Jobs are the core unit of work in the shop. Every item that comes through the door for coating is tracked as a job. A job belongs to a customer, has a status that moves it through the shop workflow, a priority level, a due date, and one or more line items describing the work to be performed.
You can find Jobs under Operations › Jobs in the left sidebar. The list is searchable and sortable by job number, status, priority, scheduled date, due date, and price. Jobs can be created manually or converted automatically from an approved quote — no need to re-enter information that is already in the system.
To create a job manually:
The system automatically generates a unique job number in the format JOB-YYMM-####
(for example, JOB-2503-0042). This number appears on all documents related to the job.
Each job moves through a defined sequence of statuses as it progresses through the shop. The status is displayed as a color-coded badge on the job list and details page. You can update a job's status at any time by opening the job and editing it.
The two special statuses — On Hold and Cancelled — can be applied at any point in the workflow regardless of the current status. Use On Hold to pause a job temporarily (waiting for customer approval, missing materials, etc.) and Cancelled to formally close a job that will not be completed.
On the Jobs list, click any status badge to open a quick-change modal. The modal includes a Notify customer via email toggle. If the customer has email notifications turned off, that toggle is automatically disabled and a warning note is shown — no email will be sent regardless.
| Status | What it means |
|---|---|
| Pending | Job has been entered but work has not started. Initial state for all new jobs. |
| Quoted | A formal quote has been generated and sent to the customer for this job. |
| Approved | The customer has approved the quote and authorised the work to proceed. |
| In Preparation | The job has been pulled from the queue and prep work has begun. |
| Sandblasting | The parts are being surface-blasted to remove rust, old coatings, or contaminants. |
| Masking / Taping | Areas that must not be coated are being masked off or taped. |
| Cleaning | Parts are being chemically cleaned and degreased before coating is applied. |
| In Oven | Parts are in the pre-heat oven being brought to the correct application temperature. |
| Coating | Powder coating is being applied to the parts via electrostatic spray gun. |
| Curing | Coated parts are in the curing oven at temperature to flow and bond the powder. |
| Quality Check | Finished parts are being inspected for coverage, adhesion, and surface defects. |
| Completed | Work is done and the job has passed quality inspection. |
| Ready for Pickup | Parts are packaged and waiting for the customer to collect them. |
| Delivered | Parts have been collected by the customer or delivered to their location. |
| On Hold | Job is temporarily paused. Can be applied at any point in the workflow. |
| Cancelled | Job will not be completed. Can be applied at any point in the workflow. |
Every job has a priority level that tells your team how urgently a job needs to move through the shop. Priorities are color-coded throughout the system — in the job list, on the job details page, and on any dashboards. Set or change the priority in the Create or Edit form.
| Priority | When to use it |
|---|---|
| Low | Non-urgent work that can be scheduled when the shop has capacity. No specific deadline pressure. |
| Normal | Standard shop priority. Used for the majority of jobs. Work is completed within the agreed timeframe. |
| High | Customer has a firm deadline or the job is part of a larger project. Should be worked ahead of Normal jobs. |
| Urgent | Job must be completed very soon. Push to the front of the queue and notify the supervisor. |
| Rush | Same-day or next-day turnaround required. Rush jobs are highlighted prominently in the job list to ensure they are never missed. A rush surcharge may apply. |
Each job contains one or more line items, each describing a distinct piece or group of parts being coated. Items are added using the item wizard when creating or editing a job.
For each item you enter the surface area in square feet and the quantity of parts. You then select which powder coating(s) to apply. The system calculates how much powder is needed per coat based on the surface area, the coating's coverage rate (sq ft per lb), and the application efficiency factor.
The Powder Needed estimate is shown live in the wizard as you enter the surface area and select coatings. This helps you check whether you have enough stock on hand before committing to the job schedule.
Each item can also include optional prep services — sandblasting, masking, or chemical cleaning — that will be carried out before coating. These are selected in the wizard and appear as sub-lines under the item on the job details page.
After completing the coatings and prep services steps, Calculated and AI Photo Quote items include one final optional step: Save to Product Catalog. This lets you turn the item you just configured into a reusable catalog entry so it can be selected instantly on future quotes or jobs — without re-entering dimensions, coatings, or prep services.
The wizard pre-fills the catalog form with:
At the bottom of the step you have two options:
When a customer approves a quote, the quickest way to create the job is to convert the quote directly rather than re-entering all the details manually.
The quote status changes to Converted and is linked to the new job. You can navigate between the quote and the job at any time using the link shown on each record's details page.
