Click on the Select Job: prompt at the top of the main window, and select "(Add New)". This will open the Edit Job for. Fill in the prompts, and then click Estimate at the bottom of the screen to go to the Edit Job Estimate form.

Select the job in the prompt for Select Job: at the top of the screen. Then click on Job in the shortcut list. Click on Edit Job to edit job information.

Select the job in the prompt for Select Job: at the top of the screen. Then click on Job in the shortcut list. Click on Edit Job to edit job information.

Select "Deleted" in the prompt for Job Status: in the right side of the screen. Then click OK. The program will ask if you are sure you want to permanently delete the job and all associated data. Click Yes.

Note: If you are using QuickBooks integration, the job will not be deleted in QuickBooks. In order to delete data from QuickBooks you must do that in QuickBooks.

Click OK or Cancel at the bottom of the form.

Type the customer's last name, and first name, separated by a comma. Then press [Tab] or [Enter]. If the customer exists, it will be retrieved and the customer mailing address will be displayed on the screen.

If the customer does not exist, the program will ask if you want to create it. Yes (or press [Enter]). This will take you to the customer entry form. See the Customer entry form topic for more information.

Select the job site address. To create a new job site, enter the address and press [Enter], or click the Add button to the right.

To edit the site address, click the Edit button.

Enter a brief description of the job. This appears in the job list at the top of the main window, and the "<<Job Description/Short>>" merge field is used to merge this text into customer documents (in the Merge Document setup form).

The Lead / Follow-Up tab contains prompts for information about the job lead.

The Lead / Follow-Up tab also contains prompts that allow you to enter follow-up tracking information job - both before and after closing the sale (signing a contract).

In other words, the Lead / Follow-Up tab is also used to track contact information about your interaction with the customer during the job process, as well as before signing a contract.

Enter a number to assign to this job. This is the same as the Job Number in the Job Info tab.

When you add a new job, the program automatically assigns the next lead (job) number from the last one entered.

Enter the date on which you first made contact with the customer.

Enter the date on which the customer anticipates starting work on the project.

Enter or select the sales rep for the job.

Enter or select the source of the lead.

Enter the customer's anticipated budget for the job project.

Check the box if the customer has plans for their project.

Select or enter the status of the communication with the lead.

Select "Appointment Scheduled" to make the lead appear on the Appointment Schedule.

Select or enter the status of the communication with the customer.

Select "Appointment Scheduled" to make the lead appear on the Appointment Schedule.

Enter or select the type of communication with the customer.

Enter the date on which you last had contact with the customer.

Enter the amount of time (in hours) of your communication with the customer.

Check the box to add the customer to the call back (contact) list. If you check the Call Back box, enter the date and time to call the customer back.

If you check the Call Back box, enter the lead/customer will appear in the Contact List.

Enter any notes about the individual communication that you had with the customer.

Enter any notes about the lead/customer.

Displays the list of previous contacts with the customer.

Check this box to display contact history for all jobs for the customer. Otherwise, only activity for the current job will be displayed.

The General Tab contains prompts for general job information:

Enter a number to assign to this job. When you add a new job, the program automatically assigns the next job number from the last one entered.

Enter the date that job estimate was proposed to the customer. The job proposal date can be merged into merge documents using the "<<Job Proposal Date>>" merge field.

Enter the date that job contract was signed by the customer. The job contract date can be merged into merge documents using the "<<Job Contract Date>>" merge field.

Enter the date that job warranty expires.

Enter the customer's purchase order number for this job. The Customer PO number will appear on invoices for the customer for this job.

Enter the job permit number. The permit number can be merged into merge documents using the "<<Job Permit Number>>" merge field.

The Payment Interval (in days) is used to create the Draw Schedule. The Draw Schedule determines which items will be invoiced, and the amount of each invoice based on the Payment Interval. A Payment Interval of 15 days means that payments will be calculated every 15 days.

Select (or enter) the terms that will appear on the customer's invoice. You can select one of the existing options from the drop-down list, or create a new one by entering it, and then pressing [Enter].

Click on the Edit button to the right to open the text editor window, which will allow you to enter any amount of text to define specific terms for this job.

The text that you enter here can be merged into customer documents (in the Merge Document setup form) by using the "<<Special Terms>>" merge field.

Click on the Edit button to the right to open the text editor window, which will allow you to enter any amount of text for a full description of this job.

The text that you enter here can be merged into customer documents (in the Merge Document setup form) by using the "<<Job Description/Full>>" merge field.

