Things to consider
A technician can edit and resubmit a Mobile Visit Report on their mobile device unless someone in the office has edited or reviewed the Job Report.
Under Job Settings, you have the option to “Hide Invoiced Items” so that Labor, Inventory, and Purchased items will be hidden by default on the Job Report page if they have already been invoiced for.
TABLE OF CONTENTS
Job Closeout Overview
Service Workflow Review
Saved Table Views On The Jobs Table
How To Access A Job Report
Dispatch Board
Jobs Table
Global Search
How To Review A Job Report
Visits Tab
Overview Tab
FAQs
Job Closeout Overview
💡Job Closeout is the review process that occurs after the technician
has worked on a Service Visit.
Job Closeout gives the office an opportunity to make any changes to
the Technician Report and to prepare the Job Report before the Invoice
is sent.
Depending on your relationship with the Customer, the office might
send one Invoice for the entire Job or send an Invoice on a Visit by Visit
basis until the Job is complete.
Therefore, the office reviewer can review one or more completed Visits
at a time before an Invoice is created for the Visit(s) or the entire Job.
Service Workflow Review
💡Review the Service Workflow diagram. Notice where Job Closeout
occurs within the workflow.
Saved Table Views On The Jobs Table
💡You can create saved Table Views on the Job Table to quickly filter
for specific Jobs depending on which step you are on within the
workflow. BuildOps automatic statuses make sorting and filtering
efficient within all tables within the platform.
For example, a “Ready for Review” View can be used when your office
reviewer needs to quickly filter for unreviewed, completed Jobs/Visits.
An “Invoicing” View can be used to filter for reviewed Jobs and have not
yet been fully Invoiced for.
It is important to determine your company’s best practice workflow by
outlining who will perform which step, and when it will be executed
within the lifecycle of a Job.
How To Access A Job Report
💡You can access a Job Report through the following pathways:
Dispatch Board
Jobs Table
Global Search
1. Dispatch Board
Click the Visit Hyperlink on the Visit Card to be taken directly to the
Visit Report.
⚠️Visits must be complete for the Visit Hyperlink to take you to the
Visit Report.
OR
Click the Job Hyperlink on the Visit Card to go to the Job Page.
Click OPEN JOB REPORT.
2. Jobs Table
From the Jobs table, use a saved Table View to filter for Jobs that are
“Ready for Review” → click the Job number to open the Job Page.
Click OPEN JOB REPORT.
3. Global Search
Use the Global Search Bar to find a specific Job → click the Job to open
the Job Page.
Click OPEN JOB REPORT.
How To Review A Job Report
💡The Job Report consists of (2) tabs. The Visits tab and the Overview
tab.
Visits Tab
1. Before sending an Invoice, review the Visit(s) on a Job report. To
review 1 or more Visits, click the Visits tab on the Job Report (next
to Overview).
2. To select Visits to review, click the Visits dropdown or select All
Visits or All Unreviewed.
3. Scroll down to check each section of the Visit Report. Click “EDIT”
(upper right corner) to make any changes to the Visit Report.
NOTE: Once the office has edited or Reviewed a Visit Report,
technicians can no longer make changes to their Visit Report in the
mobile app.
4. To add to a Report section, click the black ADD button on the
right side of the section. To edit and/or delete from a Report
section, click the three dots on the right side of the Report section
line.
💡If a data field is gray, you can edit the text directly in the box.
Visit Report Sections Explained
The Visit Report section in BuildOps provides a comprehensive view of job activities and details. It includes sub-sections for Visit Summaries and Job Notes, which allow extensive customization and editing capabilities.
Job & Visit Information
Job Description - Can be updated on the Job Page if needed. To
edit, the Job must be in an Open status.
Job Notes - add, edit, or delete Job Notes as needed.
Visit Flags - clear/restore Visit flags by checking the checkbox.
Visit Description - review the Visit Description.
Visit Summary - add, edit, or delete Summary Notes.
Technician Notes (internal use) - review Technician Notes.
Labor & material
Labor - Labor shows how much time has been submitted for each technician on the Visit.
NOTE: You can approve timesheets by clicking on the Time Submitted
hyperlink. You will be directed to the Timesheet for this Visit. Once a
Timesheet has been approved, a check mark will show next to the
submitted time.
Field Orders Created - review any Field Orders.
Inventory Items - edit and/or add Inventory Items.
Receipts Created (PO items) - review any Field Order Receipts.
