Workflow Guide - Getting Started in WORK

If you are using QuickBooks Online you can easily import your customer data, product and service items, and tax information.

• See QuickBooks Online Integration

If you are currently using another Job management solution they may offer an export feature. Please export your data and we will do our best to import it into Work.

If you have spreadsheets of your Customer/Location/Jobs, Quote/Invoice Items, or Vendors information, we'd be happy to import that information for you. We have sample spreadsheets in the user guides linked above but feel free to provide what you have. We can most likely work the data and import it into your account.

• Customer/Location/Jobs
• Quote/Invoice Items
• Vendors

If you don’t have any data to import not to worry, Work makes it easy to add your information and start managing your Jobs. Please watch our Quick Start Guide for a brief overview of how easy it is to setup a new Job.

1. Setup User Accounts for your team members. Click here for YouTube tutorial.
2. Setup Task Categories, Task Templates, and Task Resources. Click here for YouTube tutorial.
3. Setup Job Stages, Job Types, and Quote Stages. Click here for YouTube tutorial.
4. Setup Invoice Terms. Click here for YouTube tutorial.
5. Setup Item Manager (Note: We can import this information for you. Click here for YouTube tutorial. Click here to learn what we'll need from you).

1. Click on the Jobs icon in the navigation bar on the left.
2. Click the Add a New Job link in the top right.
3. Type an existing customer name or enter a new customer.
4. Type in the Job Title and select the Job Type. Note: There are additional option fields below.
5. Type an existing Location address or enter a new address.
6. Once done, click the Add Job button at the bottom to add your job.

SignsearchPRO Connect Users: You can also create a job by doing a location-based search. Once at the map, click the Make this a Job link in the upper-left. From here, continue from step #2 above.

Click here to view this video on YouTube.

Click here to learn all about Jobs

• How to create a quote from a job

  1. Click on the Jobs icon in the navigation bar on the left.
  2. Click on your desired Job. Note: You can filter your Jobs by clicking the corresponding filter in the upper-right.
  3. Click the Quotes tab on the left.
  4. Click the Add a Quote button.
  5. Enter your desired details and click the Add Quote button.
  6. You can now build your quote. If you're not sure how, click here to learn more.

  Notes:

  • If you don't have the "Add a Quote" button, you may need to create Quote Items first. Click here to learn more.
  • You can learn how to create a Job from a Quote by clicking here.

• How to edit a quote

  1. Click on the Quotes icon in the navigation bar on the left.
  2. Click on your desired Quote. Note: You can use the filter options in the upper-right.
  3. Click the Edit Icon (pencil) in the upper-right under Quote Details.
  4. Make your desired updates.
  5. Click the Update Quote button at the bottom.
  6. Click here to learn how to update the Products or Services (Line Items) on a quote.

  View our video tutorials on certain quote types by clicking the corresponding link:

  How to create a Quote for Installations:

  How to create a Quote for Channel Letters:

  How to create a Quote for Banners:

• How to build a quote

  We've designed the estimating (quoting) process with simplicity in mind. By using the same calculations that you're using now, it's a short learning curve, resulting in a powerful, error-free tool that creates and organizes everything you need at the customer level.

  Let's get started on building a quote:

