Set up recurring jobs

Weekly pool service, monthly HVAC checks, quarterly gutter cleaning: the work repeats, so the paperwork should write itself. A recurring series turns one job into a schedule that produces its own visits, jobs, and invoices.

Create a series

Open the job and choose Make recurring from its menu. The dialog asks for:

• First visit and Visit duration.
• Repeats: every 1 to 12 days, weeks, or months. Weekly patterns let you pick the weekdays; monthly patterns work by date (On day 1 to 31, or Last day) or by position (On the first to fourth or last weekday).
• Ends on (optional): the series' last day, and its visits on that day still happen. Leave it empty to repeat until stopped.
• Assigned team and Visit instructions, copied to every visit.
• Bill each visit: on by default. Each occurrence gets its own unsent invoice based on this job's invoice. If that invoice has nothing to bill yet, or the job has no invoice, the dialog warns that each visit will get a $0 invoice, and Jobs > Recurring Jobs marks the series No line items with an Add line items link (fine to ignore if you price each visit yourself).

Click Create series. Visits appear on the scheduler right away, always about 90 days ahead.

How occurrences become jobs and invoices

On the morning of each visit, WorkZen creates that occurrence's own job and, for billed series, its own unsent invoice. You review and send it; nothing goes to the client automatically. The invoice due date follows your default payment terms.

The original job becomes the series baseline, marked with a banner. Change its details, line items, or prices and future occurrences pick up the change; jobs already created keep their numbers.

Manage the series

The baseline job is where you manage the series, all on one page. Its Overview tab opens on the Recurring schedule: a one-line summary of the pattern with the next visit, then the dates, repeat pattern, visit time and duration, team, and instructions. Below it, Job Information holds the job's own details (title, job type, priority, service location, PO number, description, notes), which each visit's job copies. Edit anything, then click Save changes in the bar at the bottom of the screen, or Discard to undo. Changes apply from the next visit onward: upcoming visits are regenerated to match, and visits you dragged to a different time are pinned and keep their spot (the schedule tells you how many).

The Bill each visit card on the right saves as soon as you flip it, so you can change your mind after the series is set up. The change applies from the next visit; jobs and invoices already created stay as they are. Turning it off keeps the baseline invoice as it is, so turning it back on picks up where you left off. The card shows the baseline amount: Open invoice baseline opens that invoice, and Edit in Finance goes to the Finance tab. A series created without billing starts from an empty baseline invoice when you turn it on: add your line items there once, and every future visit's invoice copies them.

The Visits tab shows the Next visits in date order, with who is going, each visit's status, and its job: Job pending until the day before the visit, then a link to the job it created and that job's status. Below them, Past visits lists the visits whose day is over and the ones already finished, newest first, including a first visit dated before the day you created the series. The Activity tab keeps the series' timeline: schedule changes, billing turned on or off, and when the series was stopped.

Dragging a series visit on the scheduler, to a new time or onto another team member, asks whether the change applies to Only this visit or All future visits, so a one-off swap and a permanent reassignment are both one drag away.

Find all your series under Jobs > Recurring Jobs, with each one's cadence, per-visit amount, and next visit.

Stop, or skip just one visit

• Stop series, at the top of the baseline job, ends the repetition: future visits nobody has changed by hand are cancelled, and existing jobs and invoices stay.
• Cancelling a single visit asks: This visit only or This + all future. The first skips one occurrence; the second ends the series from that point.