Help Topics

Got Questions? Get Answers.

Check out our help topics, frequently asked questions, and troubleshooting guides below. Just click a question to find the answer or click on a section name to browse more common questions and answers.

NOTE: JobFLEX Support will not be available December 23 – December 26 due to the holidays. Any support requests submitted via email or ticket during that period will be answered December 27.

Creating Quotes and Estimates
Add a Customer to Your Quote
  1. From the Quote screen, tap Add Customer
  2. If the customer doesn’t already exist in your Customers list:
    • Type the customer’s name (required), address and email
    • Tap the blue arrow next to Additional Information to type an address for the customer (optional)
    • If the address for the job is different than the customer’s address, tap Add a Different Job Site Address
    • Type the job site address
    • Tap the Done button
  3. If the customer already exists in your Customers list:
    • Tap the ellipsis2 icon in the upper right corner
    • Tap Add from Customer List to select a customer in your Customers list or tap Add From Contacts to select a customer saved in your device’s contact list
    • Verify the information is correct and complete or make any necessary changes
    • If the address for the job is different than the customer’s address, tap Add a Different Job Site Address
    • Type the job site address
    • Tap the Done button

 

Add Items to Your Quote
  1. Tap the Add Item button on the Quote screen
  2. Search or scroll to locate the item in your list
  3. If item exists in Item List:
    • Tap the item you want to add
    • Type in the quantity
    • Verify total is accurate
    • Tap the Done button
  4. If item doesn’t exist in your Item List:
    • Tap the create icon at the top of the screen to create a new item
    • Type the item’s name (a short description, will appear on estimate)
    • Type the item’s description (a long description, will appear on estimate)
    • Check the Taxable checkbox if you want to charge tax for this item
    • Type in the quantity
    • Type the Units (Ex: sq ft, man hours, each, etc.)
    • Type the Price Per Unit
    • Verify total is accurate
    • Tap the Done button

 

Reorder Items and/or Headings on the Quote Screen
  1. Press and hold the reorder icon next to each item or heading your would like to reorder.
  2. While holding the reorder icon, drag the item or heading to where you would like it to be placed

 

Add a Discount
  1. Tap the edit icon next to Discount on the Quote screen
  2. Select if you would like to add a percentage discount (%) or a flat rate discount ($)
  3. Type the amount of the discount
  4. Tap the Save button

 

Add a Tax Rate to Your Quote
  1. On the quote screen, tap the edit icon next to Tax Rate
  2. Tap Add Tax Rate
  3. Type the name of your Tax Rate (ex: MI Sales Tax or 6% Sales Tax)
  4. Tap on the number field and type in your tax rate (ex: 6.0 or 6.5)
  5. Verify the toggle is in the ON position (should appear blue) and if not, slide the toggle to the right to apply that tax rate to the quote
  6. Tap Done
  7. NOTE: If no tax amount appears on the quote screen, verify the items you added to the quote are marked as taxable on the Item Detail screen; to verify, tap the item and make sure the Taxable checkbox is checked.  This will insure all the proper taxes have been applied to your quote.

 

Add a Photo to Your Quote
  1. From the Quote screen, tap “Add Photo(s)”
  2. Tap the Camera tab to take a photo using your device or tap the Gallery tap to pick photo(s) saved on your device
  3. After you’ve taken or selected all the photos you want to add, tap DONE in the upper right corner
  4. Once your photos have been added, scroll down and type a photo description caption (optional)
  5. To rearrange the order of your photos, tap the Reorder button at the top of the screen
  6. To remove a photo, tap the remove  icon next to the photo

 

Preview Your Quote
  1. Tap the Preview button on the Quote screen to preview the quote at any time.
  2. Select the app on your device you would like to use to view the quote PDF
  3. To return to the JobFLEX app after you’ve looked at the quote PDF, tap back  on your mobile device (usually located to the right of your Home button)

 

Email Your Quote
  1. From the Quote screen, tap the Email button
  2. Select the email app you want to use to send the quote
  3. Customize your email as you see fit and send

 

