Job Flow - Phase 1

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 are a Service Master you can enter job photos in Chronicle first, and then export them to Xactimate. Otherwise just upload them to the job file. 

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.

7. 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.

8. 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.

12. 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.

13. 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.