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Jobs and Scheduling

This guide covers everything you need to know about creating, scheduling, and managing jobs in AXITRAQ. The Jobs module is your central hub for planning work, allocating resources, tracking costs, and coordinating teams.

Table of Contents

  1. Accessing the Jobs Module
  2. Jobs Overview Page
  3. List View
  4. Job Calendar
  5. On-Call Rosters
  6. Creating a Job
  7. Editing a Job
  8. Job Statuses
  9. Assigning Employees
  10. Linking Assets
  11. Parts and Materials
  12. Invoicing a Job
  13. Documents and vendor invoices
  14. Forms and Checklists
  15. Job Photos
  16. Job QR Codes
  17. Timesheets
  18. Financial Tracking
  19. Job Types
  20. Job Templates
  21. Schedule Clash Detection
  22. Multi-User Awareness
  23. Duplicating a Job
  24. Mobile App Integration

Accessing the Jobs Module

  1. Log in to AXITRAQ at axitraq.app.
  2. From the main navigation, select Jobs.
  3. The Jobs overview page loads with summary statistics and your job list or calendar.

You need the Jobs permission (manage.jobs) to access the Jobs module. If you do not see Jobs in your navigation, contact your company administrator.

View vs Edit: View lets you open the job list, calendar, and job details. It does not let you change a job, drag it on the calendar, edit billing, or create a new job. Those actions require Edit (and Create for new jobs). A reception or office login that should only look up jobs should have View ticked and Edit / Create / Delete left off.

Jobs Overview Page

At the top of the page, use the View Toggle to switch between List, Schedule and Program. Your selected view is remembered between sessions.

Schedule is the time grid: each job’s height follows its start and finish. Program uses the same Day, Week, Fortnight and Month controls, the same customer calendars, and the same job colours, but every job is a fixed-size pill. The pill shows the start and finish as text, and that text updates when the real start or finish changes.

On Schedule and Program, hover a person’s initials circle on Day, Week, Fortnight or Month to see their phone and email, message them, or open their employee record. Favourites above the employee list shows the people you ticked under Employees → Customise → Your favourites, in that order. Someone who is not a favourite still appears under that list while a job assigned to them is on screen, so the job stays on their row. They are not added to your saved favourites. Turn Favourites off to see the full team again. A job with nobody assigned stays on Unassigned. On Week, Fortnight and Month the employee list stays on screen while you scroll the schedule. If the list is taller than the window, it scrolls on its own.

On Program Week, Fortnight and Month, Rows sits next to Favourites. Turn it on to line the jobs up the same way as Program Day: one row per employee, and that day’s jobs stacked in the column. While you scroll, the arrows, Today, the date, and Day, Week, Fortnight and Month stay on screen together with Favourites, Rows and the day titles. The Unscheduled and All day rows stay with them. Each card stays inside its day. It shows the job number, status and Actual pill first, then the job description, the start and finish, and the address when there is room. The person is the row, so the card does not repeat their name. Click a job to open it. Drag a card and it follows the pointer. Drop it on another day to move the job forward or back by that many days — the clock times stay the same. Drop it on another person to reassign it. You can do both in one drop. A card marked Actual opens the job instead of moving. Click a day heading to open that day. Templates still drop onto a person’s day. Turning Rows off brings the calendar grid back. Program Day keeps the same arrows, Today, date and view buttons on screen above Favourites.

The job number stays on the first line of each block. Status, address and team initials use whatever space is left, and they cannot cover the job number. When two parts of the same job overlap, they share one column, one in front of the other, instead of opening an extra column.

Unscheduled sits directly above All day on Day, Week, Fortnight and Month, in both Schedule and Program. Active and pending jobs that have no start date stack there. Click a job to open it. Hovering shows the same card as a scheduled job, with Schedule marked Unscheduled. The list scrolls when there are many. Giving a job a start date moves it out of this bar and onto the schedule.

All day is its own row on Day, Week, Fortnight and Month, in both Schedule and Program. On Fortnight and Month each week has its own All day row above that week’s jobs. The row grows with the jobs in it. On Day and Week it stays under the day header while you scroll. Jobs with no start time sit in that row until someone records time. That day then shows on each person’s row at the clocked start and finish, marked Actual. A quote stage that has no date does not hide the job. Job stages that have dates, and On-Call, stay in that row. A multi-day On-Call is one bar across those days in Program, the same as Schedule, and hovering it shows the roster card.

Program uses the full height of its jobs. The page scrolls. The employee list stays on screen, and scrolls on its own only when the list is taller than the browser.

List View

The list view displays all jobs in a table format with the following columns:

Column Description
Job Number Auto-generated identifier (e.g. JOB-0042). Click to open the job.
Title The job name or short description.
Status Colour-coded badge showing current status.
Client The client associated with the job.
Location Where the work takes place.
Job Type The classification of the job.
Dates Scheduled start and end dates.
Team Number of employees assigned.
Spend vs Budget Progress bar comparing actual spend against the budget.

Searching and Filtering

Use the controls above the table to narrow results:

  1. Search — Type a keyword to search across job number, title, client name, and location. Results update as you type.
  2. Status filter — Select a specific status (Active, Pending, Completed, Cancelled) to show only matching jobs.
  3. Job Type filter — Filter by job type classification.
  4. Department filter — Filter by department or branch to show only jobs associated with a specific department.

All four filters auto-apply on change without needing to click a separate button.

Schedule clashes are highlighted with a red-tinted row and a warning badge.

Job Calendar

The calendar provides a visual timeline of all scheduled jobs. It is powered by FullCalendar 6 and offers four views:

View Description
Day Staff timeline for a full 24-hour day. About 5–6 hours are visible at once; the grid scrolls horizontally and opens near the current time (or 6:00 AM on other days).
Week 7-day time-grid covering a full 24-hour day at natural slot height (not compressed). When the current week is shown, the page scrolls to the now indicator.
Fortnight 14-day grid with compact event pills.
Month Full month grid with compact event pills.
  • Use the Previous and Next arrows to move between periods.
  • Click Today to jump back to the current date.
  • Select Day, Week, Fortnight, or Month using the view buttons in the toolbar.
  • In Month or Fortnight view, click any day number to zoom into Day view for that date.
  • A red now indicator line shows the current time in Day and Week views.

