Create a job or recurring service

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), 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.

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.

Create a job

Open Jobs and choose New job.
Pick the Client, then the Property.
Give it a Title, like “Driveway repair” or “Weekly mowing”.
Pick a Crew if you know who’ll do it, or leave No crew yet.
Choose One-off job or Recurring job (see below).
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. 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 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.

Then choose Save.

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.

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).

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, 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, 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.
Plans and files: plan sets, specs and permits. See Upload and manage plans for a job.
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 and Track time, breaks and where people clock in.
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.

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.
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.

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.

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.”