JAMP Systems - All in One Software System for your Company

JAMP Systems - F.A.Q.

  1. Go to the website: www.jamp-systems.com
  2. Click "Get Started" button on the slider or under the "Software" in the top menu, or just click here
  3. Click "Register for beta" button
  4. Fill out the form and register
  5. You will receive an e-mail to verify your e-mail address
  6. You will receive the link to your JAMP Systems app
  7. Sign in to your account with your e-mail and password

  1. Go to the website: www.jamp-systems.com
  2. In the top right of the page, click on "My Account"
  3. Put your username and password and click “Sign-in”.
  4. To sign out of program, click on your name in top right corner, then click “Sign-out”.

Go to app.jamp-systems.com and log in with your username and password.

  1. In the top right corner, click on your name
  2. Then click on “Settings”
  3. Click “Security”
  4. Type new password and confirm new password
  5. Click “Save”

 

  1. In the top right corner, click on your name
  2. Then click “Settings”
  3. In personal information tab, change e-mail / name
  4. Click “Save”

The official release of beta version is planned in April 2018, release of the complete version is scheduled for August 2018.

Dashboard is the homepage of the software. You will find latest quotes, statements, customer and company statistics.

 

If you register for beta version of Jamp systems, you will have free 6 months after the official release of the program.

The JAMP Systems program is a web-based and is running on our secure server. However, for convenience, we offer you to install an extension to Google Chrome, which will allow you to click a little button in the top right of your browser to access your JAMPs software. To add extension to Google Chrome, click here.

Browsers:
Google Chrome;
Mozilla Firefox;
Opera;
Safari;

Monitor resolution:
Minimum requirement: 1280x720
Recommended: 1920x1080

Windows
MAC OS
LINUX

Pre-registered package comes with full access to all the features, including items library and material library.

 

Please use live chat on our page, or leave a message. You can also contact us with a question on our support e-mail: support@jamp-systems.com 

Manual will be available shortly. Until that, you can use F.A.Q. or tips in the software, also short instructions video inside the software.

We take your privacy very seriously. We realize how sensitive your information can be. Therefore, our highly qualified and trained professionals developed sophisticated security system. We have been testing, developing and implementing this security system for five years. We guarantee that your information is absolutely confidential and no third party person has any access to it.

When a client first send you a proposal of an order, first thing you do is create a quote for it. Creating quote consists of putting items from the library and modifying them and their prices as needed. Afterwards, quote needs to be considered ready for submission and then has to be submitted. This means that quote is confirmed and ready to be distributed throughout the employees.

The next step is job distribution. For more comfort and control, jobs are divided into tasks and tasks are divided into smallest steps called trackers. Tasks can be assigned to different employees and they go through the task step by step, marking every tracker as "done" when they finish each step.

After every step is finished and manager marks all the tasks as "done", the quote can be finished.

After this an invoice can be generated automatically, according to quote total and company details of both sides, also the rules that you establish from company settings.

Invoices can be later marked as paid and grouped into statements as needed.

  1. Hover over they grey area at the left side of the screen
  2. Click “Customers list” under the “Customers”

  1. Use alphabet on top to find a customer according to the first letter of their company
  2. Use search bar and type the name of the company/contact person or containing letters

  1. Hover over the grey area at the left side of the screen
  2. Click “Add new customer” under "Customers"

or

  1. Access “Customers list”
  2. At the top of the page, over the customers list, click on the green “Add new” button

 

Fill out form and click “Save”.

 

  1. Access customers list
  2. Locate the customer
  3. Along the name of the customer, click on the furthest eye icon under “Function Buttons” column.

  1. Access customers list
  2. Access customers info
  3. Under Customer Information area, click on the pencil edit icon.
  4. Change customer info and click “Save”.

 

  1. Access customers list
  2. Access customers info
  3. On the right side of the screen, click green “Add new contact” button.
  4. Fill out the form and click “Save”.

 

  1. Access customers list
  2. Access customers info
  3. Under the Contact Information area, along the name of the contact person, click pencil edit button.
  4. Edit the info and click “Save.

  1. Access customers list
  2. Locate the customer
  3. In the contact column along the customer name, click on the contact person

Or

  1. Access customers list
  2. Access customers info
  3. Under the Contact Information area, click on the blue eye icon along the name of the contact person.
  4. You will find an e-mail address of this contact person.

  1. Access Customers list
  2. Locate the customer you want to delete
  3. Along the name of the customer, in the function buttons column, click on the red “X” button.
  4. Click yes.
  5. You cannot recover a deleted company.

If there are quotes created for the customer, the customer cannot be deleted, unless all the quotes are deleted first.

 

  1. Go to your account by clicking "Go to account" at the top left of the page. 

         *You have to have appropriate permission to access this page.

