How to Set Up Job Forms

Overview

Set up the layout of your job forms, as well as the email template that automatically appears every time you email them from Simpro Premium.

For information on creating a job in Simpro Premium, see How to Create a Service Job / How to Create a New Project Job.

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Email / Form Setup

To set up the layout of how your job forms appear when you email them to a customer, go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > Job > Job PDF Templates > Display Options and adjust the following options as required.

Be sure to Test how your settings apply as you go.

A screenshot of the General forms setup options for job forms.

Select from the following options to adjust the General layout of your job forms:

Show Overview Description Title

Select On to display the title Description above the job overview description text.

Select Off to hide the title.
Show STCs Select On to display the value of STCs / VEECs.
Show Summary Select On to display a table of each job section and / or cost centre with their sell prices below the job overview description.
Page Break After Summary If you have selected On under Show Summary, select On here to display the cost centre descriptions and item lists following the summary on a new page.
Summary Shows

The following settings apply if you have selected On under Show Summary.

Select System Default to display the summary job total including or excluding tax according to the settings defined in System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Defaults > Financial > Invoicing > Show Sell & Cost Prices.

Select Inc. Tax to display the summary job total including tax with a separate line displaying the tax amount included.

Select Ex. Tax to display a sub-total excluding tax, a separate line displaying the tax amount, and an additional line displaying the tax inclusive amount payable.
Summary Group By Section

If you have selected On under Show Summary, select On to hide the cost centre list for each section in the summary and display only the section totals.

Select Off to display each cost centre in the summary.
Form Total Shows

Select System Default to display the job total including or excluding tax according to the settings defined in System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Defaults > Financial > Invoicing > Show Sell & Cost Prices.

Select Inc. Tax to display the job total including tax with a separate line displaying the tax amount included.

Select Ex. Tax to display a sub-total excluding tax, a separate line displaying the tax amount, and an additional line displaying the tax inclusive amount payable.

When you have finished adjusting settings, click Save.

A screenshot of the options for attaching Terms and Conditions to invoice forms.

Click Browse / Choose File to upload a PDF of terms and conditions to attach to the end of the form. Please note compressed PDFs do not upload.

You can then select to append the PDF to the form automatically when Printing and / or Emailing the form. Select Attaching to append the PDF to the form automatically when you click Attach in the Forms tab when printing or emailing the form.

When you have finished adjusting settings, click Save.

A screenshot of the sections setup options for job forms, including a grey variation settings box.

Select from the following options to adjust the layout of sections on job forms:

Show Section Names

Select On - Repeat to display the project section name above each cost centre in the cost centre item list.

Select On - Once to display the project section name once only above the first cost centre in the section.

Select Off to hide the project section names from the cost centre item list.
Sections Always Start in New Page Select On to display the cost centre list for each section on a new page.
Show Section Totals Select On to display a total of all cost centres included in a section at the bottom of the section’s cost centre item list.
Section Totals

The following settings apply if you have selected On under Show Section Totals:

Select System Default to display job section totals including or excluding tax according to the settings defined in System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Defaults > Financial > Invoicing > Show Sell & Cost Prices. Learn more in Set up invoicing defaults.

Select Show Tax Breakdown to display each section total excluding tax, with a separate line displaying the tax amount and an additional line displaying the tax inclusive amount payable.

Select Inc. Tax Only to display each section total including tax, with a separate line displaying the tax amount included.

Select Ex. Tax Only to display each section total excluding tax.
Same For Variations

Select the Same For Variations check box to use the same section settings defined above for variation sections and hide the Variation Sections settings in the grey box below.

Clear the check box to customise the section layout for Variation Sections.

When you have finished adjusting settings, click Save.

Select from the following options to adjust the layout of cost centres on job forms:

A screenshot of the display options for job form cost centres, with variation cost centre display options in a grey box.

Show Cost Centre Names

Select On to display your Simpro Premium cost centre names in the cost centre list. If you have renamed cost centres in the job, these new names appear. If not, the default cost centre names defined in System Setup appear.

Select Off to hide them.
Show Cost Centre Number

Select On to display the cost centre numbers in the cost centre list.

