Running a job: contract, plan and status
When a client accepts your quote, Sammy turns it into a job with its own number, like JN-0012. The job page is where you keep the paperwork for the work you won, see what's coming up on site, and move the job along until it's done.
A job can also be do and charge: no quote, your crew does the work and you bill it afterwards. See Logging a do-and-charge job.
Open a job#
- Go to Projects.
- Choose Jobs at the top of the page.
- Tap the job.
Or open the quote the job came from, tap Actions, then View job.
Quotes you won before jobs#
Quotes your clients accepted before jobs came to Sammy didn't become jobs, so they aren't in the Jobs list. They're all still under Estimates.
To make one a job, open the quote, tap Actions, then Send to job. Or tap New, then Log a won job. Your accepted quotes are listed first there. Leave it on Fixed price for a quoted job: Do and charge is for work you'll bill after it's done.
Each job takes its client, project and site from its quote, and its budget is the quote as it reads today. New jobs start as Won. If the work's already done, open the job and use Change status to mark it Complete.
What's at the top of a job#
Under the job number and the client's name there's a strip with the quote the job came from and its project folder (tap either to open it), and when the job was won, started and finished.
Below that are three cards: the site, Money out and Money in. On a computer they sit side by side. On your phone they come one after another, in that order. If you don't track costs on the job, there's no Money out card.
While the job is Won and the contract isn't signed yet, the Contract card comes first instead, because getting it signed is the next thing to do. The site card moves down beside the job's costs. Once the job is contracted (you mark it, attach the signed copy, or everyone signs in Sammy), the site card goes back to the top and the contract moves to the bottom of the page.
On a do-and-charge job the same card is Terms: your rates sheet or the client's work order, sent for signature or marked as agreed. Once it's done, the job reads Terms agreed.
The site card#
- The map. Tap it to open the site in Apple Maps on an iPhone, or Google Maps everywhere else.
- The address. Tap it, then Get directions to open directions to the site in the same app, or Copy address to paste it into a message.
- Client. The person the quote was sent to, their business, and their phone number and email. Tap them, then Call, SMS or Email to get hold of them, copy their number or email, or View client to open the client.
- Site notes. Anything your crew needs on the day: the gate code, where to park, where the keys are, who to ask for. Tap the notes to write them. They save as soon as you tap away, and you get Undo for a few seconds.
The job takes its site address from the quote. If the job has no site address yet, tap Add the site address. It's added to the quote as well, so your invoices for the job show it. Change the address on the quote later and the job changes with it.
The weather on site#
On Sammy Pro, the bottom of the site card shows the weather for the next 7 days at the site. Tap the days to see each day's top temperature, chance of rain and strongest wind gusts, and tap again to hide them. A day that looks bad for outdoor work stands out: rain likely, strong wind, a very hot day, or storms. If the Bureau of Meteorology has a warning out for the area, like a severe thunderstorm warning, it shows above the days. Tap it to read the whole warning.
The forecast shows while the job is Won, Contracted or In progress. If the job has no site address, add one and the weather appears.
Weather alerts. Under the forecast it says Weather Alerts: Off. Turn them on for a job and Sammy tells you at 3 pm the day before if tomorrow looks bad at the site, so you've still got the afternoon to ring the concreter, tell your subbie or move the work. You only hear about days the job has work booked. If the job has no dates yet, you hear about every bad day.
- Tap Weather Alerts: Off.
- Switch it on.
Alerts go to whoever turned them on. If a teammate turned them on, it says On for and their name, and you can tap Send them to me instead.
Money out#
What the job is costing you, before GST (if you track costs on the job).
- Budget cost. What your quote said the job would cost you, plus the costs of any variations the client has accepted.
- The bar. What you've spent against the budget cost. Past 100% it turns red and tells you how much you're over.
- By type. Materials, labour, subbies and other costs, each spent against what you quoted for it. A cost your quote didn't plan for says not in the quote.
- Costs. Tap the bottom of the card to jump to the job's costs. It also tells you when there are costs to check. See Tracking what a job actually costs.
Money in#
What the client pays you, and how you're invoicing it.
- Contract sum. What the client accepted, plus any variations they've accepted since.
- The bar. Where the contract sum is up to: green is paid, blue is invoiced and waiting to be paid, red stripes are overdue, and the empty part is what's left to invoice. The amounts are underneath.
- Claims (if the job has a payment schedule). Each stage in order, with the next one ready to claim. For anything the schedule doesn't cover, tap Create an ad hoc invoice. See Payment schedules and progress claims.
