Zuper Webinar Series: Week 2 – Job Completion & Invoicing

In the second session of our Zuper webinar series, we focused on the job completion process, covering everything from scheduling to invoicing and payment collection. Below is a structured recap with timestamps for easy reference alongside the recording.

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Technician Workflow – Scheduling and Job Details (00:04:31 – 00:06:26)

We started with the technician’s perspective inside the Zuper app. Technicians can view scheduled jobs and access comprehensive job details, including customer and property information.

Through the associations tab, they can quickly see linked quotes, invoices, assets, and parts tied to the job.

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Notes and Photo Management (00:08:33)

The notes tab allows technicians to:

• Add job-specific notes

• Tag teammates

• Upload photos and files

This ensures all documentation stays centralized in the job record, rather than being stored on individual devices.

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Job Status Updates and ETA Tracking (00:09:28 – 00:12:44)

Job progress is tracked through clear status updates:

• Job scheduled → On my way → Job started

When technicians mark themselves as "on my way," the app can calculate ETAs automatically or allow for manual input. The “job started” status is critical for separating travel time from billable labor time, supporting accurate profitability analysis.

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Modifying Job Line Items (00:14:53)

If unexpected work arises, technicians can update the job directly. For example, they can add a replacement part from the product catalog, ensuring accurate invoicing without delays.

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Job Completion Checklist and Rebooking (00:15:55 – 00:16:58)

Jobs are wrapped up by completing a customizable checklist and submitting it. From there, technicians can rebook future maintenance appointments directly from the completed job. Zuper automatically copies relevant details into the new job record for the following year.

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Invoicing and Payment Collection in the Field (00:19:00 – 00:22:16)

Technicians can create invoices directly in the field. Customer details populate automatically, and forgotten items can be added on the spot.

Payment options include:

• Cash

• Check

• Credit card (via scan or manual entry)

Jobs can be marked as paid immediately.

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Office Payment Processing and QuickBooks Integration (00:22:16 – 00:24:36)

Once an invoice is sent, it appears in the Zuper web app for office staff to manage. Payments can also be processed over the phone.

Integration with QuickBooks Online ensures that invoices and payments sync automatically, reducing administrative workload.

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Customer Self-Payment Portal (00:28:00 – 00:29:23)

Customers can receive a secure payment link via email. This directs them to a portal where they can enter payment details themselves—offering convenience and reducing administrative follow-up.

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Handling Follow-Ups and Notifications (00:29:23 – 00:31:36)

If technicians encounter an issue requiring follow-up, they can record detailed notes in the checklist. If a new job is created, Zuper can be configured to send notifications (via email or push alerts) to the appropriate staff members.

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Photo Management: Checklist vs. Notes (00:32:54 – 00:33:51)

Technicians can add photos directly into the job checklist, but for large sets of images—like multiple equipment photos—it may be more effective to use the notes/gallery section, which keeps them organized and linked to the job record.

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Adding New Customers from the Field (00:34:42 – 00:36:01)

Technicians can create new customer records from the field app through a “new customer” button on the dashboard or customer list. Availability of this feature depends on user permissions, but it’s especially useful for smaller teams handling spontaneous customer requests.

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Searching Customers and Accessing Asset History (00:37:47)

The app allows technicians to search existing customer lists and access full service history. This includes past jobs, completed repairs, and warranty information, all tied to specific assets.

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Looking Ahead: Contracts and Automatic Billing (00:38:53 – 00:39:57)

The session closed with a preview of the next webinar, which will cover:

• Contracts

• Recurring preventative maintenance

• Automatic billing

One key feature to be highlighted is the ability to save credit card information for recurring payments, simplifying billing and saving time for both customers and staff.

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Key Takeaways

• • Technicians can manage every step of the job—from notes to photos to payments—inside the app.

  • Job statuses and ETAs provide clarity for both customers and businesses.

  • Invoices and payments flow seamlessly from field to office, with QuickBooks integration.

  • Customers can pay instantly through secure email links.

  • Adding new customers and accessing full asset history empowers technicians in the field.