# Ascora Knowledge Base - full text > Complete content of the Ascora knowledge base, one article per section. # 🔐 Account Locked due to Issue in Processing Monthly Invoice Source: https://ascora.com.au/kb/account-locked-due-to-issue-in-processing-mon Your credit card payment for your Ascora monthly subscription is being processed on the invoice date or payment processing date. It is important that there's sufficient balance in your credit card account to cover the monthly payment. --- ## Unsuccessful Payments If your most recent payment was unsuccessful, once you've updated your credit card details, payment will be automatically re-processed at 12 midnight. Please note that there will be a total of three attempts to process a payment and if all attempts were unsuccessful, your account will be locked until payment is received. **Note:** *After a successful payment, your account will be automatically unlocked.* ## How to update Credit Card Details **1.**Click on your email address located at the top right hand side of the Ascora screen and click **My Account.** **Note:** *If you don't have access to this screen, please liaise with your supervisor or manager who has a client admin role.*** **2.**Click **Manage Payments**and enter your credit card details. --- **ℹ Note:** Ascora bills based upon the number of active employees that have Mobile access in the billing Month. - GST is only applicable for businesses based in Australia. - The standard Ascora charge includes all credit card processing fees. - All amounts are billed in Australian Dollars (AUD). --- # Sub Pages [🗝 How to Reset Password](/kb/how-to-reset-password) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🧮 Accounting Source: https://ascora.com.au/kb/accounting The **Accounting**Settings section in Ascora Administration offers a comprehensive suite of tools designed to help you manage your financial processes with precision and efficiency. This area enables you to configure your pricing, payment, and tax parameters, integrate seamlessly with external accounting systems, and manage payroll and timesheet rules. By tailoring these settings, you can ensure that every financial transaction—from invoicing and credit notes to payroll management—is processed accurately and in line with your business needs. Use the guides below to navigate and optimize your Ascora setup. --- ## Financial & Pricing Settings --- [💵 How to Set Up Rates & Charges](/kb/how-to-set-up-rates-charges) [💳 Payments & Tax](/kb/payments-tax) [💲 Quick Sale Configuration](/kb/quick-sale-configuration) [📄 How to manually push Invoices across to Accounting Package](/kb/how-to-manually-push-invoices-across-to-accou) [💳 How Credit Card Surcharges Work](/kb/how-credit-card-surcharges-work) [Splitting Income Codes](/kb/splitting-income-codes) ## Time Tracking & Payroll --- [⏰ Timesheet Rules](/kb/timesheet-rules-2) [➿ Payroll & Payroll Settings](/kb/payroll-payroll-settings) ## Integration & Document Management --- [🖇️ Accounts Integration](/kb/accounts-integration) [💸 Credit Notes](/kb/credit-notes-2) [📄 Statements](/kb/statements) [💻 Payments to Send](/kb/payments-to-send) ## Troubleshooting --- [🔂 Payments from my Accounting Package are not coming back to Ascora](/kb/payments-from-my-accounting-package-are-not-c) [❌ Errors when sending Invoices to Xero](/kb/errors-when-sending-invoices-to-xero) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🧾 Accounting Integration Guides Source: https://ascora.com.au/kb/accounting-integration-guides Efficient financial management is key to running a smooth and profitable business. **Ascora’s accounting integrations** allow you to connect directly with **MYOB, QuickBooks, Xero, and other platforms**, ensuring that your financial data stays **accurate, up-to-date, and easy to reconcile**. By integrating Ascora with your accounting software, you can: ✅ **Eliminate manual data entry** by syncing invoices, payments, and customer details. ✅ **Ensure real-time financial accuracy** across your business. ✅ **Streamline credit note creation** and simplify reconciliations. ✅ **Reduce errors** and save time on end-of-month reporting. ✅ **Leverage the Ascora Accounting API** for deeper system customization and automation. These guides will help you set up and optimize your **accounting integrations**, ensuring smooth operations and clear financial tracking. --- ## Accounting Integrations & Setup --- [💸 Basic Accounts Integration Setup](/kb/basic-accounts-integration-setup) [🌐Ascora Accounting API](/kb/ascora-accounting-api) [🏙️Using Multiple Companies in Ascora](/kb/using-multiple-companies-in-ascora) ## Financial Reporting & Reconciliation --- [📈Using the Accounts Reconciliation Reports](/kb/using-the-accounts-reconciliation-reports) [📝Credit Notes](/kb/credit-notes) ## Integrating with Accounting Platforms --- [↪️ Integrating Ascora with MYOB AccountRight](/kb/integrating-ascora-with-myob-accountright) [↪️Integrating Ascora with MYOB Essentials](/kb/integrating-ascora-with-myob-essentials) [↪️ Integrating Ascora with MYOB Live](/kb/integrating-ascora-with-myob-live) [↪️Integrating Ascora with QuickBooks](/kb/integrating-ascora-with-quickbooks) [↪️Integrating Ascora with Xero](/kb/integrating-ascora-with-xero) [📶 Accounting Package Connection Troubleshooting](/kb/accounting-package-connection-troubleshooting) ## Troubleshooting --- [❓ Troubleshooting MYOB Connection Issues](/kb/troubleshooting-myob-connection-issues) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📶 Accounting Package Connection Troubleshooting Source: https://ascora.com.au/kb/accounting-package-connection-troubleshooting When syncing invoices between Ascora and your accounting package (Xero, QuickBooks, MYOB), errors can sometimes occur due to missing information, system limitations, or discrepancies between the two platforms. This guide outlines the **step-by-step process to identify and resolve these issues** efficiently. By following these steps, you can: ✔ Ensure Ascora is correctly connected to your accounting package. ✔ Identify and troubleshoot sync errors within invoices. ✔ Resolve common issues using reconciliation reports. ✔ Push corrected invoices back to your accounting system. Use this guide to systematically **check, diagnose, and fix accounting sync errors** to maintain accurate financial records and a seamless data transfer between Ascora and your accounting software. