Glossary of Terms
Accounting Software
This is your external software package, e.g. Xero, MYOB, QBO, which is integrated with Jobman to send and receive invoices, pay bills, pay staff, etc.
Activity Screen
Shows a list of designated staff members, the most recent task each has been working on, and how much time each staff member has logged against all tasks so far today.
Administrator
A staff member whose user license is the same as an Office User, but has all permissions enabled for their staff role - including automatic updates as new permissions are added.
Advisor
A user who has read-only access to your Jobman software. You might give an advisor role to a bookkeeper, or a business coach.
Agenda Screen
Shows a to-do list of scheduled tasks assigned to designated staff members, in priority order.
Archive (Contacts)
Archiving a contact will hide that contact from your Contacts Tab, and will prevent that contact from appearing in any "Select Contact" drop-downs.
Note: If your contact is synced to your accounting software, archiving it will not un-sync it.
Automatic Sync
The process by which your Accounting Software will update with information from Jobman regarding Contacts, Staff, Invoices, and Timesheets, and vice versa, so that the two software programs will have consistent data.
Read More: Sync Staff and Contacts, Sync Invoices
Award (Payroll)
Defines the minimum pay rate and working hours for selected staff.
Bill
A type of invoice which reflects a payment that you owe to an external supplier or service provider.
CAD/CAM Software
Software used by cabinetmakers to design and quote products, such as Cabinet Vision or CabMaster. Can be integrated with Jobman for faster quoting and importing materials into jobs.
Capacity
Capacity is how much available time you have in your schedule for completing your work.
Catalogue
A complete list of all materials, services and products which your business offers to your customers. Includes raw materials which are used to manufacture products for your customers.
Category (Catalogue)
Categories are used to manage materials and services in your catalogue. When you create a new material or service, you assign it to a category, which may have set percentages for overhead, wastage, etc. You can update a category's settings to update all materials/services belonging to that category, rather than manually updating each material/service one by one.
Cloud File Storage
This is your external cloud file storage, e.g. OneDrive, SharePoint, Google Drive, which is integrated with Jobman to store and upload files and folders within your leads, jobs and projects.
Code (Third-Party Integrations, e.g. Accounting, Supplier)
When configuring your third-party integrations, Jobman will often require you to add a "code".
"Code" in these cases is a generic information field which refers to a piece of data in your third-party integration.
For example, when setting up your accounting integration, the code for tax types refers to the tax code, as represented in your accounting software.
Codes are not necessarily numbers - make sure to refer to our set-up documentation to determine what is required in the relevant "code" field.
Component
A type of product part which is shared by all products of a particular type(s). For example, you might have a component called "door", which is shared by all products (e.g. cabinets) that have doors. Although the dimensions for the door will change from product to product, there will be aspects of the door component (e.g. it will always be 100% of the product length and width) which will automatically be applied to all products that have doors.
Contact
A company or individual with whom your organisation may do business, e.g. a supplier, contractor, client, customer, etc. See also Contact Person.
Contact Person
An individual person within an overall contact, e.g. if the contact is a company or other organisation. A single contact may contain several different contact persons.
Contact Role
A setting created for contacts to differentiate between contact persons. For example, you might have contact roles for "owner," "lead estimator", "accounts", "salesperson," etc.
Contact Source
Allows you to track how a person or company found out about your organisation.
Contact Type
A category which your business uses to separate contacts that may generate different lead types, or will have different relationships with your business. Examples: "supplier", "residential", "builder", "contractor", "commercial".
Contacts Tab
Also called Contacts. A list of your created and archived contacts, sortable by type, source, etc.
Cost
The amount of money your business pays for a material, service, product, labour, or a combination of these contained within a quote.
Estimate
See Quote.
Export
Allows you to transfer data (such as contacts, staff, materials, etc.) from your Jobman software to an external spreadsheet.
Factory User / Factory Worker
See Kiosk User.
Forms
Forms are digital paperwork that might be a part of your job process. For example, a Site Specific Risk Assessment is a type of form that your workers must fill in for certain jobs. Another example would be a marketing form or a feedback form. Lead item specifications are also a type of form.