  1. Click on “Users list” under the “Users”.

 

  1. Hover under the grey area at the left side of the screen
  2. Click on “Add new user” under the “Users”

Or

  1. Access users list
  2. In the top of the screen over the list, click green add new button

Fill out the form:

  1. E-mail and name of the user
  2. Role – in the drop-down menu, you will find the list of user groups to choose from. This is basically same as the position of an employee.
  3. Level – higher the level, more experienced the user is, which means the user can work on tasks that are more difficult / higher level.
  4. Set and confirm password.
  5. Make sure “User is activated” is checked. If it is not, user will not be able to log into his/her account until he/she is activated.
  6. Click save.

When you give a program access to a user of your choice, you decide what permissions to give them. You can manage permissions from User Groups

User level represents the experience and abilities of a user. Higher the level, higher the skills of the user. This feature will help you to distribute work correctly without difficulty problems. You can put in this fields numbers as well as letters.

  1. Access the users list
  2. Locate the user you want to delete
  3. Click on trash bin icon along the name of the user
  4. Click yes.
  5. The user will be transferred to “Deleted” group. The users are never actually completely removed from the list.

 

  1. Access the users list
  2. Locate the user you want to deactivate
  3. Click on red “X” button along the name of the user.
  4. Click yes.

The user has probably been deleted already and is located in Deleted groups. These users will still appear in "All users".

 

  1. Access the users list
  2. Locate the user you want to edit
  3. Click the pencil icon along the name of the user
  4. Edit the info and click “Save”.

  1. Access the users list
  2. Locate the user you want to change the group of
  3. Click the pencil icon along the name of the user to edit it
  4. Change the role of the user from the drop-down menu
  5. Click save

  1. Hover over the grey area at the left side of the screen
  2. Click “Manage groups” under the “Users”
  3. At the top of the screen , above list of the groups, click on green “Add new” button
  4. Enter the group name and click “Save”.

 

Or

  1. Hover over the grey area at the left side of the screen
  2. Click “Add new group” under the “Users”.
  3. Enter the group name and click “Save”.

  1. Access “Manage groups”
  2. Locate the group you want to delete
  3. Scroll right using the scroll bar at the right end of the groups area
  4. Under functioning buttons, click on the trash icon
  5. Click “Yes”.
  6. When you delete a group, all members of the group will be moved to the deleted group.

  1. Access “Manage groups”
  2. Locate the group you want to edit
  3. Scroll right using the scroll bar at the right end of the groups area
  4. Under functioning buttons, click on the pencil icon to edit
  5. Change the name of the group and click “Save”.

  1. Access “Manage groups”
  2. On the left side of the groups area there is a column of groups.
  3. On the top of the groups area there are names of permissions
  4. Find the group you want to change permissions for, then on top, find the permission you want to turn on/off. At their intersection, click on the toggle to turn it on/off.
  5. Red toggle with “X” means the permission is off. Blue toggle with a tick means the permission is on.

On personal pages you can keep track of your tasks, progress and efficiency.

  1. Hover over the grey area at the left side of the screen
  2. Click Personal pages

“My tasks” under “Personal pages”

“My efficiency” under “Personal pages”

  1. Go to “My efficiency”
  2. Choose dates
  3. Click “Find”

When client wants to order something, you need to create a quote or a proposal. In this proposal, you must be able to include all the items that the customer wants to order. You choose these items from items library. This can be a cabinet, any kind of furniture, or a construction.

  1. Hover over the grey area at the left side of the screen
  2. Click “Items lib” under the “Libraries”

  1. Access items library
  2. Search through categories and subcategories until you find the desired item

Or

  1. Access items library
  2. Use search bar to find an item by its name or containing letters

 

  1. Access items library
  2. Find desired item
  3. Along the name of the item, click on green settings button
  4. This will display items name, description, hours and display photo.
  5. Edit any of these details amd click "Save".

Items hours is the time it takes to work on this item.

 

  1. Access items library
  2. Locate the item
  3. Along the name of the item, click red “X” button
  4. Click “Yes”

  1. Access items library
  2. Find desired item
  3. Along the name of the item, click double page icon to duplicate
  4. Green arrows pointing down will appear along every category
  5. Click on one of them to paste the duplicated item in the category of your choice
  6. To cancel duplicating the item, click on red encircled “X” button next to duplication icon

  1. Access items library
  2. Find desired item
  3. Along the name of the item, click green arrow in a rectangle button
  4. Green arrows pointing down will appear along every category
  5. Click one of them to move the item to the category of your choice

  1. Access items library
  2. Find desired item
  3. Along the name of the item, click on green settings button
  4. On the bottom of the pop-up window, click “Material assembly”

 

This button displays average times of item completion time, calculated from actual quotes and work orders.

 

Material library is a database of all the materials that can be used to assemble an item. The expansive library is provided to you for free, included with it - prices and links to the materials. You can include material cost in the quote, according to the items in the quote.

