Complete a Job

Learn how to mark jobs as finished, what happens automatically, and the checklist to review before completing.

When to Complete a Job

Complete when:

• ✅ All work is finished
• ✅ System tested and running
• ✅ Customer satisfied with service
• ✅ Area cleaned up
• ✅ Customer signed off (if required)

Don't complete if:

• ❌ Waiting for parts to arrive
• ❌ Need to return for follow-up
• ❌ Customer wants second opinion
• ❌ Payment dispute unresolved

Before You Complete: The Checklist

1. Materials Logged

Check:

• All parts used are logged
• Quantities correct
• Prices accurate
• Serial numbers recorded (if warranty parts)

Missing parts?

• Add now before completing
• Affects invoice accuracy
• Can't easily edit after invoicing

See: Log Materials

2. Photos Taken

Required photos:

• ✅ Before photos (problem area)
• ✅ After photos (completed work)
• ✅ Part labels (serial numbers for warranty)
• ✅ System running (if applicable)

Why important:

• Protects against false claims
• Warranty documentation
• Shows value to customer

See: Add Photos

3. Notes Added

Document:

• Work performed summary
• Issues found and resolved
• Customer requests or concerns
• Follow-up needed (if any)
• Recommendations for future

Example:

"Replaced failed capacitor (25 MFD 440V). System now
running properly with correct pressures (122/350 psi).
Recommended customer schedule annual maintenance in
spring. Customer mentioned occasional noise from blower
- monitored, seems normal but will watch on next visit."

See: Add Notes

4. Time Logged

Verify:

• Start time accurate
• End time current
• Total time reasonable
• Break time deducted (if applicable)

Auto-tracking:

• System tracks when you start job
• Calculates duration automatically
• Adjust if needed before completing

5. Customer Signature (Optional)

If your company requires:

• Get signature on mobile device
• Customer signs with finger
• Or paper work order (upload photo)

What it confirms:

• Work completed satisfactorily
• Customer acknowledges charges
• Protects both parties

How to Complete a Job (Mobile)

Method 1: Swipe Action (Fastest)

From My Jobs list:

1. Find completed job
2. Swipe left on job card
3. Green "Complete" button appears
4. Tap Complete
5. Confirm: "Mark job complete?"
6. Tap Yes, Complete

Done! Status changes to COMPLETED.

Method 2: From Job Details

Step 1: Open Job

1. Tap Jobs → My Jobs
2. Tap job to open details
3. Review checklist above

Step 2: Complete Button

1. Scroll to bottom
2. Large green button: Complete Job
3. Tap button

Step 3: Completion Screen

System shows summary:

Job Summary:
- Duration: 2 hours 15 minutes
- Materials: 3 items ($245.00)
- Labor: 2.25 hours
- Total: $468.75

Ready to complete?
☐ All materials logged
☐ Photos taken
☐ Notes added
☐ Customer satisfied

Step 4: Confirm Checklist

1. Check each box (required)
2. Tap Complete Job
3. Confirmation message appears

Step 5: Get Signature (if enabled)

1. "Customer Signature Required"
2. Hand phone to customer
3. Customer signs with finger
4. Customer taps Done

Step 6: Complete

• Success message: "Job completed!"
• You're taken back to My Jobs
• Job removed from active list
• Appears in Completed list

What Happens Automatically

1. Job Status Changes

Status updates:

• Job status: IN_PROGRESS → COMPLETED
• Completed date recorded: January 16, 2026 at 2:45 PM
• Shows in your Completed Jobs list
• Removed from active Today's Jobs

2. Invoice Created

Automatic invoice:

• System creates invoice from job
• Invoice number: INV-2026-0042
• Includes all logged materials
• Calculates labor based on time
• Applies tax rate (from settings)
• Status: DRAFT (ready to send)

Review invoice:

• Tap notification: "Invoice created"
• Or go to Invoices → find invoice
• Verify accuracy before sending

See: Create Invoice

3. Customer Notification (Optional)

If enabled in Settings:

Customer receives email:

Subject: Service Completed - [Your Company]

Hi Sarah,

Great news! We've completed the service at:
123 Main Street

Work Performed:
- AC capacitor replacement
- System cleaning and testing

Our technician, Mike Johnson, finished at 2:45 PM.