Create a Work Order from Your Quote
  1. Tap the ellipsis2 icon in the upper right corner of the screen
  2. Select View Work Order in the menu
    • Note: If you have created more than one package for your quote, select the package you want to appear on the work order
  3. Select the app on your device you would like to use to view the work order PDF
  4. To return to the JobFLEX app after you’ve looked at the work order PDF, tap back button on your mobile device (usually located to the right of your Home button)
Customizing Quotes and Estimates
Add Your Logo and Customize Your Company Information
  1. Tap the menu icon
  2. Select Settings in the menu
  3. Tap Company Information
  4. Tap the Upload button and select your logo from your device or another app such as Dropbox or Google Drive
  5. Type your company’s contact information
    • NOTE: This information will appear on the quote PDF and work order
  6. Tap the Save button
  7. NOTE: To remove your logo, tap the Remove button

 

Using Display Options to Customize What Appears on Your Quote
  1. Tap the ellipsis2 icon in the upper right corner of the screen
  2. Select Display Options in the menu
  3. Slide the toggle to the right to make any of the following items display on the quote.
    1. Display Item Quantity
    2. Display Item Price Per Quote
    3. Display Item Totals
    4. Display Heading Totals
  4. Tap Done
  5. From the Quote screen, tap Preview to view the quote with your changed display options

 

Use Headings on Your Quotes

Many contractors like to use headings on their quotes to group similar items together. Some contractors like to use room names or locations as headings (ex: Attic, Bedroom, Kitchen, etc.) while others prefer to group their items by service type (Insulation, Roofing, Drywall Repair, etc.). To use headings on your quotes, you must first turn on this feature in settings.

  1. Tap the menu  icon
  2. Tap Settings in the menu
  3. Tap Document Settings
  4. Slide the “Use Headings” toggle to the right (the ON position)
  5. Tap the Save button

Once the feature is turned on, you now have the option of adding headings to your quotes.

  1. Tap the menu icon
  2. Tap Quotes in the menu
  3. Select the quote you want to add headings to
  4. On the Quote screen, tap the Add Heading button
  5. Type in your heading as you would like it to appear on the quote
  6. Tap the Add button

 

Include Multiple Packages in Your Quotes and Estimates

Many contractors like to offer their customers multiple packages or options – often referred to as “good, better, and best” packages. Studies show that offering packages increases the likelihood that a customer will buy and increases the average sale amount. To use packages on your quotes, you must first turn on this feature in settings.

  1. Tap the menu icon
  2. Select Settings in the menu
  3. Select Document Settings
  4. Slide the “Use Packages” toggle to the right (the ON position)
  5. Tap the Save button

Once the feature is turned on, you will now have the option to add additional packages to your quote.

  1. Tap the menu icon
  2. Tap Quotes in the menu
  3. Select the quote you want to add a package to
  4. Add the items you want to appear in Package 1
  5. Tap Add Another Package
  6. NOTE: All the items you added in Package 1 will be listed in Package 2… but will be unchecked so they will not display on the quote. If there are items in Package 1 that you would like to see in Package 2 as well, check those items in Package 2.
  7. Add any additional items you want in your second package.
  8. Repeat steps 2 and 3 to add a third package.
  9. Tap the Preview button to view the quote PDF on your device

 

Adding a Cover Page to Your Quote

To add a cover page to your quote, you must first turn on the Cover Page feature in Document Settings.

  1. Tap the menu icon
  2. Tap Settings in the menu
  3. Tap Document Settings
  4. Slide the “Use Cover Page” toggle to the right (the ON position)
  5. Tap the Save button

Once the feature is turned on, you will now have the option of adding a cover page to your quotes.

  1. Tap the menu icon
  2. Tap Quotes in the menu
  3. Select the quote to which you want to add a cover page
  4. Toward the bottom of the Quote screen, tap Add Cover Page
  5. Slide Toggle for Cover Page
  6. Tap Add Photo
  7. Take a photo or tap Gallery to add a photo from your photo gallery
  8. Note: you may add a message to also appear on the cover page

 

Add Pricing to Your Work Order

To including pricing on your work orders, you must first turn on that feature in settings.

  1. Tap the menu icon
  2. Tap Settings in the menu
  3. Tap Document Settings
  4. Slide the “Show Pricing on Work Order” toggle to the right (the ON position)
  5. Tap the Save button

Once the feature is turned on, pricing will now appear when you generate a work order for a quote.