Once a job is complete — or at any time when you are ready to bill the customer — you can create an invoice directly from the job's Details page. There is no need to manually re-enter pricing.
Each job can only have one invoice. Once the invoice is created, the Create Invoice button is replaced with a link to view the existing invoice.
Upload before, during, and after photos directly from the Job Details page. Photo types include Before, Progress, After, Quality Check, Issue, and Completed. Photos are visible to anyone who opens the job record and help document the work performed.
Add internal notes to a job from the Details page. Notes are private — they are not visible to the customer. Use them for team communication, special handling instructions, or to log anything notable that happened during production.
Log labor time against a job from the Job Details page using the Time Entries section. Each entry records who worked on the job, how long, and when. Use this to track actual hours vs. estimated hours for costing and productivity analysis.
If finished parts fail quality inspection or need to be re-coated, create a rework record from the Job Details page. Rework records track the rework type, the reason (adhesion failure, color mismatch, damage, etc.), and the resolution. This data helps identify recurring quality issues over time.
If you do the same type of work repeatedly — for example, a standard wheel refinish package — you can save a job's line items as a template and reuse it for future jobs.
Templates are managed at /JobTemplates. To use a template:
The Shop Display (/Jobs/ShopDisplay) opens a full-screen view of all active jobs and their current statuses, designed for a TV or large monitor mounted on the shop floor. Workers can see at a glance what jobs are in their queue without needing to log in or use a computer.
The Priority Board (/JobsPriority) is a Kanban-style view of all active jobs, sorted by priority and status. It is the best view for supervisors who need to triage work and decide what gets done first. Rush and Urgent jobs are highlighted prominently.
The Part Intake workflow lets you formally check in a customer's parts at drop-off — before any work begins. This creates a timestamped record of how many pieces arrived, their condition, and who received them, which protects the shop if a customer later disputes pre-existing damage or a missing piece.
Once an intake is recorded, the Part Intake card on the Job Details page shows the check-in date and time, who performed the intake, the actual part count, and any condition notes. You can update an existing intake at any time by clicking the Edit link in that card.
Shop Mobile (/Jobs/ShopMobile) is a phone and tablet-optimised view of all active jobs, designed for workers on the shop floor. Unlike the Shop Display (which is a passive TV view) and the full desktop UI, Shop Mobile is built for one-handed use — large touch targets, no sidebar, and instant status advancement with a single tap.
Jobs are grouped by their current status stage and ordered by due date. Each job card shows:
Each card has a large Advance to [Next Status] button. Tap it to move the job to its next stage. The button shows a spinner while saving, then the page reloads with the updated status. No login to a desktop required.
Tap any worker chip in the filter bar at the top to show only jobs assigned to that person. Tap All to return to the full list.
The page automatically refreshes every 60 seconds so workers always see the current state without manually reloading. The green pulsing dot in the header indicates auto-refresh is active.
The customer on a job can be changed at any time from the Job Details page — no need to delete and re-create the job. This is useful when:
Every printed job work order includes two tiers of QR codes — one for viewing the job and a separate set for acting on it. This gives shop workers everything they need from a printed sheet without touching the desktop app. All QR codes require a logged-in account.
Located in the work order header, next to the job number. Scan it with your phone to open the full Job Details page — items, catalog product images, powder specs, coatings, prep services, and special instructions. Use it to verify you're working the right job or to see catalog item images on your phone without hunting through the app.
Scan to open a mobile-friendly status bump page for this job. Tap the button to advance to the next stage (or put the job on hold). The status change is recorded in history with your name — no anonymous bumps.
One QR per unique powder on the job. Scanning opens the inventory usage log page pre-filled with that powder and the job number, so you can record actual lbs used in seconds without navigating through the app.
You don’t need a phone or QR code to log material usage. On the Job Details page, expand the Materials Used section and click Log Material. A modal opens where you can:
Saving immediately reduces the item’s stock on hand and creates an entry in the Inventory Activity ledger, exactly like a QR scan would. The QR scan icon is still available next to the button for mobile workers.
The Blank Work Order feature lets you instantly print a pre-formatted paper work order to hand to a customer at drop-off — before a digital job record has been created. It uses your company logo, address, and customizable terms so it looks professional right out of the box.
You can also navigate directly to /WorkOrder/Blank to open the PDF at any time.
Go to Company Settings → PDF Templates → Work Order to customize:
Click Save to apply changes, or Preview to open the PDF instantly without saving.