  1. Hover the grey area at the left side of the screen
  2. Click “Materials lib” under the “Libraries”

 

Or

 

  1. Access "Items lib"
  2. Locate tan item
  3. Click on gears icon to edit the item
  4. Click "Item assembly"

 

 

Or

 

  1. Begin creating a quote
  2. On the left side of the page, locate an item
  3. Click gears button for settings along the item
  4. Click "Item assembly"

 

 

  1. Access material library
  2. Go through categories and subcategories to find the desired item

Or

  1. Use search bar to type the name or containing letters of the material name

 

  1. Access Items library
  2. Locate the item you want to assemble
  3. Along the name of the item, click on green settings button
  4. On the bottom of the pop-up window, click “Material assembly”
  5. Go through categories to find your material or use search bar
  6. On the right side of the window, there is an item assembly area
  7. Click on green arrow in a rectangle in your desired materials description to add it to item
  8. Indicate quantity and size (for two dimesional objects you will have to indicate two values, for one dimensional objects you will have to indicate only one value).
  9. Indicate if the material dimensions are constrained to the item dimensions. If it is, changing item size will change the material dimensions in quote.
  10. As a constraint, for two dimensional materials you will be able to select two dimensions. For one dimensional materials - only one. In both cases you can indicate that material size is not constrained to the item size in any way (by clicking "none").
  11. Click “Finish editing” or “Submit”.
  12. “Finish editing” will save the progress and leave the page.
  13. “Submit” will save the assembly and it can be used in a quote.

While creating a quote, click "Include materials" button at the top left corner. After including materials, every item will have pencil edit icon along them, which will let you edit the item and material dimensions and automatically generate the price.

 

Task library is a database of tasks needed for completing project. When you create work order/proposal, you need to indicate what actions need to be taken for a quote to be finished. Then you mark each of these actions as finished. This is how you track the progress.  All those actions can be found in one place – task library.

  1. Hover over the grey area on the left side of your screen
  2. Click “Task lib” under the “libraries”

Tasks are steps one takes to complete a work order. This can be drafting, reviewing, etc.

The task itself is divided into trackers. Trackers are small steps that need to be taken to complete a task. You can make a list of trackers for each task, or leave it blank. This process is to keep track of the workflow. When a certain step of the task is finished, you can mark the checkbox of the relevant tracker as Completed.

When you complete all of the trackers, you can mark the whole task as done. You cannot do so if there is still a tracker that needs to be completed.

 

  1. Access task lib
  2. Click “Add new task” button above the list of the tasks
  3. Type the name and adjust it’s weight.
  4. Click save

  1. Access tasks
  2. Locate the task you would like to edit
  3. Click on the blue pencil edit button along the task
  4. Edit and click "Save"

  1. Access task lib
  2. Click on the green plus button in the circle along the task of your choice
  3. Type the name of tracker and click "Save"

  1. Access task lib
  2. Locate the tracker you would like to edit
  3. Click on the green pencil edit button along the tracker
  4. Edit name and/or weight, check or uncheck “Default tracker”.
  5. Click "Save"

Changing this will affect only future work orders.

  1. Access task lib
  2. Locate the a task or a tracker and click on the red "X" button along it
  3. Click “Yes”

 

Note: You can not delete a task that contains trackers.

 

When you create a work order for a quote, default trackers are automatically set. You can indicate which trackers are default. You can also add/delete trackers from a work order after you create it. This will not affect the task lib.

 

Task weights gives you an option to define which tasks are more difficult and take more time. This will affect job overall progress percentage. More weight you assign to a task, the more percentage it will take in final job progress. For example, if you have task A, B and C, without job weights each will determine 30% of job completion. Meaning that if you finish task A, your job will be 30% finished. However, This might not always be the case. If task A takes 50% less time than task B, you can lower its weight to 25%.  This way, in overall job progress, completing task A will only take 20%. Task B and C will take 40% each. When adjusting a weight of a single task, the rest of the tasks will adjust themselves accordingly.

This system is necessary, because a client can see the work progress and might have questions if the job progress is wrong.

For example, let’s say you have 10 tasks in a work order. If first 9 tasks take very little time and the last one takes the most of the time, after completing first 9 tasks, the overall progress of the job would be 90%. However, in reality, only about 10% might be done, as the last task takes most of the time. In this case, client would expect the job to be completed very quickly, without realizing that only small part of the job has been done yet.

To avoid such situations, we give you the ability to adjust task weights.

 

  1. Access the task lib
  2. Hover over the grey area on the left side of the screen
  3. Click “Task lib” under the “libraries”
  4. To edit task weight, click on the blue pencil edit button along the task
  5. Change weight and click “Save”.

 

 

 

 

Tracker weights:

  1. To edit tracker weight, Click on the green pencil edit button along the tracker
  2. Change weight and click “Save”.
  3. You will not be able to change task weights without clicking the edit button.
  4. Changing this will affect only future work orders.

