Knowledge Base · SharpFleet Jobs

Jobs that connect customers, field teams, vehicles, costs and reporting

SharpFleet Jobs is for teams that need more than a task list. It keeps AI-assisted requests, email intake, quotes, schedules, technician updates, customer portal activity, files, travel, materials, costing, reporting, billing, invoicing, and accounting handoff connected to the operational record.

One job record Request, quote, customer, site, branch, technician, schedule, files, work, travel, and completion history.
Controlled visibility Internal teams see the operational record, quote versions, and costing; customers see only their own portal view.
Cost-aware reporting Revenue, quotes, labour, travel, vehicle cost, material cost, margin, and profit can be reviewed together.
Workflow

How a job moves through SharpFleet

Each step adds context to the same record, so the job does not fragment across email, spreadsheets, accounting notes, and field photos.

1
Request

Create manually, use AI assist, receive from the customer portal, or import from email.

2
Review

Check draft jobs, customer, site, urgency, notes, photos, documents, and AI warnings.

3
Quote

Prepare, send, revise, accept, and convert quotes into jobs when approval is complete.

4
Schedule

Choose an open day and time from the full calendar, then assign available technicians and vehicles.

5
Complete

Technicians record completed work, time, notes, photos, receipts, documents, and travel where applicable.

6
Bill

Review quoted or actual charges, tax, linked travel, receipts, price, total, internal cost, margin, and profit.

7
Invoice

Send to Xero or QuickBooks, or export CSV and mark the job invoiced when handled externally.

Job Management

A job record from request through completion

SharpFleet Jobs keeps the operational record in one place: customer, site, branch, technician, vehicle, schedule, urgency, status, notes, attachments, job activity, linked travel, labour, materials, and accounting readiness.

  • Create jobs from the admin portal or from the mobile/PWA workflow.
  • Create AI-assisted draft jobs from plain language, pasted email text, or screenshot/snip content.
  • Receive customer-submitted requests, AI-assisted requests, and inbound email requests as draft jobs for human review.
  • Track statuses such as received, draft, unassigned, booked, in progress, completed, and cancelled.
  • Completed jobs can be marked invoiced, after which the operational and billing record becomes read-only.
  • Keep a combined job timeline that can include quote activity, customer portal updates, scheduling, start, completion, and conversion history.
  • Add optional purchase order numbers to job records and accepted quotes.
Customer Portal

Let customers log jobs without seeing internal SharpFleet records

The customer portal is designed for a customer of the subscriber. They can see their own jobs, sites, status updates, schedules, messages, and attachments, while staying scoped away from other customers, fleet records, accounting, internal notes, and costing.

  • Invite customer portal users by email and scope them to their customer record.
  • Customers can submit new job requests, choose a site, set urgency, add request details, and upload photos or documents.
  • Customers can create AI-assisted draft requests from natural language or pasted/screenshot email content.
  • Customers can request quotes directly from the portal and review quotes without seeing internal costing.
  • Customers can accept quotes with confirmation checkboxes, optional PO number, acceptance note, IP address, user agent, accepted total, and accepted version recorded.
  • Customers can request quote changes; SharpFleet keeps the same quote number and manages quote versions.
  • Customer requests arrive for the subscriber as draft jobs so the team can review, schedule, assign, and control the work.
  • Portal branding can use the subscriber logo and colours so customers know they are in the right place.
  • Customer portal users can enable two-factor authentication, and subscribers can enforce 2FA where needed.
  • Customer portal notifications include a bell menu with clear notifications support.
Quotes

Quote, revise, accept, and convert without losing the job context

SharpFleet Quotes adds an approval layer before work becomes a job. Teams can prepare a quote, send it to the customer portal, capture acceptance details, keep version history, and convert accepted quotes into jobs with billing charges carried through.

  • Create quote requests from the admin portal or customer portal.
  • Prepare quotes with labour, travel, materials, parts, contingency, configurable tax, estimated cost, customer notes, internal notes, and validity dates.
  • Default quote validity can be configured in Jobs Settings and overridden per quote.
  • Labour quote lines can use costing roles and default charge-out rates.
  • Travel quote lines can calculate distance and drive time from branch/base to customer site, while still allowing manual override.
  • Quote versions stay under the same quote number when a customer requests changes.
  • Quote PDFs can be downloaded and included with quote emails.
  • Quote audit and timeline records show sent, opened, review requested, accepted, declined, converted, and email events.
Email and AI Intake

Turn messy emails into controlled draft jobs

SharpFleet can help teams capture work requests that arrive by email without letting automation create live jobs unchecked. AI creates a draft and the team remains in control.

