typo here means your customer never receives their documents.

Step 2: Create a property

A property is the physical location where work is performed. Each contact can have one or more properties. For example, a homeowner might have their main residence and a rental property.

To create a property for your new contact:

  1. From the contact detail page, look for the Properties section
  2. Click Add Property
  3. Enter the property address:
    • Street address
    • City
    • State
    • Zip code
  4. Optionally add property notes - things like gate codes, parking instructions, or pet warnings
  5. Click Save to create the property

The property now appears on the contact's profile. It is also listed in the global Properties section in the sidebar.

Note: Properties maintain their own service history. Every job performed at a property is recorded, so any technician can review the history before arriving on site. This is especially valuable for recurring service locations.

Step 3: Create a job

Now that you have a contact and a property, you are ready to create your first job. A job represents a single unit of work to be performed.

To create the job:

  1. Click Jobs in the sidebar navigation
  2. Click the New Job button in the top-right corner
  3. Select the Contact from the dropdown (choose the contact you just created)
  4. Select the Property from the dropdown (choose the property you just added)
  5. Enter a Job title that describes the work (for example, "Kitchen faucet replacement")
  6. Optionally add a description with more details about the work
  7. Click Create Job

Your job is now created with a status of New. You will see the job detail page where you can add more information.

Tip: Use descriptive job titles that your team will understand at a glance. Instead of "Repair," write "Repair leaking kitchen faucet - 2nd floor unit." This helps dispatchers and technicians know exactly what the job involves.

Step 4: Add line items from your pricebook

Line items are the services and parts that make up the job's scope and cost. If you set up your pricebook during workspace configuration, you can pull items from it directly.

To add line items:

  1. On the job detail page, scroll to the Line Items section
  2. Click Add Item
  3. Search your pricebook by typing a service or part name
  4. Select the item from the dropdown results
  5. The item's name, description, and price auto-fill from your pricebook
  6. Adjust the quantity if needed (default is 1)
  7. Click Add to add the item to the job
  8. Repeat for each service and part required for this job

As you add items, the Job Total updates automatically at the bottom of the line items section.

Tip: If you need to add an item that is not in your pricebook, you can create a custom line item on the spot. Enter the name, description, and price manually. Consider adding frequently used custom items to your pricebook later to save time.

Adjust pricing for individual jobs

Sometimes you need to override the pricebook price for a specific job. To do this:

  1. Click the price field on any line item
  2. Enter the adjusted price
  3. The job total recalculates automatically

The pricebook price remains unchanged for future jobs. Only this specific job uses the adjusted price.

Step 5: Schedule the job

Scheduling assigns a date and time to the job so it appears on your calendar and your team knows when to perform the work.

To schedule the job:

  1. On the job detail page, look for the Schedule section
  2. Click Schedule Job or the date/time fields
  3. Select the date for the job
  4. Set the start time and end time (or estimated duration)
  5. The job now appears on your Schedule calendar

You can also schedule from the Schedule page directly:

  1. Click Schedule in the sidebar navigation
  2. Find the date and time slot on the calendar
  3. Click the time slot and select New Job or drag an existing unscheduled job onto the calendar

Note: Scheduling a job does not automatically change its status. You need to update the status separately or it will change when a team member begins work.

Step 6: Assign a team member

Assigning a team member tells your crew who is responsible for completing the job. The assigned person sees the job on their personal schedule.

To assign a team member:

  1. On the job detail page, look for the Assigned To section
  2. Click Assign Team Member
  3. Select one or more team members from the dropdown
  4. Each selected person receives a notification about the assignment

If you have not invited team members yet, see the Invite Team Members and Set Roles guide. You can still create and schedule jobs without assigning them, and add assignments later.

Tip: When assigning jobs, check the team member's existing schedule first. Go to the Schedule page to see who is available at the job's scheduled time. This prevents double-booking.

Step 7: Update the job status

JobsiteOn uses statuses to track where each job is in its lifecycle. Moving a job through statuses keeps your entire team informed and triggers relevant automations.

The standard job statuses are:

Status Meaning
New Job has been created but no work is planned yet
Scheduled Job has a date and time on the calendar
In Progress A team member has started working on the job
Completed All work is finished
Cancelled The job was cancelled and will not be completed

To update the status:

  1. Open the job detail page
  2. Click the status badge at the top of the page
  3. Select the new status from the dropdown
  4. The status updates immediately and the change appears in the activity feed

Technicians in the field can update the status from their phone. When they tap "Start Job," the status changes to In Progress. When they tap "Complete Job," it changes to Completed.

