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JobsJob Lifecycle

Job Lifecycle

Every job in Tallie moves through a series of stages from creation to completion. Understanding these stages helps you stay organized, keep your crew informed, and bill accurately.

What You’ll Learn

  • The stages a job goes through
  • What happens at each status change
  • What actions are available at each stage
  • How jobs connect to invoicing

The Big Picture

Here’s how a typical job flows:

Estimate Approved
       ↓
  Job Created (Draft)
       ↓
  Dates & Crew Assigned (Scheduled)
       ↓
  Work Begins (In Progress)
       ↓
  Work Finishes (Completed)
       ↓
  Invoice Created → Payment Received

A job can also be Canceled at any point before completion if the work is called off.

Job Statuses Explained

Draft

What it means: The job exists but isn’t ready to go yet.

Jobs start in Draft when they’re first created. Use this stage to:

  • Review and adjust line items from the estimate
  • Add scope details and work instructions
  • Assign crew members
  • Confirm the service address and client details

What you can do:

  • Edit all job details (title, scope, line items, crew)
  • Add internal notes
  • Delete the job if it’s no longer needed
  • Move to Scheduled once everything is set

Scheduled

What it means: The job has dates assigned and is ready to go.

Move a job to Scheduled when:

  • Start and end dates are confirmed
  • Crew members are assigned
  • The scope and instructions are finalized

What happens:

  • The job appears on your scheduling calendar
  • Assigned crew members can see the job on their schedule
  • The client knows when to expect work

What you can do:

  • Adjust dates if the schedule changes
  • Update crew assignments
  • Add or edit internal notes
  • Move to In Progress when work starts
  • Cancel the job if plans change

In Progress

What it means: Your crew is on-site and work is actively happening.

Move to In Progress when:

  • Work has started at the job site
  • Your crew is performing the scope of work

What you can do:

  • Add internal notes (job-site observations, daily progress)
  • Create change orders if the scope changes
  • Update crew assignments
  • View the current line items and scope
  • Move to Completed when work wraps up

Completed

What it means: The work is done and it’s time to bill.

Mark a job as Completed when:

  • All work in the scope is finished
  • Change orders have been finalized
  • You’re ready to invoice the client

What happens:

  • The job is marked as finished
  • You can now create an invoice from this job
  • All approved change orders are included in the invoice total

What you can do:

  • Create an invoice for the completed work
  • Review change order history
  • Add final notes

Canceled

What it means: The job was called off and won’t be completed.

Cancel a job when:

  • The client cancels the work
  • The job is no longer needed
  • Plans have changed and the work won’t happen

What happens:

  • The job is removed from your active list
  • No invoice is created
  • The record is preserved for your history

How Jobs Connect to Invoicing

The job-to-invoice connection is straightforward:

Step 1: Complete the Job

When all work is done, mark the job as Completed.

Step 2: Create an Invoice

From the completed job, click Create Invoice. Tallie generates an invoice that includes:

  • All line items from the job
  • Any approved change orders (additions and credits)
  • The final total reflecting all adjustments

Step 3: Send and Get Paid

Review the invoice, send it to your client, and track payment.

The Math

Original Job Line Items       $10,000
+ Approved Change Orders      + $1,200
= Total Invoice Amount        $11,200

If the client paid a deposit on the original estimate, that amount is credited on the invoice:

Total Invoice Amount          $11,200
- Deposit Already Paid        - $5,000
= Amount Due                  $6,200

Change Orders During a Job

As work progresses, things change. That’s normal in construction. Change orders let you document those changes and adjust billing accordingly.

Common reasons for change orders:

  • Client requests additional work
  • Hidden conditions discovered on-site (rot, mold, structural issues)
  • Material substitutions or upgrades
  • Scope reductions

Change orders are created from the job detail page and should be approved by the client before you do the extra work.

See Change Orders for the complete guide.

Tips for a Smooth Workflow

Move Through Statuses Promptly

Update the job status as things happen. This keeps your dashboard accurate and your crew informed.

Use Draft to Get Organized

Don’t rush to schedule a job. Use the Draft stage to make sure everything is set up correctly.

Document as You Go

Add internal notes during the In Progress stage. Capture job-site details, client conversations, and progress updates while they’re fresh.

Complete and Invoice Quickly

When work wraps up, complete the job and create the invoice right away. Waiting too long can lead to forgotten change orders or billing delays.

Keep Your Calendar Accurate

When you schedule a job, make sure the dates are realistic. Update them if things shift so your calendar stays reliable.

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