Click on the Edit button to the right to open the text editor window, which will allow you to enter any amount of text for a legal description of the job site.

The text that you enter here can be merged into customer documents (in the Merge Document setup form) by using the "<<Site Legal Description>>" merge field.

In addition to the Special Terms, Full Description, and Legal Site Description merge fields above, Smart Contractor provides 6 additional fields in which you can enter text to me merged into your customer documents: Custom Merge Text 1 through 6.

The prompt for Custom Merge Text has a dropdown box with 6 items: "Custom Merge Text 1" through "Custom Merge Text 6". Click on one of the 6 items to edit that custom merge text.

The text that you enter in the 6 custom merge text fields can be merged into customer documents (in the Merge Document setup form) by using the "<<Custom Merge Text (n)>>" merge field - where (n) equals 1 through 6.

Select the Company Profile with which to associate this job.

Enter or select the project with which to associate this job.

Select job type from the drop-down list. To create a new job type, enter the name and press [Enter], or click the Add button.

The job type is used as a means of grouping jobs for reporting purposes. This allows you to summarize job analysis reports by job type.

Select contract type from the drop-down list. This is a fixed list; you cannot add more contract types.

The contract type is used to determine whether invoices created by the Create Invoices form will use the estimated or the actual item costs.

• Fixed Sum contracts will invoice the estimated item amount (plus markups).
• Cost Plus, and Time and Materials contracts will invoice the actual item amounts (plus markups).

If the construction job is being financed by a bank loan, select an option to indicate whether the loan is for a fixed amount, or whether the loan amount is adjustable in case construction expenses vary from the original estimate.

The prompt for Loan Type is used to control aspects of program behavior for managing construction loans. See the "How Do I... Manage Construction Loans" topic for more information.

Enter or select the loan officer who is administering the construction loan for this job. The loan officer is entered in the customer list, so entering information for a loan officer is the same as entering a Customer.

If you assign a loan officer to a job, their name and contact information will appear in the "Bill To" box in the printed invoices.

Enter the loan number for the loan for this job.

If you enter a loan number, it will appear in the Bill To box in the printed invoices.

Select the users who will have access to this job.

If you don't select any users, all users will have access to this job.

Select merge documents to be published to the customer. Documents can be published either by being uploaded to your website where your customer can access them, or they can be emailed directly to your customer.

To upload customer documents to your website, you must set up the option to publish to customer websites.

Enter or select the sales rep for this job.

You enter or edit sales reps in the Edit Employee form.

Enter or select the project manager for this job.

You enter or edit project managers in the Edit Employee form.

Enter or select the site foreman for this job.

You enter or edit site foremen in the Edit Employee form.

Enter or select the architect for this job.

Architects are set up in Smart Contractor as a vendor/Subcontractor. You enter or edit vendor/subcontractors in the Enter Vendor/Sub form.

Enter or select the engineer for this job.

Engineers are set up in Smart Contractor as a vendor/Subcontractor. You enter or edit vendor/subcontractors in the Enter Vendor/Sub form.

Select a job status from the drop-down list.

Note: Select Deleted to permanently delete the job and all of its associated data.

Check this box and Smart Contractor will retrieve the local weather conditions and write them in a job note (in the Notes tab) for this job each day, as long as this job's status is set to "Bid Proposed", "Contract Signed", or "Work Started".

Check this box to create this job in QuickBooks (if you are using QuickBooks Integration).

Note: The Job Status must also be set to "Contract Signed", or "Work Started" in order for job data to be merged to QuickBooks.

If this job has already been started (you have already entered job cost data, or invoices, or payment receipts) in QuickBooks, enter the date before which you do not want transactions from Smart Contractor written to QuickBooks.

Transactions dated before the date entered will not be written to QuickBooks.

The Estimate Setup Tab contains prompts for information pertaining to the job estimate:

Enter the markup percent used as a default for the markup of item material costs.

You can set the material cost markup separately for each item. If you change the default material markup here, this will update the material markup of all items in the job with the same material markup, and leave others unchanged.

Note: Use the prompt for Markup Calculation: to determine whether the markup is calculated as a percent of the job cost ("markup"), or as a percent of the job price ("margin").

Check the Update All box next to Materials Markups to update the markups on all items in the job to the markup set here - regardless of their current setting.

Enter the markup percent used as a default for the markup of item labor costs.

You can set the labor cost markup separately for each item. If you change the default labor markup here, this will update the labor markup of all items in the job with the same labor markup, and leave others unchanged.

