# Create a job or recurring service

> Make a one-off job or a recurring service like weekly mowing, set its days, season, visit time and billing, then follow its visits, costs and invoices on the job page and mark the work complete.

A job (work order) is the work you've agreed to do for a client. Its visits, line items, costs and invoices all live on the job's page. Most jobs come from an approved quote (see [When the client says yes](https://crewtavo.com/docs/sales/when-a-quote-is-approved/)), but you can also make one straight away for work that doesn't need a quote, like a phone booking or a weekly mowing service.

A quote that says how often the work repeats becomes a recurring job when you convert it, with its schedule and season already set and its visits on the schedule. See [Quote recurring work](https://crewtavo.com/docs/sales/quotes/#quote-recurring-work).

## Who can do what

- **Create, change, finish and archive jobs:** owners, and admins, office staff and estimators whose role has **Quotes and sales**.
- **Delete a job:** owners, and admins and office staff whose role has **Quotes and sales**.
- **Add visits and mark them complete:** people who schedule. That's anyone whose role has **Schedule the whole team**, and crew leads for their own crew's visits.
- **Invoices** on a job: owners, admins and office staff whose role has **Invoices and payments**. **Job costing** and **Expenses** need **Job costs and profit**.
- **Crew leads** see every job, and **field crew** see the jobs they have visits on. Neither sees prices: instead of the line items they get a **Scope of work**, with what to do and how much.

See [What each role can see and do](https://crewtavo.com/docs/team/roles-and-permissions/).

## Create a job

1. Open **Jobs** and choose **New job**.
2. Pick the **Client**, then the **Property**.
3. Give it a **Title**, like "Driveway repair" or "Weekly mowing".
4. Pick a **Crew** if you know who'll do it, or leave **No crew yet**.
5. Choose **One-off job** or **Recurring job** (see below).
6. Choose **Create job**.

The job opens. A one-off job has no visits yet: choose **Add visit** to book when the crew will do the work. See [Run the schedule day to day](https://crewtavo.com/docs/jobs/run-the-schedule/). If the client was still a lead, they're marked active.

## Set up a recurring service

Choose **Recurring job** in **New job** and fill in the schedule:

- **Repeats every**: a number of days (up to 30), weeks (up to 8) or months (up to 12), like 2 weeks.
- **On**: the days of the week, for weekly service. Pick two days for twice-a-week service. For monthly service, pick **A date** (1 to 28) or **A weekday**, like the **Last** **Friday**.
- **First visit**: the day it starts.
- **Ends**: **Never**, **On a date** (then the **Last day**), or **After a number of visits** (then how many **Visits**).
- **Season**: the months it runs, like **Apr** to **Oct** for mowing. Leave them all off for year-round.

Under the schedule, **Next visits:** shows the next five dates so you can check them. If it says "none in the next year", the dates or the season leave no visits.

When you choose **Create job**, Crewtavo says "Recurring job created and visits scheduled" and puts the visits on the schedule, on the crew you picked. **New job** also asks how a recurring job is billed: **Per visit** and **After each visit** to start with. See [Billing](#billing-po-permit-retainage-and-warranty) below.

A recurring job made from a quote gets the quote's schedule. Its first visit is the quote's **First visit**, or the day you convert it if that date has passed.

### Give the visits a time and length

**New job** doesn't ask for a time, so the first visits are anytime that day. To set one, open the job, choose **⋯** then **Edit details and schedule**, and fill in:

- **Visit time**: leave it empty for anytime.
- **Minutes per visit**: any whole number, like 20 or 50.
- **Keep this time when routes are organized**: for a client who needs that time. See [Schedule visits and organize mowing routes](https://crewtavo.com/docs/jobs/schedule-and-routes/).

Then choose **Save**.

:::note
When you change the **Title**, **Visit time**, **Minutes per visit** or **Default crew** and visits are already on the schedule, saving asks "Change the 8 upcoming visits too?". **Change them too** gives them the new ones, and **Only new visits** leaves them as they are. Visits that are done or started stay as they are either way.
:::

### How far ahead visits are made

Crewtavo keeps the next 60 days of visits on the schedule and adds more every day as the dates come up. It does this while the job is **Active** and not paused.

- **Delete one visit** (the client's away, a holiday): it stays deleted, and Crewtavo doesn't put it back. To bring it back, use **Add visit** on the job.
- **Move a visit** or change who's on it: it stays the way you left it.
- **Change the days, dates or season** in **Edit details and schedule**: when you save, visits that are still **Scheduled** on dates the new schedule doesn't have come off, and visits for the new dates are added. Visits that are under way or done stay, and so do visits covered by sub or crew pay that's done or paid.