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/5ikqhtt6z9](https://ascora.wistia.com/medias/5ikqhtt6z9) --- Go to **Administration >> Accounts Integration** [](https://support.ascora.com.au/download/attachments/75989014/Accounts%20Intergration.png?version=1&modificationDate=1731278476057&api=v2) Confirm that you are connected to the accounting package and that it is the correct account. [](https://support.ascora.com.au/download/attachments/75989014/Confirm%20Connection.png?version=1&modificationDate=1731278476413&api=v2) Go to Invoicing and filter by "To Be Sent To Accounting Package" [](https://support.ascora.com.au/download/attachments/75989014/Filter%20to%20be%20sent%20to%20accounting%20package.png?version=1&modificationDate=1731280434533&api=v2) Hover your mouse over the blue bar and click the three dots >> Select Columns. [](https://support.ascora.com.au/download/attachments/75989014/Select%20Columns.png?version=1&modificationDate=1731280521137&api=v2) Select Message [](https://support.ascora.com.au/download/attachments/75989014/Select%20Message.png?version=1&modificationDate=1731280595647&api=v2) A new column opens showing the error message from the accounting package. You will need to assess what each message means and resolve the issues. If you're unsure of what the message means, copy the error and search it in Google. Since this is an error coming from the accounting system, you should find information from their website related to the error and what needs to be done to resolve it. Once you have the information, come back to Ascora and make the necessary changes as required. [](https://support.ascora.com.au/download/attachments/75989014/message.png?version=1&modificationDate=1731280520673&api=v2) You can also see this message within the individual invoices. [](https://support.ascora.com.au/download/attachments/75989014/In%20An%20Invoice.png?version=1&modificationDate=1731280520247&api=v2) ℹ️Note that some errors cannot be resolved, such as "Xero Returned: The Total for this document must be greater than or equal to zero." For this specific error, you can only mark the invoice as sent, as the accounting package does not accept zero balance invoices. [](https://support.ascora.com.au/download/attachments/75989014/Untitled%20design%20%2817%29.png?version=1&modificationDate=1731281030913&api=v2) Select the invoices you want to be pushed to the accounting system after you have resolved the errors. [](https://support.ascora.com.au/download/attachments/75989014/Send%20to%20accounting.png?version=1&modificationDate=1731281125097&api=v2) ℹ️Please note, this process can take up to 30 minutes to appear in the accounting package; this is not an instant fix. --- - **Issue**: Accounting package not matching Ascora. - **Solution**: Go to Reports >> Invoice Report >> Generate Reconciliation Report And Fix Discrepancies [](https://support.ascora.com.au/download/attachments/75989014/Untitled%20design%20%2816%29.png?version=1&modificationDate=1731278091657&api=v2) --- # Sub Pages [↪️Integrating Ascora with QuickBooks](/kb/integrating-ascora-with-quickbooks) [↪️Integrating Ascora with Xero](/kb/integrating-ascora-with-xero) [↪️Integrating Ascora with MYOB Essentials](/kb/integrating-ascora-with-myob-essentials) [↪️ Integrating Ascora with MYOB AccountRight](/kb/integrating-ascora-with-myob-accountright) [↪️ Integrating Ascora with MYOB Live](/kb/integrating-ascora-with-myob-live) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🖇️ Accounts Integration Source: https://ascora.com.au/kb/accounts-integration The Accounts Integration settings page in Ascora provides a centralized area for connecting your preferred accounting package—whether it’s MYOB, Xero, or QuickBooks—to ensure that your financial data syncs seamlessly with Ascora. You can find it unde **Administration > Accounts Integration**. In this section, you can configure the integration settings that control the flow of customer, invoice, and payment information between Ascora and your accounting software. Additionally, if your business operates across multiple companies, you have the option to assign separate accounting settings for each entity. This guide will walk you through the setup process, from connecting your accounting package to configuring company-specific settings. --- # Sub Pages [↪️ Integrating Ascora with MYOB AccountRight](/kb/integrating-ascora-with-myob-accountright) [↪️Integrating Ascora with MYOB Essentials](/kb/integrating-ascora-with-myob-essentials) [↪️Integrating Ascora with Xero](/kb/integrating-ascora-with-xero) [↪️Integrating Ascora with QuickBooks](/kb/integrating-ascora-with-quickbooks) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📲 Add a Callout Fee to a Quote Source: https://ascora.com.au/kb/add-a-callout-fee-to-a-quote Callout fees let you account for extra service-related costs—such as travel time or emergency responses—right on your quotes. By configuring callout fees in **Administration → Rates & Charges**, you can quickly add them whenever you create or edit a quote. This helps ensure that any additional expenses are accurately reflected and clearly communicated to your customers. Follow the steps below to add and manage callout fees on your quotes, as well as instructions for creating new callout fee options if needed. This guide ensures you can easily include all relevant charges in one place, keeping quotes transparent and up-to-date. ➡ [Adding a callout fee to a quote](#188c74d8-3182-80a1-89d5-f9f77ae1a1ff) ➡ [Creating or Adding a New Callout Fee](#188c74d8-3182-8097-a0d3-dea4621809a4) --- ### Adding a Callout Fee to a Quote 1. Open the quote you want to update. On the **Quote Card**, select the **Supplies & Labour** tab and scroll down to the **Callout Fees** section. [](%F0%9F%93%B2%20Add%20a%20Callout%20Fee%20to%20a%20Quote/2025-01-27_13-39-17.png) 1. Click the **+ Add Callout** button. A pop-up window will appear for adding the callout fee. [](%F0%9F%93%B2%20Add%20a%20Callout%20Fee%20to%20a%20Quote/2025-01-27_13-44-19.png) 1. From the dropdown menu, select the appropriate **Callout Type** that applies to the quote. Once selected, click the **Save** button. The callout fee will now be added to the quote. [](%F0%9F%93%B2%20Add%20a%20Callout%20Fee%20to%20a%20Quote/2025-01-27_13-45-16.png) --- ### Creating or Adding a New Callout Fee **1.