Jobs: How to Create, Schedule, Assign, Review, and Invoice Jobs in Diamond Operations Pro

Who should use this module?

This article is intended for:

• Administrators
• Coordinators
• Supervisors
• Operations users
• Users who schedule, assign, review, or invoice work

The goal is to help users understand the full lifecycle of a job: creating it, scheduling it, assigning employees, reviewing details, completing the work, connecting it to billing, and consulting it later through history or reports.

When to use Jobs

Use the "Jobs" module when you need to:

• Register a new job for a client or property.
• Schedule a date, start time, and estimated duration.
• Assign employees to perform the work.
• Review services, materials, notes, or segments.
• Convert or connect a job to an invoice.
• Consult operational history or reports.
• Monitor pending, completed, cancelled, or reviewed work.

Key concepts

Before working with jobs, it is important to understand these concepts:

Job
An operational task or service registered in Diamond Operations Pro.

Client
The person or company that requests or pays for the service.

Property
The location where the work will be performed.

Segment
A section of the job that may group services, timing, or specific details.

Service
An activity included in the job.

Material
An item, supply, or additional cost associated with the work.

Assigned employee
The person who performs or participates in the job.

Status
The current stage of the job, such as "Scheduled", "Unscheduled", "In Progress", "Completed", "Reviewed", "Cancelled", or "Estimate".

Understanding the jobs list

The main "Jobs" screen shows the jobs registered in the system.

From this list, users can search, filter, create, edit, delete, or open the detail view of a job, depending on their permissions.

This view helps the operations team monitor workload and identify jobs that are:

• Pending
• Scheduled
• In progress
• Completed
• Cancelled
• Ready for review
• Ready for billing

Before creating a new job, it is recommended to confirm that the client and property already exist in the system. This helps avoid duplicates and ensures the job history is connected to the correct records.

> Important: If you change the schedule, assigned employees, services, materials, or status of a job, review any related operational or billing impact before continuing.

How to work with job statuses

Job statuses help users understand what needs attention and where each job is in the workflow.

Scheduled

The job has a scheduled date and time.
Use this status when the job is planned and ready to appear in the schedule.

Unscheduled

The job still needs a date, time, or operational planning.
Use this status when the work exists but has not yet been scheduled.

In Progress

The job is currently being performed.
Use this status to indicate that the team has started the work.

Completed

The work has been marked as finished.
Use this status when the operational work is done and may need review or billing.

Reviewed

The job has gone through administrative or operational review.
Use this status when the job has been checked before billing, reporting, or closing.

Cancelled

The job will no longer be performed.
Use this status when the work has been cancelled and should not continue through the normal workflow.

Estimate

The job may represent a quote, request, or work pending approval.
Use this status when the work is not yet confirmed as an active job.

How to assign employees to a job

1. Open the job.
2. Go to the employees or dispatch section.
3. Select the employees who will participate in the job.
4. Review the schedule, duration, and role, if applicable.
5. Save the assignment.

Assigning employees correctly helps control:

• Scheduling
• Dispatch
• Labor costs
• Operational reports
• Employee workload
• Payroll-related information

Working with services, segments, and materials

Jobs may include services, segments, and materials depending on the type of work being performed.

Services

Services describe the activities included in the job.
Examples may include cleaning, repair, inspection, maintenance, or other operational tasks.

Segments

Segments help organize a job into sections. They may be used to separate different services, timing, areas, or job details.

Materials

Materials represent items or additional costs associated with the job.

Before completing or billing a job, review all services, segments, and materials to make sure the job reflects the actual work performed.

Billing from jobs

A job can support the creation or review of an invoice.

Before sending a job to billing or creating an invoice, review:

• Client
• Property
• Services
• Materials
• Discounts
• Taxes
• Notes
• Job status

If the job is not completed or reviewed yet, validate the company’s internal workflow before sending it to billing.

This helps reduce invoice errors and ensures the client is billed for the correct work.

Recommended daily operations routine

Use this routine to manage jobs consistently:

1. Review the day’s jobs from the **Jobs** list or **Schedule**.
2. Confirm that each job has a client, property, schedule, and assigned employees.
3. Open jobs with special notes, services, or instructions.
4. Update statuses as the work progresses.
5. Review completed jobs before invoicing.
6. Consult reports when you need to analyze workload, costs, or performance.

Following this routine helps the team stay aligned and reduces missed work, incorrect assignments, and billing issues.

Common issues

I cannot create a job

Check the following:

• User permissions
• Required fields
• Selected client
• Selected property
• Missing base information

If the client or property does not exist yet, create or correct that information before creating the job.

The job does not appear in Schedule

Confirm that:

• The job has a valid date.
• The job has a valid time.
• No filters are hiding it.
• The job status allows it to appear in the calendar.
• The job was saved correctly.

The assigned employee does not appear

Confirm that:

• The employee exists in the system.
• The employee is active.
• The employee has the correct operational configuration.
• No filters or permissions are preventing the employee from appearing.

The invoice does not match the job

Review the following before sending, correcting, or registering payment:

• Services
• Materials
• Taxes
• Discounts
• Job status
• Billing details
• Client and property information

If there are differences, compare the invoice against the job details before making corrections.

The job is linked to the wrong property

Open the job and review the selected client and property.

Before changing the property, verify whether the job has employees, services, billing information, or completed work already connected to it.

A completed job still needs review

Open the job and check whether all required information is complete, including services, materials, notes, employees, and billing details.

If the company uses a review process, update the job only after confirming that the operational information is accurate.

Best practices

• Confirm that the client and property exist before creating a job.
• Avoid creating duplicate jobs for the same work.
• Use clear job notes and special instructions.
• Keep the schedule updated.
• Assign employees before the job starts whenever possible.
• Update the job status as work progresses.
• Review services and materials before billing.
• Validate completed jobs before converting them into invoices.
• Use the jobs list and schedule together to monitor daily operations.
• Consult reports to review workload, costs, and performance.

Expected result

After completing this process, users should be able to:

• Create jobs correctly.
• Schedule work with date, time, and duration.
• Assign employees to jobs.
• Add and review services, segments, materials, and notes.
• Update job statuses throughout the workflow.
• Review completed jobs before billing.
• Connect jobs with invoices and reports.
• Manage the full operational lifecycle of a job from planning to completion.