Q: Can you create a Fixed Price job and change it to a Do & Charge job later, or visa versa?
A: Yes, the type of job can be changed at a later date – even if a quote or estimate has already been created. It is recommended that quotes or estimates made prior to the job type change be deleted. If invoices already exist for the job, it is still possible to change but not recommended – as invoices are handled in different ways for Do & Charge jobs and Fixed Price jobs.
Q: The price of inventory items was updated, but the items have already been recorded onto the job. How do I update the prices of the items to the latest costs?
A: You can return or record materials used on a job on the Record Consumables page. If you return the items you have consumed, they will return at the price they were when they were consumed. If the price is updated after an item is used, the cost of items already used on this screen does not update unless you remove them and re-add them. New items will always be consumed at the latest cost. If possible, though, we recommend making sure that items are the correct cost before they are consumed.
Q: How do retentions work?
A: Retention amounts are held in a liability GL account, and are not recognised as revenue until released. This requires proper GL account setup and the Progress Claims and Retentions add-on.
Q: How should we handle customer change requests after a quote is approved?
A: Use the Variations module (add-on). Creates variation documents showing additions (green), changes (yellow), and removals (red). Tracks scope changes with approval workflow.
Q: Does unfreezing the BOM affect the approved quote?
A: No, the job budget lock feature is now independent of the quoting system and is an opt-in measure to protect the BOM from unauthorised changes. You can use Variations instead for formal scope change tracking.
The Bill of Materials
Q: What is the BOM and why is it central to everything? A: The BOM is the core of every job — it drives quotes, purchase orders, invoices, scheduling, picking, and job costing. It’s “the most used screen.”
Q: Can we edit the BOM after a quote has been approved? A: The BOM freezes after quote approval. You must “unfreeze” it to make changes, which cancels the previous quote. The Variations module provides a formal way to handle scope changes.
Q: How do we add ad-hoc items not on the BOM? A: Use “single-use items” — ad-hoc line items created on the fly. These can optionally be saved to the catalogue for reuse.
Q: Can we create nested sections within the BOM? A: Yes — multiple levels of nested sections are supported for organising complex jobs (e.g., “Stairs” > “Balustrade” > individual items).
Q: How do we import a BOM from a CSV or external system (e.g., CAD)? A: CSV import is available for new jobs. Importing into existing jobs or exporting the BOM to CSV is not currently available. Exports from other programs will likely require a format conversion – whether a custom Excel macro or some other script.
Q: How do we control what appears on customer quotes (hide prices, quantities, etc.)? A: Eye icons on each BOM line item independently hide/show unit costs, quantities, or prices. Section-level visibility controls also available.
Point of Sale
Q: When do we use Point of Sale vs. creating a regular job?
A: POS for immediate off-the-shelf sales. Regular jobs for anything requiring labour, customisation, delivery scheduling, or detailed costing. POS doesn’t support labour components.
Q: How do we handle cash sales vs. trade account customers?
A: This is commonly done by creating a “cash customer” contact for counter sales (immediate payment). Trade customers use their account with standard invoicing.
Q: Can we integrate payment systems other than Square?
A: Square is the currently supported card payment integration. Existing EFTPOS terminals are separate. Other payment systems are not integrated with Gojee at this time, but payment to invoices can be recorded through Xero.
Job Review report
Q: My profession is $60/hr, but for some reason the “incurred costs” column on the Job Review page reads $8 for a full day of work.
A: The cost for the profession on the BOM is an estimate, not the real cost. The incurred costs for professions draw from the amount of work recorded to the job, the cost of which is pulled from the individual staff member’s cost per hour. If the assigned staff has a cost per hour of $1 in Gojee, this would for example make 25 hours of work display as $25 for incurred costs.