**To create a new call out fee, go to **Administration → Rates & Charges.** [](https://support.ascora.com.au/download/attachments/2098218/image2021-1-13_17-34-4.png?version=1&modificationDate=1610531686180&api=v2) **2.**Click **Add**located in the **Rates & Charges** area. [](https://support.ascora.com.au/download/attachments/2098218/image2021-1-13_17-36-23.png?version=1&modificationDate=1610531686250&api=v2) 3. Enter the Callout name, cost, amounts, and minutes. ℹ️**Note:** Y*ou can also configure it to be taxable by ticking the box beside****Taxable****.* Once ready to proceed, click **Save**. [](https://support.ascora.com.au/download/attachments/2098218/image2021-1-13_17-50-1.png?version=1&modificationDate=1610531686280&api=v2) --- # Sub Pages [📞 How to Add a Callout Fee from your iPad](/kb/how-to-add-a-callout-fee-from-your-ipad) [📞 How to Add Callout Fee from the Android Mobile App](/kb/how-to-add-callout-fee-from-the-android-mobil) [💲 Adding a Callout Fee to a Job](/kb/adding-a-callout-fee-to-a-job) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📃 Add a Checklist to a Job Source: https://ascora.com.au/kb/add-a-checklist-to-a-job Checklists in Ascora provide a streamlined way to ensure that critical steps are never overlooked on a Job or Quote. By breaking tasks into bite-sized, repeatable items, you can guarantee consistency and quality across your workflows—whether you’re conducting routine maintenance or completing complex projects. Checklists can be added directly to a Job Card, created on the fly, or even set up as defaults for specific job types to speed up your process. Below, you’ll learn how to: - **Add an existing checklist** to a job or create a new one on the spot. - **Edit, reorder, and save** checklist items to keep your team on track. - **Assign default checklists** to particular job types for an automated, consistent approach. By tailoring checklists to your business processes, you’ll help your team deliver consistent, high-quality work and ensure every job is completed correctly the first time. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/bpf4ocr8r6](https://ascora.wistia.com/medias/bpf4ocr8r6) --- On the Job Card, choose the **Details Tab**. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FChecklists%2FDetails_Tab_Jobs-700.png) Scroll down to the Job Checklist section. You can choose to add an existing Checklist or create a New Checklist Item. ### Add an Existing Checklist to a Job **1.** Click the **Add Check List** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FChecklists%2FAdd_Checklist_Job-500.png) **2.** The Add A Checklist pop-up window will display. Choose the existing Checklist you require from the dropdown menu then click the **Add**button. The Checklist will now display. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FChecklists%2FAdd_Job_Checklist-500.png) ### Create a New Checklist for a Job Click the **New Item** button and then click in the Name field and type the Checklist Item’s name. Click the **New Item** button again to add another Checklist item – repeat to add as many Checklist Items as you require. When ready, click the **Save Job Checklist** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FChecklists%2FNew_Item_Job-700.png) ### Edit a Job Checklist **1.** To edit an Item on the Checklist, click the **Edit**button for that Item. The Edit CheckList Item pop-up window will display. Make the required edits and click the **Save**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FChecklists%2FEdit_Checklist_Item-700.png) **2.** To change the order of the Items in the Checklist, click and hold on the arrows icon for the Item you wish to move - and drag the Item to the correct position in the Checklist. Alternatively, click on the Item to highlight it and then click either the **Move Up** or **Move Down** buttons as required. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FChecklists%2FSort_Checklist-800.png) When ready, click the **Save Job Checklist** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FChecklists%2FSave_Job_Checklist.png) [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FChecklists%2FChecklist_Info_Box_Jobs-650.png) ### Set up a Default Checklist per Job Type You can set up a default checklist per job type and can also do the same for quotes. **1.**Go to **Administration → Jobs.** [](%F0%9F%93%83%20Add%20a%20Checklist%20to%20a%20Job/image2021-4-13_13-45-6.png) **2.**Click **Edit**beside the Job name where you want to set up a default checklist. *In this example, we are setting up a default checklist for job type called Building Maintenance.* [](%F0%9F%93%83%20Add%20a%20Checklist%20to%20a%20Job/image2021-4-13_13-47-10.png) **3.**In the field **Default Job Checklist,** click the arrow and in this example, we select the checklist called **Maintenance - Jobs.** Once ready to proceed, click the **Save**button located on the lower right part of the box. [](%F0%9F%93%83%20Add%20a%20Checklist%20to%20a%20Job/image2021-4-13_13-54-35.png) ℹ️***Note:****You can create checklists by going to****Advanced → Checklists → Add New.*** ✅To access a tutorial video about Checklist you can click the link below:*[https://www.ascora.com.au/TrainingVideos/VideoViewer/Advanced-Checklists](https://www.ascora.com.au/TrainingVideos/VideoViewer/Advanced-Checklists)* --- # Sub Pages [📄Create a Checklist](/kb/create-a-checklist) [📃 Add a Checklist to a Quote](/kb/add-a-checklist-to-a-quote) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📃 Add a Checklist to a Quote Source: https://ascora.com.au/kb/add-a-checklist-to-a-quote Checklists in Ascora give you a high-level workflow that team members can follow before finalizing a quote. By organizing essential tasks or considerations into a simple, step-by-step list, you ensure consistency across multiple quotes, reduce errors, and keep everyone on the same page. Whether you’re adding a pre-existing checklist to a quote or creating new checklist items on the fly, Ascora makes it easy to standardize your quoting process. Follow the steps below to add and manage a quote-specific checklist, and learn how to set up a default checklist for any job type—saving you time and improving overall accuracy. --- On the Quote Card, choose the **Details Tab**. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FChecklists%2FDetails_Tab_Checklist.png) Scroll down to the Quote Checklist section. You can choose to add an existing Checklist or you can create a New Checklist Item. ### Add an Existing Checklist to a Quote **1.** Click the **Add Check List** button. The Add A Checklist pop-up window will display. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FChecklists%2FAdd_Checklist_Quote-500.png) ℹ️***Note: You can create many checklists for standard tasks and also associate a checklist with a particular Job Type so it is added to a Job/Quote by default.*** **2.** Choose the existing Checklist you require from the dropdown menu then click the **Add** button. The Checklist will now display and be added to the Quote. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FChecklists%2FChoose_Checklist-500.png) ### Create a New Checklist Item for a Quote Click the **New Item** button and then click in the Name field and type the Checklist Item’s name. Click the **New Item** button again to add another Checklist item – repeat to add as many Checklist Items as you require. When ready, click the **Save Quote Checklist** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FChecklists%2FNew_Checklist_Item-800.png) ### Edit a Quote Checklist **1.** To edit an Item on the Checklist, click the **Edit**button for that Item. The Edit CheckList Item pop-up window will display. Make the required edits and click the **Save**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FChecklists%2FEdit_Checklist_Item-700.png) **2.** To change the order of the Items in the Checklist, click and hold on the Arrows Icon for the Item you wish to move - and drag the Item to the correct position in the Checklist. Alternatively, click on the Item to highlight it and then click either the **Move Up** or **Move Down** buttons as required. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FChecklists%2FSort_Checklist-800.png) When ready, click the **Save Quote Checklist** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FChecklists%2FSave_Checklist.png) [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FChecklists%2FChecklist_Info_box-650.png) ### Set up a Default Checklist **1.**Go to **Administration → Jobs.** [](%F0%9F%93%83%20Add%20a%20Checklist%20to%20a%20Quote/image2021-4-13_13-45-6.png) **2.**Click **Edit**beside the Job name where you want to set up a default checklist. *In this example, we are setting up a default checklist for job type called Building Maintenance.* [](%F0%9F%93%83%20Add%20a%20Checklist%20to%20a%20Quote/image2021-4-13_13-47-10.png) **3.**In the field **Default Quote Checklist,** click the arrow to select the default checklist**.** Once ready to proceed, click the **Save**button located on the lower right part of the box. [](%F0%9F%93%83%20Add%20a%20Checklist%20to%20a%20Quote/image2021-5-27_14-29-44.png) ℹ️***Note:****You can create checklists by going to****Advanced → Checklists → Add New.*** ✅To access a tutorial video about Checklist you can click the link below:*[https://www.ascora.com.au/TrainingVideos/VideoViewer/Advanced-Checklists](https://www.ascora.com.au/TrainingVideos/VideoViewer/Advanced-Checklists)* --- # Sub Pages [📄Create a Checklist](/kb/create-a-checklist) [📃 Add a Checklist to a Job](/kb/add-a-checklist-to-a-job) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 Add a Variation to a Job Source: https://ascora.com.au/kb/add-a-variation-to-a-job Variations in Ascora allow you to manage additional work requests from customers without creating separate Job Cards. This functionality ensures all related information, including Supplies, Labour, and Contracts, remains organized and tied to the original Job, providing a seamless workflow for expanding project scopes. Here’s how Variations help streamline your operations: - **Capture additional requests:** Manage customer-initiated changes without disrupting the original Job record. - **Streamline tracking:** Keep all related information under one Job for better organization and reporting. - **Flexibility in management:** Decide whether to link Variations to the existing Job or create new Job records for specific requirements. By following the steps outlined below, you’ll learn how to create, approve, and convert Variation Quotes into Jobs, and how to integrate Variations into the original Job’s scope efficiently. This feature is an essential tool for handling changes or additions without losing track of the original project goals. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/wgiof00pdh](https://ascora.wistia.com/medias/wgiof00pdh) --- **1.** Choose the **Variations Tab** on the Job Card. ℹ️The Variations Tab is the dedicated area where all additional work requests tied to a Job are managed. This ensures that variations are seamlessly integrated with the original Job. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FVariations_Tab.png) 1. Click the **+New**button to create a new Variation. ℹ️This action opens the workflow for quoting additional work, keeping the process contained within the Job Card. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FCreate_New_Variation_Button-200.png) 3**.** A new Quote card will display. This Quote card allows you to define the additional work requested by the customer. Add the following details: - **Quote Name and Description:** Clearly label and describe the additional work to avoid confusion. - **Supplies, Attachments, and Notes:** Ensure all necessary information related to the Variation is included to provide an accurate representation of costs and scope. For detailed instructions, refer to the **[Create a New Quote](/kb/how-to-create-a-new-quote)** guide. 1. Approve and Convert the Variation Quote to a Job. Once the customer approves the Variation Quote, click the **Convert to Job**button on the Quote Card. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FConvert_to_Job_Button.png) **5.** Choose how the Variation is linked to the Job. Upon converting the Variation Quote to a Job, Ascora provides two options: - **Update the existing Job with the Quote:** This keeps the Variation linked to the original Job. The Variation will remain accessible under the **Variations Tab** of the Job Card. - **Create a new Job:** This creates a standalone Job that is not linked to the original. Use this option for Variations that require separate tracking or billing. