Job Cards

Capture the job once on site, and get proof of work plus real numbers.

Updated

What is a job card?

The record you build on site while the work happens, and it produces two things from one capture pass.

Between scheduling a job and invoicing it, what actually happened usually lives in someone's memory, a camera roll, and a text to the office. The job card closes that gap. You capture once, in the field, on a phone.

Your client gets

  • A completion record: proof the job was done
  • Photos you did not mark internal
  • A signature they gave

You get

  • Actuals: what really got used
  • Variance against the quote
  • Your own margin on the job

Tick off scope as you finish it, photograph the work, log who worked and for how long, adjust materials against what was quoted, and collect a signature. No fact is entered twice.

Created with the job

Every job is born with its card. Nothing to start, nothing to attach afterward.

However a job comes into being, whether scheduled from an approved quote, created on the calendar or the jobs screen, minted when a quote converts, or described standalone, its card comes with it. Open it from the job, because that is where it belongs.

Descended or standalone
A card descended from a quote arrives seeded with that quote's scope and line items. A standalone card starts from your description, with no quote behind it and so nothing to compare against.

Checklist

Scope items you tick off as you go, seeded from the quote when the card came from one.

On a descended card the checklist arrives pre-filled from the quoted scope, so the first thing you see is the work you already promised.

  • Mark an item done, or clear it if you were early.
  • Add items the job turns up that nobody quoted.
  • Leave a note on an item when the detail matters later.

Crew and time

List who worked, then run one shared clock. Labor hours are crew size times that window.

Add the roster, start the clock when work begins, stop it when it ends. It runs live, and the window stays editable if you forgot to start or stop it on the moment.

One window, not one clock per person. Per-person clock-in and differential rates are deliberately out of this version, because a single shared window is what a field tech can actually keep accurate.

Materials and actuals

Start from what was quoted, adjust to what you really used. Your adjustment is the variance.

On a descended card the materials list starts seeded with the quoted lines. Change a quantity or rate, or add something never quoted.

  • Adjust quantity or price on a seeded line.
  • Add from your saved pricing catalog, the same rates the Quote Builder learns.
  • Free-text an item that is not in the catalog.

There is no separate variance step. The moment you adjust a line, the quoted-versus-actual difference is recorded, and you are never asked to fill in a second form explaining what changed. Totals and variance are calculated on the server, as everywhere else: what you type is the input, never the arithmetic.

Photos

Before, during and after, from the phone camera.

Cap
20 photos per card, a per-card limit, not an account-wide one.
Compression
Automatic, on the server. Send full resolution.
Internal flag
Keeps a photo off the client's completion record.

Photos are the backbone of the completion record, and the capture control shows how many slots you have used. Flag one internal for shots that are for your own file, or a condition you want recorded without putting it in front of the client.

The cap sits on the card rather than the account, so a busy month never runs you into an account-wide storage wall.

Sign-off

Capture a signature there and then, or send a link and let the client sign later.

  1. Finish the capture: checklist, photos, crew time, materials.
  2. Sign on site, on your phone or tablet, or send a private link to sign later.
  3. The card records who signed, how, and when.

The remote link uses the same private, unguessable link system as quotes, so there is nothing new for your client to learn and no account to create.

The signature turns your capture into agreed proof rather than your own account of the job. It is proof, not billing: the invoice is drafted when you mark the work complete.

The completion record

Client-facing proof the job was done, carrying your branding and nothing of TaskRel's.

On completion, your capture becomes a document the client can read and keep, a private page plus a PDF, freezing your business identity as it sends, the same rule quotes follow.

It reaches your client as proof of work ahead of any invoice, so they see the job was done properly before being asked to pay for it.

Internal-flagged photos, your margins, your crew costs and where a price came from all stay on your side. Internal data does not cross into a client document.

How does a finished job become an invoice?

Tap Mark complete and TaskRel drafts the invoice for you. Nothing is sent until you send it.

  1. [[Mark complete]]The work is done.
  2. [[Invoice ready]]A draft appears if the job has no invoice yet.
  3. You reviewEdit lines, prices and tax as you like.
  4. You sendNothing reaches your client before this.
Where the lines come from
A card that came from a quote invoices that quote, the price your client approved. A standalone card invoices the actuals you captured. A standalone card with nothing captured drafts nothing, so no empty invoice appears.
Fixed price jobs
The price is the price. With a quote behind it, the draft is that quote; with none, nothing is drafted. Actuals are still captured as proof and to show your own margin, but they are never billed.

Create invoice on a signed card opens that same draft rather than making a second one.

Actuals never silently change what you bill. On a quoted job they show your variance and margin, for your eyes only, while the invoice follows the price your client agreed to.