Note: Use the prompt for Markup Calculation: to determine whether the markup is calculated as a percent of the job cost ("markup"), or as a percent of the job price ("margin").

Check the Update All box next to Labor Markups to update the markups on all items in the job to the markup set here - regardless of their current setting.

Enter the markup percent used as a default for the markup of item equipment costs.

You can set the equipment cost markup separately for each item. If you change the default equipment markup here, this will update the equipment markup of all items in the job with the same equipment markup, and leave others unchanged.

Note: Use the prompt for Markup Calculation: to determine whether the markup is calculated as a percent of the job cost ("markup"), or as a percent of the job price ("margin").

Check the Update All box next to Equipment Markups to update the markups on all items in the job to the markup set here - regardless of their current setting.

Enter the markup percent used as a default for the markup of item subcontract costs.

You can set the subcontract cost markup separately for each item. If you change the default subcontract markup here, this will update the subcontract markup of all items in the job with the same subcontract markup, and leave others unchanged.

Note: Use the prompt for Markup Calculation: to determine whether the markup is calculated as a percent of the job cost ("markup"), or as a percent of the job price ("margin").

Check the Update All box next to Subcontract Markups to update the markups on all items in the job to the markup set here - regardless of their current setting.

Enter the markup percent used as a default for the markup of item "other charge" costs.

You can set the "other charge" cost markup separately for each item. If you change the default "other charge" markup here, this will update the "other charge" markup of all items in the job with the same "other charge" markup, and leave others unchanged.

Note: Use the prompt for Markup Calculation: to determine whether the markup is calculated as a percent of the job cost ("markup"), or as a percent of the job price ("margin").

Check the Update All box next to Other Charge Markups to update the markups on all items in the job to the markup set here - regardless of their current setting.

If you check the "Show Job Costs and Markups" option (below), the program will use the Item Markup Name as the name that is displayed with the item markup amount in merged customer documents.

The Job Markup Percent can be used to add an additional markup, calculated after adding the Item Markups (above).

If you check the "Show Job Costs and Markups" option (below), the program will use the Job Markup Name as the name that is displayed with the job markup amount in merged customer documents.

Check the Show Costs and Markups option to have the estimated and actual job costs, and the item and job markups displayed in merged customer documents. This is used for cost plus or time and materials contracts.

Smart Contractor provides two different ways to compute job markups:

1. As a percent of cost. In accounting terminology, this is considered the job "markup", since the markup amount is based on the job cost. For example: If the job cost = $100.00, then a 20% markup would result in the job price = $120.00, which is calculated as $100.00 + ($100.00 * .20).
   
2. As a percent of price. This is considered the job "margin", since the margin amount is based on the job price (after adding markup). For example: If the job cost = $100.00, then a 20% margin would result in the job price = $125.00, which is calculated as $100.00 + ($125.00 * .20).

When you create a new job, Smart Contractor defaults the markup calculation method to what you set in the Job Options form, but using this prompt you can set the markup calculation method independently for each job.

The Finance Charge Percent is used to add a percent to the job total which is calculated after adding all job markups and sales tax. You can set a different Finance Charge Percent for each job.

The Finance Charge Name is what is displayed in customer documentation (proposals, invoices, etc.) to describe the finance charge amount. It is typically used as a finance charge, but you can call it anything you want. 

The Show Finance Charge check box allows you to determine whether the finance charge will be displayed as a separate line item in customer documents such as proposals and contracts. If Show Finance Charge is not checked, then the finance charge will not appear as a separate line item, but the amount of the finance charge will be added to each job line item.

(Canadian users only) If you check the "Add Sales Tax To Costs" option, the program will automatically add sales tax to the estimated cost of job items. The sales tax is calculated using the sales tax percent (defined in the Setup > Lists > Tax Codes menu option) for the tax code assigned to the item in the Misc tab.

The Cost Sales Tax Percent is used to automatically calculate and add the sales tax that you must add to the estimated cost of job materials. This allows you to estimate job material costs before taxes, and have the program automatically add sales tax to the job estimate.

Cost Sales tax is calculated on material costs only.

The cost sales tax amount is added to estimated material costs, but it is also displayed separately at the bottom of the Job Listing report.

The Retail Sales Tax Percent is used to calculate the retail sales tax for job materials which are purchased wholesale (without sales tax), and resold to the customer.

Sales tax is calculated on the material cost of items. Sales tax is calculated after adding the materials markup.

When you enter a retail sales tax percent, the total retail sales tax amount is calculated and displayed at the bottom of the Job Listing report, and the program automatically adds a sales tax line item to customer invoices.