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FUpdate_Existing_Job_Variation-600.png) ✅**NOTES**➡ Selecting**Update the existing Job with this Quote** leaves the quote linked to the job and accessible in **Variations**tab.➡ Selecting **Create a new Job** will create a separate or new job which means this is not linked to the original job. **6.** Manage and Edit the Variation as needed. Variations appear under the **Variations Tab** on the Job Card. Click the **View** button beside a Variation to make edits or updates as required. - Any additional **Supplies** included in the Variation Quote will automatically populate in the Supplies Tab of the original Job Card once the Variation is converted. - Use the Variation view to ensure accurate tracking and billing for the additional work. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FVariation_Info_Box.png) By following these updated steps, you can efficiently manage Variations, ensuring seamless integration with your Jobs and better project control. --- # Sub Pages [📄 How to Create a New Quote](/kb/how-to-create-a-new-quote) [🔄 Add a Variation to a Job Section](/kb/add-a-variation-to-a-job-section) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 Add a Variation to a Job Section Source: https://ascora.com.au/kb/add-a-variation-to-a-job-section Variations allow you to efficiently handle changes or additions to the original scope of work within a job section. Whether it's a customer request or an adjustment in project requirements, Variations can be seamlessly integrated into a job section, ensuring accurate tracking of values and updates to the overall job. Once a Variation is quoted, accepted, and converted to a job, it will automatically update the section's details, including recalculating the section total to reflect the added Variation value. This ensures transparency and consistency across your jobs. In this guide, we will walk through the steps to: 1. Add a Variation to a job section. 1. Quote and price the Variation. 1. Convert the Variation to a job and understand the impact on the job section. 1. Track all changes using the Audit Log for accountability and record-keeping. This streamlined process helps you maintain control over project changes while ensuring that all updates are accurately reflected in your job management system. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/wgiof00pdh](https://ascora.wistia.com/medias/wgiof00pdh) --- **1. Start with the Job Section.** Begin with the job section you want to update. In this example, we are adding a variation to a job section with an initial Fixed Price of **$1,200.00** [](%F0%9F%94%84%20Add%20a%20Variation%20to%20a%20Job%20Section/image2022-2-10_12-46-17.png) **2. Navigate to the Variations Tab** Go to the **Variations**tab within the Job Card and click the **+ New**button to start creating a new Variation. [](%F0%9F%94%84%20Add%20a%20Variation%20to%20a%20Job%20Section/image2022-2-10_12-47-24.png) **3.** **Enter Variation Details** Provide all necessary details for the Variation, including the quote name and pricing method. In this example, we are adding a **Fixed Price Variation**of **$350.00.**Ensure all information, such as description, supplies, and attachments, is included for clarity. [](%F0%9F%94%84%20Add%20a%20Variation%20to%20a%20Job%20Section/image2022-2-10_12-51-55.png) **4. Convert the Variation Quote to a Job** Once the Variation quote is accepted by the customer, convert it into a job by selecting one of the following options: - **Update the Existing Job with this Quote**: This option updates the original job section, recalculating the total value and incorporating the Variation. - **Create a New Job from this Quote**: This creates a separate, standalone job that does not affect the original job section. Choose the option that best suits your project requirements. [](%F0%9F%94%84%20Add%20a%20Variation%20to%20a%20Job%20Section/image2022-2-10_12-55-11.png) **5. Verify Updated Job Section Total** After applying the Variation, review the updated Total Ex Tax for the job section. In this example, the total has increased from **$1,200.00**to **$1,550.00**, reflecting the Variation's value. [](%F0%9F%94%84%20Add%20a%20Variation%20to%20a%20Job%20Section/image2022-2-10_13-0-16.png) **6. Review Changes in the Audit Log** Every change made, including the addition of Variations, is recorded in the Audit Log. Scroll to the bottom of the quote or job screen to view the log and ensure a clear history of modifications is maintained for accountability. [](%F0%9F%94%84%20Add%20a%20Variation%20to%20a%20Job%20Section/image2022-2-10_13-1-38.png) By following these steps, you can efficiently manage Variations within job sections, ensuring accuracy, transparency, and streamlined workflows. --- # Sub Pages [🔄 Add a Variation to a Job](/kb/add-a-variation-to-a-job) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📎 Add Attachments to a Job Source: https://ascora.com.au/kb/add-attachments-to-a-job Ascora allows you to attach files to numerous records including Quotes and Jobs – for example, before and after photos, plans, contracts, etc. As a guide, you can attach any file type that you could typically send in an email. This is helpful for keeping files associated with a Quote or Job in one place as well as giving you the ability to share selected files with customers via the Customer Portal. You can also choose to mark Attachments as confidential, which restricts access to authorised Mobile App Users only. ## 📽 Watch the video guide ⤵ **Mobile Guide** [https://ascora.wistia.com/medias/el0yq6g89a](https://ascora.wistia.com/medias/el0yq6g89a) --- Choose the **Jobs Icon** in the Top Menu to display the Jobs List then select the applicable Job from the list to view the Job Card. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Jobs.png) **1.** Choose the **Attachments Tab** on the Job Card. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FAttachments_Tab_Jobs.png) **2.** Click the **Select Files to Attach** button. Locate the file on your computer and click **Open**. The file will be added to your Attachments list. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FSelect_Files_Jobs.png) [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FAttach_File_ALT_PROCESS-a.png) ## View an Attachment Under the **Attachments Tab** on the Job Card, click on the Attachment’s Name. If the attachment is an image (e.g., a JPEG or PNG) it will open and display in a pop-up window. Attachments such as PDF’s and Word documents will download to your computer. You can also click the download icon next any Attachment to download it to your computer. ## Share an Attachment via the Customer Portal You can choose whether to share Attachments via the Customer Portal by marking them as Viewable or Hidden. By default, Attachments are marked as Hidden. To mark an Attachment as Viewable, select the Attachment by clicking the check-box then click the **Viewable in Customer Portal** button. Note the ‘N’ in the Customer View column will change to a ‘Y’. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FView_In_Portal-A.png) ## Restrict User’s Ability to View Attachments By default, Attachments can be viewed by all Users via the Mobile App. To disable access to an Attachment for specific Users, you must (a) mark the Attachment as Confidential and (b) configure the Mobile User Access Permissions. 1. To mark an Attachment as Confidential, select the attachment by clicking the check-box then click the **Mark as Confidential** button. Note the ‘N’ in the Confidential column will change to a ‘Y’. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FMark_As_Confidential.png) 2. To grant or deny a Mobile User’s access to confidential Attachments, choose the **Administration Icon** from the Top Menu and select the **Users** option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FADMIN-USERS.png) 3. Locate the User you wish to edit mobile access permissions for and click the **View**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FView_User.png) 4. Under the Mobile Access Level Permissions (at the right-hand side of the screen), scroll down to the General section. Toggle the **Can view attachments that have been marked as Confidential** check-box to grant or deny this User access to confidential Attachments. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FUser_Attach_Permission.png) --- # Sub Pages [⚒ Jobs Guides](/kb/jobs-guides) [📎 Attachment Categories](/kb/attachment-categories) [📎 Add Attachments to a Quote](/kb/add-attachments-to-a-quote) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📎 Add Attachments to a Quote Source: https://ascora.com.au/kb/add-attachments-to-a-quote With Ascora, you can attach files of various types—such as photos, PDFs, or contracts—directly to quotes, keeping all related documents easily accessible in one place. Attachments can be shared with customers through the **Customer Portal** and even marked as **Confidential** to restrict viewing to authorized team members only. By following the steps below, you’ll learn how to attach, view, and control access to files on any quote in Ascora’s web platform. --- **1.** Choose the **Quotes Icon** in the Top Menu to display the Quotes List. then [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Quotes.png) **2.** Locate the applicable Quote from the List and click the **View** button to view the Quote Card. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FView_Quote_Details.png) **3.** Choose the **Attachments Tab** on the Quote Card. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FAttachments_Tab_Quote.png) 4. Click the **Select Files to Attach**button. Locate the file on your computer and click Open. The file will be added to your Attachments list. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FSelect_File_to_Attach_Button.png) [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FAttach_File_ALT_PROCESS-a.png) ### View an Attachment Under the **Attachments Tab** on the Quote Card, click on the Attachment’s Name. If the attachment is an image (e.g., a JPEG or PNG) it will open and display in a pop-up window. Attachments such as PDF’s and Word documents will download to your computer. You can also click the download icon next any Attachment to download it to your computer. ### Share an Attachment via the Customer Portal You can choose whether to share Attachments via the Customer Portal by marking them as Viewable or Hidden. By default, Attachments are marked as Hidden. To mark an Attachment as Viewable, select the Attachment by clicking the check-box then click the **Viewable in Customer Portal** button. Note the ‘N’ in the Customer View column will change to a ‘Y’. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FView_In_Portal-A.png) ### Restrict a User's Ability to View Attachments By default, Attachments can be viewed by all Users via the Mobile App. To disable access to an Attachment for specific Users, you must (a) mark the Attachment as Confidential and (b) configure the Mobile User Access Permissions. **1.** To mark an Attachment as Confidential, select the attachment by clicking the check-box then click the**Mark as Confidential** button. Note the ‘N’ in the Confidential column will change to a ‘Y’. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FMark_As_Confidential.png) **2.** To grant or deny a Mobile User’s access to confidential Attachments, choose the **Administration Tab** from the Top Menu and select the **Users**option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FADMIN-USERS.png) **3.** Locate the User you wish to edit Mobile Access Level Permissions for and click the **View**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FView_User.png) 4. Under the Mobile Access Level Permissions, scroll down to the General section. Toggle the **Can view attachments that have been marked as Confidential** check-box to grant or deny this User access to confidential Attachments. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FUser_Attach_Permission.png) --- # Sub Pages [📎 Attachment Categories](/kb/attachment-categories) [📎 Add Attachments to a Job](/kb/add-attachments-to-a-job) [📎 Manage Attachments and File Permissions for Jobs in Ascora](/kb/manage-attachments-and-file-permissions-for-j) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ℹ Add Details to a Job Source: https://ascora.com.au/kb/add-details-to-a-job Efficiently managing job details is crucial for ensuring smooth workflows and clear communication across your team. Ascora’s intuitive **Job Card** allows you to streamline job creation and organization, providing all the tools necessary to capture essential details, assign tasks, and maintain accurate records. Whether you're working on small tasks or large-scale projects, the Job Card enables you to tailor job parameters, track progress, and ensure every detail is covered. By following this guide, you'll learn how to: - Enter critical job information like names, status, and priorities for easy tracking and identification. - Select the appropriate **Pricing Method** to align with job requirements, including options for **Time and Materials**, **Fixed Price**, or **Section-Based Jobs**. - Assign Site and Billing Customers accurately, ensuring financial and site-specific details are properly linked. - Incorporate checklists to ensure high standards and compliance with operational protocols. - Edit and confirm job addresses for seamless execution and communication with clients. With these tools, you can set up jobs in a way that maximizes efficiency, reduces errors, and delivers exceptional service to your clients. Let’s explore how you can leverage Ascora’s **Job Card** to create well-defined jobs that are easy to track, manage, and finalize. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/9hau11l728](https://ascora.wistia.com/medias/9hau11l728) --- **Access the Job Card** - Choose the **Jobs Icon**in the Top Menu to display the Jobs List. - Select the applicable Job from the list to view its Job Card. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Jobs.png) [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FView_Job_Card_Notes-800.png) **Navigate to the Details Tab** On the Job Card, select the **Details Tab**to begin entering or editing job-specific details. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FJob_Details_Tab.png) **Enter the Job Details** - **Job Name:** Although optional, a descriptive Job Name helps when searching or managing multiple jobs. - **Team Assignment:** Assign the Job to a specific team, if applicable, for better resource allocation. - **Status and Priority:** Apply a **Secondary Status** and assign a **Priority Level** to indicate urgency. - **Job Type:** Select from pre-defined Job Types (set up in **Administration Settings**) to categorize jobs effectively. - **Client Order/Purchase Order Numbers:** Enter these if required for client or internal tracking purposes. **Choose a Pricing Method** Select a Pricing Method that aligns with the job's scope and requirements: - **Time and Materials:** Pricing is calculated based on a combination of labor and supply costs (plus markups). - **Fixed Price:** The total price is pre-agreed and fixed, regardless of actual labor or supplies used. Enter the amount directly into the Fixed Price field. - **Sections:** Ideal for larger, multi-stage projects where labor and supplies are allocated to individual sections. Refer to the guide on **Section-Based Jobs** for more information. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FPricing_Method_Jobs-400.png) **Select a Site and Billing Customer** - If the Job was created via the Scheduler or a Customer Card, the **Site Customer** will be auto-filled. - For new Jobs created from the **Jobs Screen**, click **Select Site Customer**, then choose an existing customer or create a new one by clicking **Create New**. - Verify the **Billing Customer** (default matches the Site Customer). If necessary, click **Select Billing Customer** to change it. **Provide a Detailed Job Description** The **Description Field**is mandatory and supports unlimited text, allowing you to include all relevant job details for clarity and reference. **Verify or Adjust the Job Address** By default, the address associated with the Site Customer will populate. Edit the address if the Job site differs. **Add a Job Checklist (Optional)** Including a **Checklist**ensures that all required tasks are completed before finalizing the Job. Select a pre-defined Checklist or create a new one for this Job. **Save the Job Details** After filling in all required fields and optional information, click the **Save**button to complete the setup. ## 📽 Watch the video guide ⤵ **Job Notes** [https://ascora.wistia.com/medias/ba9fcoz45a](https://ascora.wistia.com/medias/ba9fcoz45a) --- # Sub Pages [⚒ Jobs Guides](/kb/jobs-guides) [⚒ How to Create a New Job](/kb/how-to-create-a-new-job) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ℹ Add Details to a Quote Source: https://ascora.com.au/kb/add-details-to-a-quote Whether you’re quoting a simple one-off service or a complex, multi-stage project, Ascora’s quoting tool makes it easy to provide accurate, professional quotes. By setting essential details like job type, pricing method, and site customer information, you’ll ensure clear communication and seamless handover from quote to job if the customer approves. Follow the steps below to enter and save your quote details, then finalize or delete the quote as needed. This guide will help you manage every aspect of your quotes—from selecting the right pricing structure to applying checklists for compliance and thoroughness. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/53dvnvehb7](https://ascora.wistia.com/medias/53dvnvehb7) --- Choose the **Quotes Icon** in the Top Menu to display the Quotes List then select the applicable Quote from the List to view the Quote Card. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Quotes.png) [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FQuote_Card_Info.png) **1.** On the Quote Card, choose the **Details Tab**. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FQuote_Details_Tab.png) **2.** Enter the Quote Details - Enter a Quote Name. Whilst not mandatory, a Quote Name is useful when searching for and identifying different Quotes - Select a Job Type from the dropdown menu - Assign the Quote to a Team, if required - Choose a User to assign to the Quote from the dropdown menu. If you created the Quote from the Scheduler, the Assigned To User will already be selected - Select a default document Template to apply to the Quote. This can always be changed when generating the Quote document - Enter Client Order and/or Purchase Order Numbers if required [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FEnter_Quote_Details.png) **3.