Calendar Event Display

Each event on the calendar displays:

  • The job number and title.
  • A small progress bubble immediately after the job number (Active / Pending / Approved / Invoiced).
  • A left-side colour accent bar (based on the job colour).
  • Team member initials in small avatar circles.
  • A status dot indicator for lifecycle status.

Jobs converted from a multi-stage quote appear as one calendar event per stage (same job colour, title like JOB-0123 · Stage 2 — Rough In). Click any stage to open the same Job Modal. Drag or resize a stage to change that stage’s dates only — the job’s overall start/end follows the earliest and latest stage. There is no limit on how many stages a job can have.

Actual clock times

The calendar first shows the job as it was scheduled. After someone starts a timesheet on the AXITRAQ Operations App (or any other clock-on):

  • That day’s block moves to the real start and finish and is marked Actual. An early clock-on pulls the scheduled start back — it does not add a second sliver on top. Assigned people who have not clocked that day are not drawn as extra pieces of the same job.
  • If they clock onto a date outside the original start/finish (for example they started the afternoon before the planned first day), that day is added to the calendar.
  • Once a job has any clocked time, past scheduled days with no timesheet are hidden. They no longer sit as empty 7:00–5:00 blocks. A day nobody has clocked yet still shows the plan.

Day (Staff rows) only draws bars that belong to the date you are viewing. A multi-day job is still split into daily blocks in the feed; other days are not stretched across the 24-hour track. On Schedule Day a row with a job is tall enough for three lines on the bar: the job number, the status pill, then the start, finish and address. A row with no job stays short. Drag either edge of a planned job left or right to change its start or finish, in 15-minute steps. An Actual bar opens the job instead.

Drag-and-drop still moves the planned job. Actual segments cannot be dragged — click them to open the Job Modal.

Progress bubble (at a glance)

The solid colour bubble after the job number shows billing / invoice progress. It stays readable on any job background colour.

Bubble Meaning
Active Job is in progress; manager billing approval not complete.
Pending Job lifecycle status is Pending (on hold).
Approved Labour, Parts and Assets have all been manager-approved (every billable row approved).
Partial Some labour, parts or equipment rows are approved for billing, but not every tab is complete. The Invoice tab is open for a part invoice.
Invoiced A client invoice exists for the job (draft, sent, or paid).

Priority when more than one could apply: Invoiced → Approved → Pending → Active. Hover the calendar card for a Progress row in the tooltip.

Hover Tooltips

Hover over any event to see a detailed tooltip with:

  • Job number, title, and colour bar.
  • Status badge and client name.
  • Location and date range.
  • Full team member list.
  • Spend vs budget financials.
  • Schedule clash warnings (if applicable).

Opening Job Details from the Calendar

Click any event (or a job in the list) to open the Job Detail Modal. This is the day-to-day manager / supervisor cockpit — you can plan and receive the job here without opening Edit Job. Edit stays in the header for rates, templates, stages, and the daily grid.

The modal includes tabs for:

  • Details — Title, dates, description, and site address. Pick a saved client address or add a new one and apply it to the job. Financial summary stays on this tab. Reschedule moves an active or pending job. Choose a day and a start time, or clear the time to take the job off the calendar (it becomes unscheduled, not a full-day block). Tick No finish time for a 20 minute slot. Untick it to keep the job’s current length. Timesheets already worked stay on the day they were recorded. People, status and costs stay as they are. Completed and cancelled jobs are not moved.
  • Labour — Timesheet labour entries for this job. Managers with Timesheets create permission can Add an entry here: pick an employee (Customisation favourites first; assigned crew marked On job), date, start and finish. Tick Include break to enter break minutes — those minutes are deducted from hours on both the job and the timesheet. Add always creates a real timesheet (submitted, same as the Operations App) so it appears on Timesheets and the employee’s Timesheets tab, with a pill naming the person who entered it. Edit billable hours (job/invoicing only — does not change the timesheet), set a temporary department for the entry, add a manager note (visible to payroll on Timesheets), and use Approve / Unapprove for manager billing review. When an asset Rate Card has Operator Labour Included, a DEDUCTION row also appears for the operator’s STOP hours (editable description/notes; not a payroll timesheet). Changing Alex’s 4h to 3h on this tab charges the job 3h; the timesheet stays 4h until someone Adjusts it on Timesheets.
  • Parts & Materials — Search the catalogue (code, name, category — same as the Parts list, with on-hand stock and preferred vendor). After you pick a part, choose Allocate (planning only, no stock movement), Use from stock (consumes inventory onto a timesheet, same as the Operations App), or Need to buy (opens a job PO; scan + Accounts CHECKED still receive it). Three lanes stay separate (no double-count):
  • Pending purchases — Open POs and OCR lines from a scanned docket or supplier invoice aimed at this job, until Accounts clicks CHECKED. Read-only qty/cost from the scan; open the document from the row.
  • Allocated on job — Materials planned on the job, or received after CHECKED. Edit estimated/used qty, unit cost, and notes, or remove a line.
  • Parts / items used — Timesheet consumption (including Use from stock). Edit billable quantity and notes, then Approve / Unapprove for invoicing readiness.
  • Equipment (Assets) — Search assets (code, name, description, category, rego) and Assign to job (planned plant, no hours) or Record usage (writes the same start/stop session as the Operations App: operator, date, hours or meters, plus Rate Card fields such as metres / shot types / included operator hours when mapped). Usage drives Rate Card charges and labour deductions. Edit billable units for invoicing only (actual meter/clock times are never changed). Manager Approve / Unapprove. Prestart/poststop compliance checklists stay on the Operations App.
  • Documents — All attached files. Supplier invoices and delivery notes are labelled separately (Invoice vs Delivery note; Pending / Confirmed on a docket). Upload in the modal with the job already selected, then open the same preview used in Accounts. Soft-delete is available when you have edit access.
  • Photos — Every photo linked to this job, including shots taken on the mobile app while clocked on to it. The tab scrolls. Click a photo to open a larger view, and use the arrows to move through the set.
  • Forms & Checklists — Assign or unassign active form templates, Complete a form in the modal, and open submissions to Preview the PDF, Edit answers (same field layout as the Operations App), Approve / Reject / Unapprove, or Delete. Required forms must be approved before the Standard invoice path unlocks (see Invoicing a Job).
  • Invoice — Create a client sales invoice for this job (Standard actuals, or Advanced progress claims when the job came from a multi-stage quote). Pending purchases do not unlock Invoice — CHECKED plus manager Approve still apply. Full steps: Invoicing a Job.