  1. Tap the menu icon
  2. Tap Quotes in the menu
  3. Select the quote you want to create a work order for
  4. Tap the ellipsis2 icon in the upper right corner of the Quote screen
  5. Select View Work Order in the menu
  6. NOTE: If you have multiple packages in your quote, choose the package to display on the work order
  7. Select the app on your device you would like to use to view the work order PDF that now includes pricing
Managing Your Items & Pricing

 

Add an Item to Your Item List
  1. Tap the menu icon
  2. Tap New Item in the menu
  3. Type the item’s name (a short description, will appear on estimate)
  4. Type the item’s description (a long description, will appear on estimate)
  5. Check the Taxable checkbox if you want to charge tax for this item
  6. Type the Units (Ex: sq ft, man hours, each, etc.)
  7. Type the Price Per Unit
  8. Tap the Save button

 

Delete an Item from your Item List
  1. Tap the menu icon
  2. Tap Items in the menu
  3. Search for for the item you would like to delete using part of the item’s name or description
  4. Select the item you would like to delete
  5. Tap the ellipsis2 icon in the upper right of the screen
  6. Select Delete
  7. Confirm you would like to delete the item
    • NOTE: Deleting an item from your item list is permanent. You will not be able to retrieve that item for later use once you delete it.

 

Mark an Item as Taxable

Marking an item as taxable allows you to charge tax for that specific item. Once an item is marked as taxable, if you add a tax rate to a quote, JobFLEX will calculate the tax and add it to the quote automatically.

  1. Tap the menu icon
  2. Tap Items in the menu
  3. Search for the Item using part of the item’s name or description
  4. Select the Item you would like to make taxable
  5. Check the “Taxable” checkbox
  6. Tap the Save button

 

Edit an Item’s Price Per Unit
  1. Tap the menu icon
  2. Tap Items in the menu
  3. Search for the Item using part of the item’s name or description
  4. Select the item you want to edit to see the Item Details
  5. Edit the Price Per Unit
  6. Tap the Save button

 

Managing Customers and Your Customer List

 

Create a New Customer
  1. Tap the menu icon
  2. Tap New Customer in the menu
  3. Type the customer’s name (required), phone and email
  4. Tap the Done button if that’s all you want to add for this customer or tap Additional Information to add an address for the customer
    • NOTE: You can also create a new customer using the details saved in your mobile device contacts. Just tap the ellipsis2 icon in the right corner and choose Add From Contacts and the information stored in your device contacts will appear in the Customer Detail screen.

 

Delete a Customer
  1. Tap the menu icon
  2. Tap Customers in the menu
  3. Search for the customer you would like to delete by first or last name
  4. Tap the customer to view the Customer Detail screen
  5. Tap the ellipsis2 icon in the upper right hand corner
  6. Select Delete
  7. Confirm you would like to delete the customer
    • NOTE: If you delete a customer, it is permanent. That customer will not be able to be retrieved later on a mobile device or on the cloud.

 

Upgrading to JobFLEX Basic or Pro

 

What’s the Difference Between JobFLEX Basic and JobFLEX Pro?

JobFLEX Basic and JobFLEX Pro both allow you to create unlimited customers, quotes, and estimates using the free JobFLEX app but there are some differences.

JobFLEX Basic – $9/mo

  • The JobFLEX Mobile App for 1 User
  • Unlimited  Customers and Estimates
  • File Directory and Storage

 JobFLEX Pro – $39/mo

  • The JobFLEX Mobile App
  • Unlimited  Customers and Estimates
  • File Directory and Storage
  • Multiple Users
  • Scheduling and Calendar
  • Performance Reports

The File Directory feature is a secure, easy-to-access location in our Cloud Manager that allows you to upload your quotes and estimates with the tap of a button in the app. Your documents are automatically stored by customer name and you can even upload other documents from your computer like permits, lien waivers, and more. The Basic package only allows for one user.

Multi-user functionality is critical to keep everyone on the same page in even small companies. Our multi-user package allows multiple sales people to create estimates with the app while using the same pricing and company information and uploading documents to the same File Directory. It also enables you to schedule and assign appointments to sales staff and lets you to keep track of sales performance for the team or for individuals (more on these features below). It’s the perfect fit for a growing contractor to keep things organized, streamlined, and simple.

Scheduling and managing calendars with JobFLEX Pro put an end to all the scheduling chaos most contractors experience. Using any web browser, you can create an appointment for a customer, assign it to a salesperson on your team, and notify them of the new appointment via text message – all with just a few clicks. You can also manage and monitor your team calendar so all appointments are in one central location. Our Calendar even integrates with Google Calendar so your sales team can access their appointments from the Google Calendar app, too.