Additional Information
Assets worked on - edit or add Asset(s) worked on.
Forms - click a Visit Form name to view, or edit the Form by clicking the three dots on the right side of the Form line.
Photos & Videos - add, edit, rename, or delete Visit photos.
Tasks
Completed/Remaining Tasks - review Completed Tasks and Remaining Tasks. Notice any Task Forms and Task Parts & Materials.
Recommended tasks created - review Recommended Tasks created. Check the Recommended Tasks Status to make note of any actions that may need to be completed from the Recommendations Table.
Customer Signature
Click the Customer Review PDF link to see the Customer signed Visit Report.
5. Click “REVIEW” at the top right of the Visits tab when you have
finished making changes.
6. The Visit Status will change to “Reviewed”.
⚠️While it is best practice to change the Job Status to ‘Complete’,
depending on your workflow, the Job Status may still be in 'In Progress'
or 'Open' .
NOTES:
Technicians can make changes to the Visit Report at any time
until an office user has clicked Review / Review All and or Edit /
Edit All.
*Do not click REVIEW ALL until you have verified all Visit
information.
The Invoice button in the upper right corner will be grayed out
until you have reviewed 1 or more Visits and click back to the
Overview tab.
Overview Tab
1. After you have finished reviewing (1) or more Visits, click to the
Overview Tab. The information on the Overview tab provides a
powerful breakdown into your Job.
2. Make any revisions as needed to ensure accurate costs for the
Job. Review the Job Information and Cost & Invoice Items
(Labor, Inventory Items, Purchased Items).
Job & Visit Information
Job Description - Can be updated on the Job Page if needed. To
edit, the Job must be in an Open status.
Job Notes - add, edit, or delete Job Notes as needed.
Cost & Invoice Items
NOTE: the below items only apply to Time & Material (T&M) Jobs.
3. Hide Invoiced Items - toggle on “Hide Invoiced Items” to hide
Items that have already been invoiced for (upper right corner
under Job Notes).
This is a setting that can be set to default in Job Settings.
4. Pricebook - update the Pricebook if needed (last chance before
creating an Invoice)
Labor - verify the Billing Hour Type, Labor Type, Billable Hours, and Labor Rate for each labor line item.
Click the three dots → click “Do Not Invoice” to exclude a labor line item from the Invoice, if needed. The cost will stay on the Job.
Click the three dots again to re-include it.
Add additional Labor by clicking “ADD LABOR”.
Inventory Items - Edit, Do Not Invoice, or Delete Inventory Items by clicking the three dots on the right of the item line.
To add Inventory items, click “ADD ITEMS”.
Purchased Items - verify the Purchased Items that were used on the Job. Click the 3 dots to remove an Inventory Item from the Invoice, if needed. The cost will stay on the Job.
You can only Invoice customers for Purchase Order Items
that have been received in BuildOps (the PO needs a
receipt).
If the Subtotal in the Purchased Items section is $0, this
means that your office needs to generate a PO Receipt.
Click the PO hyperlink directly to view or make changes to
the Purchase Order.
NOTE: Job Costing can be viewed directly from the Job Page in the Job Costing section. View your Job Cost breakdowns by Cost Code, Cost Type, Labor (Budgeted vs. Actual).
5. Once you have reviewed the Job Report Visits & Overview, you are
ready to Invoice for the Job.
6. When you send the Invoice to the Customer, you can also send a
Job Report PDF.
The Job Report PDF includes all sections of the Job Report. You can also
customize which sections are included or excluded in the Job Report
PDF.
Marking a Job as Complete on the Web
When all visits on a job are finished and no further work is needed, the job can be marked as Complete. This ensures accurate tracking and prevents additional visits from being scheduled by mistake.
How to mark a job as complete:
Open the Job on the web.
Locate the Completion Status to the right of the Job number.
Click the status and select Complete.
Once completed:
The Job status updates to Complete.
Technicians and web users will no longer be able to perform or schedule new visits.
Note:
If you need to schedule more work later, you can re-open the job using the same Completion Status control. If a job isn’t updating to Complete, review the Dispatch section to ensure no visits were missed or left open.
FAQ
How to edit a Billing Customer?
Note: This process is only applicable if the job is not yet fully invoiced. Once a job has been fully invoiced, the Billing Customer can no longer be changed.
Go to the Job
Click Edit
Locate Billing Customer on the left-hand side of the page
Clear the current Billing Customer and search for the one you would like to assign instead
Click Submit to save your changes