Manager Approve on Labour / Parts / Equipment is a billing review signal only. It does not approve timesheets for payroll — payroll still approves entries separately under Timesheets. After manager approval, matching timesheet rows show a light green highlight and a Mgr ✓ badge.

Invoice templates (branded backgrounds and field layout) are managed under Settings → Billing & Invoicing → Invoice Templates. Each template has four page roles — Single page, First of many, Middle pages, and Last page — so multi-page invoices can use different stationery (totals only on the last page). On each role you can Hide on this page any field (e.g. Job or Terms on Last) or + Add field to bring a hidden field back.

You can change the job status directly from the modal header using the status dropdown. Changes save immediately.

Drag and Drop Rescheduling

  1. Click and hold an event on the calendar.
  2. Drag it to a new date or time slot.
  3. Release to drop. The new dates are saved automatically.
  4. To change duration, drag the bottom edge of an event in Day or Week view.

For multi-day jobs with daily segments, you can drag individual day segments to adjust their times independently.

Click-to-Create

  • Click any empty time slot in Day (Staff rows) or Week view to open the new job form with that date and time pre-filled. In Day view, clicking a staff row also pre-selects that employee on the new job.
  • Click and drag across a time range (Day or Week) to pre-fill both start and end.

Auto-Refresh

The calendar automatically refreshes events every 20 seconds to show changes made by other users.

On-Call Rosters

On-Call (the label is customisable under Settings → Preferences → JOBS) is a non-job all-day block on the Schedule. Use it for call-out / standby coverage across a day, week, or multiple weeks.

What On-Call is (and is not)

On-Call Normal Job
All-day row on Day, Week, Fortnight and Month Timed or all-day work item
Linked to a Client + employee roster Full job (assets, forms, billing, timesheets)
Does not clash with other jobs Soft clash warnings when people/assets overlap
Not clockable / not billable Timesheets, spend, invoices

Creating an On-Call block

  1. Open Jobs → Schedule.
  2. Click + On-Call (or your custom label).
  3. Choose Client, Title (e.g. After-hours call-out), optional description, colour, and inclusive start/end dates.
  4. Optionally choose a Period type (see below). Leave it as None to keep a visual roster only — same as today’s all-day bar, people, overlap, and mobile grants.
  5. Assign employees. For each person who may create call-out jobs from the Operations App, tick Can create job.
  6. Save. The block appears in the all-day row; drag or resize to change dates. The calendar tooltip shows the period type name when one is set.

Click an existing On-Call bubble to edit or delete it. Deleting an On-Call does not delete Jobs that were created while it was active.

Period Types (labour by start time)

Period Types are optional clock windows defined under Settings → Preferences → JOBS. They do not change the job type. A job created from On-Call stays a normal job.

When a timesheet or clock-on start date and time falls inside a window for a roster that person is assigned to, AXITRAQ stamps that labour line with the period’s labour label (for example WeekDay On-Call). Finish time and job-create time do not decide the label.

Window How it works
Overnight daily Each allowed start weekday, start time through the next day’s end time (e.g. 16:00 → 07:00, Mon–Thu).
Continuous From the roster’s first date + start time through the last date + end time (e.g. Friday 16:00 → Monday 07:00).

If two assigned windows match the same start, the type with the higher priority wins. Tick Apply after-hours / callout rate to charge the after-hours rate on stamped labour without changing the entry type to Overtime.

Typical weekday + weekend setup (example only — each company sets its own hours):

  • Weekday: overnight 16:00–07:00, start days Mon–Thu, priority 10.
  • Weekend: continuous 16:00–07:00, priority 20.
  • Paint a Mon–Fri Weekday bar and a Fri–Mon Weekend bar (same people; overlap is allowed).

Existing rosters with no period type, and companies that never create types, keep today’s behaviour.

Allowances (daily on-call rates) are not part of this feature yet.

Mobile job create from On-Call

During the On-Call date range, employees with Can create job can create a normal Job in the Operations App for that Client only, and may only assign people on that On-Call roster. Outside the date range the grant ends automatically. They do not need company-wide Jobs create permission. Creating a job at 10:00 on a weekday still works; that job’s labour is labelled On-Call only if that line’s start time sits in a window.

Renaming the feature

Administrators can change the Schedule label (default On-Call) under Settings → Preferences → JOBS → On-Call / Roster Label. Period Types are on the same JOBS page.

View Persistence

Your selected calendar view (Day, Week, Fortnight, Month) and current date position are saved in your browser. When you return to the Jobs page, the calendar restores your last view.

Custom Calendar Views

The calendar supports multiple named views, each with its own persistent filters and templates. This allows different teams or departments to have focused scheduling views while maintaining a single shared calendar system.

The "All Jobs" Tab

The All Jobs tab is always present as the first tab in the calendar tab bar. It shows every job across all departments with no filters applied. This tab cannot be edited or deleted, ensuring managers and administrators always have full visibility.

