This article is an extract from the book 'Everything you need to know about Xero Practice Manager'
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It is important we capture the necessary information on jobs when they are set up so we can get accurate reporting on them. Accurate reporting allows us to easily identify which jobs are at risk of going over budget, and which jobs might miss their deadlines. By understanding which of our jobs are at risk, we can take the necessary action to minimise the extent of the write-offs and therefore improve the performance of our practice.
Before our staff start working on a job, it is important they run a few checks to ensure the job is set up in a way that allows us to report on how it is progressing. It should not take any more than one minute to run these checks and will massively improve the level of reporting you will get while the job is in progress, and once the job is completed. Here are the three checks that must be done:
- Ensure job budget is entered
- Ensure estimated times are entered against tasks
- Ensure job manager is entered
The third and final check is ensuing job managers are entered on jobs. Most reports we run are grouped by the job manager, so we want to ensure these are all entered correctly. For example, we might want to view work in progress (WIP) by job manager, or projected write-offs by job manager. If job managers are not entered on jobs, it can make reporting difficult because we don’t know who is responsible for each job.
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