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Tasks and notes


In Qblue, tasks and notes are the primary method of recording down all your jobs, reminders, and to-do items. 

The Tasks & jobs page displays a list of all your tasks, while the Notes page is for your notes. From these pages, you can create a new task/note, view or edit an existing one, or directly create a quote, order, or invoice from any task or note.

 

 
 
Introduction to tasks and notes
What are tasks and notes?

The basic purpose of a task or note is to record a job, reminder, or to-do item. They can also be used to record and manage:

  • Jobs that need to be completed
  • Notes e.g. complaints or just plain notes
  • Customer warranty returns
  • Serial numbers for replacement products or parts
  • Photos related to a job.

You can also create and send job quotations so clients can decide whether to proceed or not, and monitor frequently returned products to identify patterns.

Tasks and notes are functionally the exact same. The only difference is how they're classified by type, which is why they appear on separate pages. 

The default task types are:

  • To-do
  • Followup
  • Meeting
  • Visit on site

The default note types are:

  • Complaint
  • Meeting
  • Phone call
  • Plain note
  • Recommendation
  • Visit

You can customise (add, remove, or edit) these types via the task types or note types settings page.

 

Tasks page - key functions

The Tasks & jobs page (and similarly, the Notes page) gives you an overview of all your past, current, and upcoming tasks/notes. On this page, you can:

Opportunities page
View or edit an existing task/note
by clicking its blue link.
Add a new task/note.
Learn more about this in the sections below.
View or print reports.
Access three quick links for reports on team efficiency, jobs invoice summary, or serviced customer products.

 

Using the task/note editor
Create a task or note

On the Tasks & jobs page, click +Add task to open the task entry page. To get started:

Task Entry Page
1.
Choose task or note using the toggle, and select the type via the dropdown menu.
 
 
2.
Select a customer.
Leave blank to set as a general task or note.
 
 
3.
Enter the details of the job.
 
 

Other fields you can enter if needed:

Watch a quick video on creating a task/note:

 

Set a status and priority

On the task entry page, select the current stage and urgency level of the task using the Status and Priority dropdown lists.

 

The default status types are:

  • New
  • In progress
  • In transfer
  • Ready to invoice
  • Job done
  • Resolved
  • Sent to supplier
  • Completed - this status is automatically applied once the task is converted into an order and invoiced.

You can customise (add, remove, or edit) these types by clicking the pencil icon next to Status or via the status types settings page.

The default priority types are:

  • Urgent
  • High
  • Normal
  • Low

You can customise (add, remove, or edit) these types via the priority types settings page.

 

Set a reminder date and time

On the task entry page, select the date and time of the task appointment - this will appear as a reminder on the Weekly calendars page.

 

 

Add customer products

Customer products are items the customer has brought in for servicing. They are not included in invoices.

For example, a customer's phone needing a repairing service from you would be considered a customer product.

To add customer products to the task/note, click Add customer product on the task entry page.

 

 

Add products for invoicing

Products for invoicing are items used in the service and will be charged or credited to the customer. They are included in the invoice.

You'll most likely include a labour charge (by adding your non-diminishing/non-stock labour product) for the hours spent on the task. Any other parts or materials used in the service that the customer must pay for should also be included.

To add invoice products to the task/note, scroll down on the task entry page and search for products to add.

Task entry page - add products for invoicing

 

Create a quote or sales order from a task

Creating a quote or sales order directly from a task saves you from having to manually re-enter the same information. Once the order is invoiced, the status of the linked task will be updated to "completed" automatically.

To create a quote or sales order from a task, click Create order on the task entry page.

 

If you have any questions, ask us by creating a help desk ticket.