Enter the percent to be retained from invoices issued for work on this job. The invoice retainage percent is used to calculate retainages in payment applications and invoices.

Check in the box next to the job sections to use in this job. See the How Do I... Use Job Sections topic for more information.

Select the QuickBooks account in which to record payment receipts in QuickBooks.

This is not the "Other Current Liability" type account in which you record job deposit receipts in QuickBooks.

Typically, this will be your company bank account, or an "Undeposited Funds" account in which you record receipts before they are deposited in your company bank account.

Displays the job estimate total, including all markups, plus the Finance Charge Percent that is specified in the Job Options setup form.

Enter the total square feet involed in the job. This will be used to calculate the cost in dollars per square foot to appear in the total section of the job listing report and where the job listing appears in merge documents.

Enter any deposits received. If Smart Contractor (and this job) is connected to QuickBooks, the deposit entries will be written to QuickBooks as sales receipts, and will be posted to the Deposit Account specified in the QuickBooks Integration Setup.

Enter the date on which the deposit check was deposited into your bank account.

If you are using QuickBooks Integration, a transaction will be recorded in QuickBooks as a Sales Receipt with one line item for the deposit amount, and a check will be deposited to your QuickBooks payment receipts bank account (or the "Undeposited Funds" account).

Enter the check number of the deposit check.

If you are using QuickBooks Integration, this check number will appear in the reference field of the deposit transaction in your bank account register.

A "Draw Plan" is similar to a Draw Schedule, except that the Draw Schedule is automatically generated based on the job schedule and payment interval specified (above), whereas a Draw Plan is entered totally free-hand. You can enter a Draw Plan here, and then have it merged into customer documents using the "<<Draw Plan>>" merge field.

Enter the date on which the draw is to occur.

Enter a description for the anticipated draw (what the draw payment will be for).

Enter the draw amount.

Check if this job is a template job. If checked, then the program will not calculate and display totals for group items in the Edit Job Estimate form, and it will not calculate and display job totals in the "dashboard" on the main window.

The Schedule Setup Tab contains prompts for setting up the job schedule:

Enter the date that work on the job will begin. The job start date is used to automatically schedule the job. See CPM Scheduling for more information.

This option allows you to configure the Scheduling function in Smart Contractor to be oriented more towards either a General Contractor construction business, or a Subcontractor construction business.

A job for a GC construction business will typically consist of many work items that must be scheduled separately, in a particular sequence. GC construction contracting businesses typically do fewer jobs in a given period of time, and each job lasts a fairly long time. In this case, you should select the option to Schedule This Job... Based On Individual Job Items.

On the other hand, subcontractor businesses are more like a "service" business, which will do many more jobs in a period of time, and each job will be relatively short. Some subcontractors are not concerned with scheduling multiple work items separately within each job, and only want to schedule a job as one schedule item. Subcontractors may not be concerned with the sequence of work items within jobs, and only concerned with the sequence of one job to the next. In that case, you should select the option to Schedule This Job... As A Single Work Item.

If you select the option to Schedule This Job... As A Single Work Item, you will be prompted to enter a Job Phase, Job Duration Days, and Schedule Resources that will be used in scheduling the job as a single schedule item.

Select the model to use to create a schedule for the job. If you do not want to use CPM scheduling for this job, select the "Not CPM Scheduling" option. See the CPM Scheduling topic for more information.

Enter the number of phases in which this job will be scheduled. See How Do I... Schedule A Job In Phases? topic for information.

This prompt allows you to select the method that the program uses to calculate the number of days to schedule items in a job phase. There are two options:

• 1 Day Per Item. The program will schedule items based on the duration(s) you have specified in the Edit Estimate form, or in the Edit Schedule form.
• Automatically. The program will schedule items based on the total number of hours you have estimated for all work items in a job phase. The program will assume that the work for each of the items in the job phase will be done sequentially (one after the other), not at the same time.

For example, if the job has 5 work items in the "Demolition" job phase, and each item is estimated to take 2 hours, but each item is scheduled for 1 day duration, if you select the option to Schedule Item Duration 1 Day Per Item, then the program will schedule all of the Demolition work items on the same day, as though they will be performed at the same time.

But, if you select the option to Schedule Item Duration Automatically, the program will add up all of the estimated labor hours for the 5 items (10 hours) and divide that by the number of work hours per day (entered in the Job Options form) to determine the number of days to schedule for all of the items in the Demolition job phase. If you have set the number of work hours per day to 7, then the program would schedule 2 work days for the 5 items in the Demolition job phase: 7 hours on the first day, and 3 hours on the second day.