Select Off to hide them.
Show Cost Centre Description

Select On to display the individual cost centre descriptions in the cost centre list.

Select Off to hide the individual descriptions. Your job overview description still appears.
Show Cost Centre Totals

Select On to display the cost centre totals in the cost centre list.

Select Off to hide them. Your customer still sees the job total based on your General > Form Total settings, as well as the project section totals based on your Sections Update > Section Totals settings.
Cost Centre Totals

The following settings apply if you have selected On under Show Cost Centre Totals:

Select System Default to display cost centre totals including or excluding tax according to the settings defined in System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Defaults > Financial > Invoicing > Show Sell & Cost Prices. Learn more in Set up invoicing defaults.

Select Show Tax Breakdown to display each cost centre total excluding tax, with a separate line displaying the tax amount and an additional line displaying the tax inclusive amount payable.

Select Inc. Tax Only to display each cost centre total including tax, with a separate line displaying the tax amount included.

Select Ex. Tax Only to display each cost centre total excluding tax.
Show Tax Column

Select On to display the tax rate in the line item display when using an Itemised with Prices job form.

Select Off to hide the tax rate.
Show Cost Centre Discount

Select On to display line item pricing and cost centre totals including discounts and fees.

Select Off to display line item pricing before the discount or fee is applied. The cost centre total then displays an additional line for the total discount or fee amount.
Same for Variations

Select the Same For Variations check box to use the same cost centre settings defined above for variation cost centres and hide the Variation Cost Centres settings in the grey box below.

Clear the check box to customise the layout for Variation Cost Centres.

When you have finished adjusting settings, click Save.

If a quote / job consists of more than one cost centre, you can control which cost centres appear on the generated form.

Go to the Forms tab in the quote / job and in the Cost Centres list select the cost centres that should be displayed. Learn more in Send quote forms.

Select from the following options to adjust the layout of materials and labour on job forms:

Show Part Numbers

Select On to display material and pre-build part numbers in an itemised cost centre list.

Select Off to hide part numbers.
Show Labour Qty (Hrs)

Select On to display the number of hours against each labour rate in an itemised cost centre list.

Select Off to hide the number of hours.
Show 0 Hour Labour Items

Select On to display labour rates that are included in cost centres, but have zero hours applied.

Select Off to hide these labour rates.
Show Pre-build Description

Select On to display pre-build descriptions in the same cell as the pre-build name on an itemised cost centre list on job forms.

Select Off to hide pre-build descriptions. This is the default setting for pre-build descriptions on forms.
Show Materials Total / Labour Total

Select In Totals to separate service fee, labour, and material values in the job total.

Select Per Cost Centre to separate these values in cost centre totals.

You can also select the Combine Service Fee & Labour check box to display service fee and labour values as a combined total.
Show Line Item Discount Select to display the discount on individual line items on the PDF templates to send it your customers.
Same For Variations

Select the Same For Variations check box to use the same materials and labour settings defined above for variation cost centres and hide the Variation Materials / Labour settings in the grey box below.

Clear the check box to customise the layout for Variation Materials / Labour.

When you have finished adjusting settings, click Save.

Select from the following options to adjust how the header appears on job forms:

Show Primary Contact

Select On to address the form to both the customer and the primary customer contact as defined in their card file.

Select Off to address job forms with the customer name only.
Grey Area Height

Enter the height of the grey area containing the header fields in the top right of the form.

To display the header fields on a white background, enter '0' mm.
Fields Assigned

Select the fields you wish to display below the form title from the Fields Assigned drop-down list, then click Add Fields.

You can then reorder these fields using the grey drag handles to the left. To remove fields you do not wish to display, click the A delete icon with a red circle and a white minus symbol. icon.

When you have finished adjusting settings, click Save.

Select from the following options to adjust the footnote on job forms:

Footnote Font Size Enter the font size of the footnote text.
Footnote Enter and format the footnote text to appear at the bottom of the form.

When you have finished adjusting settings, click Save.

To test how your job form settings apply to a real form as you update them:

  1. Access the job, then click the Forms tab.
  2. Under Form, select the job form template, then click View to open the form in a new tab.
  3. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > Job > Job PDF Templates > Display Options.
  4. When you update your job form settings and save a change, return to the new tab and refresh the page to view how the updated settings have changed the layout of your job forms.