Your invoice ($468.75) will arrive shortly.

Thank you for choosing [Your Company]!

Questions? Call us: (555) 123-4567

4. Technician Performance Tracking

For your records:

• Job counted in your completed jobs
• Time tracked for payroll
• Customer satisfaction (if they rate)
• Commission calculated (if applicable)

View your stats:

• Dashboard → My Performance
• Jobs Completed: 45 this month
• Avg Job Time: 1.8 hours
• Customer Rating: 4.8/5.0

5. Equipment Service History

Updated automatically:

• Job added to equipment record
• "Last Service: Jan 16, 2026"
• Parts replaced: "Capacitor"
• Next service due calculated (if maintenance plan)

Benefits:

• Other techs see recent work
• Customer sees service history
• Helps troubleshoot future issues

Completing from Desktop (Office)

For admins closing out jobs:

Step 1: Find Job

1. Navigate to Jobs page
2. Filter: Status = In Progress
3. Find job to complete
4. Click to open

Step 2: Review Job

• Check materials logged
• Review photos uploaded
• Read technician notes
• Verify time is accurate

Step 3: Complete

1. Click Complete Job (green button, top right)
2. Checklist appears (same as mobile)
3. Check all boxes
4. Click Complete

Step 4: Invoice

• System creates invoice
• Review invoice details
• Send to customer (or save draft)

Special Completion Scenarios

Scenario 1: Job Complete, But Waiting on Parts

Situation: Diagnosed problem, ordered parts, will return.

DON'T mark complete.

Instead:

1. Status: IN_PROGRESS
2. Add note: "Waiting on compressor - ETA Jan 20"
3. Set reminder: Follow up Jan 20
4. Schedule return visit when parts arrive
5. Complete job after final visit

Or split into two jobs:

• Job 1: Diagnostic (complete this)
• Job 2: Repair (schedule when parts arrive)

Scenario 2: Partial Work Done, Customer Declined Full Service

Situation: Found 3 issues, customer only wants 1 fixed now.

Complete the job with notes:

Note: "Replaced leaking condensate drain.

Customer declined additional recommended services:
- Capacitor showing early failure signs
- Coils due for cleaning
- Low refrigerant charge

Customer will call back if issues worsen.
Quoted $650 for remaining work."

Why complete:

• Work you did is done
• Customer can be invoiced
• Recommendations documented for future

Scenario 3: Customer Refuses to Pay

Situation: Dispute over charges.

DON'T mark complete yet.

Steps:

1. Keep status: IN_PROGRESS
2. Add note: "Payment dispute - customer questions $245 part cost"
3. Contact office/owner
4. Resolve dispute first
5. Get payment agreement
6. Then complete job

Or:

• Complete job (work was done)
• Create invoice
• Mark invoice with note: "Disputed"
• Follow company collections process

Scenario 4: Emergency Job, Need to Return

Situation: Got system running, but temporary fix.

Complete with follow-up:

1. Mark this job complete
2. Add note: "Temporary repair - bypassed bad thermostat wire"
3. Create follow-up job: "Return to run new thermostat wire"
4. Schedule follow-up within 3-5 days
5. Customer invoiced for emergency work
6. Second job invoiced separately

What to Do AFTER Completing

1. Review the Invoice

Before sending:

• Open automatically created invoice
• Verify all line items correct
• Check labor hours calculated right
• Confirm tax applied properly
• Review total seems fair

Edit if needed:

• Invoice is still DRAFT
• Can edit before sending
• Add/remove items
• Adjust prices

Then send:

• See Send Invoice

2. Follow-Up Tasks

Set reminders for:

• Warranty registration (if new equipment)
• Maintenance due date (if maintenance plan)
• Part availability (if couldn't complete everything)
• Customer callback (if they're deciding on additional work)

3. Update Equipment Records

Usually automatic, but verify:

• Service date recorded
• Parts replaced noted
• Next service due calculated
• Warranty start date (if applicable)

4. Request Customer Review

If enabled:

• System sends review request 24 hours after completion
• Customer rates service 1-5 stars
• Optional written feedback
• Reviews show in your profile

Timing matters:

• Wait 1 day (gives system time to work)
• Not immediate (too pushy)
• Not too late (they forget)

Undoing a Completion (Reopen Job)

Mistake? Completed too early?

