Jobs: Setup & Management

In this article:

Import Estimates to Create Jobs

Setup Jobs for Hourly Invoicing

Setup Job for Monthly Contract Invoicing

Setup / Add Jobs [The Basics]

Setup / Add Jobs [Advanced]

Create Jobs in Bulk

Add Tasks to Jobs

Task Notes

Import Estimates to Create Jobs

When you import an Estimate to create a Job, it will turn the work areas/services into tasks and also carry over the estimated man hours. Furthermore, if desired, you can also carry over the crew notes from the estimate and they will become task notes that the crew sees when they clock-in.

There are two ways to initiate the job creation process via an estimate:

From an Estimate via the Create Job Button

1. In LMN, navigate to the Estimates tab
2. Select either: Estimates List, Standard, OR Service
3. Click open any job
4. Under the Customer Information tab, click the Create Job button on the bottom.
   
5. Once the job has been created from the original estimate, the 'Create Job' button changes to View Job. Click the button the view job.
   💡Note: There will also be additional options to "re-create the job using the latest information from this estimate."

From the Job List Page

1. In LMN, navigate to Jobs > Jobs List
2. Click the Import button in the top right corner
   
3. You will now be redirected to a page titled Import LMN Estimates for Timekeeping. Ensure you have the appropriate filters selected (Type: ALL, Standard, Service, Date Range, etc.) and your Estimates will automatically populate in the field below for selection: 
4. Click on the Import button on the far-right of the Estimate you wish to import. This button and the estimate's 'Create Job' button both open the same Import Estimates view. 
   
5. Import Estimates: When the Import Estimates panel opens, your Work Areas/Services in your Estimate will automatically appear as "Tasks". 
   💡See more information in the table below.
6. When finished, click Import Now

🎥 Video: Import a Service Estimate

🎥 Video: Import a Standard Estimate

Setup Jobs for Hourly Invoicing

• This section will show you how to set up your jobs for invoicing for work that is billed by the hour.
• In order to set up invoicing for work that is billed by the hour, you will need to have a job created.
• The key to setting up hourly work for invoicing starts with setting up your 'clock-in tasks' within your jobs that are billed per hour.

Invoice for Hourly Work

1. Click on Jobs > Job List
2. Click into a job
3. Click Timesheet Tracking > Punch-In Tasks
   💡Tasks that are set up for hourly billing have a checkmark in the Hrly? column.
   
4. Click into a Task and checkoff Track hours and rates for billing-by-the-hour
5. Click Save (and click OK at pop-up warning)
   
6. Next, click Hourly Rates from the menu
7. Click the + Rates button in the top right
   
8. Select the rate for this job from you list of Hourly Rates by checking the box
9. When finished, click Add Selected
   ⚠️ If you do not have Hourly Rates setup in your LMN account, set them up in Settings > Jobs > Hourly Rates to populate your list. 
10. To add any billable materials and Equipment required for this job, click on Materials and Equipment
11. Click the "+" button in the bottom right corner, from the dropdown menu, select Add from Price List
    
12. From your Price List, add in any Equipment and Materials that you need to bill for
    
13. To ensure you're billing for any material and equipment used on the job, make sure to make the "Billing Type" "Billable" and select the method in which they are to be billed, and ensure that you have the correct "Unit Cost" and "Unit Price/Revenue" correct, then click "Save"
14. Finally, to ensure that when your crew(s) work on the job and track their hours, equipment used and material quantities that billing is automated, make sure you turn the Job Invoicing feature on.
15. Click Invoicing on the job's menu:
16. Complete all the necessary fields
17. When complete, click Save.
    

✅ Now the job is ready for your crews to work on and invoice out to the customer.,

Setup LMN Jobs for Monthly Contract Invoicing

Monthly Contract Invoicing gives you the ability to setup a fixed amount that you charge your client every month no matter how much work you actually completed.

Setup Monthly Invoicing

1. Navigate to Jobs > Job List
2. Click open the job
3. From the Job menu, click Invoicing > Invoice Activation
4. Click the Setup Job For Invoicing button
   ⚠️ Based on your Invoice Settings, some information will be pre-populated for you. If you wish to update any of this information, you can update in the fields provided.
5. Fill in the fields provided
   💡PO Number and Contract # - Use the provided fields to enter these numbers. If not applicable they can be left blank.
   💡Extra Billing
   • Add Extras to Monthly Invoice: This option will add any extra services that need to be billed to your monthly contracted invoice.
   • Invoice Extras Separately: This option will invoice extras separately by generating separate invoices for you.
6. Back on the Job menu, select Invoice Schedule to setup your invoices 
   1. Contracted Service Total: Add a total billing amount to this field.
   2. # of Payments: Choose from the dropdown menu the number of payments that you would like from your customer. 
      💡 Keep in mind, your contract only needs to indicate Billing Type: Per Season. Any Per Visit or Per Hours/Unit will be considered Extra Billing and will be added into the jobs separately.
   3. Day of the Month: Choose the dates you want to generate the Monthly Invoices.
   4. Recalculate Payments: Click this button to breakdown your payments based on your dates and number of payments chosen.
      💡If any of the payments have already been collected, you can check the Skip Monthly Payments.  

Setup / Add Jobs [The Basics]

In LMN, you have the option to either import an Estimate that was created or by manually creating a Job from scratch.

