Projects & Jobs
Keep the whole job together.
Keep the people, hours, costs, documents and changes with the job from start to finish.
Overview
One place to see what’s going on with the job.
Jobs get messy.
People get pulled onto other work. Dates move. Drawings change. Extra work gets added. Materials turn up late.
That’s normal. Losing track of it isn’t.
WorkGuru keeps that stuff with the job, so you can see what’s happening, what’s been done, what’s still to do and what it’s costing.
What’s inside
Everything in Project Management
Use what the job needs.
Project Templates
Start repeat jobs with the structure already there.
Task Management
Break the job into the work that needs doing.
Project Chat
Keep the conversation with the job.
Project Documents & Attachments
Drawings, photos and paperwork are a lot easier to find when they’re where you’d expect them to be.
Variations & Changes
Keep track when the original job changes.
Timesheets & Time Tracking
Get everyone’s hours onto the jobs they worked on, so you know what each job is really taking before it’s finished.
The reality
Keeping track gets harder as the job grows.
“Where’s that job at?”
Someone probably knows. You just shouldn’t have to find them every time you want an answer.
The job isn’t what you originally quoted anymore.
The date moved. The customer changed something. There’s extra work. You’ve ordered more material. You need the job to show what’s actually happening now.
Everyone has a different piece of the story.
The workshop knows one thing. Purchasing knows another. The project manager has the customer emails. Accounts is waiting to find out whether they can invoice it.
Something’s holding the job up.
A part hasn’t arrived. You’re waiting on approval. Another job has taken priority. You need to know what’s stopping it, not just that it isn’t finished.
The hours are starting to add up.
You allowed 100. You’re at 85 and there’s still plenty to do. That’s worth knowing now.
The job’s finished, but you’re still working out what happened.
Chasing hours, purchases and extras afterwards makes it pretty hard to know how you actually went.
How it works
From winning the job to getting it out the door.
01
Win the job
02
Set it up
03
Get the team onto it
04
Keep track as things change
05
Know how it’s going
06
Get it finished and invoiced
What you get out of it
Know what’s happening while it’s happening.
Know where the job’s at
Get an answer without having to chase someone for it.
Keep everyone working from the same job
The office, workshop and site team aren’t each working from their own version of what’s happening.
Know what’s holding things up
See what you’re waiting on before it becomes tomorrow’s problem.
Catch the small blowouts
An extra few hours here and another purchase there adds up. See it as it happens.
Keep changes from disappearing
If the job changes, keep the change and the extra work with it.
Know how the job actually went
Once it’s done, you’ve got the real hours and costs to work from next time.
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Discovered their contract work wasn’t profitable.
We didn’t wanna pay 100 grand upfront for a program – but then we found WorkGuru.
Nick Mazzella, Administrator, Frontline Trays & Trailers
Fit
Will it work the way we do things?
“But our jobs don’t all work the same way.”
They don’t need to.
“Every job we do is different.”
That’s fine. Use as much or as little detail as the job needs.
“Some of our jobs take an hour. Others take six months.”
Same answer. Keep the quick ones simple. Break the big ones down when you need more control over them.
“Our jobs change all the time.”
That’s pretty normal. Dates move. Scope changes. Extra work comes up. Keep those changes with the job rather than trying to make the job match the original quote forever.
“Our workshop guys aren’t project managers.”
They don’t need to be. They need to know what they’re working on, have the information they need and record the important stuff as they go.
“We already use accounting software.”
Keep using it. WorkGuru handles the job. Your accounting software handles the accounts.
“We already manage jobs in spreadsheets.”
Plenty of businesses do. The problem usually starts when keeping the spreadsheet up to date becomes a job of its own — or when half the information you need isn’t in it anyway.
By trade
Where this gets used
FAQs
Project Management questions
Can we manage both small jobs and large projects?
Yes. Keep smaller jobs simple and add more tasks, statuses and detail when a larger project needs it.
Can we use templates for repeat jobs?
Yes. Set up the structure you regularly use and start future projects from that rather than building the same job again.
Can we track hours against projects?
Yes. Timesheets put people’s hours against the jobs and tasks they actually worked on.
Can we keep drawings and documents with the job?
Yes. Keep documents and attachments against the project so people can find the information with the work it relates to.
Does WorkGuru have project chat?
Yes. Keep project conversations with the project rather than spread across separate messages and group chats.
Can we see when a job is costing more than expected?
Yes. See the actual hours, purchases and costs building up against what you allowed for while the job is still underway.
What happens when a job changes?
Keep the additional work and changes against the project as they happen.
Does WorkGuru replace our accounting software?
No. WorkGuru handles the operational side of the job and works alongside your accounting system.
Show us how you run a job.
We’ll show you how the same job would run through WorkGuru.