 

Action library is a database of actions used in action log. This can be anything that’s going on in company and projects that needs to be remembered and that everyone needs to be updated about.

  1. Hover over the grey area at the left side of the screen
  2. Click “Action Lib”

  1. Access “Action log”
  2. At the top of the screen click blue “Add new action” button
  3. Fill out the name of an action
  4. Click “Save”

 

 

You can filter actions according to company name and quote ID

  1. Access “Action log”
  2. Locate an action you would like to edit
  3. Along the name of the action, click on pencil edit button
  4. Edit the action
  5. Click “Save”

  1. Access “Action log”
  2. Locate an action you would like to edit
  3. Along the name of the action, click on red “X” button
  4. Click “Yes”

In Jobs you can find every job a company has done, current or previous. They are sorted into Active jobs, Active redlines, Recently completed jobs, Pending jobs and pending redlines.

  1. Hover over the grey area at the left side of the screen
  2. Click “Jobs”

You can add notes to a work order for other employees.

It is a graphic representation of start and end dates of jobs.

PM means Personal Manager. In jobs, it's shown in initials.

 

  1. Access jobs
  2. Beside any company name click on job name, this will take you to work orders
  3. At the top of the list, click on green “Quote details” button

  1. Access jobs
  2. Beside any company name click on job number

In Active jobs and Active redlines, along the name of the job, in the end of the row, you will find job progress represented in percentage.

 

  1. Access jobs
  2. Access recently completed jobs
  3. Filter by personal manager or company name by drop down list
  4. Choose dates
  5. Use search bar over the rest of the columns

 

Pending jobs that have been canceled or have recently been activated will appear in the list of pending jobs/redlines if you click on "Show all" button. These jobs will appear faded.

 

If the "Show all" button has been clicked on, it will be replaced by "Hide all" button. This will show past requests that have already been submitted or approved.

 

When you create a quote and submit it, it automatically goes to pending jobs, until you change it’s status to approved.

To create a redline, first you must create a redline request. To do so, access Redline Requests under Jobs, then click "Add new" button.

Fill out the form and click "Save".

 

Afterwards, access a quote you created a request for and start distributing a job. In type, choose redline, fill out the rest and create the work order.

 

Access specific quote of a company and cancel it if possible. To cancel the quote, you have to cancel the manager work order. To see the quote rules, click here.

Quote is a proposal from a client, a job that needs to be done. It contains information about what needs to be done, company info, list of items, price, time-frame, taxes, deadlines, drafting miles and rules. The quote must be submitted first in order to start working on it.

  1. Hover over the grey area at the left side of the screen
  2. Click “Quotes”
  3. Use alphabet to find company by its first letter
  4. Or use search bars to find company by company name or quote by proposal number
  5. Locate the company and click on its name
  6. Find a quote by searching through the list or using search bars to search by proposal number or job name
  7. Along the quote name, click on the page icon for quote details

 

Or

  1. Hover over the grey area at the left side of the screen
  2. Click on “Costumers list” under the “Customers”
  3. Use alphabet to find company by its first letter or use a search bar
  4. Along the name of the company, click on the first blue eye icon for quotes list
  5. Find a quote by searching through the list or using search bars to search by proposal number or job name
  6. Along the quote name, click on the page icon for quote details

 

 

  1. Access quote details page
  2. Click green “View quote” button

Before submitting the quote, it must be marked as “done” by a user with appropriate permission. Quote cannot be submitted until it’s marked as done. The exception: An subscriber can override this rule and submit the quote even if it has not been marked as done yet. In that case, the quote will be marked as “done” automatically.

 

There are three approval statuses: Approved, Pending and N.A. (Not approved). The status can be changed by a user with appropriate permission.

 

A quote can be submitted by a user with appropriate permission. A quote cannot be approved until it’s been submitted. After submission and approval, manager work order is created and it can be set as active.

 

Before submitting a quote, it can be edited. The previous version will not be saved. Edited version will be submitted as original. Keep in mind that after submission the "Edit" button will be replaced by "Revise" button.

After a quote has been submitted, it can be revised without a limit. Revising a quote unsubmits the quote. After the revision, the original version of the quote is saved. Only the first version of the quote is saved, before first revision.

Completion date is an approximate time for completion of the job.

Materials are smallest parts of an item. Items are assembled by materials. You can include material cost in a quote.

 

 

Hours is approximate completion time for each block/room. This value is used to calculate price of an item, by multiplying it with cost of business per hour.

Redlines are minor changes to an order requested by a client. Redlines are created and completed at no additional cost. Change orders, however, is more substantial changed to the order. Anything that requires extra payment from the customer, is considered as change order.

