In this article, you will learn about the two most popular workflows Workiz recommends for managing jobs. 

Workiz is a versatile and robust platform designed to cater to businesses of all types and sizes, offering critical flexibility in managing jobs. From creating leads and estimates to handling jobs and invoices, Workiz adapts to your unique business requirements.

Here, we will cover some of the most popular and recommended methods for managing jobs within Workiz. 

Method 1: Starting with leads

This method is recommended for businesses that offer free quotes for potential job opportunities. It starts with creating a new lead in Workiz.

In order to create leads in Workiz, you will first need to enable the Leads add-on from the Feature Center/Marketplace. 

• This workflow starts with creating a lead. In Workiz, leads are used to represent potential job opportunities. Because these are just opportunities, closing a lead as lost would not affect your job cancellation rate, ultimately giving you a clearer picture into the state of your business.

  1. From the navigation menu, select Create new > Lead
  2. Enter the client's details (e.g., client name, company name, phone, email)
  3. Enter the service location details (e.g., address, service area)
  4. Enter the job details (e.g., job type, job source, job description)
  5. Determine if this lead already has a scheduled date and turn the toggle switch on/off accordingly
  6. (Optional) Enter the schedule details (e.g.,start/end time, team members)

  To learn more about creating leads in Workiz, please see this article.

• After scheduling your lead to visit your prospective client for a quote, you'll want to create an estimate for them to review so they can decide if they want to move forward with your services.

  1. From the lead page, select the Estimates tab
  2. Select Add estimate
     

     Regularly send out the same proposals to quote a job? Consider using a sales proposal template at this stage in your workflow.

  3. Add line items to your estimate
  4. Send your estimate

  To learn more about creating estimates in Workiz, please see this article.

• After sending the estimate, your client will have the opportunity to approve it from the client portal. Workiz will notify you as soon as the estimate is approved, signaling that it's time to convert this lead into a job.
  1. From the lead page, select Conver to job
  2. Select the estimate that you want to copy to the job
  3. Make adjustments to your new job (e.g., service date, assigned technician, etc.)

  To learn more about creating jobs in Workiz, please see this article.

• After providing the service, you'll want to create an invoice to bill your client for the remaining costs.

  1. From the job page, select Create invoice
  2. Add any remaining line items to your invoice to reflect the final total you want to charge
  3. Send your invoice

  To learn more about creating invoices in Workiz, please see this article.

• Like estimates, invoices can also be viewed from the client portal.

  With Workiz Pay, clients will be able to pay for invoices online using a credit card, ACH, or financing options. To learn more about signing up for Workiz Pay, please see this article.

  Once the invoice has been paid, it's time to close out this job.

  1. From the job page, select the field next to Status and change it to Done

  Done jobs will be removed from your jobs dashboard but will remain visible on your Jobs report. To learn more about finding closed jobs, please see this article.

Method 2: Starting with jobs

This method is recommended for businesses that do not offer free quotes before performing a job. If there is a small fee for the quoting process, it’s best to create a job to record the payment. Treat the quoting process as a job in itself, even if it does not result in an actual job. If the paid quote does result in a job, you can simply alter the job details to reflect that while capturing every step of the process.

• This workflow starts with creating a job. Because this is guaranteed income, you can bypass the need to start with a lead.

  1. From the sidebar menu, select Create new > Job
  2. Enter the client's details (e.g., client name, company name, phone, email)
  3. Enter the service location details (e.g., address, service area)
  4. Enter the job details (e.g., job type, job source, job description)
  5. Enter the schedule details (e.g.,start/end time, team members)

  To learn more about creating jobs in Workiz, please see this article.

• After visiting your prospective client's service address to provide a quote, you'll want to prepare an estimate for them to review so they can decide if they want to proceed with the service.

  1. From the job page, select the Estimates tab
  2. Select Add estimate
     

     Regularly send out the same proposals to quote a job? Consider using a sales proposal template at this stage in your workflow.

  3. Add line items to your estimate
  4. Send your estimate

  To learn more about creating estimates in Workiz, please see this article.

• After sending the estimate, your client will have the opportunity to approve it from the client portal. Workiz will notify you as soon as the estimate is approved, signaling that it's time to schedule the official service date. Before you do that, you'll want to copy the estimate items to the job.

  1. From the job page, open the approved estimate
  2. Select Sync to job

• After providing the service, you'll want to create an invoice to bill your client for the remaining costs. When creating an invoice directly from a job, the job items will automatically copy to the invoice.

  1. From the job page, select Create invoice
  2. Send your invoice

  To learn more about creating invoices in Workiz, please see this article.

• Once the invoice has been paid, it's time to close out this job.

  1. From the job page, select the field next to Status and change it to Done

  Done jobs will be removed from your jobs dashboard but will remain visible on your Jobs report. To learn more about finding closed jobs, please see this article.