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Managing Job Stages

Learn how Job stages work in Workglue, what each stage means, and how stages control the flow of a Job.

Every Job and Opportunity in Workglue has a stage. The stage controls how the Job behaves in Workglue, where it appears in reports, whether workers can log time against it, and whether it syncs to QuickBooks Online. Stages are organized into three categories: Sales, Active, and Closed.

How stages work

Changing a Job's stage changes how Workglue treats that Job. Moving a Job to an Active stage enables time tracking and scheduling. For accounts using the QuickBooks Online integration, moving a Job to Active also pushes it to QuickBooks Online. Moving a Job to a Closed stage removes it from reports and locks out time tracking.

The current stage is shown in the status pill at the top of the Job or Opportunity page. Select the status pill to change the stage.

Stages are not just labels. They control whether workers can log time, whether the Job appears in reports, and whether the Job is synced to QuickBooks Online.

 

Stage categories

Sales

Sales stages are for Opportunities that have not yet been converted to Jobs. Workers cannot log time against Opportunities in a Sales stage.

  • Unqualified Lead. An incoming Opportunity that still needs initial qualification.
  • Good Lead. A qualified Opportunity being actively pursued.
  • PaintScout Estimating. An estimate is being prepared or reviewed in PaintScout.
  • Long-term. A legitimate Opportunity that requires follow-up further in the future.

Active

Active stages are for Jobs that are in production or otherwise in progress. Moving an Opportunity to an Active stage converts it into a Job. For accounts using the QuickBooks Online integration, the Job is pushed to QuickBooks Online as a Sub-Customer. Workers can log time against Jobs in Active stages.

  • Accepted by Customer. The customer has accepted the proposal and is ready to move forward.
  • Won - Needs Schedule. The Job has been won but work has not yet been scheduled.
  • Active. The Job is scheduled or currently in progress with the crew.
  • Completed - Pending Payment. Work is complete and awaiting final payment.
  • Unbillable. The Job is not being billed to the customer.
  • Reopened. The Job has been reopened after being closed.
  • Reviewed - Ready to Bill. The Job has been reviewed by the estimator and is ready to bill.

Closed

Closed stages are for Jobs that are finished or will not proceed. Jobs in a Closed stage are removed from all reports unless the report is specifically filtered to include Closed Jobs. Workers cannot log time against Jobs in a Closed stage.

  • Completed - Archived. The Job is complete and has been archived.
  • Closed - Did not bid. The Opportunity was not pursued.
  • Closed - Lost to competitor. The Job was lost to a competing contractor.
  • Closed - Lost for unknown reason. The Job was lost for an unspecified reason.

Moving a Job to a Closed stage removes it from reports except timesheets. If you close a Job by mistake, you can move it back to an Active stage. The Job will reappear in reports once it is no longer in a Closed stage.

Managing stages in your account

Workglue has 14 pre-defined stages that apply to every Job and Opportunity in your account. Additional stages can be created to fit your company's workflow.

Stages are managed in My Account > Custom Fields > Job Stages. From there, you can:

  • View all 14 pre-defined stages and their category (Sales, Active, Closed).
  • Reorder stages by dragging them into the order you want.
  • Add new stages below the pre-defined ones.

New stages can be added at any time. When creating a new stage, assign it to the correct category (Sales, Active, or Closed) so that Workglue applies the correct behavior to Jobs using that stage.

Changing a Job's stage

  1. Open the Job or Opportunity.
  2. Select the status pill at the top of the page showing the current stage.
  3. Select the stage you want to move the Job to.
  4. The stage updates immediately.

Stages may also be changed on the Jobs and Opportunities Lists.

Moving an Opportunity to an Active stage for the first time converts it into a Job. For accounts using the QuickBooks Online integration, the Job is pushed to QuickBooks Online as a Sub-Customer.