Get your team running in 10 minutes. Step by step.
⊞1. Create a Job Card
Go to Job Cards → + New Job Card (or use the Quick Action on your dashboard).
Select the client and describe the job.
Optionally ADD equipment details: make, model, serial number, and location.
Assign to a technician and set the priority.
Save — the technician sees it instantly on their phone.
Tip: Use voice fill — tap the microphone and speak the job. AI fills everything automatically.
🔧2. Technician Completes the Job
Technician opens the job on their phone (works offline).
Adds parts used, hours worked, and photos.
Uses voice fill to speak updates — AI fills the description.
Marks job as completed when done.
Gets client signature digitally on the phone.
Tip: Technicians and drivers can install JobFlow as an app — works without signal in warehouses, on site, and on the road.
📋3. Create a Quote
Go to Quotes → Create New Quote (or from a Job Card → Create Quote).
Select client. Line items auto-load from the job card if linked.
Set pricing for each line item (labour, parts, travel).
JobFlow auto-calculates VAT (15%) and totals.
Send or print the quote for the client.
Tip: Use AI Quote Builder — describe the work and AI suggests line items with pricing.
🧾4. Invoice the Client
Go to Invoices → Create New Invoice (or from a Quote → Create Invoice).
Line items carry over from the quote or job card.
Your company details, banking info, and VAT appear automatically.
Send the invoice — client can pay via EFT.
Track paid vs outstanding invoices on your dashboard.
Tip: From the dashboard, see exactly what clients owe you and what's overdue.
📊5. Run Statements
Go to Statements → select clients → Generate.
JobFlow creates a PDF statement for each client showing all outstanding invoices.
Email statements to clients with one click.
Track who's been sent statements and when.
👥6. Manage Your Team
Go to Team → Invite Member.
Enter name, email, and role (Office or Technician).
They receive an email invitation — one click and they're in.
Set user limits based on your plan (Starter = 3 users, Pro = 10, Business = 25).
Remove team members anytime — their data stays with the company.
Tip: Technicians only see jobs assigned to them. Office manages everything.
🔍7. Use AI Search
Click the AI Search bar at the top (or press ⌘K / Ctrl+K).
Type or speak queries like: "pending jobs", "invoices over R5000", "repairs last month".
AI understands your request and finds the matching records.
Click any result to jump directly to it.
Tip: Try voice search — tap the microphone in the search bar and speak your query.
📱8. Install the App (PWA)
Open JobFlow in Chrome or Safari on your phone.
Tap the "Install JobFlow App" banner on your dashboard.
JobFlow installs on your home screen like a normal app.
This is a PWA — no app store download needed. It updates automatically.
📶9. Working Offline
BEFORE going to site: open JobFlow while online and open each job card you need. The job details cache to your phone.
You can view job details, add parts, edit hours, and get signatures — all without signal.
Amber badges mean "queued" — your changes are saved locally and will sync when you reconnect.
Photos require internet (too large to cache) — take them normally when back online.
When you reconnect: JobFlow automatically syncs everything. No manual steps needed.
To check status: any amber badge = still syncing. Green = all synced.
Tip: Open JobFlow at the workshop before heading out — your jobs pre-load for the day. Everything you edit offline queues up and syncs silently when you're back in range.
📋10. What Works Offline vs Online
✅ OFFLINE: View job details, edit description, add parts, record hours, take signatures, update status.