General Jobs Configuration

Open the Jobs page from Jobs & Quotes in the sidebar (under Work Management). The page has four view tabs (icons at the top left) — Scheduler, Geo-Scheduler, Job List, Recurring Jobs — plus a Settings view (gear icon, top-right) where global job settings live.

The Jobs page at a glance

The header bar is visible from every view and shows three rolled-up stats:

• Total Open: — the combined value of every open job (Requested, Draft, Scheduled, and Missed). Click See Monthly Trend to open the Monthly Trend window: a stacked bar chart titled Jobs Committed in [year] that shows Scheduled, Done, and Missed job amounts month by month. Use the arrows to move between years, and the chart’s download menu to save it as an SVG, PNG, or CSV.
• Missed: — the value of jobs whose scheduled date passed without being completed, followed by (N Jobs, N Clients). A high Missed number is a leading indicator that operations are slipping.
• Jobs Requested: — the value of jobs in the Requested status (job requests your technicians submitted from the mobile app), followed by (N Jobs, N Clients).

The four view tabs switch the workspace:

• Scheduler (calendar icon) — the default view: a job list on the left, the selected job or the Add Job form in the center, and the Scheduling Calendar Heatmap on the right.
• Geo-Scheduler (globe and pin icon) — map-based scheduling near existing work.
• Job List (list icon) — a sortable, filterable table of all jobs.
• Recurring Jobs (briefcase and refresh icon) — the templates that generate jobs on a schedule.

In the Scheduler view, the left panel shows a + Add Job split button, a job count badge, a funnel icon that opens the Job Filters drawer (Job Status, Technicians, Job Type, Job Tag, Start Date / End Date, Approval Status, Approval Date), and a Search Job… box. Each job card shows the Job ID, client name, Assigned to [tech] (or – Unassigned –), the subject, the color-coded job type, the status badge, the scheduled date (or TBD), and the amount. Small icons on the card show the invoice state (paid, late, or open) and the approval state (client approved, client declined, manager approved, or waiting for approval). Click a card to open the job in the center panel.

Settings view

Click the gear icon at the top right of the Jobs page to open Settings. It has five sub-tabs, each grouping a different set of settings:

• General — Job Invoicing behavior, Multi-day Job Reports Behavior, Job Dosage Invoicing, and Copy Client Notes to Invoice.
• Default Values — the defaults applied to every new job, so common fields are pre-filled.
• Messages — the Job Quote, Job Reminder, and Job Completed message templates sent to clients.
• Job Templates — reusable presets for common jobs.
• Job Types — color-coded categories that distinguish jobs visually across the app.

General Settings

These settings govern what happens automatically when a job is completed. They apply to every job unless overridden in a specific Job Template.

1. Open Settings (gear icon on the Jobs page).
2. Open the General tab.
3. Set Job Invoicing — what happens to invoicing when a job moves to Done. Choose one:
   • Do nothing, no automatic invoicing is done when a job is completed — you manually create the invoice later.
   • Create a new invoice when the job is completed — PSS opens a fresh invoice from the job’s line items as soon as it is marked Done.
   • Add job line items to a draft invoice (or wait when a recurring template is configured). If no recurring template, then create a new invoice. — PSS appends to the client’s open draft invoice when one exists; otherwise it falls back to creating a new invoice.
4. Set Multi-day Job Reports Behavior — when the client receives a completion report for a multi-day job. Choose one:
   • Send a completion report to the client on each day that is completed — the client gets a report after every day.
   • Send a completion report to the client when the job moves to the DONE status — the client gets one consolidated report at the end.
5. Set Job Dosage Invoicing — check Include dosages from completed jobs on dosage invoices to bill chemical dosages recorded on job stops the same way as those recorded on route stops. When unchecked (the default), job dosages are excluded from dosage invoices unless you include them ad-hoc on a single invoice or override the behavior on a specific Job Template using the Always invoice dosages for jobs from this template / Do not invoice dosages for jobs from this template checkboxes in the template’s Invoicing section.
6. Set Copy Client Notes to Invoice — check Copy the job’s client notes into the invoice’s client notes to carry a job’s Client Notes onto the invoice generated from it. While that invoice is still a draft, editing the job’s client notes updates the invoice’s notes too; once the invoice is sent, paid, or written off, its notes stop changing.
7. Click Save.

Default Values

Set the values that pre-populate every new Add Job form, so common fields do not need to be entered manually each time.

1. From Settings, open the Default Values tab.
2. Configure each field:
   • Estimated Duration — a number plus a unit (Minutes or Hours) for a new job’s default duration.
   • Required Deposit — the default deposit percentage required up front.
   • Assigned To — the default technician assigned to new jobs.
   • Job Subject — the default subject line text.
3. Click Save Default Values.

Job-related Messages

Customize what your customers see in the quote, reminder, and completion communications PSS sends on your behalf.