You can create and customise forms in Jobman to meet the unique needs of your business.
Files
A subsection found in your lead, job or project under Resources. Here you can create folders and upload files to Jobman from your cloud file storage.
Group (Quote Item)
A group is like a product which you build from scratch inside a particular quote. Once you have added the group as a quote item, you can click inside it and add parts, labour, materials, etc., as you would when building a product in your catalogue. Groups are useful when quoting one-off items that you don't usually manufacture.
Import
Allows you to transfer data (such as contacts, staff, materials, etc.) from an external spreadsheet into your Jobman software.
Info Tab (Contact, Lead, Job, Project)
Also called Info. This tab can be accessed from inside your contact, lead, job, or project, and will contain information such as phone number, email, site address, payment terms, members, details, and workflow.
Integration
A connection between Jobman and an external software or other provider, e.g. accounting software, CAD/CAM software, or a supplier such as Hafele International. This connection allows Jobman to exchange data with the other provider and saves the user from spending time doing the same tasks across two platforms.
Integrator
A special user license added to your subscription if you are using the services of a Jobman implementation partner or trainer. An Integrator is similar to an Administrator but does not have full access to your software.
Inventory Tab
Also called Inventory. A list of your materials which you have available in stock, either allocated to or ready to allocate to your jobs.
Invite to Log In
Once you have created a new staff profile, you must invite your new staff member to log in. This will email them a link which they can use to access your organisation in Jobman and connect their user to their staff profile.
Note: If the new staff member is a Kiosk User, you would NOT invite them to log in, and instead set them a Kiosk PIN.
Invoice
A document created in Jobman to request payment from a customer or other contact.
Can also be a bill.
Invoice Item Type
Invoice item types are used to link individual lines on an invoice to a specific account and/or tax type.
Item (Job/Lead/Project)
A field sometimes used in Jobman (for example, when creating timesheet entries, triggers, etc.) to denote either a Job, Lead, or Project.
Item (Payroll)
Refers to payment multipliers, e.g. Wages (1x), Overtime (1.5x), Double Time (2x).
Job
A job is a process which you complete for your customer, e.g. building and installing a kitchen.
Job Detail
A specific piece of information which your organisation records as part of the job creation process.
Job Item
A job item is usually created from a lead item and/or quote item, and is used to break a job into manageable segments, e.g. rooms in a building, if you are a cabinetmaker. Job items are found in the job's Resources tab.
Job Type
A category which your business uses to separate jobs that may have different workflows, processes, materials, etc. Examples: "residential", "builder", "private", "commercial".
Jobs Tab
Also called Jobs. A list of your created and deleted jobs, sortable by status.
Kiosk/Kiosk Mode
A simplified version of Jobman designed to be accessed from a phone or tablet, typically used by factory or workshop staff.
Kiosk User (also called Factory User / Factory Worker)
A staff member whose user license gives them access to Kiosk Mode only. (Note: Office Users also have access to Kiosk Mode.)
Labour
Labour is a measure of operational time required to complete one or more tasks in a workflow. Labour is used to add costings to quotes and quote items, products, etc., to take into account the money you pay your staff to complete a piece of work.
Labour Centre
Labour centres are a measure of your operational capacity, broken into segments. Each labour centre is linked to an operation, (such as "Sales", "Cutting", or "Install"), and consists of the number of staff (and/or machines) available for that operation, multiplied by the number of available hours each day.
Lead
A lead is generated from a contact, and represents a person or company that will potentially award your business a job, depending on whether they accept your quote. A lead covers all the steps in the sales process before the job is created.
Lead Detail
A specific piece of information which your organisation records as part of the lead creation process.
Lead Item
A lead item is one of the things your lead asks you to provide a quote for. This will be dependent on your industry, e.g. if you are a cabinetmaker, lead items will typically be rooms in a building ("kitchen", "bathroom", etc.) and each item will contain one or more products or services (e.g. cabinets, installation). Lead items are used to break down quotes (and later, jobs) into manageable sections.
