You may take the course Job Page and Job Creation and Working within a Job on BuildOps Academy.
Log into academy.buildops.com, and start the Jobs Module.
Things to Consider
Jobs vs. Visits
Job: The overall work order — think of it as the "folder" containing all details about the work.
Visit: The scheduled time/date when a technician performs the work. A single Job can have one or multiple Visits.
Job Billing Type determines how the Job is billed. The two most common types are T&M (Time & Materials) and Quoted. See the T&M vs. Quoted Jobs section below for a full explanation.
Setup Requirements
Make sure your Custom Fields include the correct Job Types.
Confirm your Labor Settings are configured.
Ensure at least one Pricebook is created and set as default.
A Customer and Property must exist in BuildOps before creating a Job.
Ensure your user role has Create Job and Create Visit permissions. Go to Settings > Roles & Permissions to verify.
Best Practices
Not all fields are required, but filling in more detail reduces double-entry later.
Set up saved Table Views for commonly used filters to save time.
Table of Contents
How to Create a Job
While there are multiple ways to create a new Job, the recommended workflow is to start from the Property page — this auto-populates the Customer and Property fields, saving extra steps.
Use the global search bar to find the Property. Filter results by selecting the Property checkbox on the right side of the search.
Click the Property name to open the Property page.
Note: If the Customer or Property does not appear in search results, you will need to create them before adding a Job.
Review Property Page Details
Before creating a Job, verify the Property details are correct:
Check the address in the left column to confirm it is accurate.
Verify the Property address is correct before creating a Job.
Click the Contacts tab (middle of the page) to verify Property contacts.
Add a Property Representative and Representative on our side, if applicable.
💡Account Manager Tip: When selecting an Account Manager in a Job, Quote, or other dropdown, the name is pulled from the "Representative on our side" field in Property Contacts. If this field is blank, no name will appear in the dropdown. Add the Account Manager here first.
Add your Account Manager under Representative on our side — this is what populates the Account Manager dropdown in Jobs and Quotes.
Once all Property information is verified, click the Jobs & Visits tab, then click "Create Job".
Click the Jobs & Visits tab, then Create Job.
Job Information
Fill in the general information for the Job.
Enter Job details. Fields in the form are described below.
Customer, Property Name & Billing Customer — Auto-populate when creating from the Property page. You can change the Billing Customer if needed by selecting:
"Billing Customer is different than the Customer requesting work" — checking this will allow you to select another billing customer.
"Billing Customer from Property" — use this if a different billing entity is set at the Property level.
Enable Certified Payroll — Check this box if the Job should be categorized as certified payroll (e.g., for federally funded projects).
Note: This setting does not affect timesheets or payroll processing. On the timesheet export, a "Certified Payroll" column will show Y (checked) or N (unchecked).
Property Rep — Select a Property representative. This name and contact info will be visible to the technician in the mobile app.
Customer Provided PO# — Add a Purchase Order number provided by the Customer, if applicable.
Service Agreement — Select if this Job came from a technician suggestion or issue found during a Maintenance visit. This tracks "pull-through" work.
When a Service Agreement is selected:
Pull-Through Work is trackable in BuildOps Reports.
The Pricebook field auto-fills with the Pricebook tied to that Service Agreement.
You can still select a different Pricebook if rates differ from the Service Agreement.
Pricebook — Required. Select from your available Pricebooks.
Job Type — a custom dropdown used to categorize a job in BuildOps, with examples like T&M, Quoted, and Warranty.
To configure it, go to your company name > Custom Fields, expand Job Types, then add, edit, reorder, or delete the options and click Save.
Customer WO# — Work Order number provided by the Customer.
Authorized By — Property contact who authorizes the work.
NTE (Not to Exceed) — Sets a maximum value. Visible to the technician in the mobile app.
Quote Subtotal / Quote Tax / Cost Amount — Add if applicable. Adding a Quote Subtotal automatically switches the billing type from T&M to Quoted. You can switch back to T&M before invoicing by removing the Quote Subtotal.
See the T&M vs. Quoted Jobs section for a full breakdown of the differences, when to use each, and how to switch between them.
Total Budgeted Hours — Enter the estimated hours of labor to be used for the job. With correct permissions, technicians can see this in the mobile app.
Project Manager / Account Manager / Sold By — Optional internal contacts.
Department — Select the Department recognizing revenue for this Job.
Priority — Set urgency level (Urgent, High, Normal, Low) to help dispatchers organize the board.
Issue Description — Description of the issue from the Customer.
💡 Tip: Save time by creating Visit #1 at the same time as the Job. Check the checkbox below the Issue Description field.
T&M vs. Quoted Jobs
When creating a Job, one of the most important choices is the Billing Type. The two types are Time & Materials (T&M) and Quoted. Understanding the difference helps ensure accurate billing.
