The short answer: if job cards get lost, finished work goes unbilled or the office spends its day phoning crews, paper is costing you real money. Digital job cards are filled in on the phone, sit on the customer’s record straight away, and become the invoice in one click.
Sign 1: job cards go missing
A paper job card has a hard life: the van, the site, a coffee cup, the bottom of a bag. When one goes missing, so does the record of what was done, the materials used and the customer’s signature. With digital job cards everything is saved as it is captured: the caller, the job site, the work done, photos and the customer’s sign-off.
Sign 2: finished jobs never get invoiced
This is the expensive one. The job is done, the card is in someone’s bakkie, and the invoice never goes out. CRM Online’s live dashboard shows the value of work that is done but not invoiced, so money sitting in finished jobs is in plain sight. One click turns the job card’s items, with 15% VAT, into the invoice.
Sign 3: the office spends its day phoning crews
“Where are you? Are you done? Did you take the right parts?” With the job planner you assign each job to a crew, with the vehicle, the driver and the ETA you gave the customer, and the live dashboard shows each crew’s jobs for the day: what is done and what is still unscheduled. Plan the week on the calendar view, or work through a list in the table view.
Sign 4: someone drives back for parts
Every return trip burns fuel and an hour of a paid day. A digital job card lists the materials and tools to bring and the access notes for the site before the crew leaves, so nobody discovers at the gate that they need a key or a part.
Sign 5: the paperwork is retyped at the office
If someone has to read a handwritten card and type it into an invoice, you pay for the job twice, and mistakes creep in. On a digital job card the crew records arrival and finish times, and can dictate the work notes by voice instead of typing on a small screen. The office checks it and invoices it; nothing is retyped.
What a digital job card holds
| On the card | Why it matters |
|---|---|
| Caller, customer and job site with a map link | The crew goes to the right place, first time |
| Crew, vehicle, driver and ETA | Everyone knows who is going, and the customer knows when |
| Materials, tools and access notes | No trips back for parts or keys |
| Arrival and finish times, notes by voice | An accurate record of the work, without typing |
| Photos and the customer’s sign-off | Proof of the work if there is ever a question |
| Items with 15% VAT | Ready to become the invoice in one click |
Job cards can also start from an accepted quote, so the whole job runs from quote to job card to invoice without retyping. See how it works for plumbers and electricians.
Frequently asked questions
Can my team fill in job cards on their phones?
Yes. CRM Online works in any phone browser and can be added to the home screen like an app, so job cards are filled in on site.
Can sub-contractors be part of a crew?
Yes. Crews can include sub-contractors and casual hands as well as your own staff.
What does the Job Card module cost?
R250 a month, free for the first 30 days, on top of the CRM Online plan of R575 per month for up to 5 staff.
Read more: Job card software · Pricing · Free video course
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