Lead items will often become quote items and/or job items.
Lead Item Type
A category which your business uses to differentiate between lead items that might require different specifications. For example, your lead items might be rooms in a house, and your item types might be "Kitchen", "Bathroom", etc.
Lead Item Specification
Also called specification. This refers to a form that you will create for your customers to choose specific features, customisations, or requirements for their purchase, so that you can ensure your job will be completed according to the customer's preferences. For example, if you are designing a kitchen for a customer, the kitchen itself would be the lead item, and any specific requirements for that kitchen design would be the lead item specifications.
Lead Type
A category which your business uses to separate leads that may have different workflows, processes, etc. These will often correlate with your job types. Examples: "residential", "builder", "private", "commercial".
Leads Tab
Leave Type
Refers to a specific kind of staff leave, e.g. Annual Leave, Personal Leave, Compassionate Leave.
Line Item
A line item is a single entry in a quote or invoice that lists an item, its description (if applicable), and its price. Line items do not have any additional automation applied to them, nor are they comprised of smaller sub-items.
Live Material Syncing
A supplier integration feature which enables you to update your catalogue materials with your supplier's catalogue information.
Location
Represents the specific address at which your business is located. Some businesses have more than one location.
Material
An item which is used in manufacturing, e.g. wooden boards, hinges, steel sheets.
Member (Lead, Job, Project)
A member is a person on your staff whom you assign to a lead, job, or project to be responsible for the completion of one or more tasks in its workflow. Members will receive notifications and emails related to that lead/job/project.
Member Type (Lead, Job, Project)
Member types are used to denote particular responsibilities or roles within a lead, job, or project. Each member type can be automatically assigned specific tasks in the workflow for that lead/job/project. For example, you might have a job member type called "Installer", who is automatically assigned to the "Install" task.
Merge (Contacts)
If you have two or more duplicate contacts, you can merge them so that you have only one active contact. To merge two or more contacts, you must select the contact you wish to keep. The duplicates will then be archived.
Notification
An automated internal message sent to a Jobman user from the software.
Office User
A staff member whose user license gives them full access to your Jobman software, depending on which permissions they have enabled.
One Touch Purchase Ordering
Also called Send a purchase order direct. A supplier integration feature which enables you to send a purchase order directly to your supplier from inside your Purchase Orders tab, without needing to email it as a separate step.
Operation
An operation is a specific process or activity that connects a labour centre to a given task.
Organisation
Your business (or the business that you work for), which has a subscription to Jobman. As a Jobman user, you may own or have access to more than one organisation.
Overhead
The rate you charge that includes all of your operational costs (e.g. wages, power, facilities, loans, etc.)
Part (Products)
A a material, labour, service, style item or other element that is required to create a product.
Pay Rate
Defines how a staff member is paid. Consists of a type and an award.
Payment Terms
Payment terms define how soon payments must be made on invoices and bills. You can set default payment terms for your organisation, then set up different payment terms for specific contacts and contact types.
Payroll
Refers to the process of paying employees, and relates to any features, functions, or settings in Jobman that enable you to pay your staff, e.g. Settings > Staff > Pay Rates.
Pending Items
When in the Purchase Orders tab, you can click Pending Items to see a list of materials and services which you will need to purchase order for your jobs. Items are added from a job to Pending Items using the source function.
Permission(s)
One or more settings related to a user's staff role that determine the level of access the user has to the software, and which actions they are able to perform.
Preset
A preset is like a checklist which you can create to quickly add selections of products to a quote. For example, if you are a cabinetmaker, you might create a "Kitchen" preset containing a list of all your commonly ordered kitchen cabinets and other related products.
Print / Print to PDF
A button found at the top of your quotes, reports, target calendar, and other areas of the software. Clicking Print to PDF converts your page into an online PDF file which you can view and share via URL, and/or print as a hard copy.
Product
An item (or combination of materials, services, and labour) which your business manufactures or otherwise offers to customers, e.g. a kitchen cabinet.