⏱ T&M (Time & Materials) | 📋 Quoted |
What it means: Labor and parts are billed based on what was actually used during the Job. | What it means: A fixed price is agreed upon with the Customer before work begins. |
When to use it: Reactive or service calls where the scope is unknown upfront — bill for actual time and materials used. | When to use it: Planned or pre-approved work where the Customer expects a set price regardless of actual hours spent. |
Invoice behavior: Invoice total is calculated from actual labor hours and parts used. | Invoice behavior: Invoice uses the Quote Subtotal entered on the Job. Adding a Quote Subtotal automatically switches the billing type to Quoted. |
Pricebook: Rates come from the Pricebook selected on the Job. | Pricebook: Still required, but the total is driven by the Quote Subtotal amount. |
Can it be changed? Yes — remove the Quote Subtotal to revert to T&M before invoicing. | Can it be changed? Yes — you can switch back to T&M before invoicing by removing the Quote Subtotal from the Job. |
Adding a Quote Subtotal to a Job automatically changes the billing type from T&M to Quoted. You can switch it back to T&M at any time before the Invoice is sent by removing the Quote Subtotal OR by going to job report > click three dots at the top right > change to Time & Material.
Visit Creation
Fill in Visit details. A Date, Time, and Primary Technician are required to appear as Scheduled on the Dispatch Board.
Create Multiple Visits — Toggle on to create more than one Visit for this Job.
Visit Description — Copy the Issue Description from the Job, or enter a unique description for this Visit.
To Do — Actions Before Dispatch — Internal to-do list for the dispatcher only. Technicians will never see this in the mobile app.
Example: "Call owner when tech is on the way."
Assets — Select the Property Asset (equipment) to be worked on. Technicians with the right permissions can also add Assets from the mobile app.
Forms — Attach a form to be completed during this Visit. Technicians can also add forms in the mobile app.
Department — Must match the Department selected on the Job. Required to assign a technician to this Visit.
Crew — Optional. Select a pre-configured crew from Personnel Settings for faster scheduling. To understand more about the crew, refer to: Personnel
Primary Technician — Required for the Visit to appear as Scheduled on the Dispatch Board.
Additional Technicians — Add names if more than one technician is needed.
Number of Additional Technicians — If Additional Technicians are listed, enter the exact count here. The number entered in this field must exactly match the number of additional technicians assigned to the visit. If the values do not match, the visit will remain Unassigned, even when a date, time, and technician have been selected. Availability of this field depends on your account configuration and backend settings, so it may not appear for all users.
Date / Time / Duration — All three are needed for the Visit to appear as Scheduled on the Dispatch Board. Duration blocks the technician's schedule visually but does not restrict their time card.
A Visit requires a Date, Time, and Primary Technician to appear as "Scheduled" on the Dispatch Board. Missing any of these will create the Visit as "Unassigned."
Click SAVE in the upper right corner when done.
Click SAVE in the upper right corner to create the Job and Visit."
Job Page Overview
After saving, you'll land on the Job page. Review all details to confirm they are correct.
Review all Job and Visit details on the Job page after saving.
Editing the Job: Click EDIT in the upper right corner, make changes, then click SAVE.
Click EDIT to make changes to the Job.
Click SAVE to confirm your changes.
Editing a Visit: Click the Schedule button, or click the edit pencil icon on the right side of the Visit row.
Click the pencil icon to edit an existing Visit.
Adding more Visits: Click ADD VISIT on the Job page to add additional Visits to the same Job.
Click ADD VISIT to add another Visit to this Job.
Viewing on the Dispatch Board: Hover over Dispatch in the top navigation and click Dispatch Board.
Scheduled Visit — Appears as a Visit card on the assigned technician's date/time slot.
Scheduled Visits appear as cards on the Dispatch Board.
Unassigned Visit — Appears in the Unassigned tray at the bottom of the board. Drag and drop to schedule, or click to open the Visit side card.
Unassigned Visits appear in the tray at the bottom of the board.
To Learn More about Dispatch, please refer to: Dispatch Board
To cancel a Visit, open the Visit from the Job page or Dispatch Board, click Edit, and update the Visit status to Canceled. Canceling a visit will dismiss the timesheet linked to it.
To cancel a Job, open the Job, click the three dots at the top right of the job page, and update the Job status accordingly.
Job History
The Job History log shows every action taken on a Job — who made changes, what they changed, and when. Use this when auditing a Job or investigating a discrepancy.
To view Job History:
Open the Job page.
Go to the Scheduling section.
Scroll to the bottom and click Show History.
This displays: Action Date, Action By, and the Action taken.
Click Show History at the bottom of the Scheduling section to view the full Job audit log."
Job Number Rules and Restrictions
BuildOps keeps job numbers permanent and unique to protect the integrity of your records.
Jobs cannot be deleted. If you encounter a numbering conflict, contact BuildOps Support to update the job number.