  1. Locate a quote
  2. Click “Print Version”
  3. On your keyboard, hit CTRL+P
  4. Choose your regular print settings and click print

Blocks are same as rooms, meaning the group of items.

  1. Access quote details page
  2. At the right side of the page, click on red “Manage invoices” button or blue “Work orders” button.

  1. Access quotes details page
  2. At the bottom of the page, you will find “Total price for the job”

Or

  1. Access quotes details page
  2. Click “View quote”
  3. Find “Total price for the job” area

 

You can view the original version of the quote before the first revision.

  1. Access company quotes list page
  2. At the bottom of the page, click “Create New Quote”

Quote info is the topmost part of quote creation page. You have to fill in:

  1. You can edit first two letters of automatically generated quote proposal number
  2. Customer P.O. (Purchase Order)
  3. Quote type – can be “Proposal” or “Change order”. Proposal is an initial order for the job. Any subsequent substantial change to the order is considered a change order.

To create a change order, start by creating a normal quote, however change the "Quote type" to "Change order" from the drop-down menu at the top of the page.

Cost of business per hour is a default price your company charges per hour. Total of the quote will be calculated by multiplying item hours by cost of business per hour. You can change this value while creating a quote (Will affect only the quote you are creating) or change it through default company quote settings.

While creating a quote, click on green “Add block” button under description. This will create a block, or a room, where you can group your items and see total for that combination of items.

At the top green part of the block, click on the icon of double page to duplicate the block.

 

 

While creating a quote, on the left side of the screen you will find a material library. Browse through categories and subcategories to find your item. When you locate the item, click on small green arrow pointing upwards while having a block selected. After the item is added to the block, you can change quantity and total hours assigned to this item.

 

  • To delete an item from a block while creating a quote, click on round “X” button along the name of an item.
  • To delete a block while creating a quote, click on green “Delete this block” button on the bottom of the block area and click yes.

“Drafting for this item includes” informs the customers what services are you providing for this item. This box is filled in by default. You can change the text from company settings.

To include material costs when creating a quote, click on green “Include materials” button above the material library on the left side of the page and click “Yes”. After including material cost, the button will change into “Exclude materials”.

Note: To include material costs, materials must be assembled first.

 

After including materials in a quote, a pencil edit button will appear next to items in the quote. Clicking it will let you change dimensions of the item and materials, affecting the total of material price.

 

 

Margin is an additional charge above an actual price of the job set in percent. You can set margin in the subtotal area of the quote.

You can add tax percent while creating a quote from subtotal tab.

 

To change the default tax, go to "Company Settings" from top right gear symbol and change "Default tax" option.

 

 

Inclusions and exclusions are basic rules of your service. This box is filled in by default and can be changed from company settings. However, you can still edit the text for each quote. This will not affect default settings. In inclusions you can indicate what does your service include. In exclusions you can indicate services you do not provide, other rules and exceptions.

Completion time is an approximate deadline of the job.

Drafting miles are the points that customers get that they can spend later to get services from your company. You can change how much points a customer accumulates for the quote from “Drafting miles” area. You can choose from three options:

1. No – Customer does not accumulate any drafting miles.

2. 1 – Customer accumulates 10% of total cost of the quote.

3. 0.5 – Customer accumulates 5% of total cost of the quote.

Payment schedule is a plan of payment that a customer should follow. You can change this schedule while creating a quote from “Payment schedule” area. Deposit required after inception is a percent of total price which is required for the customer to pay once the quote becomes approved. You can change this per quote or you can set the default value from company settings.

 

After filling in all the required fields, scroll down to the bottom of the page and click on green “Finish editing” button.

Submitting quote means that both, you and client accept the quote conditions and are ready to begin working on it.

After creating a quote, on bottom part of quote details page, a green “Submit” button will appear. Click submit button and then click “Yes”.

Essentially, both do the same – you can change the quote. However, before you submit a quote, you have an option to edit it. The edited quote will be saved as an original quote, previous version will not be saved. To edit, click on green “Edit” button at the bottom of the quote details page. After a quote has been submitted, the “Edit” button will be replaced by “Revise” button. Revision unsubmits quote for it to become editable again. Version of a quote before revising is saved as an original.

 

Essentially, both do the same – you can change the quote. However, before you submit a quote, you have an option to edit it. The edited quote will be saved as an original quote, previous version will not be saved. To edit, click on green “Edit” button at the bottom of the quote details page. After a quote has been submitted, the “Edit” button will be replaced by “Revise” button. Revision unsubmits quote for it to become editable again. Version of a quote before revising is saved as an original.

 

You can only delete unsubmitted quote without work orders and invoices. To do so, click on red “delete” button at the bottom right side of the quote, if it appears. If there is no “delete” button, quote cannot be deleted. You cannot delete a quote after it has been approved.

The quote has been approved. Unapprove the quote and unsubmit it to delete the quote. If a work order other than manager work order or an invoice has been created, the quote cannot be unapproved or unsubmitted. At this point you can only cancel the quote from manager work order.

