Job Flow - Phase 3

2. Immediately enter the customer & job in Chronicle.

Add Departments (Service Lines): As a part of the job entry process, you’ll associate departments. For construction, mold, and other non-immediate-response service departments, leave the depart­ment pending until after the estimator is done and you’ve received a contract. For water damage jobs, make the department active and add activi­ties immediately (rather than after the estimate), and begin work.

Add the Accounting department, but leave it pending until accounting can start invoicing the job.

Collect Info with Surveys: Add the initial survey to the job to collect additional basic job info like the date of loss, claim number, deductible, etc.

Associate adjustors and other related people: Associ­ate the insurance adjustor and/or agent. This auto­matically associates the insurance company as a related organization. Also associate any other related people or organizations.

Job Notes: If you have any initial notes about the job, add a Journal to the job.

5. Scope the loss, take job photos, and prepare the esti­mate in Xactimate.

If you enter job photos in Chronicle first, you can export them to Xactimate.

6. Associate photos and documents with the job.

Scan in signed contract/work authorization.

Import job photos from digital camera.

Export estimate from Xactimate; import in Chronicle.

8. Make the service department active if you didn’t do this when you created the job.

If multiple departments are associated with the job and one must finish before the other can begin, only make the department active that is ready to begin.

9. Add activities to the job, and as appropriate, make them active.

For an emergency job (water loss), the department is made active and a crew is dispatched immediately; for that type of job, activities would have been added when you initially added the job.

11. On the calendar, schedule employees to do specific activities.

If you don’t do services in house, instead assign work to your subcontractors.

13. Each day, enter employee labor.

This gives you an up to date labor cost for each job/activity.

19. As equipment is returned from the job, mark it as being checked back in

Also monitor the equipment list to make sure that equipment isn’t out for excessively long periods; this may indicate forgotten equipment.

20. When a service line is completed, mark the department as completed, and send an email to accounting saying that they can do final billing for the department.

If the Accounting department isn’t active yet, make it active.

For larger jobs (e.g. Construction) that span multiple months, you would bill for completed portions of the job at the end of each month (both to improve cash flow and to associate revenue with the month in which work is done), so some billing may have been done before the job or department is completed.

For smaller jobs, the job is generally billed when the production work is completed.

23. Once job is completely paid, mark the Accounting department in Chronicle as complete

Keeping the Accounting department open until the job is either paid or turned over to the Collections depart­ment lets you quickly see with the management graphs how many jobs are awaiting payment.

24. If the job still isn’t paid 15 days after invoicing (or what­ever your standard net terms are), mark the Accounting department Complete, add the Collections department to the job, and make the Collections department Active.

Normally the department manager initially follows up on jobs, but if there are problems, the department man­ager assigns the job to the collections department.

25. Follow up on jobs with collections problems.

Record ALL calls and collection related discussions in the journal so you have a complete record if you need it.