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Adding/Editing a Task in the Task Table
Tasks are the basis for estimating, scheduling, job costing, billing, and job profitability reports.
Any new work should be opened as a job ticket, as it happens. A job ticket can be opened anytime after it is conceived, and certainly before the work begins. It's important to open new jobs as soon as possible, since purchase orders and time can't be tracked without a job number.
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📌 Creatives need Jobr to see what clients want now. Great design is easy. Managing people, projects, expectations, and deadlines is hard. You may have gotten into this business because you're an artist, but as soon as you land your first big gig, you'll find yourself in a much different role: project manager. Jobr makes managing projects fast and easy.
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Here's How It Works
Since they serve so many functions, they’re very important. Your tasks are completely customizable. The tasks you add to your Task Table reflect the diversity of the work you do. That’s why no two companies have the same tasks. Tasks are flexible. Every job has at least one task, but may have dozens.
The task table is a central warehouse for every task you’ve ever used, or will use. The task table itself may contain hundreds of tasks. Each task has standard details, or defaults, that are copied to your jobs. This information, including sales tax settings, markups, and billing rates, automate much of your job tracking. You can add new tasks, make changes, or delete tasks anytime, for any reason.
🔹 New tasks are added from the Task Table window, choose Setup > Task Table.
Listen to a podcast about how to get the most out of Clients & Profits's most useful project management features (5:06 mins)
✳️ A task is identified by a code, up to 4 characters. The task code can contain any combination of letters or numbers (or both). Every task has a name that appears on estimates, invoices, and reports. Clients always see the name, not the code. Task codes are customizable.
1️⃣ Click the Add toolbar button, or choose Edit > Add New Task.
The Add (or Edit) Task window opens, display all of the task's settings and options. You won't need all of these settings and options, so only enter the values that matter.
2️⃣ Enter the task's ID code and name, then select a group from the dropdown menu.
3️⃣ Choose an (optional) roll-up task for use by the printed estimates and invoices.
4️⃣ Select the task's kind options:
📎 Estimating/Billing If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Estimating/Billing If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Traffic (Deadlines) If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Milestone If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Show on Client Timeline If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Traffic priority & typical lead time If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Media Vendor If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Admin (Internal) If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Estimating/Billing If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Traffic (Deadlines) If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Milestone If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Show on Client Timeline If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Traffic priority & typical lead time If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Media Vendor If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Admin (Internal) If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
5️⃣ Click on the (optional) reviews/approvals you want to use on this task.
If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
6️⃣ Click on the options that apply to the task, as well as the values for the otherr options.
📎 Always unbillable If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Require internal approval If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 No time tracking If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Automatically start a homeBase discussion If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Pay AE commissions from billing If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Standard billing rate If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Standard markup If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Restrict this task to clients in profit center If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Staff utilization category If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Include on the Payroll Time Analysis report If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Include in a staff skill set If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Require internal approval If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 No time tracking If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Automatically start a homeBase discussion If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Pay AE commissions from billing If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Standard billing rate If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Standard markup If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Restrict this task to clients in profit center If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Staff utilization category If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Include on the Payroll Time Analysis report If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
📎 Include in a staff skill set If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
7️⃣ Choose the task's income cGL and job cost dGL from the dropdown menus.
If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
8️⃣ If the task is taxable, click on the sales tax settings that apply.
If a vendor account's active checkbox is checked, then it is an active vendor. Vendors that are no longer used can be made in-active by unchecking the active checkbox in the Edit Vendor Account Info window.
9️⃣ Click Save.
TO EDIT A TASK ON THE TASK TABLE
1️⃣ From the Task Table window, double-click on a task (or click on a task then choose Edit > Edit).
2️⃣ Make the changes.
⚠️ You can't change the task ID (i.e., task code) on a task that's already on job tickets; however, you can make the task "inactive" so that it can't be added to any new jobs.
📎 If a task is no longer used, make it inactive If a task's active checkbox is checked, then it is an active vendor. Tasks that are no longer used can be made active again by unchecking the active checkbox in the Edit Vendor Account Info window. Likewise, tasks that are currently inactive that you would like to make active can also be made active in the Edit Vendor Account window at any time. Inactive tasks don’t appear on the lookup list and can't be used for time, costs, POs, or media orders.
3️⃣ Click Save.
⚠️ Changing a task here doesn’t affect existing job tasks -- unless the “update existing tasks” option is checked. This option finds this task on all of your existing jobs, then changes the job tasks one-by-one. Don’t select this option unless you want task information on old jobs changed.
TIPS
📌 Optional roll-up estimate and billings for this task into.
📌 Optional icons for the traffic reports. They can be scanned, then sized to fit the PO approval signature field size. Graphics should be 855 pixels wide by 155 pixels high. This works out to a graphic that is roughly 3 inches wide by 1/2 inch high at 300 DPI. The PO signature field size is somewhat specific, so graphics that are pasted at sizes larger or smaller than this field size will automatically be scaled to fit the photo field.
FAQs
💬 Does a task need a cGL and dGL? Yes. The debit and credit accounts on your job tasks automate the financial accounting for job costs and client billing. These default accounts are copied from the Task Table when a new task is added to a job ticket. They are then copied to A/P and A/R invoices whenever you type in a job task then press Tab. They prevent data-entry errors that can make your financials less accurate, since cGLs (i.e., credit G/L accounts) and dGLs (i.e., debit G/L accounts) are set by default. They ensure that the same G/L accounts will be updated whenever a certain job task is used for costing or billing. (Plus, it's simpler for users since they don't have to decide which debit or credit G/L account to use for job costing and billing). The job task's cGL is copied to client invoices, and is an income G/L account. The job task's dGL is copied to vendor invoices and job cost checks, and represents a cost G/L account.
💬 Can I delete a task from the Add/Edit window? No. To delete a task, close this windowFrom the Task Table window, click on a task then click the Delete toolbar button. A task can be deleted from the Task Table as long as it isn’t used on any job.
💬 Can I change the staff member's initials? Yes, the Re-number utility will change all of a staff member's time entries, job tasks, etc. automatically. If the staff member also has a vendor account (which is used for expense report reimbursements) it will be renumbered as well.
SEE ALSO
Task Table FAQs
Jobr preferences
Sales Tax FAQs
Commissions FAQs
Payroll FAQs
EXPLAINERS
Media Vendors
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