Keeping track of performance with reports has never been so easy. Just pick the report you want to run, set the date range, and hit the gas. Know exactly how much potential revenue is in your pipeline, see how much you sold versus how much you quoted, view sales numbers by salesperson or for the entire company, and more.

 

How do I know which subscription is best for my business?
  •  If you want to be able to create unlimited customers, quotes, and estimates and only need 1 user account, JobFLEX Basic is for you.
  • If you have multiple sales people and would like them to use one account, JobFLEX Pro is for you.
  • If you want the ability to schedule appointments or run reports, JobFLEX Pro is for you.
  • If you have further questions about which package is the best fit, don’t hesitate to contact us.

 

How do I purchase JobFLEX?
  1. From the app, tap the menu icon
  2. Tap Upgrade from the menu (you may need to scroll down in the menu)
  3. Select the package you want to purchase
  4. Tap the Purchase button
  5. Type in your credit card information
  6. Tap the Subscribe button

 

JobFLEX Basic- & Pro-Only Features

 

View or Download Quotes on the Web (Basic and Pro)

Important Note: Currently, users cannot create or edit quotes on the web. You can view or save the quotes from the web, though.

  1. Go to http://job-flex.com/
  2. Click the Log In link at the upper right corner
  3. Enter your email address and password
  4. Click File Directory in the menu bar
  5. Scroll to find the customer you’re looking for or type the name in the search bar at the top of the page
  6. Click the Search button
  7. Click the folder under the customer’s name to see the files and folders associated with that customer
  8. Click the Mobile Uploads folder to see the quotes and estimates uploaded from the JobFLEX app
  9. To preview a document in your browser, click the magnifying glass icon
  10. To download a document from the File Directory and save it to your computer, click the file name in blue

NOTE: If there is a quote showing on your app but it is now appearing the File Directory, verify your mobile device is connected to the internet so the quote can be uploaded to the File Directory.

 

Create a New Customer (Pro Only)
  1. Go to http://job-flex.com/
  2. Click the Log In link at the upper right corner
  3. Enter your email address and password
  4. Click Customers in the menu bar
  5. Type the first and last name of the customer (these fields are required)
  6. Type the address, city, state, zip, and email address for the customer (these fields are optional)
  7. Click the Create New Customer button

 

View the Calendar (Pro Only)
  1. Go to http://job-flex.com/
  2. Click the Log In link at the upper right corner
  3. Enter your email address and password
  4. Click Calendar in the menu bar

NOTE: The calendar will show all customers scheduled for an appointment as well as all customers with a quote that’s been saved. The gear icons indicate the type of appointment on the Calendar.

  • Red Gear Icon – Appointment scheduled
  • Black Gear Icon – Task scheduled
  • Purple Gear Icon – Calendar note

 

Schedule an Appointment (Pro Only)
  1. Go to http://job-flex.com/
  2. Click the Log In link at the upper right corner
  3. Enter your email address and password
  4. Click Customers in the menu bar
  5. Search for the customer you would like to schedule an appointment for
  6. If the job site information is the same as the customer information at the top of the page, click the Copy icon to copy the details into the job site area – or type the job site information as appropriate
  7. Click the Schedule Appointment button
  8. Select a salesperson from your team to assign the appointment to
  9. Select the appointment type (Sales, Service, or Audit)
  10. Select the “start date” and “end date” for the appointment
  11. Select the “start time” and “end time” for the appointment
  12. If you would like the appointment to show up on your Google Calendar, check the box for Google Calendar (if you’re doing this for the first time, follow the instructions to connect your Google Calendar account to your JobFLEX account)
  13. Click the Save button

 

Schedule a Task for a Customer on the Calendar (Pro Only)

NOTE: Tasks are most often used to used schedule crews and equipment.