1. From Settings, open the Messages tab.
2. Pick which message you are editing — three top-level tabs cover the lifecycle:
   • Job Quote — sent when a quote is delivered for customer approval.
   • Job Reminder — automated reminders sent before scheduled jobs. Its Reminder Schedule reads Send job reminder to the client [N] days before the job’s scheduled date; set the number of days.
   • Job Completed — the report sent after a job is marked Done.
3. Inside each message, pick the channel — Email or SMS Text — using the sub-tabs. A WhatsApp sub-tab also appears when a WhatsApp Business account is connected.
4. Edit the message:
   • Update the Subject line (Email only).
   • Edit the Body. Click any of the template variable chips above the editor to insert a placeholder.
5. Click Save.

The available variables are:

• %job_scheduled_start% — the date the job is scheduled to start.
• %job_scheduled_end% — the date the job is scheduled to end.
• %property_address% — the job’s property address.
• %client_first_name%, %client_last_name%, %client_display_name% — the client’s name.
• %line_items_simple% — line item description and quantity (no prices).
• %line_items_detailed% — full line items with type, description, quantity, and totals.
• %company_name% — your company name.
• %assigned_tech_name% and %job_subject% — Job Reminder only.
• %line_items_done_simple% — Job Completed only; the line items the tech checked off.

Note: SMS messages are capped at 120 characters (Maximum of 120 characters). A hyperlink to the job details is appended to every text message automatically, and you can check Add “No Reply” text at the end to tell clients not to reply.

The Job Completed email tab carries extra options that shape the completion report itself: Intro Message, Technician Info (Show the technician’s name, Show the technician’s notes), Visit Media (show media marked as BEFORE / AFTER service), Readings (Show LSI calculation, Show all completed readings or pick specific readings), Dosages, Checklist Tasks, Attention Items, Disable Automatic Reports, View Job Details Button (Hide the View Job Details button on all job completion reports), and Accent Colors (Primary and Secondary). Use SEND TEST EMAIL to preview the result in your own inbox.

Job Templates

A Job Template is a reusable preset of the fields you would otherwise fill in by hand — Subject, Job Type, Assigned To, Duration, Task Views, line items, and so on. Use templates for any work you perform repeatedly: salt cell cleanings, filter changes, equipment swaps, seasonal opens or closes. Default values such as invoicing behavior are inherited from General Settings but can be overwritten per template.

To create a template:

1. From Settings, open the Job Templates tab.
2. Click + Add Template.
3. Fill in the template exactly as you would a full job — Assigned To, Tax 1 / Tax 2, Subject, Required Deposit, Discount, Job Type, Job Duration, Duration Type (Single Day or Multiple Days with a number of days), Task Views, line items, attachments, notes, tags, and Tech Pay.
4. Under Options:, set the template’s overrides:
   • Job Request Options — Allow this template to be used on a new job request and Allow jobs from this template to be scheduled by the tech.
   • Invoicing — Do not automatically invoice this job when it is done, Do not charge an online processing fee, Do not invoice dosages for jobs from this template, Always create a one-off invoice for this job, Always invoice dosages for jobs from this template, Automatically send the job’s invoice to the client.
   • Completion Report — Require a photo when completing a job stop, Require a video when completing a job stop, Send completion job report to the client.
5. Click Save.

The tab lists your templates with the columns Subject, Job Type, Total, Required Deposit, Duration Type, and Duration; click a row to edit it, or the trash icon to delete it. To use a template when creating a new job, click the dropdown arrow next to the Add Job button and select Add Job from Template. PSS pre-fills the Add Job form with everything from the template; you only need to set the client, property, and date.

Job Types

Job Types are color-coded categories (Filter Cleaning, Emergency Service, Repair/Install, Inspection, etc.) that distinguish jobs visually on the Scheduler, in the tech’s stop list, and let you filter the Job List by type.

1. From Settings, open the Job Types tab.
2. Click Add Type.
3. Enter the Job Type name and pick an Assigned Color — Lime Green, Purple Magenta, Corn Flower, Medium Turquoise, Crimson, Tan, Slate Gray, Goldenrod, Medium Purple, Bluish Cyan, Maroon, or Light Coral.
4. Click Save.

Note: The standard job types PSS ships with cannot be edited (Standard job types cannot be changed. Please create a custom job type.). Create your own type if you need a different name or color.

The color you choose is used consistently across the Scheduler cards, the Job List type column, and the Geo-Scheduler work cards.

Catalog Items (prerequisite)

Before you can add line items to a job, populate your Catalog with the services, products, and fees you bill for. Each catalog item carries a name, a default price, and its tax behavior, and acts as the source of truth for pricing in jobs and invoices.

1. Go to Catalog in the sidebar.
2. Click Add New.
3. Create one entry for each item — give it a clear name, a default price, and configure whether it is taxable.

A well-populated catalog speeds up job creation and ensures consistent pricing across techs. The Catalog is covered in section 12.