If the quote has been submitted and work orders have been created, go to work orders and cancel manager work order. Doing this will cancel every work order. To do so:

  1. Go to quotes detail page.
  2. Click on green “Work orders” at the right side of the page.
  3. First work order is “Manager work order”. Along the work order, click on the box under “Canceled” row.

If the quote has been submitted, approved and work orders/invoices have been created, go to work orders and cancel manager work order. Doing this will cancel every work order. To do so:

  1. Go to quotes detail page.
  2. Click on green “Work orders” at the right side of the page.
  3. First work order is “Manager work order”. Along the work order, click on the box under “Canceled” row.

 

After a quote has been approved and job distributed, the quote cannot be modified. To make changes to order, a redline or a change order must be created.

  • You can’t revise a quote after it has been submitted and approved.
  • You can revise a quote before it is approved.
  • You can edit a quote before you submit it.
  • You can edit a revised quote before you submit again.
  • Only first version of a quote, one before revision, will be saved as an “original quote”.
  • You can delete quote before submitting, or after unsubmitting.
  • After quote is approved and other than manager work order is created, you cannot revise or unsubmit it. You can only add redlines after this stage.
  • You can revise a quote multiple times before the quote is approved.
  • Revising a quote unsubmits it.
  • You can still delete a quote before it’s approved, by clicking revise (because revising unsubmits a quote).
  • To cancel a quote, you must change status of manager work order to “canceled”.
  • You cannot delete a quote even if you cancel it, after it’s approved.
  • If manager work order has not been created yet, or if it has been created, but nullified, you have the ability to unapproved the quote.
  • If a work order other than manager work order has been created, you do not have the ability to unapprove the quote.
  • If a work order other than manager work order has been created and you don’t have ability to unapprove the quote, and if materials are excluded from the quote, they cannot be included again.

Invoice is a document you send to client which includes partial or full payment request.

  1. Access a quote
  2. At the bottom left side of the page, there is an “Invoices” area
  3. Under the “Invoices” area, you will find list of invoices.
  4. Click on invoice name to view the invoice

Or

  1. Access a quote
  2. At the right side of the page, click on the red button “Manage invoices”
  3. At the bottom of the page you will find list of invoices
  4. Click on invoice name to view the invoice

Invoice total is calculated according to the quote.

To edit total of an invoice, you must edit the quote: Change items, item price, hourly rate, material cost, etc.

  1. Access company quotes
  2. At the right side of the page, click on the red button “Manage invoices”
  3. At the bottom of the page, click “Create new invoice”
  4. Fill out the form and click “Save this invoice”

  • Deposit due is half the price of an invoice. You can change this value from company settings.
  • Progress payment due is a partial payment after deposit due.
  • Balance due is a complete payment adding up to total

  1. In the top right corner of the screen, click on settings button
  2. Go to “Quotes settings” tab
  3. Change the percentage in “Default deposit percent”
  4. Click save

 

  1. In the top right corner of the screen, click on settings button
  2. Go to “Quotes settings “ tab
  3. Change the percentage in “Default tax”

 

  1. Access the quote
  2. At the right side of the page, click on the red button “Manage invoices”
  3. See the list of invoices or create a new one
  4. In the “Payment Type” column, choose the payment method from the drop down list
  5. Click “Mark as paid”
  6. Click "Yes"

Payment methods are: Credit card, Automated clearing house, Check, Certified check, Wire transfer, Cash, Credits.

 

  1. Access “Manage invoices” page
  2. Along the invoice, click “Mark as paid” / Mark as unpaid.

 

  1. Access "Manage invoices” page
  2. Along the invoice, click on red "X" button
  3. Click “Yes”

  1. Locate an invoice
  2. Open an invoice
  3. Push CTRL+P and print according to your printer settings.

 

Statement is sum of invoices of a company that ahave not been paid yet. You can choose to sum up all, or just some of the invoices. This function gives you ability to send the total of few invoices to clients together.

  1. Hover over the grey area at the left side of the screen
  2. Click “Statements”
  3. Use search bar to find by company name / statement number, or alphabet to find the company by the first letter
  4. Click on customer name to see the list of statements

A user with appropriate permission.

  1. Access statements of a certain company
  2. At the bottom of the page, click “Create new statement”
  3. At the top left of the page there’s a list of invoices of this company
  4. Click “Include this invoice” to add it to statement
  5. Click “Submit”

  1. Access statements of a certain company
  2. Along the name of the statement, choose payment method and click “Mark as paid” button
  3. Click “Yes”

Job distribution

To start working on a project, first you check a proposal, a quote, which tells you what needs to be done – for example: How many rooms (blocks) are in the quote? How many objects/furniture is in a single block? What are the assigned hours for each object? What are the deadlines of this project?