Job numbers cannot be reused. This applies even to canceled jobs. Choose a different, unused number if needed.
Changes to existing job numbers require BuildOps Support. Reach out to Support for any job number corrections.
Frequently Asked Questions
Q: Can we make the job priority field a required field?
Not currently. As a workaround, create a custom required field on the Job creation form using Settings > Custom Fields > Inline Forms. This lets you capture priority as a required field without changing the native Priority field.
Q: Why can't we edit the quote subtotal and cost amount of the job?
Check that there is no quote (including a cancelled quote) associated with the Job. If there is, disassociate it first. If the issue persists after disassociating, contact BuildOps Support.
Q: Can I flag a job in BuildOps?
Not yet. In the web, Flags can only be applied from the Dispatch Board at the Visit level.
Workaround — use Job Tags to highlight important jobs:
Go to Settings > Custom Fields > Job Tags.
Create or edit tags (e.g., Needs Review, Pending Approval).
Open the Job record and click Add Tag to apply.
Q: Why is a Visit still showing as Unassigned even with a technician, date, and time?
Check the "Additional Technicians Required" field. If the number entered is greater than the number of additional technicians actually assigned, the Visit will remain Unassigned.
Edit the Visit from the Scheduled tab on the Job page or from the Dispatch Board.
Make sure the number in "Additional Technicians Required" matches the number of additional technicians added.
Q: Why don't technicians appear in dropdowns or lists for assignment?
Technicians only appear in assignment dropdowns if they meet all conditions:
Assigned Role: The user must be marked as a Technician in their Personnel profile.
Their profile status should be active.
Department Alignment: The technician's department in their profile must match the department on the Job/Visit.
Q: Can I change the Job Type (T&M / Quoted) after creating a Job?
Yes. You can add a Quote Subtotal at any time before invoicing to switch the billing type to Quoted. To switch back to T&M, remove the Quote Subtotal OR open job report > click three dots at the top right > change to Time & Material.
Q: Why can't I add a visit on the job?
Verify the status of the job and make sure it is not mark as completed or closed. When a job is marked as completed or closed, the "add visit" on the job page will not show.
Q: What is the difference between Time & Material and Quoted on a job?
A Time & Material job is billed based on the labor, materials, and items recorded on the job. A Quoted job is billed based on the quoted amount instead.
Q: When does a job become Quoted?
A job becomes Quoted when a quote is associated with the job or when a Quote Subtotal is entered on the job.
Q: Can I create a quoted job without attaching a quote?
Yes. If a job does not have an associated quote but does have a Quote Subtotal entered, BuildOps treats it as an Amount Quoted job.
Q: Can I change a Time & Material job to Quoted?
Yes. You can make a job quoted by entering a Quote Subtotal on the job or by associating a quote with it. If you are adding a job from the Quotes workflow, the quote must be in Approved status before it can be added to a job.
Q: Can I change a Quoted job to Time & Material?
Yes. Open the Job Report, click the three dots in the upper-right corner, and select Change to Time & Material.
Q: Can I switch a job back to Quoted after changing it to Time & Material?
No. Once a job is changed to Time & Material, it cannot be changed back to Quoted from the UI.
Q: Why am I not seeing quoted amounts on my job?
Quoted values are tied to jobs billed as Quoted. In Job Costing, Time & Material jobs show actual costs and actual revenue, while Quoted jobs also show estimated values and variance. If you want the job to use quoted billing, add a Quote Subtotal or associate a quote with the job.
Q: Why can’t I edit the Quote Subtotal on a job?
If the job is linked to a draft or active quote, the Quote Subtotal field may be locked. In that case, update the associated quote instead, or dissociate the quote from the job to unlock the field.
Q: Can I delete a visit that was created by mistake?
No, visits cannot be deleted. Visits cannot be deleted to prevent data corruption and maintain system integrity. Canceling the visit is the recommended alternative.
Q: What should I do if a visit was completed in error?
Create a new visit for the correct schedule and dismiss the timesheet in the old visit.
Q: What does Converted mean in the BuildOps mobile app?
Converted means the office has already reviewed or edited the visit report.
Once a visit is converted:
The visit becomes read-only for technicians in the mobile app.
Technicians can no longer update the visit report from mobile.
Office users can't edit the visit but they can continue reviewing or editing the visit report in BuildOps web. . To do this, open the Job Report (not the Job page scheduling tab), go to the Visits tab, select the visit, and click EDIT in the upper right corner of each report that can be edited. This is separate from the pencil icon on the Job page, which only edits scheduling details.
This usually means the visit is moving forward in the office workflow, such as review and invoicing preparation.
Q: What is the difference between Completed and Converted Visit?
Completed means the technician finished the visit and stopped time tracking.
Converted means the office has already reviewed or edited the visit report, so it is now read-only for technicians.