:::tip
Recurring visits get the job's crew, but nobody is ticked under **People**. Field crew only see visits they're on, so tick people on those visits, or they won't see them on **My day**. Crew leads see their crew's visits either way. See [Set up crews and checklists](https://crewtavo.com/docs/jobs/crews-and-checklists/).
:::

### End or pause a service

- **For the winter:** set the **Season**, so the months off get no visits.
- **For a while** (a vacation, say): choose **⋯ → Pause job**, and set **Resume on**, or leave it empty to resume it yourself. Upcoming visits come off the schedule, and no visits, monthly invoices or plan charges are made while it's paused. Visits with work logged stay. The job says "Paused since …" with **Resume**, and **⋯ → Resume job** does the same.
- **For good:** in **Edit details and schedule**, set **Ends** to the last day and choose **Save**. The visits after it come off the schedule. Then mark the work complete or archive the job (below).

:::note
Marking the work complete, closing or archiving a recurring job stops new visits, but leaves the ones already on the schedule. Set **Ends** first, while the job is still active, to take them off.
:::

## Billing, PO, permit, retainage and warranty

Open the job's **⋯** menu and choose **Edit details and schedule**, or choose **Edit** on the **Details** card.

**Billing** is how you plan to invoice the job. A one-off job asks **When do you invoice?**: **When the job is done** (one invoice once the work is marked complete) or **Progress billing** (for big jobs billed in stages, with **Progress payment** invoices).

A recurring job asks two questions. **How is it priced?**

| Choice | What it means |
| --- | --- |
| **Per visit** | Each visit is billed at the job's price. |
| **Fixed price** | The job's price covers each invoice, however many visits. |

And **When do you invoice?**

| Choice | What it does |
| --- | --- |
| **After each visit** | Each finished visit is ready to invoice: the job says "2 completed visits are ready to invoice." with **Invoice visits**, and it's on the list of jobs ready to invoice under **Invoices**. Not offered with **Fixed price**. |
| **Monthly** | On the **Invoice day** (the last day of the month, or a day from the 1st to the 28th), the job says "November 2026 needs its invoice." with **Invoice November**. Each month's invoice covers the days since the last one. |
| **As needed** | No reminders. Invoice whenever you like with **Create invoice**. |

The same form has:

- **Default crew**: who new visits go to.
- **Instructions for the crew**: shown on every visit for this job, on the crew's phone too.
- **PO, permit, retainage and warranty** (open it to see the fields):
  - **PO number**: shows on the job's invoices.
  - **Permit number**: kept on the job.
  - **Retainage %**: "Held back from each invoice until the work is accepted." You bill it at the end with a **Retainage** invoice.
  - **Warranty until**: the day the warranty runs out.

They all show on the job's **Details** card. Choose **Save** when you're done.

### Charge the client's saved card (autopay)

Once you take [autopay](https://crewtavo.com/docs/billing/autopay/), the **Details** card has **Autopay**, with a **Charge their saved card** switch, for owners, admins and office staff whose role has **Invoices and payments**. It works on recurring jobs billed **Per visit** and **After each visit**, where each completed visit is charged, monthly plans (**Fixed price**, invoiced **Monthly**), and one-off jobs billed **When the job is done**, charged once the work is marked complete. Other billing can't use it: "Autopay works with recurring jobs billed per visit or at a fixed price monthly, or one-off jobs billed when the work is done."

Recurring jobs for a client on autopay can start with it on, depending on your settings. One-off jobs start with it off. Under the switch, the job says if something's holding the charge up, like "Charges start once Jane Smith agrees to autopay."

While a charge is waiting, the job says when it goes ("Charged automatically tonight."), and it isn't on the list of jobs ready to invoice. When you [require a card on file](https://crewtavo.com/docs/billing/autopay/#require-a-card-on-file), a job for a client who hasn't added one shows **Card not set up** under the title.

## What's on the job page

At the top are **Add visit**, **Create invoice**, **Mark work complete** (on a one-off job) and the **⋯** menu. Under the title: the job number, its status, how often it repeats, the client, and the address (tap it for directions).

