Follow

Setting Up LMN Time Jobs Services and Materials

Services vs Activities/Materials

For both Invoicing and tracking purposes, Services and Activity/Material will work in tandem to provide you critical information of when and what has been completed, as well as track quantities of items used.

Services – simple ‘yes or no’ questions to track whether a service was completed or not

  • For example, you can set up Services to track how many times a lawn has been cut or a property has been plowed.

Activities/Materials – track a quantity of materials or other items used, such as:

  • Yards of Mulch
  • Tons/bags of Salt
  • Sprinkler heads replaced

Setting up Services for a Job in LMN Time (Import from Estimate)

Great news, your Services will automatically be created for you as per your Estimate! After importing your Estimate into LMN Time, within the Job, click on Services (beneath Track Services) and you will see your list of Services already create for you.

Setting Up Services for a Job in LMN Time (Creating Job From Scratch)

You also have the option to create your Jobs manually in LMN Time, without the need of creating an estimate. For a refresher on “How to Build a Job Manually in LMN Time”, please refer to the following Help Center article: https://golmn.zendesk.com/hc/en-us/articles/210244273.

Set Up a Job for Invoicing

In order for your Invoices to be generated for a Job, a Contract must be set up; please refer to the following article HERE on Manual Invoice Setup in LMN Time.

Adding Services to The Job

  1. Select Services.
  2. Select + Add Services.
  3. On the “Add Jobsite Services” window, checkmark/select the Service(s) you wish to add to this job.
  4. Select Add Services (*). *denotes the number of Services being added   
  5. The Services are now added to the Job.

Editing Services

The Default settings are used for each Service added to this Job (from your Settings > Services), but you can make modifications to any Service on a job-by-job basis, if necessary.

  1. Select the Service you wish to edit.
  2. On the “Edit Jobsite Service” window, you can modify the following fields:
    • Hide from Timesheets?: you can toggle for this Service to appear or not for selection on timesheets
    • Visits: enter the number of visits estimated for this Service
    • Invoice Type: there are three Invoicing types
      1. Included: no additional charge; service is included in monthly payments as part of contract
      2. Billed Per Visit: charge for Service upon each visit; enter the value under the “Price/Visit” field
  • Hourly: if selected, ensure you have an Hourly Rate added to this job and your corresponding Clock-in Task has “Track hours and rates for billing-by-the-hour?” checkmarked
  • Show Service Dates: allow for the Dates of Service to appear on Invoices
  • Invoice Desc: description of Service that will appear on Invoice
  • Taxable: whether this Service is taxable (taxes will be determined by Contract)
  • Flag for Review: this Service will be flagged for additional review by Invoice approver
  • Maximum Visits (Included only): if turned on, you will receive additional warnings when generating invoices for visit that surpass the max. visit threshold.

Add Activity/Material to The Job (Not Linked to a Service)

An Activity/Material can be added to a Job and can ALWAYS appear for selection, irrespective of which Service they select, which will be covered in this step. If you wish to link specific Activities/Materials to only appear with certain Services, refer to STEP 6.

  1. Select Activities/Materials.
  2. Select + Add Materials.
  3. On the “Add Activity/Material Items” window, checkmark/select the Service(s) you wish to add to this job.
  4. Upon selecting a Material/Activity, you can use the Default settings or toggle the following fields if you wish to make changes for this particular Job:
    • Track Qty?: turn on whether or not crews can track quantities
    • Billed As: Not Billable, Per Unit, Per App (Variable Price), Per App (Fixed Price)
    • Rate: billable rate to be used
  5. Select OK when you are done.

Editing Activities/Materials

The Default settings are used for each Activity/Material added to this Job (from your Settings > Activities/Materials), but you can make modifications to them on a job-by-job basis, if necessary.

  1. Select the Activity/Material you wish to edit.
  2. On the “Edit Clock-out Activity/Material” window, you can modify the following fields:
    • Hide from Timesheets?: you can toggle for this to appear or not for selection on timesheets
    • Invoice Type: Not Billable, Per Unit, Per App (Variable Price), Per App (Fixed Price)
    • Track Quantity: turn on whether crews can track quantities
    • Price per Unit: billable rate to be used
    • Default Qty: this will appear as default qty on your crew’s timesheets
    • Show Service Dates: allow for the Dates of Service to appear on Invoices
    • Invoice Desc: description of Service that will appear on Invoice
    • Taxable: whether this Service is taxable (taxes will be determined by Contract)
    • Flag for Review: this Service will be flagged for additional review by Invoice approver

Linking an Activity/Material to a Service

You can now link Activities/Materials to specific Services; this will provide a clearer, more concise list of items for your crew to track quantities.

  1. Select the Service you wish link Activities/Materials to.
  2. On the “Edit Jobsite Service” window, select the Linked Activities/Materials
  3. Select + Add.
  4. Checkmark/select the items you wish to link to this Service.
  5. To edit the Activity/Material, please refer to STEP 5.
  6. Press OK when you are done.

 

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments

Powered by Zendesk