  1. Click on the Quotes icon in the navigation bar on the left.
  2. Click on the Add a New Quote link.
      
  3. [REQUIRED] Enter in the customer's name. If the customer record exists in your database, it will appear in the drop-down selection (once you type at least 3 characters of the name) and you can choose the location from the Customer Location on the right. If the customer record doesn't exist, you can add one here.
  4. [OPTIONAL] Fill in the relevant customer information. We always recommend creating as complete a record as possible.
  5. [OPTIONAL] Fill in Quote Date, Due Date, and Expiry Date. If this is your company's first quote, assign a Quote No.
  6. [OPTIONAL] Fill in the relevant job details. At a minimum, we recommend a Job Type, Job Title, Address, and Quote Stage.
  7. Click Add Quote.
  8. Click Add Item in the Quote Builder.
  9. Select the Item from your company's products and services inventory (Item) list and click Add Item.
  10. If you want to add a custom Quote Description that you want to print on the quote, add it here and select Print Quote Description. Here's a KB about Printing Quotes.
  11. Enter in the dimension(s) and quantity, then Add Item to Quote.
  12. Add relevant sales tax(es) by clicking Add Tax.
  13. Add relevant shipping charges by clicking Add Item, and then select your company's shipping item.
  14. Add deposit required (if applicable).
  15. If you don't want to print line-item pricing, uncheck the Print line-item pricing box.
  16. Add your company's Terms and Conditions and any relevant Internal Notes.
  17. Click Save.
  18. Click Preview Quote/Save as PDF to view the customer facing quote.
  19. Save the quote to your local computer or network.
  20. Print or email the quote to your customer.

  Related articles:

  • About Quote Items
  • Printing Quotes
  • Emailing Quotes

  Click here to view this video on YouTube.

• How to create a job from a quote

  1. Click on the Quotes icon in the navigation bar on the left.
  2. Click on your desired Quote. Note: You can filter your Quotes by clicking the corresponding filter in the upper-right.
  3. Click the Edit Icon (pencil) in the Quote Details section.
  4. Click the Make this Quote a Job button.

  Note: You can learn how to create a Quote from a Job by clicking here.

1. Setup Task Categories. Click here for YouTube tutorial.
2. Setup Task Templates. Click here for YouTube tutorial.
3. Setup Task Resources. Click here for YouTube tutorial.
4. Create a new Task. Click here for YouTube tutorial.
5. Apply a Task Template to a Job. Click here for YouTube tutorial.

Click here to learn all about Tasks.

• How to add an invoice

  1. Click on Invoices icon in the navigation bar on the left.
  2. Click the + Add a New Invoice link at the top.
  3. Update the fields as you see fit.
  4. Click the Next button at the bottom.
  5. Click here to learn how to add Products or Services (Line Items) to the Invoice.

  Click here to view this video on YouTube.

• How to edit an invoice

  1. Click on the Invoices icon in the navigation bar on the left.
  2. Click on the Invoice you want to edit. Note: You can use the Filter options at the top to easily find the invoice.
  3. Update the fields as you see fit and click Next.
  4. Click here to learn how to update the Products and Services on an Invoice.

  IMPORTANT: Once the full invoice amount has been entered under Payment Received the invoice is marked PAID. To edit an invoice that is marked PAID you must first copy the invoice. Once copied we suggest voiding the original invoice.

1. Click on the Quotes icon in the navigation bar on the left.
2. Click on the Quote you want to create an Invoice from. Note: You can use the Search or Filter options at the top to easily find the Quote.
3. Click on the Create invoice link in the upper-right.
4. Click the Yes, create invoice button.

Click here to view this video on YouTube.

You can archive a job by following these steps:

1. Click on the Jobs icon in the navigation bar on the left.
2. Click on the job you want to update.
3. Click the Edit icon (pencil) in the Job Details section.
4. Check the Archived checkbox.
5. Click the Update Job Details button.

Note: In the list view (click the icon in the upper-right to go to list view), you can archive up to 10 jobs at a time by checking their box in the Action column. Then, click Action > Archive.

You can un-archive a job by following these steps:

1. Click on the Jobs icon in the navigation bar on the left.
2. Click the (archived) link in the upper left to view your archived jobs.
3. Click on the job you'd like to un-archive.
4. Click Reactivate Job in the upper right. This will prompt a notification window, read the notification and click Yes, I understand. Reactivate this Job.

Note: In the list view (click the icon in the upper-right to go to list view), you can reactivate up to 10 jobs at a time by checking their box in the Action column. Then, click Action > Reactivate.

To verify this has been un-archived, you can click back on the Jobs tab and you should see the project under Your Active Jobs.