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Setup Your Job Flow
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Knowledgebase Onboarding Setup Your Job Flow

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Introduction to Set Up Your Job Flow

  This process consists of several steps designed to help you define and manage the structure of your job operations within the system. It begins with adding Job Terms and Conditions, where you can customize specific contract terms for different services or job types, with the option to use the Ai-Assist Contract Generation for generating these contracts. You then move on to creating Job Types, which allows you to categorize jobs and assign pre-defined terms and forms, streamlining workflows for clarity and consistency. Additionally, you can create Agreement Templates that include detailed contract terms and customizable invoice items, ensuring every job and service agreement is accurately tracked and invoiced. The process also involves setting up Hold Reasons to clarify why certain jobs...

Add Job Terms and Conditions

  Here you can define the specific terms and contract details that apply to various types of jobs your company handles. This feature allows you to create customized terms by inputting contract details, making them unique to specific services or job types. The terms can be formatted using the available text editor yourself. Additionally, the system includes an AI-Assist Contract Generation tool, which can help you generate your contract. Once saved, these terms can be assigned to jobs, ensuring that each service has its appropriate legal or procedural guidelines in place.     Prerequisites: Account owners and those with administrator access.     Instructions     After completing each

Add Job Types

  Here you can create and manage different job categories within your company. Each job type allows you to define specific terms and conditions tailored to that job, ensuring clarity for both your team and clients. You can also attach relevant forms automatically to each job type to streamline your workflow. By organizing jobs under distinct categories, you can easily manage expectations, track performance, and maintain consistency in the execution of tasks. The drop-down feature for selecting terms and conditions and forms allows you to reuse pre-existing content, making it simple to apply standard templates or customize job specifications as needed.     Prerequisites: Account owners and those with administrator access.     Instructions     After completing each stage of Step 2: Create Y...

Add Agreement Templates

  Here you can create customized service agreements for your clients. Begin by entering a contract title and detailed contract terms. If you need assistance generating contract language, you can use the AI-Assist Contract Generation tool to help formulate appropriate terms. You will also define whether the agreement operates as a subscription (which must be closed manually) and set the contract duration to days, weeks, months or years. Additionally, you can select an invoice theme to customize the look of the invoices generated from this contract.Under the Default Invoice Items section, you create a new item. Here, you can define key details such as the product, line description, quantity, unit price, and whether the item is on sale or has a discount. This feature allows standard invoice i...

Edit Hold Reasons

  This allows you to define specific reasons why a job or task might be placed on hold. This can include scenarios such as awaiting customer response, equipment issues, pending payment, or scheduling conflicts. By creating clear, customizable hold reasons, you provide transparency and streamline internal communications, ensuring that team members understand why a job is paused and what steps are needed to resume progress. Defining these reasons helps improve operational efficiency and keeps the workflow organized, especially when managing multiple ongoing projects or tasks.     Prerequisites: Account owners and those with administrator access.     Instructions    

Edit Cancel Reasons

  This allows you to create specific reasons for canceling jobs or tasks within the system. These reasons could include customer cancellations, scheduling conflicts, unforeseen circumstances, or job reassignment. By defining clear cancellation reasons, you ensure accurate tracking of why jobs are canceled, which helps in analyzing patterns and improving business processes. This feature also enhances internal communication by providing team members with standardized explanations for job cancellations, ensuring that everyone is aligned and informed.     Prerequisites: Account owners and those with administrator access.     Instructions     After completing each stage of Step 2: Create Your Team during your onboarding with Suprata, you will see Step 3: Set up Your Job Workflow expand on the ...