  1. Click on the gear icon next to the customer’s name on the Calendar
  2. Click the Create New Task button
  3. Select an option from the Assign a Resource drop-down box (a crew, a truck, a sub-contractor, etc)
    • NOTE: If you do not see any resources listed in the drop-down box, click the Manage Resources button to create a resource, then repeat step 3.
  4. Type the description of the task you would like to see on the Calendar
  5. Select a Start Date and End Date for the task
  6. Select a Start Time and End Time for the task
  7. If you would like the task to show up on your Google Calendar, check the Google Calendar checkbox
  8. Click the Insert Task button to add the task to your Calendar
  9. Click the X button in the upper right corner to close the New Task box

 

Create a Calendar Note (Pro Only)

Calendar notes come in handy when you need to note a vacation or a company meeting on the calendar so your team can see when people are unavailable.

  1. Go to http://job-flex.com/
  2. Click the Log In link at the upper right corner
  3. Enter your email address and password
  4. Click Calendar in the menu bar
  5. Click the Create Calendar Note button
  6. Click the drop-down box to Assign a Resource, if appropriate
  7. Select a “start date” and “end date” for the note
  8. Select a “start time” and “end time” for the note
  9. If you would like the task to show up on your Google Calendar, check the box for Google Calendar
  10. Type the note you would like to appear on the calendar
  11. Click the Insert Note button

 

Run a Report (Pro Only)
  1. Go to http://job-flex.com/
  2. Click the Log In link at the upper right corner
  3. Enter your email address and password
  4. Click Reports in the menu bar
  5. Select the report you would like to run
  6. Click the drop-down box to select a date range or enter a start date and end date
  7. Click the Generate Report button
  8. To save the report to your computer, click Download This Report below the report

NOTE: The six reports available in JobFLEX are:

  • All Quote Report: See all the quotes and estimates your team has produced and see if you’re on track to hit your quote volume targets
  • Open Quote Report: Monitor your pipeline or export it for an easy-to-use list for admin or salespeople to use for making follow-up calls
  • Sold Jobs Report: Determine if you’re closing enough jobs to hit your monthly sales goals
  • Sales Performance Report: View quote volumes, conversion rates, and average job amounts for the company as a whole or by salesperson
  • Marketing Performance Report: Break down how much business you’re getting from your lead sources – like home shows, Home Advisor, Angies List, local advertising, and more
  • Dead Quote Report: See why some quotes didn’t convert into sales – like when homeowners choose to do it themselves, the price was outside of their budget, or they went with a competitor

 

Add Another User (Pro only)
  1. Go to http://job-flex.com/
  2. Click the Log In link at the upper right corner
  3. Enter your email address and password
  4. Click Settings in the menu bar
  5. Click the Manage Users button (only Admin users are able to create new users)
  6. Fill in following fields:
    1. First Name
    2. Last Name
    3. Mobile Phone Number (this is only required if the salesperson will be receiving text of appointments scheduled for them)
    4. Carrier (this is only required if the salesperson will be receiving text of appointments scheduled for them)
    5. Password
    6. Email Address
  7. Select the user’s Sales Role
  8. Check the checkboxes for the access you want the user to have
  9. Click Create New User
  10. NOTE: The user will receive an email notifying the user they were added to the account but you will need to provide them with the password you created for them.

 

Other Frequently Asked Questions

 

How does my customer sign the quote?

Currently, customers are unable to sign estimates using the JobFLEX app. However, the digital signature feature will be coming in late fall 2016. You do have the ability to save the PDF using other apps (such as Adobe Reader) that allow your customer to sign the quote.

 

How do I access my quotes on multiple devices?

With JobFLEX 8.0, your customers, quotes, and JobFLEX data will automatically be available on devices using your username and password. If customers or quotes do not appear to be syncing from one device to the next, ensure device A is connected to the internet when previewing the quote (this makes sure the quote is uploaded to the cloud) and verify device B is connected to the internet when logging in (this makes sure the quote is downloaded from the cloud). For users on versions prior to 8.0, multi-device support is not available.

 

Can I invoice my customers with JobFLEX?

Invoicing is currently not available with JobFLEX but will be coming soon.

 

Is JobFLEX available for iOS?

JobFLEX is only available for Android phones and tablets currently though our team is working hard on the iOS app for iPhones and iPads. If you would like to be notified when this has been released, let us know.

 

Is JobFLEX available for Desktop?

JobFLEX is only available for Android tablets or Phones. Desktop App will be coming soon.  If you would like to be notified when this has been released, let us know.

 

Does JobFLEX integrate with Quickbooks?

JobFLEX is currently working on several integration opportunities. If you would like to see JobFLEX integrate with Quickbooks in the future, let us know.

 

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