Product Type
A category which your business uses to separate products that require parts, components, style options, or other specific tasks or workflows. For example, you might have a product type called "Base Cabinet", which includes all cabinets that sit on the floor and require countertops; and you might have another product type called "Upper Cabinet", which includes all cabinets that are mounted to the wall and require their own tops. Product types are defined in Settings > Catalogue.
Profit Margin
Also called true profit. Refers to the percentage of your revenue (sell price) that is profit for your business.
Profit Margin vs Profit Mark-up
Mark up percentage is proportionate to an item's cost, whereas margin percentage is proportionate to your revenue.
For example, if you buy a product for $10 and sell it for $12, that $2 difference gives you a 20% mark-up (2 out of 10), but only a 16.66% profit margin (2 out of 12).
Jobman is set up to use margin percentage, not mark up percentage. You can use an online margin calculator to help you work out your margin percentage based on cost and revenue amounts.
Project
A project is used to manage multiple related leads and/or jobs, or to manage an internal set of tasks.
Public Holiday Group
A collection of public holidays that can be assigned to staff members and labour centres.
Purchase Order
Also called a PO, a purchase order is a document created in Jobman and sent to one of your suppliers to place an order for one or more materials or services.
Purchase Orders Tab
The Purchase Orders tab can be found from the User Menu Panel on the left of your Jobman interface, and contains a list of all your created purchase orders, as well as the option to create new purchase orders, and a link to your Pending Items.
Quote (also called Estimate)
An offer your business makes to a potential customer (lead), listing one or more products and/or services and an estimated price.
Quote Item
Refers to a sub-section contained within a quote section. Often these will be the same as lead items or job items. For example, you may have items for "kitchen", "bathroom", etc. A quote item may consist of one or more presets, line items, groups, products, labour, materials, or services.
Quote Pricing
An internal "brand" applied to a material in your catalogue that is not a real material which you would order from a supplier, but is used in quoting to represent a range of possible materials that you or the client will eventually select.
Quotes Tab
A list of your created and deleted quotes, sortable by status.
Quote Value
The amount you expect to charge a customer for a job, as estimated in your quote.
Report
Reports are used to collate and interpret the data gathered in your Jobman software.
Resources Tab (Contact, Lead, Job, Project)
Also called Resources. This tab can be accessed from inside your contact, lead, job, or project, and will contain information linked to it such as files, items, quotes, invoices, materials, purchase orders, etc.
Section (Quote)
A heading for one or more items in your quote. Useful if you want to arrange your quote items by area, e.g. a quote for a house renovation might have sections for "Kitchen", "Bathroom", "Laundry", etc.
Sections to Work Orders
Refers to a process in Jobman whereby you create a work order from each different section of your quote.
Service
An item in your catalogue that represents a service which you either buy from an external supplier or contractor, or which your customers buy from you. Examples: delivery, installation.
Set Kiosk PIN
When you need to set up a new Kiosk User, or you wish to give an Office User access to Kiosk Mode, you must set them a Kiosk PIN. This will email them a link which they can use to access the Kiosk, after which they will be prompted to set their own PIN.
Settings Tab
Also called Settings. Can be found from the User Menu Panel on the left of your Jobman interface, and gives you the ability to modify your software settings, depending on your user permissions.
SKU
Stock Keeping Unit. This is a unique number or code which your suppliers will give to each of their materials. Entering the SKU into your catalogue will help you to track that material throughout your software. SKUs are also necessary for purchase ordering and for CAD/CAM integrations.
Source
Source is a function used in Jobman for obtaining materials for a job. Once you have added your required materials to your job, go to the Resources tab and click Source. This will allow you to allocate materials to this job from your inventory, and/or allocate those materials to your Pending Items to be purchase ordered.
Staff / Staff Member
A person who a) works in your business/organisation; and b) has access to Jobman, whether under an Administrator, Office, Kiosk or Advisor license.
Not to be confused with Members (Leads, Jobs, Projects).
Staff Profile
A page in Jobman that lists a staff member's personal and employment information, as well as their staff type, roles, operations, etc.
