How To Create A Job in WorkZen
Go to Jobs, click New Job, pick the client (or create one on the spot), give the job a title and job type, set the priority, and click Create Job. The job becomes the home for everything about that work: visits, checklists, files, estimates, invoices, and expenses.
A job that lives only in someone's head gets forgotten, double-booked, or invoiced wrong. Creating it in WorkZen ties the client, location, schedule, checklists, and money together in one record, so nothing slips.
Create the job
- Go to Jobs and click New Job.
- Pick the client under Select a client. No client yet? Click New client and a two-step wizard creates the client first (New Client), then drops you into Job Details with that client selected.
- If the client has more than one property, choose the Service Location. The primary property is preselected.
- Enter a Job Title (at least 3 characters) and pick the Job Type. Job types carry a color so work is recognizable at a glance; manage them in Settings > Job Settings.
- Set the Priority and, optionally, a Description, PO Number, and internal Notes.
- Click Create Job.
Priorities, from calmest to loudest:
| Priority | Use it for |
|---|---|
| Low | Whenever-you-get-to-it work |
| Normal | The default for regular jobs |
| High | Needs attention soon |
| Urgent | Drop-everything work |
What one job record holds
The job page is the hub for everything about the work, organized in tabs:
| Tab | What lives there |
|---|---|
| Overview | Details (title, type, priority, schedule, PO number, notes), the service location, the client, comments, voice reports, and the invoice and visits at a glance. Each card has its own Edit, which opens just that card's fields |
| Finance | Estimates, invoices, and expenses for this job |
| Visits | Every scheduled trip to the site (schedule one) |
| Checklists | Procedure checklists attached to the job (how they work) |
| Files | Photos and documents |
The Files tab takes several photos at once: on the web, drag and drop or select up to 10 files per batch; in the mobile apps, pick up to 10 photos in one go, switch between list and gallery view, and tap any photo to preview it, then swipe left or right to move between photos (on the web, use the arrows beside the preview or your arrow keys).
A job moves through four statuses: Pending when created, In Progress while the work happens, then Completed or Cancelled. Completing has its own flow with a few smart checks; see how to complete a job.
Working with a client PO number
If your client issues purchase orders, put theirs in the PO Number field from the start. It is copied automatically onto every estimate and invoice you create from that job. No more "resend that with our PO on it" emails.
Need a different PO on a single document? Edit the PO Number on that estimate or invoice directly. Changes on a document apply only to that document; the job keeps its own PO for everything else.
Delete a job
Created a job by mistake? On the web, open it, click the ⋯ (Actions) menu at the top right, then Delete job. In the mobile apps, open the job, open its actions menu, then tap Delete Job. Admins and Managers can delete jobs by default.
Deleting never loses money or history. The confirmation lists what happens before you confirm:
- Invoices, estimates, and payments move to the client. Each one gets a note in its activity saying which job was deleted.
- Past visits move to the client too, with their photos and checklists.
- Upcoming visits are removed, so nobody shows up for work that is no longer happening.
Finished with a job but want to keep it? Use Archive in the same menu instead. Archived jobs leave your lists and can be restored at any time.
Step by step
- 1
Open the job form
Go to Jobs and click New Job.
- 2
Pick the client
Search and select a client, or click New client to create one right in the flow. If the client has several properties, choose the Service Location.
- 3
Describe the work
Enter a Job Title (at least 3 characters), pick the Job Type, and set the Priority.
- 4
Create it
Add a description, PO number, or internal notes if useful, then click Create Job.
See it in action
Frequently Asked Questions
This article answers:
- How do I create a job?
- What is a job in WorkZen?
- What job priorities are there?
- Can I create a client while creating a job?
- How do I put a client PO number on a job?