Creating a Custom Calendar

  1. Click the + button at the end of the calendar tab bar.
  2. Enter a Calendar Name (e.g. "Electrical Department", "Office Management").
  3. Choose the Visibility:
  4. Shared — all users in your company can see this calendar tab.
  5. Personal — only you can see this calendar tab.
  6. Set the Filters for this calendar. Leave any filter blank to include all values:
  7. Status — select one or more statuses (Active, Pending, Completed, Cancelled).
  8. Job Types — select specific job types to include.
  9. Departments — select specific departments to include.
  10. Click Save Calendar.

The new calendar tab appears in the tab bar. Switching to it filters the calendar events to show only jobs matching the saved filters.

Editing a Custom Calendar

  1. Hover over the calendar tab to reveal the edit and delete buttons.
  2. Click the pencil icon to open the edit modal.
  3. Modify the name, visibility, or filters as needed.
  4. Click Save Calendar.

Deleting a Custom Calendar

  1. Hover over the calendar tab.
  2. Click the × icon.
  3. Confirm the deletion. Any templates scoped to this calendar become unassigned (global).

Active Tab Persistence

Your last active calendar tab is remembered between sessions. When you return to the Jobs page, the calendar opens to the same tab you were last viewing.

Creating a Job

From the Jobs Page

  1. Click the Add Job button at the top of the Jobs page.
  2. The job edit form opens with a new auto-generated job number.

From the Calendar

  1. Click an empty time slot to pre-fill the date and time.
  2. Or drag across a range of dates to set both start and end.

Job Form Fields

Complete the following fields:

Field Description
Title A descriptive name for the job (required).
Department / Branch Select the department or branch this job belongs to. Used for cost centre tracking and calendar filtering.
Job Type Select a classification. Choosing a type auto-populates defaults for colour, vendor, budget, and assets.
Description Detailed notes about the scope of work.
Client Select from existing clients or create a new one using the Quick Create button.
Location The site or address where work is performed.
Status Set the initial status (defaults to Active).
Colour Choose from 10 presets or enter a custom hex colour for calendar display.
Start Date/Time When the job begins. Minute steps follow Settings → Preferences → JOBS → Job Time Increments (15 or 30 minutes).
End Date/Time When the job is expected to finish. Uses the same time increment as Start.
Daily Working Hours For multi-day jobs, set default start and end times for each working day (same increment as Start/End).
Vendor/Supplier Assign a vendor associated with the job.
Budget Hours Planned labour hours.
Estimated Hours Estimated total hours for the work.
Budget Amount Financial budget for the job.

Step-by-Step: Creating a New Job

  1. Navigate to Jobs and click Add Job.
  2. Enter a Title for the job.
  3. Select a Job Type if applicable. Defaults will populate automatically; adjust as needed.
  4. Select or search for a Client. To create a new client on the fly, click the quick-create button beside the client field and fill in their details.
  5. Enter the Location or site address.
  6. Set the Start Date/Time and End Date/Time. The picker advances in 15- or 30-minute steps as configured under Settings → Preferences → JOBS → Job Time Increments.
  7. For multi-day jobs, configure Daily Working Hours to define the standard work window for each day. You can override individual days using the per-day schedule grid.
  8. Choose a Colour for calendar display.
  9. Set the Budget Amount and Budget Hours if you are tracking financials.
  10. Assign Employees on the Details tab (Assign Employees on Edit Job, Assigned crew in the job modal).
  11. Link Assets that will be used on this job.
  12. Click Save to create the job.

After saving, you are redirected to the job edit page where you can manage documents, materials, forms, and other details.

Editing a Job

  1. From the list view, click the job number to open it.
  2. From the calendar, click the event and then click Edit in the detail modal.
  3. Modify any field and click Save to apply changes.

The job edit page is organised into tabs:

  • Details — Core fields (title, client, dates, budget, description). Team and asset assignments are on this tab.
  • Labour — Same billing review as the Schedule Job Modal: edit billable hours, department, and manager notes; Approve / Unapprove for billing readiness. Does not change payroll timesheet actuals.
  • Parts and Materials — Same catalogue search, Use from stock, Need to buy, and three lanes as the Job Modal, plus the allocated-items table. Add Item is a typeahead (no giant dropdown).
  • Documents — Uploaded documents.
  • Invoices — Invoice and credit note management with OCR support.
  • Forms — Form template assignments and submissions.
  • Client Notes — Read-only journal entries from the linked client.
  • Photos — Images associated with the job.
  • QR Codes — Timesheet QR and Document Display QR management.
  • Timesheets — Exact employee-entered timesheet data for this job (not altered by Labour or Parts billing edits).
  • Rates & Reporting — Rate cards, cost summary, and invoice generation (same PDF engine as the Schedule modal Invoice tab). Prefer the Schedule Invoice tab for template selection, detail/summary presentation, and form PDF attachments. Generated invoices use billable hours, billable part quantities, and equipment charges. Company-wide Sales Invoices (Draft / Invoiced) are listed under Accounts → Sales Invoices. Multiple invoices can exist on one job.

Job Statuses

Jobs progress through the following statuses:

Status Description Calendar Appearance
Active Work is in progress or scheduled to begin. Normal display with full colour.
Pending On hold or awaiting approval/resources. Faded appearance with reduced opacity.
Completed All work is finished. Does not trigger schedule clashes.
Cancelled Job was cancelled and will not proceed. Does not trigger schedule clashes.

Changing Status

  • From the list view: Open the job and change the status dropdown, then save.
  • From the calendar modal: Click the status dropdown in the modal header. The change saves immediately.
  • Programmatically: Status updates are logged in the audit trail.

Only Active and Pending jobs are considered when detecting schedule clashes.

Assigning Employees

Adding Team Members

  1. Open a job and navigate to the Team tab.
  2. Use the searchable employee picker to find team members.
  3. Select one or more employees or contractors to assign them.
  4. Click Save to confirm assignments.

