In WorkBook a job holds the schedule (timeline), price quotes, invoices, and all job-related costs including timesheets, expenses and purchases.
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JOB STRUCTURE
WorkBook follows a fixed breakdown structure:
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ELEMENT | DEFINITION |
|---|---|
Project | A way of linking together / grouping multiple jobs underneath the client, for the purposes of reporting. |
Job | A job has a unique ID and holds all invoices, quotes, schedules, forecast, for a single, or a series of, client deliverable/s. |
Schedule | A collection of phases & tasks grouped together for the purposes of planning a timeline and resource assignments. |
Price Quote | A quote that can be output for the purposes of client approval. Has statuses assigned that will be used for forecasting revenue. |
Invoice | An invoice that can be output to send to client. |
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JOBS LIST NAVIGATION
Jobs are created and accessed via the ‘Jobs’ tab module from the main navigation bar.
NUMBER | FUNCTIONALITY |
|---|---|
1 | The Job list shows you a list of jobs |
which can be filtered and used for reporting purposes |
. The columns visible can be chosen from the |
2 line hamburger menu outlined in reference #5 | |
2 | The further options menu has additional job-related functions including:
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3 | Create new job allows you to create new jobs |
4 | The open job icon allows you to perform specific job related actions like creating schedules, quotes, purchases orders and invoices or reviewing job costs, adding briefs etc. |
5 | This 2 line hamburger menu allows you to:
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6 | The search in grid field allows you to search the current job list by job number, name, client etc. |
7 | Previous and next allows you to move between jobs in the current job list. |
8 | This drop-down menu allows you to view the job list in different ways |
e.g. you could use Status (2) |
to run your weekly WIP meetings |
9 | Job settings allows you to update information on the selected job. |
10 | The filter allows you to filter the job list e.g. by Project Manger, Client, Team, Job Type or any other dimensions related to the job – for viewing and reporting purposes |
5
This ‘sandwich’ menu allows you to:
Expand
Collapse
Modify grid (choose the columns you want to see, and what field you want to sort and sub-total by)
Export grid data
View grid shortcuts
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INDIVIDUAL JOB NAVIGATION
When an individual job is selected in the jobs list, you can then open the job by selecting the open job icon. From here you can create items against that job such as quotes, invoices, schedules/timelines & purchase orders. You can also update and review information against the selected job directly from many of the list views.
NUMBER | FUNCTIONALITY |
|---|---|
1 | By selecting a job in the jobs list, you can drill into more information about that particular |
2
Down the left-hand side of the jobs list there are additional modules that relate to a selected job. The most common modules used are:
2a. Briefing – where finalised job briefs are uploaded
2b. Chat – create job specific conversation with other team members
2c. Tasks - create timelines/schedules on the selected job
2d. Price – create price quotes on the selected job
2e. Purchase Order – create POs on the selected job
2f. Invoice – create invoices on the selected job
2g. Costs – review costs (time, expenses, POs etc.) on the selected job. Close (“settle”) open POs that will not be subject to any further invoicing
2h. Documents – upload or download files saved to the selected job
3
job by clicking on either of the open job icons | |
2 | This is the current job status, by clicking on it you can easily change the job status |
3 | Job settings allows you to update information on the selected job including:
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4 |
This is the current job status, by clicking on it you can easily change the job status
The further options menu has additional job-related functions including:
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