  • AI Assist converts plain user language into a draft job suggestion for review.
  • Screenshot/snip paste support lets users paste an email screenshot without saving and browsing for a file first.
  • Inbound Mailgun routes can receive forwarded job request emails and create draft jobs only.
  • Inbound email routing can use tenant-specific addresses such as jobs+token@mg.sharpfleet.com.au.
  • Sender matching uses safer customer email/domain rules so uncertain requests stay in review instead of being forced to a customer.
  • Email attachments can be attached to the draft job with size/type limits.
  • Acknowledgement emails can be sent to the sender, and subscriber notification emails can alert the configured portal notification address.
Mobile Field Work

Technicians can update jobs from the field

The mobile experience supports technicians and drivers who need to work on assigned jobs from a phone. They can open the job, review the work, add updates, upload evidence, and complete the job without needing the full admin portal.

  • Assigned users can see and work on jobs allocated to them.
  • Technicians can record completed work and time, add photos, documents, and job notes from mobile.
  • Technicians can tag an uploaded job photo as a receipt so it is carried into the Billing review instead of disappearing among general evidence.
  • Customer-facing updates and internal operational records can be kept separate.
  • A full-month scheduling calendar shows existing work, urgency colours, crowded-day previews, and open days before a time is selected.
  • Availability checks filter technicians and vehicles for the selected branch and time; vehicles are optional for remote and other no-travel work.
  • Offline support remains available for already-loaded mobile work where the current PWA workflow supports it.
Job Costing

Understand the real cost of the job, not just the invoice value

A job can look profitable if only the customer invoice is considered. SharpFleet Jobs is designed to include the work behind the work: labour, travel time, vehicle travel cost, material cost, and other internal cost assumptions.

  • Use business costing rates instead of exposing real wage rates in line items.
  • Cost labour by role and team size, including more than one person on a job.
  • Use separate internal cost rates and customer charge-out rates for costing roles.
  • Include travel as an internal cost even when the customer is not billed for travel.
  • Accepted quote charges flow into Billing automatically, with extra or changed charges added only when the completed work differs from the quote.
  • Jobs created without a quote can build billing charges from actual completed work and technician time.
  • Track material sale value separately from internal material cost so margin is more realistic.
Files and Evidence

Photos and documents stay connected to the customer, job, and quote

Files are not just attachments. SharpFleet keeps uploaded files linked to the operational record, with private storage, controlled access, previews, downloads, and customer-specific library views.

  • Private Wasabi-backed storage keeps uploaded files private by default.
  • Images open in a SharpFleet modal instead of forcing a new browser tab.
  • PDFs can be previewed in the file modal, with downloads for files that cannot be previewed safely.
  • Admin users can open a customer library to see all customer images and documents linked to jobs and quotes.
  • Customer portal users can open their own library and only see files visible to their account.
  • Fuel receipt uploads now use the same private Wasabi storage path for new uploads.
  • Job receipts can use AI-assisted OCR to suggest merchant, date, total, tax, and summary details, with authorised-user review required before Billing use.
Reporting

Turn job activity into useful operational reporting

Jobs reports help teams review customer workload, completed jobs, billable and non-billable work, cost, profit, margin, labour time, travel time, linked trips, and distance.

  • Job costing summary reports can be filtered by customer and date range.
  • Job costing detail pages show line item costing, linked travel, revenue, cost, profit, margin, and cost basis.
  • Job timelines can show the full quote-to-job lifecycle in admin and customer portal views.
  • PDF exports can be used for review, internal records, or management reporting.
  • Retainer and record-only jobs can still be tracked even when the customer is not billed for each item.
Accounting

Review Billing, then hand the invoice to the right accounting workflow

SharpFleet keeps the operational record and billing review together without trying to replace the accounting ledger. Teams can confirm charges and tax, then send or export the invoice through their configured workflow.