Purchase Permission

When assigning an employee, you can enable the Can Purchase checkbox. This allows the employee to raise purchase orders against the job. Employees with purchase permission display a green tag in the team list.

Reassigning Employees

  1. Open the job and go to the Team tab.
  2. Remove employees by deselecting them from the picker.
  3. Add new employees as needed.
  4. Save the changes.

Viewing Team on the Calendar

Assigned team members appear as initial avatars on calendar event blocks. The full team list is visible in hover tooltips and on the detail modal's Details tab under Assigned crew.

Linking Assets

Assets are pieces of equipment, vehicles, or other trackable items relevant to a job.

Adding Assets to a Job

From the Job Modal Equipment tab, search for an asset, then Assign to job (planned plant) or Record usage (operator, date, hours or meters). Record usage creates a start/stop session like the Operations App and runs the Rate Card. Remove unassigns. Edit Job Details still has the asset picker, plus the same Record usage form under Assign Assets.

Asset Clash Detection

If an asset is already assigned to another overlapping active or pending job, a schedule clash warning appears. You can still assign the asset, but the system will flag the conflict.

Parts and Materials

The Job Modal Parts & Materials tab is the working view. Search the catalogue the same way as the Parts list, then pick a mode:

  • Allocate — Puts the part on the job as a plan (job_materials). Set Qty, Cost, MU % or Sell before you allocate (changing MU recalculates Sell, and the other way around). Does not take stock.
  • Use from stock — Needs Timesheets create permission. Pick who used it, the date, quantity, and optionally the stock location (van / warehouse). If that person already has a timesheet on this job for that date, the part attaches to it and payroll hours stay as entered. If not, enter start and finish to create the timesheet first. Stock is consumed and the line appears under Parts / items used.
  • Need to buy — Creates an open purchase order for this job (preferred vendor by default). It shows in the Pending / PO lane. Scan the docket later; Accounts CHECKED receives it. The modal does not invent invoice lines or receive stock.

If the job was converted from a quote, the modal heading shows a Quoted pill and the quote number (opens the quote). Quoted buy / MU / sell appear on allocated lines so you can compare them to the invoice.

When a priced supplier invoice is matched to this job’s PO or paired to a confirmed docket, a banner on this tab asks you to Review invoice. That opens the same preview as Accounts. Click CHECKED, then you return to this Parts tab. After CHECKED, pick which invoice line belongs to which allocated docket line (Link invoice line). Unique catalogue matches are pre-selected; you still confirm. Linking applies the invoice buy to that allocated row (qty and stock stay as the docket received them) so you see one row with Qty · Cost · MU · Sell · Subtotal — not a pending duplicate and an allocated duplicate. Invoice-only extras (no docket mate) become their own allocated rows on CHECKED.

Three lanes stay separate:

  1. Pending purchases — Open POs and scanned delivery note or supplier-invoice lines for this job that have not been CHECKED yet (shown as Docket # or Invoice #). They leave this list after CHECKED. See Invoices and Invoice OCR.
  2. Allocated on job — Job-level materials (planning add, or received after CHECKED). Each line shows qty, unit cost, markup, unit sell, and subtotal. After a paired invoice is CHECKED, use Link invoice line to fold the invoice into the docket row. Edit estimated/used qty, cost, MU, sell, and notes, then Save. Every allocated row has Approve. Preview / Create Invoice bills Used when it is greater than zero, otherwise Est. Allocating the same catalogue part twice adds to that row (one line on the invoice).
  3. Parts / items used — Lines recorded on timesheets (Operations App or Use from stock). Edit billable quantity and manager notes for invoicing; use Approve when ready. Employee-entered quantities stay visible as “Actual”. Do not also mark the same consume on Allocated used-qty — that would double-count on the invoice.

Edit Job → Parts and Materials has the same Use from stock / Need to buy actions, plus the allocated table and typeahead Add Item.

Billable quantity changes do not alter what appears on the Timesheets tab. Invoice generation uses billable quantities when set. Pending purchases do not unlock the client Invoice tab.

Invoicing a Job

This is how you raise a client sales invoice (what you bill the customer). It is not the same as uploading a vendor / supplier invoice (what you were charged) — upload those from the Job Modal Documents tab or Edit Job → Invoices. See Documents and vendor invoices.

Open the job from the calendar (click the event) or from the job list, then open the Invoice tab on the Job Detail Modal. Local drafts appear under Accounts → Sales Invoices → Draft. A Reckon Create Invoice appears under Invoiced and can be downloaded from that list or from Invoices on this job on the Job Modal.

Manager approval before you can invoice (Standard)

Use Approve on individual Labour, Parts (timesheet used and every allocated item) and Equipment charge rows when they are ready to bill. An approved row’s button becomes Unapprove. After you approve or unapprove, the Job Modal stays on the same tab.

The bottom bar follows what is already approved on that tab:

  • Nothing approved yet — Approve Remaining
  • A mix of approved and not-yet-approved rows — Approve Remaining plus Unapprove All
  • Every remaining row approved — Unapprove All

Approve Remaining approves every unbilled row on that tab. Unapprove All clears billing approval on rows that are not yet invoiced.

The Invoice tab opens when any row is approved (or the job has quote stages). Preview and Save of a Standard invoice still require every required form to be approved.

What a manager approves Where What it means
Labour rows Job Modal → Labour (Approve, or Approve Remaining) Those hours are ready for a client invoice. New clock-ons stay unapproved.
Parts & Materials rows Job Modal → Parts & Materials Used timesheet parts and allocated lines with qty used.
Equipment rows Job Modal → Equipment Plant / asset charge lines.
Required forms Job Modal → Forms & Checklists Every form marked required has an approved submission (generate gate, not tab gate).

Labour Approve is billing only. Payroll still Approves or Rejects timesheets under Timesheets. Matching approved entries show a light green highlight and a Mgr ✓ badge on Timesheets.

Rows already on a draft or sent invoice show Invoiced and stay locked. Void the invoice to bill them again.