Tip: Encourage your team to update job statuses in real time. Accurate status tracking gives you a reliable view of what is happening across all your jobs without making phone calls.

Step 8: Complete the job

When all work is finished, mark the job as Completed. This finalizes the job and makes it eligible for invoicing.

  1. Open the job detail page
  2. Verify that all line items are accurate and reflect the work performed
  3. Add or update line items if the scope changed during the job
  4. Click the status badge and select Completed
  5. Add any final notes about the work performed

Once a job is completed, it moves to your completed jobs list and the contact's service history is updated.

Step 9: Generate an invoice from the job

The final step in the job lifecycle is billing the customer. JobsiteOn lets you create an invoice directly from a completed job with one click.

  1. On the completed job detail page, look for the Invoice section or action button
  2. Click Create Invoice
  3. JobsiteOn generates an invoice pre-populated with:
    • The contact's billing information
    • All line items from the job
    • The job total
  4. Review the invoice for accuracy
  5. Click Send to email the invoice to the customer

The customer receives a professional invoice with your branding. If you set up online payments, they can click "Pay Now" to pay immediately with a credit card or ACH transfer.

Note: You can edit the invoice before sending if you need to add discounts, adjust quantities, or include additional notes. The job and invoice are linked, so you can always trace an invoice back to the work that generated it.

Step 10: Review the complete workflow

You have now completed the full job lifecycle:

  1. Created a contact (customer record)
  2. Added a property (service location)
  3. Created a job (unit of work)
  4. Added line items (scope and pricing)
  5. Scheduled the job (date and time)
  6. Assigned a team member
  7. Updated the status as work progressed
  8. Completed the job
  9. Generated and sent an invoice

This is the core workflow you will repeat for every customer. With practice, most of these steps take just seconds. The pricebook, contact history, and property records eliminate repetitive data entry.

Shortcuts for returning customers

When a customer calls again, you skip the contact and property creation steps. Simply search for their name in the contact dropdown when creating a new job. Their existing properties are already available, and you can see their full service history before starting the new job.

Tip: Review a returning customer's previous jobs before starting a new one. The service history might reveal recurring issues, previous repair details, or special instructions that help your technician do a better job on site.

Tracking job profitability

After completing several jobs, you can start tracking profitability. Each completed job shows the total line item value and any notes about actual time spent. Over time, this data helps you understand which services are most profitable and where to adjust your pricing.

Compare your pricebook rates against the actual time each job takes. If a service consistently takes longer than expected, consider raising the price or adjusting the scope description to set better customer expectations.

Note: For detailed profitability analysis, use the Reporting module. It breaks down revenue by service type, customer, and team member so you can make data-driven pricing decisions.

Troubleshooting

I cannot find my contact when creating a job

Make sure the contact was saved successfully. Go to the Contacts page and search by name or email. If the contact does not appear, you may need to create it again. The search in the job creation form matches on first name, last name, email, and company name.

Line items from my pricebook are not showing up

Open the Pricebook page from the sidebar and verify your items are listed. If the pricebook is empty, you need to add items first. If items exist but do not appear during job creation, try typing the full item name or the first few characters and wait for the search results to load.

The job does not appear on my schedule

Verify that you set a date and time for the job in Step 5. Jobs without a scheduled date do not appear on the calendar. Open the job detail page and check the Schedule section. If the date is blank, add one and the job will appear on the calendar immediately.

FAQ

Q: Can I create a job without a contact? A: No. Every job requires a contact. This ensures you always have customer information linked to the work. If you do not have the customer's full details yet, create a contact with just a name and add the rest later.

Q: Can I assign multiple team members to one job? A: Yes. You can assign as many team members as needed. This is useful for jobs that require a crew. Each assigned person sees the job on their schedule and receives notifications.

Q: What if the job scope changes after I create it? A: You can edit line items at any time before sending the invoice. Add new items, remove items, or adjust quantities and prices. The job total updates automatically. If you have already sent an invoice, you may need to create a revised invoice.

Q: Can I duplicate a job for recurring work? A: Yes. On the job detail page, look for a Duplicate or Copy action. This creates a new job with the same contact, property, and line items. Adjust the schedule and any details, then save the new job. This is ideal for repeat customers with regular service needs.

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