To create a job from scratch:

1. Navigate to Jobs > Job List
2. Click the + New button located at the top right corner, this will bring you to a page titled Add New Job

3. If your customer is already in LMN's CRM list:	If your customer is NOT in LMN's CRM list:
   Start typing in the customer's name next to Search for Customer Click Select next to the jobsite associated to this Job when it comes up. Selecting your customer from the CRM will populate the remaining fields below	Click + New to enter your new customer/client Enter all of the information on the Add New Customer/Client pop-up

   

4. For the Track Time Against section, your Default option will be selected based on your Settings
5. Ensure the Job Type is selected
6. When finished, click OK. You will then be brought to the Job Info screen within the Job you have just created. 
   💡 You will be able to quickly tell if a Job was created from scratch or if it was an export based on the Job ID: If it starts with 'EST' it was exported, if it was created as a Job without an estimate, it will end in a letter i.e. 'W'
   
7. Add to this job:
   • Task: To add a Task to this Job, click on Timesheet Tracking > Punch-in Tasks on the Job menu.
   • Services: To add Services to this job, click on Timesheet Tracking > Services on the Job menu.
   • Materials: To add Materials to this Job, click on Materials & Equipment on the Job menu.
   • Hourly Rate: To add an Hourly Rate to this Job, click on Timesheet Tracking > Hourly Rates on the Job menu.
     • When on the Task, Services, Materials & Equipment, or Hourly Rates section, press the + Add button located on the top-right corner of your screen.
     • Conversely, you can also import a list of Tasks, Rates, Services and Materials from another Job by pressing the Action  button at the top right, then from dropdown select Import Job Info.
8. When finished, click OK 

Setup / Add Jobs [Advanced]

This guide will walk you through the advanced features when setting up a job in LMN.

Add Services to your Jobs

1. Navigate to Jobs > Job List
2. Open the job you'd like to add services to and click on Timesheet Tracking > Services in the Job menu. 
3. Click the + Service button in the top-right corner
   ⚠️ If the Service you want to add is not on the list, it may need to be added into the system: 
   1. Navigate to Settings (bottom left) > Jobs > Services
   2. Click + Add New in the top right and follow the prompts to add the service into the system for addition into your Jobs
4. When finish, click the Add Selected button
   

Import a set of Services from another Job

If you have a Job setup with the Services you want to copy over to a new Job, follow the steps below.

1. Open the job you'd like to add those Services to
2. From the Job menu, click Timesheet Tracking > Services
3. Click the Import button at the top-right of the Services screen
   
4. From the Import screen, you will be able to select the Jobsite you would like to copy from and select if you'd like to import Tasks, Rates and Services. When finished, click Ok.
   

Add Materials to your Job

1. In the Job, select the Materials & Equipment tab 
2. Select the "+" button in the bottom right
3. You will be prompted with three options: 
   • Add from Price List - This is going to pull from your Materials list in your Price List
   • Add Time Materials [Old] - This is for Legacy Accounts who utilized the old Linked Materials option
   • Import from other Job - You can import from another Job to save time if they match in materials

Link Materials to a Job

1. On the Job menu, select Materials & Equipment
2. Click the Material you want to link
3. Toggle Timesheet Tracking to ON
4. Track Quantity: Enter a number
5. Choose which Service(s) or All Services to track this material against and if you wish to track quantity 
6. When your selections are complete, click Save
   

Setup Invoicing

1. On the Job menu, click Invoicing > Invoice Activation
2. Click the Setup Job For Invoicing button
   
3. Once activated, you will see more options populate under the Invoicing menu item (depending on your subscription level)
   • All subscription levels will have the Invoices option, where you can see all invoices attached to this particular Job
     

Create Jobs in Bulk

In LMN, you can create jobs manually or you can import an estimate which becomes a job. If you have clients in the CRM you can also create jobs in bulk.

1. Navigate to CRM > Contacts
2. Using the checkbox beside your customers, select the customers you want to create jobs for. 
   💡If you have clients on multiple pages, you may want to Tag them first, then sort by that Tag for easier importing.
3. Click Create Jobs
   
4. Follow the steps in the Create LMN Time Jobs for CRM Leads popup. Click the Next button.
   
   1. Under the General tab, add Job Type, Job Name & Job Name Suffix. Click Next. 
   2. On the Payroll tab, select your payroll codes for this group of jobs. Click Next.
   3. On the Job Groups tab, select which Job Group you wish to apply. Click Next.
   4. On the Job Task tab, click + New to add Tasks that you want in this group of jobs. When finished, click Create Jobs.
      💡 Tip: Try to limit how many Tasks you're creating to make it easier for your crews when clocking in.
      

🎥 Video: Creating Jobs in Bulk

Add Tasks to Jobs

Create a task in your Job. Once a Job has been created (either via an Estimate Import or built from scratch), you can add Tasks, which are what your Field Employees will be tracking their time against in the App.

💡Tasks allow you to break down a job into more specific areas.

Add a Task

1. To add a Task to a Job, navigate to Jobs > Job List
2. Select a Job by clicking it
3. From the Job menu, select Timesheet Tracking > Punch-in Tasks
4. Click the + Task button
   
5. Depending on your Job Type, this window will display different fields:

JOB TYPE : PRODUCTION
If the Job Type for this Job is categorized as 'Production,' you will see the following fields in the Edit Punch-In Task view

JOB TYPE: NONPRODUCTION
If this Job's Job Type is categorized as 'NonProduction,' this view will look slightly different:

All fields in table above, plus:

Task Notes

When exporting your estimate to create a job, the crew notes from your estimate will show up as "Task Notes" when your crew member clocks into the task of a job from the LMN Crew mobile app.

Crew Notes/ Task Notes can be used for:

Crew Notes created in LMN Estimating

Crew Notes becoming Task Notes after the estimate is exported into a "Job"

What Task Notes look like when clocking into the job from the LMN Crew mobile app:

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