Staff Role
Defines the level of access a user has to your software, e.g. which permissions are enabled for them.
Staff Type
Staff Types are assigned to users to define what kind of roles and permissions they have in the software. The Staff Types are: Administrator, Office User, Kiosk User, Advisor.
Status
Statuses are created and defined in Settings, and are used to show which stage of a process your leads, jobs, purchase orders, quotes, invoices, etc. are up to.
Step (Workflows)
A step is used to group tasks inside a workflow. Each step is linked to a specific job status, and will contain one or more tasks that complete that part of your job process.
Style
A style is a level of customisation you (or your customer) can apply to a product. Each of your styles will have a name (e.g. "Basic Range," "Deluxe Range"), and will contain certain style items (e.g. doors, handles) which can be paired with certain style options (e.g. painted wood, aluminium handles).
Style Item
A style item is a part or component within a product that can be customised with one or more different materials, called style options.
Style Option
A style option is a specific material that can be selected to customise a part or component within a product.
Supplier
A contact from which you purchase materials or services for your business.
Supplier Integration
An optional extra you can purchase for your Jobman subscription, which links your Jobman software with your key suppliers (such as Hafele) to enable features such as One Touch Purchase Ordering and Live Material Syncing.
Please Note: Supported suppliers and features vary by region. Contact help@jobman.com to verify you are able to connect to your chosen supplier before adding this extra to your subscription.
Sync
A process by which your Jobman data is updated to match the data in an external software (such as your accounting platform), or vice versa. Syncing can be automatic, or activated manually.
Target Calendar
A calendar populated with scheduled tasks from your leads, jobst, and projects. Tasks will only appear in your target calendar once you have set target dates for them.
Target Date
Set a target date for one or more tasks in a workflow to schedule your lead, job, or project and have its tasks appear in your target calendar.
Task
A single piece of work or process that must be completed as part of a lead/job/project workflow.
Tax Type
The specific kind of tax, specific to your region, that is applied to one or more lines in your quotes, invoices, and purchase orders. Examples: GST, GST Free.
Tax types are managed in Settings > Accounting > Tax Types.
Template
A specific format and/or presentation style which is applied to a communication sent internally or externally by your business, e.g. an email, notification, quote, purchase order, etc. The template you use for one of these items will affect what information is contained in the item, and the layout of that information.
Template Variable
A placeholder which is used in your template to populate a communication with relevant data from your software. For example, if an email template contains the template variable {{ staff.name }}, any emails sent with that template will fill that space with the name of whichever Jobman user is sending the email.
Timesheet
A record of the time a user has logged against various tasks in a day/week/month.
Trigger
A reminder you can set up for your staff to complete a task or follow other specific instructions. Triggers can be emails or notifications, and are sent to designated staff when a specific task in a workflow is completed.
Type (Payroll)
Defines the kind of pay a staff member receives, e.g. Hourly Rate or Salary.
User
The details attached to the unique email and password that you use to log in to Jobman. You can have one user that is connected to two or more staff profiles across separate organisations.
User License
A user license enables a single person (user) to access Jobman. There are two main types of user licenses: Office License and Kiosk License. Your Jobman subscription will contain a limited number of each license type, which you can allocate to your staff depending on their staff type. There are some other special license types, e.g. Integrator License or Advisor License, which are optional extras you can purchase for your subscription.
User Menu Panel
The menu to the left of your Jobman screen from which you can access all your tabs, e.g. Jobs tab, Purchase Orders tab, Settings tab, etc. Note: some users cannot access all tabs if they don't have the necessary permissions enabled.
Wastage
The rate you charge that covers any wasted materials, such as offcuts or damaged parts.
Workflow
A way of managing repeatable tasks that occur in a set order to meet a required outcome. You will have different workflows for leads, jobs, and projects. Tasks in a workflow are grouped into steps and linked to different operations and statuses.
Work Order
A sub-job within a parent job. You might use a work order to repair a damaged part, or to create a product separately if the materials haven't arrived for it yet, or to divide one big job into several smaller jobs.