Tasks and notes

---

In Qblue, tasks 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 past, current, and upcoming tasks and notes. From this page, you can create a new task or note, view or edit an existing one, and directly create a quote, order, or invoice from any task or note.

 

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 same, but with one difference - how they're classified by type. 

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.

 

The Tasks & jobs page gives you an overview of all your past, current, and upcoming tasks/notes and lets you manage them in one organised page. From this page, you can:

1. View or edit an existing task/note by clicking its blue link. 
2. Add a new task/note - learn more about this in the sections below.
3. View or print reports by clicking the More dropdown arrow. Access three quick links for reports on team efficiency, jobs invoice summary, or serviced customer products.

 

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

1. Click the Task/note toggle to select whether it's a task or note, and select the type via the dropdown menu.
2. Select a customer, or leave blank to set as a general task or note.
3. Under Description of issue, enter the details or status of the job.

Optional fields:

• Set the status and priority of the task/note.
• Set a reminder date and time for the task appointment.
• Add customer products (items the customer brought in for servicing).
• Add products for invoicing (products included in the invoice that will charge or credit the customer).

Watch a quick video on creating a task/note:

 

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.

 

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.

 

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.

 

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.

 

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.