To set up the email template to appear when you email a job form:

  1. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > Job > Email Set Up > Job.
  2. Under Use Default Settings:
    • Clear the check box to Customise job email settings.
    • Select the check box to use settings defined in System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > General > Email Setup, including Request Read Receipt, Send CC of Email to Current User, From Name, From Address and CC to (email addresses separated by commas). Learn more in Email Setup sub-tab.
  3. Under Email Template, adjust the default email Subject and Body to appear every time you send the form:
    • Adjust text in the email Body using the formatting options, for example, bold, italics, or underline, at the top of the text box.
    • Use the [projectType] field in Subject, so that if the Show as Estimate option is selected, the email subject updates to Estimate. Also, any reference to Quote in the form template is replaced with Estimate.
    • Under Include Form with Email, select On to include forms in emails by default. If your business more commonly sends emails without forms attached, select Off.
  4. To insert information from Simpro Premium into the email template so that it is automatically retrieved from the system when you email the form, click to include the information in the Subject or Body, then click the field of information in the Insert Field list.
    • For example, rather than typing out your company email, click to insert the Company Email field to automatically retrieve the email address from System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Company.
  5. When you have finished adjusting the email template and settings, click Save.

Note that some details, such as site fields and work order number are specific to work orders and shall not populate in the body of email sent from the Work Order invoice.

If you have entered text in System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > Email Set up > Email Template > Body, it is automatically added to the body text in this email template when you email a form.

When you clear the Use Default Settings check box, you can customise your job email settings with the following options:

Request Read Receipt Select On to automatically request that the email recipient confirm their receipt of your email.
Send CC of Email to Current User

Select On to CC the logged-in Simpro Premium user sending the email.

This sends the email to the primary email address entered in the user’s employee card file. The secondary email address is not used.
From Name

Enter the sender name to appear to the recipient of the email when sent from any Simpro Premium user.

If left blank, the email uses the logged-in Simpro Premium user’s name as it appears in their employee card file.
From Address

Enter the sender’s email address to display to the recipient of the email when sent from any Simpro Premium user. The email address used in this field is that which the recipient can reply to.

If left blank, the email sends from the logged-in Simpro Premium user’s primary email address located in their employee card file.
CC to (email addresses separated by commas)

Enter the email addresses, separated by commas, that you wish to receive all forms of this type emailed from Simpro Premium.

This is the default CC. You can also select additional CC in a job in the Forms tab.

When you have finished adjusting settings, click Save.

A screenshot of the available job forms in the Forms tab.

To assign the job form templates you wish to appear when you generate and / or email a job form:

  1. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > Job > Job PDF Templates > Forms.
  2. Select the form templates you wish to assign from the Forms Assigned drop-down list, then click Add Form.
  3. You can then reorder the assigned templates under Manage Forms using the grey drag handles.
    • This changes the order in which the form templates appear when selecting from the Form drop-down list when generating / emailing a job form, with the top form being the default option. You can remove a template option by clicking the A delete icon with a red circle and a white minus symbol. icon.
  4. Adjust the Form Name of the template as required.
  5. Select Email Logging to generate a note in the activity timeline and customer card file whenever the template has been used to email their job form from Simpro Premium. Learn more in Create customer notes.
  6. Click Save.

You can select the form template to use for the cost centre item list when you Create a detail form template or modify an existing one in a quote.

To assign form templates to appear when you generate and / or email a quote detail form:

  1. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Forms Setup > Job > Job PDF Templates > Detail Forms.
  2. Select the form templates you wish to assign from the Forms Assigned drop-down list, then click Add Form.
  3. You can then reorder the assigned templates under Manage Forms using the grey drag handles.
    • This changes the order in which the form templates appear when selecting from the Form drop-down list when generating / emailing a job detail form, with the top form being the default option. You can remove a template option by clicking the A delete icon with a red circle and a white minus symbol. icon.
  4. Adjust the Form Name of the template as required.
  5. Click Save.

Learn more in How to Use the Quote / Job Detail Form.