Job Documents allow you to send all or part of a job's budget to customers and vendors for review and approval. Document Templates allow you to build re-usable, customized versions of these templates that make sending your budget to customers and vendors a breeze. To begin, click Settings along the left-hand toolbar and choose the Document Templates tab.
Quick refresher: there are five document types in JobTread and each serves a unique purpose. Here’s a quick rundown:
- Bid requests: Gather bids from suppliers and subcontractors.
- Customer order: Create agreements and collect customer signatures.
- Customer invoice: Send invoices to customers for completed work.
- Vendor order: Send purchase and work orders to suppliers and subcontractors.
- Vendor bills: Approve payments to vendor and log receipts.
You can create one or many templates per document type. There are a number of reasons why you may need more than one. For example, if you're working with a customer and obtain a signed proposal, all changes after this should be included on a signed change order. Technically, both of these documents are Customer Orders but they have different names and may have different language.
Another reason why you may need more than one template of the same type is if you run different types of jobs. For example, if you both fixed price and cost-plus jobs, you'll likely want different contracts for these two job types. Click on the name of an existing template or click +New Template in the top right of the page.
Customize each section of the document, determine your settings, and save at the bottom. The content you add here will appear on all newly created documents of that template. Continue reading for an explanation of the sections you can customize.
- Document Name: The name that appears at the top of the document when sent to the recipient.
- Template Name: The internal name for the template. This is helpful if you have more than one template per document type. For example, you can create multiple "invoice" document types but change the template name to net 30, net 60, and so on.
- Description: Introductory text that appears above the budget on the doc. This is typically used to provide job details, scope of work, potential start dates, and more.
- Footer: Text that appears below the budget on the doc. This is typically used as a space to provide contractual language, payment terms, and more.
- Prepared By: When you create a document in JobTread, the "Prepared By" field auto-populates with the contact information on your JobTread account. Leave these fields blank to retain this behavior or set a default sender for all documents created of this type.
- Show Costs and Fee: Enabling this option will show item costs and add Total Cost and Total Fee lines above the subtotal. This is commonly used for Cost-Plus jobs.
- Due Days: The days the customer or vendor has to fulfill the terms of your document.
- Require Signature: Enable or disable the signature field on the document.
Pro-tip: The Description & Footer fields allow a limited amount of formatting. Start a line with # to create a larger header, with ## to create a medium sized header, and ### to create a small header. You can also include URLs and they will automatically display as hyperlinks.