IMPORTANT NOTE: When you set this option to 1 Day Per Item, then you can set the scheduled duration for each item (either in the Edit Estimate form, or in the Edit Schedule form). But when you set this option to Automatically, then you cannot set the scheduled duration because the program sets it automatically based on the number of estimated labor hours. To change the scheduled duration for a job item, you must change the number of estimated labor hours.

Enter the number of hours of work employees are able to complete each day on this job for scheduling purposes.

When you estimate labor hours for a job item, Smart Contractor calculates the number of days to schedule for that item based on the estimated hours, the number of employees assigned to it, and the "Schedule Work Hours Per Day" that you enter here.

For example, if an employee's clocked hours are from 8:00 AM to 4:30 PM, with a half hour for lunch, that equals 8 hours of work time. But if the employee spends an hour of that time doing things other than completing scheduled work (such as driving to the job site, breaks, unproductive time, etc.), then you should enter less than 8 hours.

This number is used to calculate how many days to schedule for the item in the job schedule.

The time of day at which to start scheduling work for the hourly labor schedule. The hourly labor schedule is made by arranging estimated labor items by their estimated time, in job phase sequence. You can view or print the hourly labor schedule by checking the "Hourly Labor Schedule" box in the Print Schedule Calendar menu option.

Select the Job Phase to be assigned to all work items in the job so that the job will be scheduled as a single schedule item.

Enter the number of work days for which to schedule this job.

Select the schedule resources to be assigned to all items in this job when this job is scheduled as a single schedule item.

The Schedule Work On Saturdays option determines whether Smart Contractor will include Saturdays as a work day when scheduling work for the current job. If you check Schedule Work On Saturdays, the program will schedule work on Saturdays for this job.

The Schedule Work On Sundays option determines whether Smart Contractor will include Sundays as a work day when scheduling work for the current job. If you check Schedule Work On Sundays, the program will schedule work on Sundays for this job.

Select the color with which critical path job items will appear in the job schedule.

Select the color with which non critical job items will appear in the job schedule.

Select the color with which the earliest start - latest finish date range for non critical job items will appear in the job schedule.

The Job Notes Tab contains a grid that allows you to enter job notes for each date:

Enter any notes pertaining to this job. You can enter a separate note for each date.

The job note entry pad is a convenient way to maintain a record of all interactions with a customer, or any other notes regarding the details of a job. This can be very useful in situations where there is disagreement about what was said in various conversations over time.

Job notes can also be used to enter and track notes to remind you of things that need to be done.

The Job Notes entry pad has the following columns:

• Date - Enter a date for the note; defaults to today.
• Job Notes - enter any text.
• Reminder Status - Select a Reminder Status. You can enter and edit Reminder Status' in the Setup > Lists > Reminder Status menu option. The Reminder Status entry form has an "Alert Reminder" check box. Notes assigned to reminder status' with the "Alert Reminder" box checked will appear in the list of Job Reminders at the top of the dashboard. Seefor more information.
• Respond By - Enter a date by which this note needs to be responded to.
• Entered By - Displays the name of the user who entered the note.

Note: The first time you start Smart Contractor each day, it automatically inserts a note to document the weather conditions on that date. Weather notes are only written for "active" jobs (with status Contract Signed, or Work Started).

Please see How Do I... Use Job Notes? for more information about using Job Notes and Job Reminders.

Click Print Notes to print the customer contact notes.

The Attachments Tab contains a grid that allows you to store attachments to external documents that are associated with the current job.

The Attachments grid has the following columns:

Enter a description of the external document file.

Displays the path to the external document file.

Click the "..." button to browse for, open, or delete the attachment.

Important: Files must be located in a "network share folder" in order to be accessible from all computers on a network! Please consult your network administrator for assistance with setting up network share folders.

The "Type" column displays the type of attachment, which indicates where in Smart Contractor you attached the document. When you attach a document in the Enter Products form, the attachment Type will say "Product". When you attach a document in the Enter Purchases form, the attachment Type will say "Purchase". Otherwise, the Type will be blank.

(Optional) Select a status to assign to this external document.

Enter any notes for this external document.

Check this box to indicate that this document should be made available on the customer's information website that is created by Smart Contractor. See the "Setup Website Publishing" topic for more information.

Check this box to indicate that this document should be made available on the Vendor/Sub's information website that is created by Smart Contractor. See the "Setup Website Publishing" topic for more information.