Standard invoice (actuals / T&M)

Once the tab is open:

  1. Choose an Invoice Template (or plain, no letterhead).
  2. Confirm invoice number, dates, and tax.
  3. Edit the job description if needed.
  4. For Labour, Parts, and Equipment: include or exclude the section, and choose Detailed or Summary.
  5. Optionally attach approved form PDFs (for example a SWMS).
  6. Preview PDF (unchanged — does not write to Reckon).
  7. If Settings → Reckon is connected, Create Invoice writes the sale to Reckon with tax code GST, including each AXITRAQ line description on the Reckon invoice. It uses the Reckon client card already linked to that customer. A client with no link uses an existing Reckon card of the same name, and a new card is created only when Reckon has none. Reckon’s invoice number and exact GST/total are copied onto the AXITRAQ row and PDF so they match the accounting file. Stay logged off Hosted. If Reckon fails, AXITRAQ still saves a local draft so you can retry.
  8. Save Draft Invoice & Download stays as it is (local draft only, AXITRAQ number).

Each Standard invoice includes only approved items that are not already on a draft or sent invoice. You can raise more than one Standard invoice on the same job (part invoices / extras). Detailed vs Summary changes the PDF only — already-billed rows stay excluded next time.

Labour and Equipment lines run in date order. Detailed mode lists each person/type (or asset session) with the work date. Summary mode (with the summary box left blank) lists one Labour or Equipment total per day, still in date order. Type your own summary text to keep a single combined line.

If a job already has an older Standard invoice with no item links, the Invoice tab warns you to review so the same hours are not billed twice.

Advanced — progress / stage claims (quote-backed jobs)

If the job was converted from a multi-stage quote, the Invoice tab also shows:

  • A contract strip: Quoted · Claimed · Remaining (and T&M extras if any Standard invoices exist).
  • A collapsed panel: Advanced: progress / stage claim.

Advanced is for claiming against the quoted contract, not against hours × rate.

  1. Open Advanced.
  2. Select a stage (every stage is listed — there is no cap).
  3. Either:
  4. Claim remaining of this stage — invoices 100% of what is still unclaimed on that stage (the typical first progress claim).
  5. Build a line claim — for each labour / asset / material line, enter a % or a $ (the other field updates). Amounts are capped at remaining. Use Claim all Labour remaining (or Assets / Materials) to fill a whole group.
  6. Invoice approved actuals in this stage — T&M extras limited to that stage’s date window; this does not reduce contract remaining.
  7. Reuse the same template, number, and Preview claim PDF / Save progress claim.

Rules:

  • Progress claims do not require whole-job manager Approve of Labour / Parts / Equipment (the quote already set the contract). Required forms are not a hard lock on progress.
  • A final claim (when the last contract remaining is invoiced) still requires required forms to be approved.
  • Standard invoices never reduce contract remaining — they sit beside the contract as extras / variations, the same way a claim sheet treats variations.

Local Save Draft invoices stay on the job and under Accounts → Sales Invoices → Draft. A successful Create Invoice (Reckon) moves to Accounts → Sales Invoices → Invoiced and can be downloaded from that list or from Invoices on this job on the Job Modal Invoice tab. Invoice templates are under Settings → Billing & Invoicing → Invoice Templates.

Documents and vendor invoices

Uploading Documents

  1. Open the Job Modal and go to the Documents tab (or use Edit Job → Invoices).
  2. Click Upload document. The job is already selected — choose the document type and files (PDFs, images).
  3. Purchase Invoice, Delivery note, and Credit Note / Return open the invoice preview after a scan so you can review lines.
  4. Other is for general documents, permits, and plans. Each file is stored on the job under its file name. It is not scanned and it does not go to Accounts. An employee assigned to that job can open it in the mobile app under Forms & Checklists → My Docs.

Managing vendor invoices (costs)

These are supplier invoices and credit notes — what you pay — not the client sales invoice on the Job Modal Invoice tab. A delivery note (docket / packing slip) is not a bill.

  1. Upload from the Job Modal Documents tab, or open Invoices on the job edit page.
  2. AXITRAQ's OCR system automatically extracts line items, amounts, and vendor details. Qty-only dockets are stored as delivery notes. Until Accounts clicks CHECKED, those lines show as Pending purchases on the Job Modal Parts tab (labelled Docket # or Invoice #).
  3. The same preview used in Accounts opens — assign lines to this job or another job, an asset, a location, or none (expense). You can match parts, split a scanned quantity across destinations, link a PO, add a note, and set a GL account.
  4. Save stores edits. CHECKED receives stock and job materials. A supplier invoice then goes to Waiting Approval; APPROVED only queues Reckon (no auto-push). When connected, use Sync on Accounts → Vendor Invoices → Approved (or in Preview). Success moves the bill to Synced. A delivery note stays on Accounts → Vendor Invoices → Dockets, under Confirmed — awaiting invoice and cannot be approved. It still posts each matched item and shipped qty onto Parts & Materials; the unit cost is the part’s most recent catalogue price, or blank if that part has never been priced.
  5. Edit Job → Invoices lists priced supplier invoices only. Delivery notes appear on Documents (and a Delivery notes block on that tab).
  6. Credit notes reduce stock / spend and display in red.

Email and Accounts uploads use this same preview. See Invoices and Invoice OCR.

If this job has a trade vendor quote (uploaded on our Quote, then copied at convert), review highlights lines where the invoiced unit price differs from the quoted special.

Split invoices (covering multiple jobs) show only the portion relevant to the current job. Quantity splits on one scanned line appear as child rows under the original.

Forms and Checklists

Assign form templates to jobs for structured data collection in the field.

Assigning Forms

  1. Open the Job Modal Forms & Checklists tab (or Edit Job → Forms).
  2. Choose a template and click Assign.
  3. Use Complete to fill the form in the modal, or open submissions to preview, approve, reject, or delete.
  4. Remove unassigns a template that is no longer needed.