From job details:

1. Open completed job
2. Click Reopen Job (if available)
3. Confirm: "Reopen this job?"
4. Status changes: COMPLETED → IN_PROGRESS

What happens:

• Job returns to active list
• Can edit materials, notes, photos
• Invoice status: Still exists (now DRAFT)
• Can edit or delete invoice

NOTE: Can only reopen if:

• Invoice not sent yet (still DRAFT)
• Within 24 hours of completion
• You have permission (Admins always can)

If invoice already sent:

• Can't reopen job
• Instead: Create new job "Follow-up to Job #1234"
• Or void invoice and recreate

A:

• Reopen job (if within 24 hours)
• Add materials
• Complete again
• Or edit invoice directly (add line items)

Q: Can I complete a job without customer signature?
A:

• Yes (signature is optional, depends on company settings)
• Some companies require, others don't
• Check with your office

Q: Do I get paid when job is completed?
A:

• Depends on your company's payroll
• Some pay on completion
• Others pay when invoice is PAID
• Check with accounting

Q: What if customer wants to schedule another visit?
A:

• Complete this job
• Create new job for future visit
• Or create recurring job (for maintenance plans)

Q: Can I complete a job if invoice is already created?
A:

• Invoice is created AFTER you complete
• If invoice exists: Job is already completed
• Or someone created invoice manually first

Mobile Troubleshooting

Issue: "Complete Job" button is grayed out
Solution:

• Required fields missing
• Check: Materials logged? Photos taken? Notes added?
• Company may require checklist items
• Complete required items first

Issue: "Can't complete - signature required"
Solution:

• Your company requires customer signature
• Get customer's signature first
• Or ask admin to waive requirement (if customer unavailable)

Issue: "Job completed but not showing in list"
Solution:

• Refresh My Jobs screen (pull down)
• Check "Completed" filter/tab
• Not in "Today" or "Active" anymore
• Look under date range (select week/month)

Issue: "Completed wrong job by accident"
Solution:

• Immediately reopen job (undo)
• Within 24 hours: can reopen
• After 24 hours: Contact office/admin

Best Practices

✅ DO:

• Review entire checklist before completing
• Log all materials used
• Take before/after photos
• Add detailed notes
• Test system thoroughly
• Get customer approval
• Complete job same day (don't wait)

❌ DON'T:

• Rush completion to start next job
• Skip materials logging
• Forget to take photos
• Leave notes blank
• Complete if work isn't done
• Complete without customer seeing results

Time Tracking Best Practices

Accurate time = Accurate pay:

Start timer when:

• You arrive at customer site
• Begin unloading tools

Pause timer for:

• Lunch breaks (if unpaid)
• Driving to parts store
• Personal phone calls

End timer when:

• Completely finished
• Tools loaded back in truck
• Customer satisfied

System auto-calculates:

• Total time
• Billable hours
• Your pay (if hourly)
• Customer invoice (if time-based)

Commission & Bonuses

If your company offers:

Completion bonuses:

• Some companies: $25 per completed job
• Paid weekly or monthly
• Check Dashboard → My Earnings

Commission on parts:

• 10% of parts profit (example)
• Log parts accurately to get credited
• Tracked automatically

Performance bonuses:

• Customer satisfaction rating above 4.5
• Jobs completed this month: 45+
• Average job time under 2 hours

Track in app:

• Dashboard → My Performance
• See real-time stats

Related Tasks

• Log Materials - Before completing
• Add Photos - Document work before completing
• Add Notes - Required before completing
• Create Invoice - Happens after completion
• Send Invoice - After reviewing invoice

Need More Help?

• Video: Watch: Complete Job Workflow
• Role Guide: Technician's Guide
• Contact Support: [email protected]