Creating Jobs Manually

Not every job comes through your booking page. You can create jobs manually for phone bookings, existing customers, or jobs without online payment.

When to create manual jobs

• Customer calls to book
• In-person estimate becomes a job
• Existing customer requests work
• Job doesn't need online payment
• Converting a lead to a customer

Creating a manual job

1. Go to Jobs in the sidebar
2. Click New Job
3. Fill in the customer and service details
4. Save

Job details

Customer information

Enter the customer's:
- Name
- Email
- Phone number
- Service address

If this is an existing customer, you can search and select them.

Services

Choose which services they're booking. The price is calculated based on your service configuration.

You can also add custom line items for special pricing.

Status

Choose where the job starts in your workflow:

• Ready to Work — Approved and ready to schedule
• In Progress — You're already working on it
• Completed — Just logging a finished job

Payment

For manual jobs, you have options:

No online payment — Handle payment separately (cash, check, invoice)

Send payment request — Email customer a link to pay online

Already paid — Mark as paid if you collected payment another way

Following up

After creating a manual job:

1. The job appears on your dashboard
2. You can track it through the normal workflow
3. Add notes and photos as needed
4. Complete when finished

Sending a quote

If you're not ready to create a job, you can send a quote instead:

1. Click Send Quote instead of saving
2. Customer receives an email with the quote
3. They can review and pay to accept
4. Quote becomes a job when paid

Converting leads

If you're tracking leads separately, manual jobs let you:

1. Create the job with lead's info
2. Link it to any existing customer record
3. Track the conversion in your pipeline

Tips

Keep records consistent

Even if payment happens offline, create jobs in PoolFlow. Your reports will be accurate and you'll have history for every customer.

Add notes

Manual jobs often have context that online bookings don't. Add notes about how the job came in, what was discussed, and any special instructions.

Use for existing customers

Your best customers might just text or call. Manual jobs let you serve them efficiently while keeping everything tracked.

Set reminders

For manual jobs without immediate payment, add a note to follow up on collection.