Submitting Forms

Forms assigned to a job can be submitted from the mobile app or the web platform. Each submission is timestamped and linked to the submitter.

Job Photos

Viewing and Adding Photos

  1. Open the job (the Job Modal Photos tab, or Edit Job → Photos).
  2. View all photos associated with the job in a gallery layout — including photos taken on Camera while someone was clocked in (or on an asset session) for this job. In the Job Modal, click a thumbnail to open it, then use the arrows to move through the set.
  3. Upload new photos directly from the web interface.
  4. Photos can also be added from the mobile app in the field. A Camera shot is stored once and can appear on the employee, the job, and an optional extra Asset / Client / Part.

Job QR Codes

Timesheet QR

Generate a QR code that employees scan with the AXITRAQ mobile app to clock in and out of a job.

  1. Open the job and go to the QR Codes tab.
  2. Generate or view the Timesheet QR code.
  3. Print and display the QR at the job site.
  4. Employees scan to start and stop their timesheets automatically.

Original scan timestamps are preserved separately from recorded times, and any adjustments maintain a full audit trail.

Document Display QR

Create passcode-protected QR codes that allow site visitors to view selected job documents without logging in to AXITRAQ.

  1. Open the job and go to the QR Codes tab.
  2. Create a Document Display QR code.
  3. Set a 4-6 digit numeric PIN for access.
  4. Select which documents to make available.
  5. Print and display the QR at the job site or on signage.

Anyone scanning the QR with a phone camera can enter the PIN to view the selected documents. No AXITRAQ account is required. Access is rate-limited and fully logged.

Label Printing

QR codes can be printed as professional labels or site signs:

  • Select from templates including "Job / Site Sign" with job-specific placeholders.
  • Choose A4 or A3 size for site signage.
  • Preview before printing.

Timesheets

From Timesheets → Pending Approval, All Entries, and Weekly Summary detail, the job number opens this Job Modal overlay on the Timesheets page (Labour tab). Payroll can review and change the job without leaving the list. Closing the modal returns them to the same tab.

The Timesheets tab on the job edit page shows all timesheet entries recorded against the job.

  • View employee clock-in and clock-out times.
  • See total hours worked per entry.
  • Click any entry to open a detail modal with adjustment history.
  • Timesheet labour is charged at the employee’s Rate Card for the day of the work. If they have no Rate Card, the client Rate Card for their employee type is used, then the company type rate. A rate typed on the job is used instead, and that typed rate is copied only when the job is duplicated or created from a template that stored it. The Hourly Rate on the employee is pay, not the invoice rate. Hours that are not yet on an invoice use the current rate. Issued invoices keep the price they were generated with.

Financial Tracking

AXITRAQ automatically tracks job finances across multiple sources:

Source How It Contributes
Invoice line items Amounts from approved invoice items linked to the job.
Labour (timesheets) Hours multiplied by the charge-out rate: employee Rate Card, then the client Rate Card, then the employee type rate. A manual job rate replaces that.
Materials Quantities used multiplied by unit costs.

Budget vs Spend

The budget progress bar uses colour-coded thresholds:

  • Green — Spend is below 75% of budget.
  • Amber — Spend is between 75% and 100% of budget.
  • Red — Spend exceeds 100% of budget.

Financial summaries appear on the calendar tooltip, the detail modal, and the list view.

Job Types

Job Types are company-customisable classifications that streamline job creation.

Configuring Job Types

  1. Navigate to Settings and open the Job Types tab.
  2. Create a new job type with a custom name (e.g. "Electrical Maintenance", "Site Inspection").
  3. Configure defaults: colour, vendor/supplier, budget hours, estimated hours, budget amount, and default assets.

Using Job Types

When creating a new job:

  1. Select the Job Type from the dropdown.
  2. All configured defaults populate automatically (colour, vendor, budget values, assets).
  3. Override any defaults as needed for the specific job.

Job Templates

Templates are reusable blueprints for recurring work. They store a job configuration including optional department/branch, employees, assets, forms, and notes.

Creating Templates

Full templates (including assets, client, budget, and more) are managed via Jobs → Job Templates.

You can also create or edit lightweight templates directly from the Jobs schedule calendar (see below).

Using Templates on the Calendar

Templates appear as draggable pill-style placeholders in the Templates bar above the calendar. Each calendar tab can have its own set of templates, allowing different teams to maintain separate template collections.

  1. Find the desired template above the calendar.
  2. Drag the template pill onto a date on the calendar.
  3. A fully configured job is created instantly at the chosen date.
  4. The new job inherits template settings: title, description, department/branch, employees, assets, colour, budget, notes, and forms.

If the newly created job causes a schedule clash, a notification will alert you immediately.

Managing Calendar Templates

Each custom calendar tab can have its own templates. Templates created from the "All Jobs" tab are global and appear on all calendar tabs.

Adding a Template

  1. Switch to the desired calendar tab.
  2. Click + Template in the templates bar.
  3. Enter a Template Name (e.g. "Routine Inspection").
  4. Choose a Colour for the template pill.
  5. Optionally set any of the following (none are required except the name):
  6. Job Type
  7. Department / Branch
  8. Default Title
  9. Notes
  10. Assign Employees
  11. Assign Forms
  12. Click Save Template.

Editing a Template

  1. Hover over the template pill.
  2. Click the pencil (Edit) button.
  3. Update optional fields as needed and save.

For assets, client, location, budget, and other full options, open the template from Jobs → Job Templates.

Deleting a Template

  1. Hover over the template pill.
  2. Click the small × button that appears.
  3. Confirm the deletion.

Schedule Clash Detection

AXITRAQ automatically detects when employees or assets are double-booked across overlapping jobs.

How Clashes Are Shown

  • Calendar: Clashing events display a red border with a pulsing animation.
  • List view: Affected rows are highlighted in red with a warning badge.
  • Tooltips: Hovering over a clashing event shows a detailed breakdown of which resources overlap and with which other jobs.
  • Job edit (pre-save): Before saving a job, the system validates assignments and shows a confirmation dialog listing all detected clashes.