To begin, you want to distribute the work. To do so, you divide the work that needs to be done into work orders. Each work order will consist of a single task. You can assign managers to the work orders, set allowed and actual hours, choose a type of the task and assign the task to certain employees to work on.

The task itself is divided into trackers. Trackers are steps that need to be taken to complete a task. You can make a list of trackers for each task, or leave the default trackers that are set automatically for each task. This process is to keep track of the workflow. When a certain step of the task is finished, you can mark the checkbox of the relevant tracker as finished.

When you finish all of the trackers, you can mark the whole task as done. You cannot do so if there is still a tracker that needs to be finished.

Lets review the system:

  1. You receive a Quote (proposal)
  2. You create work orders (tasks) for this quote
  3. You modify the list of trackers or keep the defaults
  4. You mark trackers as finished
  5. You mark work orders as done.
  1. Access quote details page
  2. At the right side of the screen, click on blue "Job distribution" button

Work order is a single task of a job. Work orders are created while distributing a job to different users.

  1. Access quote details page
  2. On the right side of the page, click on blue "Work orders" button

  1. Access quote details page
  2. On the right side of the page, click on blue "Job distribution" button
  3. Select the manager for the manager work order by choosing a user from the drop-down list beside "Manager"
  4. Set levels and hours for the work order
  5. Click "Save Changes"

 

To continue distributing the job and creating new work orders, first activate the manager work order. To do so:

  1. Go to "Work orders"
  2. Along the manager work order, click on "Active" box

Then go back to Job Distribution and continue distributing the job between employees.

 

A work order can have one of the four statuses:

  • Active
  • Hold
  • Canceled
  • Completed

 

To change status of a work order:

  1. Access work orders
  2. Locate the work order you would like to change the status of
  3. Along the work order, click under the relevant column of Active, Hold, Canceled or Completed.

 

Work order progress shows what amount of the task has been done already. It is calculated by how many steps of the task has been completed. It's represented in percentage and relyes greatly on tracker weights. Also, every task has its own weight. To learn more about task weights, click here.

  1. Access quote detail page
  2. On the right side of the page, click on blue "Job distrubution" button
  3. Choose task, type, assign manager and hours
  4. Click "Create"
  5. Click "Yes"

While creating a work order, you must indicate which task is it for. There are default tasks you can choose from in a drop-down list. To edit the list, go to task library.  Also, you can create a new task for this particular work order. This will not be saved in the task library. Also, new task will not have trackers, so you will not see the tracking side button across the work order.

You can choose from two types while creating a work order: Normal and Redline. By creating a Normal work order, you create a regular task. Redline however, means that there are minor changes with the quote and the service is provided free of charge to the client.

  • "Assigned hours" is the time that customer is paying for
  • "Allowed hours" is the maximum time that a user can spend for the task, assigned by a manager
  • "Actual hours" is the actual time spent for task by the user

 

Both users and quotes are assigned levels. Levels represent difficulty of a quote and level of excellence of a user. Higher the level of a user, more difficult tasks they can handle.

 

  1. Access manager side of a work order
  2. click "Edit"
  3. Re-assign manager
  4. Click "Save"

Show hidden button lets you view the original versions of edited work orders. They will be faded in darker grey.

  1. Access work orders
  2. Along the name of the work order, click on the box under the "Completed" column

However, if all the trackers in the task are not marked as completed, work order cannot be marked as completed. To find out more about Trackers, click here

Because all the Trackers are not marked as completed. Click here to learn more

Job Tracking Systems is a system used to control flow of work. It gives you the ability to keep track of job progress step by step, count the time it takes to complete each task, assign approximate time it takes for completion of each task and find problematic areas. 

Jobs are divided in work orders (tasks) and work orders are divided into Trackers - smallest steps in the system.

  1. Access work orders
  2. Locate the work order
  3. Along the name of the work order, at the end of the row, there are two list icons in function buttons column - one with numbers on it (left) and one without (right).
  4. The one with numbers opens tracking side, one without - a manager side

 

You can also switch between Tracking side and Manager side with a toggle, when you are on one of the pages.

 

 

  1. Access tracking side of a work order
  2. Scroll down to see the list of trackers with checkboxes
  3. Tick the chekboxes to mark the trackers as completed

Note: The work order must be active to mark trackers as completed

The work order is not active

  1. Access tracking side of a work order
  2. Scroll down to see trackers with checkboxes
  3. On the right side of the trackers, click on "X" button and "Yes" to delete them

or

  1. Click "Select multiple" above the trackers
  2.  Select few trackers by ticking the checkboxes on the right side of them
  3. Click "Delete" above the trackers and then click "Yes"

From "Manage scope" you can cancel individual blocks for the job. To do so:

