To create a job within ServiceWorks, use the following steps:
There are several different options in which you can create a new job.
Method 1: The Jobs Tab
Log into your ServiceWorks account and hover over the Jobs tab in the toolbar, then select New Job from the dropdown menu
Method 2: The Add New Tab
Click the + Add New tab in the toolbar, then select New Job from the dropdown menu
Once you’ve used either method to begin creation of your new job, here’s what you’ll be able to add to the ticket:
Customer Details
Within the customer details section, you can enter in basic information about the customer requesting the service, such as their name, email address, phone number, address, and company name if applicable.
You can also use the sub-customer checkbox to signify and assign the billing for the job as well as the iCal sync to synchronize information from an existing iCal account.
If the customer’s information is already saved within your ServiceWorks account, their information should begin to populate after entering the first three characters of their name, email address, or phone number.
If this is the first time you’ve entered this customer’s information, this process will also add them into your customer database once saved.
Over on the left, you can also assign a specific tax rate to a customer or even mark them as exempt from taxes. And using the Payment Details link, you can view previous payments made by this customer on past services.
And, if you have any customer custom fields setup, you can view them within the Additional Information panel
Job Information
In the next section, the Job Information section, you can enter specific information about the job itself, such as:
A description of the issue
The zone in which the service occurs, if those are set up within your account
The assigned job type, this will populate based on the current job types you have set up
The date and time on which the call was received, or when the job was created
The source of the call
The call type
And the job classification
You can use the Opt Out checkbox to remove this job from any optimization processes
As well as use the Sooner Service checkbox to ensure this job is high priority for optimization, should that be active within your current plan
If your plan included Skill based assignment, you can also manually add skill requirements for this job. We’ll cover how skill assignment works in another video
An in the job note section, you can leave any additional notes required for the job
Now depending on what your services your company provides you’ll need to fill out one or both of the following sections
Service / Labor
In the Service / Labor section, you can search for and add services from your Price List
In the Service and labor section, you can add services created on your price list to the job ticket.
To begin, click the +Add Service/Labor link in the top right of the panel
After doing so, you’ll see a few dropdown boxes available for data entry
First start by selecting the Industry your service is nested under
Then the Category
And finally the name of the desired service
Upon selecting these fields, the Description, Price, Cost, and Total should populate with the information from the preset service.
Next, you’ll have the option of selecting who should be billed for the cost of the service. By default, this will be set to Customer, indicating that the customer that requested the service will be billed for payment.
Clicking the down arrow will allow you to assign the billing for this service to a manufacturer, distributor, or warranty claim providers setup within your ServiceWorks account
In the price section, it should auto populate with the assigned price to the service, however, this can be edited by clicking within the field and entering a new number. The same can be said for the cost field.
The quantity field is used to designate how many of each service is being requested for this job. By default this will be set to 1, but can be edited to your business needs
And the taxable checkbox will determine whether or not the total cost of each service will include the customers set tax rates. You can use the trashcan icon to delete any unwanted services.
You can also use the Service Catalog to locate services within your account to add to job tickets. Simply click on the Service Catalog button, use the dropdown fields to enter search criteria, and then click Search. Once your results are visible, click the add button to include the service in the job ticket. You can then edit any additional information about the service much like if you entered it in manually
Products
In the products section, you can search for and add items (inventory, non-inventory, & serialized) to your job tickets
In the products panel, you can add inventory items to job tickets and fill out item information for repairs and maintenance.
For repairs and maintenance on items, first start with entering the brand, product family, and product details for the item, as well as the model and serial number. This will assist the technician, which we’ll be assigning a little bit later, know exactly what to expect before reaching the service location. You can add additional products to the ticket by clicking the New Product button
Next to the product description, you can use the is there a warranty on the product toggle to mark the product as a warrantied item. Upon doing so, you’ll be given the option to enter additional information such as the date and location of purchase, ID number and other variables related to warranty claims.
Below the product section is the Item/ Parts section, where you can enter in the parts required for the job. You can also skip straight to this section if you’re just selling items and not performing routine maintenance
Much like the Service and Labor section above, you can manually enter the items number in the item number field and select it from the dropdown to populate within the section or you can use the Search catalog to enter in search criteria and add it directly from the catalog to your job ticket.
Once you’ve selected an item, you can edit the make (or brand) of the item if multiple brands exist for a single item, as well as edit the quantity of the item, price, and cost.
Items can also be marked as taxable using the taxable checkbox and the items disposition can also be set during this time (this disposition will automate given the job status, so initially you may not need to set this)
Additional items can be added using the + Items button, and deleted using the bin icon.
Charges
In the Charges section, you can view the sum totals of items and parts, as well as apply discounts and enable tax rates
Within the charges section, you can add additional charges or even discounts to your job.
The first part of the charges section will include the current total price of your Services and Items added on the job. Next to these, you’ll see the discount dropdown fields.
Should you have your discounts already created, you can add them to either the service or labor amount totals. And once added, the total should immediately reflect the discount (We recommend setting the amount of the discount within the name, as the system will not indicate how much is being discounted other than the updated total
You can also determine whether there are taxes applied on the total items and labor as well
To add an additional charge, click the + Add New Charge button
Once clicked, a new dropdown will appear below the Service and Items section. In this field, you can select one of the created Other Charges within your account to apply them to the job
Once applied, the amounts for the additional charges can be edited per your business needs. You can add multiple additional charges as well.
Schedule Information
In the Schedule Information panel, you can assign technicians, set a specific time for the service to occur, and view any photos or signatures taken for the job
And finally, within the schedule information section, you can enter information related to when the job is scheduled and the technician assigned for the job
While there are quite a few tabs within this section, the main one we’ll focus on in this lesson is the Schedule Info tab.
To begin to schedule your job, you have two methods of doing so:
1. Manual entry
To start, first enter a date within the Start Date field. By default, this will be suggest the current day when clicked. Click on an associated date on the calendar and the information should populate shortly.
Once you’ve chosen a date, you can now select a time. There are several options for time selection:
All Day – This will set your job to be scheduled any time during your business hours on the set date. When multiple jobs on the calendar are set to all day, their order will be determined by the addresses closest to the technicians starting location
AM – This will schedule jobs between 12:00 am – 11:59am, based on your company’s opening hours. All jobs scheduled as AM will appear in order according to the closest location near a working technician
PM – This will schedule jobs between 12:00pm and 11:59pm, based on your company’s closing hours. All jobs scheduled as PM will appear in order according to the closest location near a working technician
Specific Time – This will schedule jobs based on a specific, designated time. Just click the time field to bring up the clock popup menu, and then set the hour, minutes, and whether or not its AM or PM. Jobs scheduled for specific times will be on those times only
Time Range – This will schedule jobs based on preset time ranges within your ServiceWorks account. If you want to use these but haven’t set them up, you’ll have to open the configuration tab to do so, then return to the job menu
Now that you’ve set a time, you can set a duration. If you’ve added a service with a duration already assigned, you should see it reflected in this section. Either way, you can also alter the amount of time you’d like for this job
Need More Assistance?
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Email: support@service.works
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