- **Visits**: the next 12, then "4 more upcoming", and **Show 9 past visits** for the rest. Each shows when it is, the crew, "overdue" in red when its day has passed, "invoiced", and any weather warning. If you schedule, click a visit to change it, or its check button (**Mark complete**) to complete it.
- **Line items**: what you're doing and charging, for the office and estimators. They can be changed while the job is **Active** or **Requires invoicing**, with **Add from price list** or **Custom item**.
- **Change orders**: extra work, priced as a quote the client approves. Start one with **⋯** then **New change order**. See [When the client says yes](https://crewtavo.com/docs/sales/when-a-quote-is-approved/).
- **Plans and files**: plan sets, specs and permits. See [Upload and manage plans for a job](https://crewtavo.com/docs/jobs/plans-and-files/).
- **Materials used**: tons, gallons or loads, with ticket numbers and photos. Crews log them from the visit on their phone, and **Log material** adds one here. People who see job costs also see what they cost.
- **Expenses**: materials, dump fees, rentals and other costs, with receipt photos. **Add expense** asks for a **Category**, **Vendor**, **Amount** and **Date**. Receipts crews add from a visit land here too.
- **Sub and crew pay**: what you pay a sub, or your own people by the job. See [Work with subcontractors](https://crewtavo.com/docs/team/subcontractors/) and [Track time, breaks and where people clock in](https://crewtavo.com/docs/team/timesheets-and-pay/).
- **Invoices**: every invoice for the job. **Create invoice** offers the kinds that fit the job, like a deposit, a progress payment, the final invoice or the completed visits. See [Create an invoice and get paid](https://crewtavo.com/docs/billing/invoices/).

On the side:

- **Job costing**: the price, line item costs, labor (the hours clocked on the job at each person's **Labor cost / hr** from **Settings → People**), sub and crew pay, expenses, and the profit and margin. See [See your money and how the business is doing](https://crewtavo.com/docs/billing/finance-and-metrics/).
- **Details**: the contract amount, billing, **Autopay** (once you take it), how it repeats, the crew, PO, permit, retainage, warranty, and the quote it came from.
- **Client**: their phone number and **Directions**.

## Mark the work complete, close or archive a job

A job goes from **Active** to **Requires invoicing** to **Completed**, and can be **Archived** at any point. The **Jobs** list has tabs for **Active**, then **Late**, **Today**, **Upcoming** and **Unscheduled** (the active jobs, by when their next open visit is), **Paused**, **Requires invoicing**, **Completed** and **Archived**. It also has a search ("Search by title, client or #number"), and a menu for **One-off and recurring**, **One-off only** or **Recurring only**.

| Choose | When | What happens |
| --- | --- | --- |
| **Mark work complete** (one-off, at the top) or **⋯ → Mark work complete** (recurring) | The work's finished | "Job marked complete". It moves to **Requires invoicing** and shows "Ready to invoice." with **Create invoice**. Automations for "A job is completed" run. On a one-off job charged by autopay, Crewtavo asks first, saying when the client's card is charged, and you choose **Mark complete**. |
| **⋯ → Close job** | It's been invoiced | It moves to **Completed**. While it's in **Requires invoicing**, creating its final invoice, or the invoice for its completed visits, closes it for you. |
| **⋯ → Archive job** | You want it out of the way: the client cancelled, or you've stopped servicing them | It moves to **Archived**. Nothing is deleted, but you can't add visits or invoices until you reopen it. |
| **⋯ → Reopen job** | There's more to do | It goes back to **Active**. |

Marking the work complete doesn't complete the job's visits. Complete those from the visits list, or the crew does it on their phone.

To follow up automatically when a job is done, like a thank-you or a review request, see [Automate reminders and follow-ups](https://crewtavo.com/docs/clients/automations/).

### Ask for a review

**⋯ → Ask for a review** emails the client asking them to review you, or texts them (**Ask for a review by text**) when they have a phone number but no email address. It's there once Marketing is turned on, and greyed out when the client can't be asked: no way to reach them, they're archived, or they've opted out of review requests or marketing. A client who already left you a Google review shows **Already left a Google review** instead. It needs your Google review link first: otherwise it says "Add your Google review link in Marketing → Reviews first." See [Ask for Google reviews](https://crewtavo.com/docs/clients/reviews/).

### Delete a job

Owners, and admins and office staff whose role has **Quotes and sales**, can choose **⋯ → Delete job**. Crewtavo asks "Delete job #12?": "Its visits, line items and checklists are deleted too. Logged time and expenses are kept. This can't be undone." For a job with more than five visits, type "delete" to confirm.

- Once a job has an invoice, even a void one, **Delete job** isn't offered. Archive it instead.
- A job with pay on record for a sub or your crew can't be deleted either: "This job has pay on record for a sub or the crew. Archive the job instead, or cancel that pay first."

Source: https://crewtavo.com/docs/jobs/jobs-and-recurring-service/ (last updated 2026-11-04)