What Triggers a Clash

A clash is detected when:

  • The same employee is assigned to two jobs with overlapping date ranges.
  • The same asset is linked to two jobs with overlapping date ranges.
  • Both jobs have a status of Active or Pending.

Completed and Cancelled jobs do not trigger clashes.

Resolving Clashes

  1. Review the clash details in the tooltip or warning dialog.
  2. Reschedule one of the conflicting jobs by dragging it on the calendar.
  3. Or reassign the conflicting employee or asset to remove the overlap.

Multi-User Awareness

When multiple team members are working with the same jobs, AXITRAQ provides real-time awareness:

  • When you open a job's detail modal, a lock is acquired so others know you are viewing it.
  • Other users will see a red badge with your initials on the calendar event.
  • If someone else is already viewing a job when you open it, a banner appears in the modal identifying them.
  • Locks automatically expire after 60 seconds of inactivity.

This prevents conflicting edits and helps teams coordinate.

Duplicating a Job

Quickly create a new job based on an existing one:

  1. On the calendar, click an event to open the detail modal.
  2. Click the Duplicate button.
  3. A new job form opens pre-filled with all details from the original: title, description, dates, colour, employees, assets, and materials.
  4. Adjust any fields as needed for the new job.
  5. Save to create the duplicate.

You can also duplicate from the job edit page.

Mobile App Integration

The AXITRAQ mobile app provides field teams with full access to jobs on the go.

Viewing Jobs on Mobile

  • The Jobs Calendar displays your scheduled jobs with date range filtering. Jobs converted from a multi-stage quote are returned as one event per stage (same job, parent_job_id + job_stage_id). Native layout is owned by the mobile app.
  • Tap any job to view full details including team, forms, financials, daily schedule, and stages when present.

Updating Jobs from Mobile

  • Change job status from the field.
  • Submit assigned forms and checklists directly from the app.
  • Add photos to the job while on site.
  • When logging timesheet parts, the platform already flags scanned purchase lines as pending until Accounts clicks CHECKED (with document / invoice number). The native picker UI that surfaces those lines is a mobile-app follow-up.

Clock In and Out

  1. Open the AXITRAQ mobile app.
  2. Scan the job's Timesheet QR code displayed at the site.
  3. The app records your clock-in time.
  4. Scan again when leaving to clock out.
  5. Your timesheet entry is automatically linked to the job.

Original scan timestamps are preserved, and any subsequent adjustments maintain a complete audit trail.

Tips and Best Practices

  • Use Job Types to save time when creating similar jobs. Configure defaults once and let them auto-populate.
  • Use Templates for truly recurring work. Drag-to-schedule from the calendar is the fastest way to create jobs.
  • Set budgets on jobs to get real-time visibility into spend versus planned costs.
  • Enable Daily Working Hours for multi-day jobs so the calendar shows accurate per-day segments rather than one continuous block.
  • Check for clashes before finalising assignments. The pre-save validation helps avoid double-bookings.
  • Use Document Display QR codes to share site documents with inspectors or visitors without giving them platform access.

Deleting a job

On Edit Job, Delete this job soft-deletes the job (deleted_at). It leaves the list. You need Jobs Delete. A Grok Bot cannot delete a job.

Job numbers are assigned by AXITRAQ as JOB- plus a four-digit sequence. There is no job-number prefix setting. Invoice prefixes are separate, under Settings → Billing & Invoicing.

Crew on a job are people in the company. Contractors are people records, so a contractor's id can be assigned. An id that is not a person in the company is refused.

Grok Bot

A person with Jobs access can create and update a job from their own Grok Bot. The bot uses that person's Web Access.

The bot can set the title, description, notes, client, department, job type, colour, start and finish, site address, location, assets, and status Pending or Active. It can add or remove crew. A contractor id works when that contractor is a person in the company.

The bot cannot:

  • complete or cancel a job
  • delete a job
  • fill or approve forms
  • add materials or create a purchase order
  • approve labour
  • create a client invoice

Completing, cancelling, forms, materials, labour approval, and invoicing stay on the Jobs screen. See Grok Bot connector.

Frequently Asked Questions

Why did a job move after someone clocked on? The calendar follows actual timesheet times once work starts. The block on that day shifts to the clocked start and finish, and a day is added if they worked outside the original dates. Past days nobody attended are removed. This includes a job saved with a date and no clock time, and a job whose quote stages have no dates yet.

Can I reschedule a job without opening it? Yes. Drag the event on the calendar to move it to a new date or time. Changes save instantly. Actual (clocked) segments cannot be dragged.

What happens when I delete an invoice linked to a job? Deleting an invoice completely reverses all financial side-effects, including part pricing, materials, and price history. The job's spend updates accordingly.

Can contractors be assigned to jobs? Yes. Both employees and contractors appear in the team picker and can be assigned to jobs.

How do I know if someone else is editing a job? The multi-user awareness system shows a red badge with their initials on the calendar event. Opening the same job displays a banner identifying who is currently viewing it.

Can I set different working hours for different days of a multi-day job? Yes. Use the per-day schedule grid on the job edit page to override daily start and end times for specific dates.

How do I change the minute steps on Start/End date & time? An administrator sets this under Settings → Preferences → JOBS → Job Time Increments (15 or 30 minutes). The choice applies to job Start/End and Daily Start/End pickers.

Can I create separate calendars for different departments? Yes. Use the Custom Calendar Views feature. Click the + button on the calendar tab bar to create a new calendar with department-specific filters. Each calendar maintains its own set of templates.

What is the "All Jobs" tab? The "All Jobs" tab is a permanent, unfiltered calendar that shows every job. It cannot be edited or deleted, ensuring managers always have complete visibility across all departments and teams.

This manual applies to AXITRAQ as of October 2026. For additional help, contact your system administrator or visit wiki.axitraq.com.