  1. Start distributing a job
  2. At the bottom of the Manager Information area, click "Manage scope" button
  3. Along the names of the blocks, click "canceled" checkboxes to select the blocks you would like to cancel
  4. Scroll down and click "Save"

 

 

  1. Access tracking side of a work order
  2. On the left side of the page, click on big blue arrow
  3. A list of non-default trackers will appear
  4. Click on small arrows beside the names of non-default trackers to add them to the work order default trackers

  1. Access tracking side of a work order
  2. Click on big blue arrow at the left side of the page
  3. A list of non-default trackers will pop out
  4. At the top of the list, click on the toggle to turn on "All blocks" mode
  5. Add non-default trackers to the list by clicking small arrows beside them
  6. This will add trackers to every block in the work order

By clicking noted and instructions in tracking side, you can view what sort of instructions or notes have been added for this block from the manager side.

 

In tracking side, progress is saved automatically. You don't need to push any extra buttons.

Action log is a tool to keep record of every action that’s going on in the company and let other employees be updated about them.

  1. Hover over the grey area at the left side of the screen
  2. Click “Action log"

  1. Access Action log
  2. At the top of the page, above the list, click green “Add new” button
  3. Choose an action – this drop-down list is taken from the Action Lib
  4. Choose date, company, write comment and attach file if needed
  5. Click “Save”

  1. Access “Action log”
  2. Filter actions by company and quote

  1. Access “Action log”
  2. Locate an action you would like to edit
  3. Along the name of the action, click on pencil button to edit and red “X” button to delete
  4. Click “Save” or “Yes”

Go to “Action lib”, click on "Add new action", fill out the "Action name" field and click "Save".

 

 

The Event Log is an automatic log that keeps track of every move in the software. You can find every action made by users, complete with details like time, action name, user, quote name (if applies) and a comment.

  1. Hover over the menu on the left side of the page
  2. Click "Event Log"

 

You can filter even log according to: user, module, action, time, action type, quote or comment. You can also use search bar to search by keywords or browse the pages.

 

The event log is created automatically with every action taken on the software, both automatic action or triggered by a user. This page is purely informative.

In the “General List” page you can search for quotes instead of having to shuffle through different Companies and Customers. Here you can search by Customer, Type, Status, Dates, etc. and find every single Quote you’ve ever created.

  1. Hover over the grey area at the left side of the screen
  2. Click “General list”

  1. Access General List
  2. At the top of the page, there is a filter bar with drop-down menus
  3. You can filter by Customers, type, status, invoices, Quote payment status, Payment type, or set an interval of time.

 

  1. Hover over the grey area at the left side of the screen
  2. Click “statistics”
  3. Click “Users job efficiency” or “Company job efficiency” under statistics

User job efficiency shows you users efficiency over a period of time. Shown in percentage. You can view requested efficiency, result and average.

 

You can view jobs efficiency according to company over a period of time, shown in percentage. You can view requested efficiency, result and average.

 

  1. Access “Users job efficiency”
  2. Locate the user
  3. Along the name of the user, click on statistics arrow icon
  4. You can filter the user statistics by dates

  1. Access “Users job efficiency”
  2. Locate the user
  3. Along the name of the user, click on statistics arrow icon
  4. Scroll down to see the list of jobs completed by this user
  5. Click on the name of the job
  6. Here you will see users efficiency for this specific job

 

  1. Access “Company job efficiency”
  2. Find the company by first letter using the alphabet or use the search bar
  3. Along the name of the company, click on statistics arrow icon
  4. You can filter company statistics by date

 

 

 

  1. Access “Company job efficiency”
  2. Locate the company and click on statistics arrow icon
  3. Scroll down to the quote list
  4. Click on job name
  5. Here you can see the specific job efficiency
  6. You can filter job efficiency by date

  1. In the top right corner of the screen, click on settings button
  2. Edit info
  3. Click “Save”.

  1. In the top right corner of the screen, click on settings button
  2. Go to “Quotes settings” tab
  3. Edit info
  4. Click “Save”.

  1. In the top right corner of the screen, click on settings button
  2. Go to “schedule” tab
  3. You can select working hours by ticking the days of the week.
  4. You can set working hours and lunchtime.
  5. You can indicate overtime by clicking on a specific date once. The date will turn lilac color.
  6. You can set holidays by clicking on a specific date twice. The date will turn coral color.
  7. Click third time to reset the date
  8. Click “Save”.

Navigation details lets you remember your search while you browse other pages. For example, if you search for a specific quote, switching to another page and coming back to quotes will get you to the same search results. Also, if you apply certain filters to general list, the navigation details will remember your search options even if you change the page.

 

Navigation details is located at the bottom of the menu. To access the menu, click on three stripes at the top left of the screen or hover over the grey area.

 

  1. Hover over the grey area at the left side of the screen
  2. At the bottom of the menu, you will find “Navigation details”
  3. Click on the toggle to turn it on (blue) or off (grey)

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