  • Billing shows price, the configured tax label and rate, tax amount, and total for each included charge.
  • Tax terminology and default rate are configurable for GST, VAT, sales tax, or another regional tax name.
  • Quoted travel remains a single quoted charge; unquoted linked travel can be billed by distance or labour time according to Jobs Settings.
  • Billing highlights pending job receipts so an authorised user can review each purchase and decide whether it should be included in the customer charge.
  • Connect Xero and create an invoice, with final Xero invoice states automatically marking the job invoiced.
  • Connect QuickBooks and create an invoice, with sent or paid invoices automatically marking the job invoiced.
  • Generic CSV workflows can be marked invoiced manually after the exported invoice is handled externally.
  • Use account codes, references, inclusion rules, per-line tax rates, and invoice-ready totals.
  • Invoiced jobs are locked against further operational and billing edits, preserving the record that was invoiced.
  • Internal costing rates and report assumptions are not pushed as customer invoice charges unless deliberately billed.
Subscription

Use Jobs on its own or alongside Fleet

Jobs is a separate SharpFleet subscription but remains part of the same connected platform. A Jobs-only business does not need vehicles, while Fleet and Jobs customers can connect vehicle movement, technicians, customer work, cost, and reporting.

  • Jobs has its own 30-day trial and does not require payment details during the trial.
  • If the trial expires without a subscription, existing Jobs records remain available read-only while new and edited work is restricted.
  • Pricing is a flat monthly tier based on active internal users; inactive and customer portal users are excluded.
  • The self-service tiers are AU$19.95 for 1–20 users, AU$29.95 for 21–30, AU$39.95 for 31–40, AU$49.95 for 41–50, and AU$59.95 for 51–59.
  • Teams above the self-service limit can contact SharpFleet for an organisation plan or invoiced arrangement.
Who Can Use It

The right access for each person involved in the job

Jobs can involve internal admin users, field technicians, and customer contacts. The important part is that each person sees what they need, not everything the business knows.

Company Admin

Full company access, including jobs, users, settings, reports, accounting exports, and customer portal setup.

Job Admin

Focused job control: create, edit, assign, schedule, report, push to accounting, and receive job notifications.

Technician / Driver / User

Works on assigned jobs, adds updates, uploads evidence, and completes work without deleting jobs or pushing to accounting.

Customer Portal User

Customer-side access to their own jobs, sites, schedules, statuses, messages, and uploaded files only.

Common Uses

Where Jobs fits naturally

SharpFleet Jobs works best where field work, customer visibility, vehicle movement, and internal cost awareness need to live together.

Maintenance contractors managing work for multiple business customers.
Field service teams that need scheduling, job evidence, and customer visibility.
Fleet operators who want vehicle travel and job work connected.
IT, electrical, plumbing, building, facilities, and site service teams.
Businesses on retainers where work still needs to be recorded even when each job is not invoiced.
Teams that need job cost visibility without exposing confidential wage information.
Jobs Guides

More detail on specific Jobs workflows

These pages explain the Jobs module from the point of view of quotes, scheduling, customer portal access, costing, billing, trades, and maintenance teams.

Job Management Software Job management software for requests, scheduling, field updates, photos, customer records, billing review and reporting in one workflow. Job Quote Software Job quote software for quote versions, customer approvals, accepted quote records, PDFs, labour, travel, materials and billing prep. Customer Portal Job Management Customer portal job management for requests, quote approvals, status updates, schedules, files, messages and customer-scoped visibility. Field Service Job Scheduling Field service job scheduling software with calendar planning, technician assignment, vehicle assignment, urgent jobs and mobile updates. Job Costing Software Job costing software for reviewing labour, travel, vehicle costs, materials, charge-out rates, quoted work, actual work and margin. Job Billing and Invoicing Job billing workflow for reviewing charges, tax, totals, quoted lines, actual work, Xero, QuickBooks, CSV export and invoiced job locking. Tradie Job Management Software Tradie job management software for quotes, scheduling, customer requests, field photos, receipts, completed work, billing review and job reporting. Maintenance Job Management Software Maintenance job management software for service requests, quotes, scheduling, customer updates, technician work, photos, files, billing and reporting.
Practical View

Jobs is not just for invoiced work.

Some work is billable. Some work is covered by a retainer. Some work is recorded for compliance, customer service, or internal time tracking. SharpFleet Jobs is built to keep those records useful without forcing every job to become an invoice.

SharpFleet Admin