Work sample 06 / 17Job system + Xero
Jobber set-up and SOP pack for a lawn care and garden business
How I map a field-service business's request-to-paid workflow into Jobber and write it up so the team follows the same steps.
- Area
- Job system + Xero
- Tools
- Jobber · Word · Excel
- Typical scope
- US$1,500–3,000
- Timeline
- About 3 weeks · 4 fixed milestones
Work sample: realistic data, built to show how I approach this kind of project. Not a past client job.
01The problem
Small field-service teams run on habits: one person quotes one way, another books differently, and invoices go out when someone remembers. Jobber can hold the workflow, but only if job types, pricing and automations are set up around how the business actually works.
The work is to map the workflow once, configure Jobber to match it and write SOPs people can follow on a phone.
Owners usually notice it as
- Quotes priced differently by each person
- Requests arriving by phone, text and email
- Jobs finished but invoices delayed
- No written process for new staff
02Scope
A fixed scope agreed in writing before anything is built. The table shows what a project like this usually covers and what it leaves out.
| Area | Included |
|---|---|
| Workflow map | Request to paid, step by step, with owners |
| Job types and pricing | Job types with pricing rules and add-ons |
| Automations | Quote follow-ups, visit reminders, invoice reminders |
| SOPs | Written procedures in Word and PDF |
| Data load | Clients and properties imported from the old list |
| Not included | Payroll and timesheet pay rules |
Typical volumes for a business of this size. The sample files are sized as described in section 05.
| Milestone | Deliverable | Timing | Share | Weeks 1–3 |
|---|---|---|---|---|
| M1 Workflow map | Current and target workflow agreed | Week 1 | 25% | |
| M2 Jobber set-up | Job types, pricing, forms, automations | Week 2 | 35% | |
| M3 Data load and test | Clients imported, test jobs run | Week 3 | 25% | |
| M4 SOPs and handover | SOP pack, team walkthrough | Week 3 | 15% |
Typical scope for this kind of project: US$1,500–3,000
About 3 weeks across 4 fixed milestones. The fixed quote follows a US$300 Systems Health Check, which confirms the volumes and the scope first. Your software subscriptions are billed to you by the vendors.
03What I fixed, and why
Construction drawing. Each stage has its own check before the next one starts.
- 01
Map what happens today
Walk the process with the owner and one crew member.
- 02
Design one standard way
Agree a single path from request to paid.
- 03
Configure Jobber to match
Job types, pricing and automations follow the map.
- 04
Test with real jobs
Run a handful of real requests end to end.
- 05
Write it down
SOPs short enough to read on site.
04Checks
Nothing goes live on trust. These checks run before sign-off and stay in the files, so they can be re-run after every change.
- Every workflow step has an owner
- Every job type has a price rule
- Each automation tested once
- Imported clients have a property
- SOPs match the Jobber screens
| Check | What it catches | Status |
|---|---|---|
| Request form auto-acknowledgement | Jobber > Requests · Built-in | Done |
| Assessment reminder (24h) | Jobber > Assessments · Built-in | Done |
| Quote follow-up day 2 and day 5 | Jobber > Quotes · Built-in | Done |
| Visit reminder 24h + on-my-way text | Jobber > Visits · Built-in | Review |
| Invoice reminders day 3, 7, 14 | Jobber > Invoices · Built-in | Review |
| Review request after paid invoice | Jobber > Marketing · Built-in / add-on | Pending |
| New Jobber client > Google Sheets customer log | Zapier/Make webhook · Integration | Pending |
| Weather delay bulk-reschedule notice | Template + bulk SMS · Manual trigger | Draft |
| Sub COI expiry 30-day alert | Google Sheets + Apps Script · Apps Script | Draft |
| Commercial bid stage change > tracker update | Jobber quote status > Sheet · Integration | Pending |
Status read from the sample workbook. Each check is a formula, not a typed value.
05Handover
Everything is handed over in editable files you own, with the steps written down so your team is not dependent on me.
In this work sample
A lawn care business: 9 job types with pricing, a 10-step workflow, 10 automations and 3 written SOPs.
- Jobber account configured
- Set-up map workbook
- Three SOPs in Word and PDF
- Import files
- A recorded walkthrough for the crew
06Files in this work sample
Screens from the sample files. Select one to open it full size.
Lawn-Care-Jobber-Setup-Map.xlsx › Workflow
Lawn-Care-SOPs.pdf
PREVIEW.png · one-page overview
| File | What it is | Size |
|---|---|---|
| Lawn-Care-Jobber-Setup-Map.xlsx | Jobber setup map: job types and pricing, workflow, automations checklist, subcontractor compliance, commercial bids | 12 KB |
| Lawn-Care-SOPs.pdf | SOP pack (PDF) | 48.3 KB |
| Lawn-Care-SOPs.docx | SOP pack (editable Word) | 36.9 KB |
Tell me what’s bugging you and I’ll tell you where I’d look first.
Send a short note on Upwork about what is slowing the business down. I’ll reply with where I’d start, and whether the US$300 Systems Health Check is the right first step.