- Invoicing (if the job has no payment schedule). Choose how you'll invoice:
- Set up a claim schedule to set up invoicing checkpoints as the job goes along, then claim each one in a tap as you reach it.
- Create an ad hoc invoice for a bit more freedom: invoice any part of the job, whenever you're ready. You choose a deposit, a progress claim, the final balance or the whole quote.
- Invoices. Tap to see every invoice on the job, including variations. It tells you when one's overdue.
A do-and-charge job has no contract sum. Its Money in shows what's Billable, split into not invoiced, invoiced and paid, and the job's Profit so far (billed less spent), with Invoice work done to bill it.
Move a job along#
A job goes from Won to In progress to Complete to Closed. A do-and-charge job says Logged instead of Won. The next step is always the main action in Actions:
- Start the job when you're on the tools.
- Mark complete when the work's done.
- Close the job once it's all wrapped up and paid.
Tap Actions (on a computer it's in the bottom-right corner). The next step is the blue row at the bottom of the list.
Each change shows a message with Undo for a few seconds, in case you tapped by mistake.
To put a job back a step, or jump it somewhere else, tap Actions, then Change status. Cancel job is at the top of the same list. A cancelled job isn't deleted: you can restore it later.
Record the contract#
Bigger jobs usually need a signed contract before you start. You can keep it on the job.
Get it signed in Sammy#
If you're on Sammy Pro, you can send the contract to your client to sign on their phone, then counter-sign it yourself. See Getting a contract signed in Sammy.
If the client has signed on paper#
- On the job, find Contract. It says Not signed yet.
- Tap Mark as contracted.
The job shows Contracted with today's date. You can attach the signed copy whenever you have it.
Attach the contract#
- Under Contract, tap Attach contract (or Attach signed copy once the client has signed). If the contract is already on the job and it's now signed, tap Attach the signed copy.
- On your phone, choose Take photo, Choose from library or Choose files. On a computer, pick the file.
- Sammy asks whether the client has signed it. Tap Yes, it's signed or Not yet.
If it's signed, the job moves to Contracted. If not, Sammy keeps it as the contract to sign, and you can attach the signed copy later.
Sammy takes a PDF, Word document, JPG or PNG, up to 20 MB. A scan of every page is best. A photo of the signed page works too.
Open, replace or remove it#
Tap the file to open it. Tap ⋯ next to it to:
- Replace it with a newer copy
- mark it as the signed copy, or as not signed yet
- Remove from job (you get an Undo in case you didn't mean it)
The contract only shows on a job before you start it, or once there's something on file. If you started a job without one and want to add it later, tap Actions, then Attach contract.
See the plan#
If the quote has a project plan, the job shows it under Plan:
- the dates the plan runs from and to
- how many tasks it has
- the next few tasks, with On now beside anything that's on today and Inspection beside inspections
The plan lives on the estimate, so if you move a date there, the job shows the change straight away. Tap Open plan to go to the full plan and change it.
If the quote doesn't have a plan yet, tap Open the estimate's plan to make one.
Write documents for the job#
Write a SWMS, a method statement, a site induction or anything else the job needs, with Sammy's help.
- Open the job.
- Tap Flex Docs in the switch at the bottom of the job (Flex on a phone). You can also tap Actions, then Write a document.
- Pick what you need to write. Sammy puts a request in the chat for you. Check it and send it.
- Sammy drafts the document from the job: the client, the site, and the work you won, with any variations the client has accepted. Anything he hasn't been told, like the nearest hospital's address and phone number or who your first aider is, he leaves as a gap in square brackets for you to fill in. Check the draft before anyone relies on it.
- Sammy's changes show as suggestions. Tap Accept all to keep them or Reject all to drop them.
You can also type straight into the document, or ask Sammy to change it.
Above the document are Document Options (the letterhead, and portrait or landscape), Download (PDF or Word) and Print. On your phone, Print is in the Download menu.
To start another document, tap the document's name at the top, then New document.
Documents from the quote#
If you wrote documents on the quote, like a SWMS, they show under From the quote. The quote keeps its own exactly as it is. To work on one for the job:
- Tap the document to read it.
- Tap Copy to this job.
The copy opens, ready to change. Nothing you do to it touches the quote. Once a document is copied, it says Copied to this job, and Open the copy takes you to it.
On the job card#
Documents you write on the job can go on its job card, the same as the quote's. When you copy a document from the quote, the job's copy takes its place on the card and the quote's comes off, so your crew only ever gets one. See Sending a job card to your crew.