** Choose a Pricing Method In Ascora you can choose from three different Pricing Methods: - Time and Materials – where the pricing for your Job is based on a combination of a labour charge(s) and Supplies costs (plus relevant markups) - Fixed Price – where the price for your Job is agreed and fixed, regardless of the amount of labour hours and supplies used. When choosing this Pricing Method, you can add the fixed price amount into the fields which display. This can also be done (or edited) by a Mobile User in the field as required - Sections – typically used for larger Jobs or projects that need to be broken down into smaller parts. When choosing this option, information such as supplies and labour is added to each individual Section, rather than to the overall Parent Job. See Create a Section Based Job for further information [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FPricing_Method_Dropdown.png) **4.** Choose a Site and Billing Customer If you created the Quote from the Scheduler or from a Customer Card, the Site Customer will be pre-populated. If you created the Quote from the Quotes Screen, click the **Select Site Customer** button. Choose an existing Customer from the list or create a new Customer by clicking the **Create New** button. The Billing Customer will default to match the billing information associated with the selected Customer. If the Billing Customer needs to be changed for the particular Quote, click the **Select Billing Customer** button to action the change. **5.** Enter a Quote Description. The Description field is mandatory and is of unlimited length – allowing you to record as much information about the Quote as you require. **6.** Confirm or Edit the Quote Address. The Quote Address will default to the address associated with the Site Customer. You can edit this address if required. **7.** Select a Quote Checklist (if required). When you include a Checklist on a Quote Card, the User conducting the Quote will be required to work through and tick-off the Checklist before they can finalise the Quote. **8.** Once you have finished entering the Quote Details, click the **Save**button. The full Quote Card will now be displayed. If the Quote is no longer required, click the **Delete Quote** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FSave_Quote_Button.png) --- # Sub Pages [📄 Quotations Guides](/kb/quotations-guides) [📄 How to Create a New Quote](/kb/how-to-create-a-new-quote) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔨 Add Supplies to a Quote Source: https://ascora.com.au/kb/add-supplies-to-a-quote When creating or editing a quote in Ascora, you may need to include various supplies, pre-packaged kits, or one-off items. Ascora’s **Supplies & Labour** tab lets you easily search for existing items, bundle products and services into kits, or write in custom, non-standard items. You can also make certain supplies optional, giving customers the flexibility to choose additional items as needed. By following the steps below, you’ll ensure your quotes remain detailed, accurate, and reflective of your customers’ needs. --- Choose the **Quotes Icon** in the Top Menu to display the Quotes List then select the applicable Quote from the List to view the Quote Card. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Quotes.png) Choose the **Supplies & Labour Tab** and then click the **+Add Supplies** button. The Add Supply pop-up window will display. [](%F0%9F%94%A8%20Add%20Supplies%20to%20a%20Quote/image2021-9-8_16-5-28.png) ### Search for and Add Supplies **1.** Locate the Supply you wish to add to the Quote from the Supplies List. To narrow your search, you can filter the list by selecting a Category or Supplier from the dropdown menus. You can also use the Search box to search by Part Number or Description. **2.** Once you have located the Supply item, click in the Quantity field and type the quantity you require for that Supply item. Repeat this process for each Supply you wish to add to the Quote. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FAdd_Supplies_Window.png) 3. Once you have entered quantities for each Supply, click the **Save**button. The Supplies are now added to the Quote and will display in the Supplies List. 4. To adjust the quantity for any given Supply, click the + or – buttons as required. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FAdjust_Supplies_Quotes.png) ### Edit the Details of a Supply To edit the details of a Supply, click the Pencil icon. The Edit Supply pop-up window will display. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FEdit_Supply_Quotes.png) All fields in the Edit Supply pop-up window can be edited as required. You can also choose to upload an image of the Supply if required, by clicking the **Upload Image** button. ℹ️**NOTE**– any edits made to the Supply via the Edit Supply pop-up window will apply ONLY for the particular Quote. Edits will not effect the master record for that Supply item. ### Search for and Add Kits Kits allow you to group a selection of Supplies and Labour together as a package which can be quickly added to a Quote – rather than adding each Supply and Labour item separately. This is useful for frequent or common work which uses the same (or similar) Supplies and Labour. Click the **+Add Kits** button. The Add Kit pop-up window will display. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FAdd_Kits_Quote.png) Locate and select the Kit(s) you wish to add from the list by clicking in the Quantity field for that Kit and typing the quantity you require. To narrow your search, select a Category from the dropdown menu or use the Search box. When you are ready, click the **Save**button. The Kit(s) will now show in the Quote’s Supplies List. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FAdd_Kit_Pop-up_Quote.png) ### Edit the Details of a Kit To edit the details of a Kit, click the **Pencil**icon. The Edit Kit pop-up window will display. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FEdit_Kit_Quote.png) All fields in the Edit Kit pop-up window can be edited as required. You can also choose to upload an image of the Kit if required, by clicking the **Upload Image** button. ℹ️**NOTE**– any edits made to the Kit via the Edit Kit pop-up window will apply ONLY for the particular Quote. Edits will not effect the master record for that Supply item. ### Add Write-Ins Write-Ins are used to add Supplies to a Quote that are not a part of your standard Supplies List. To add a Write-In: Click the **+Add Write Ins** button. The Add Write In pop-up window will display. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FAdd_WriteIn_Quote.png) Enter as much information as possible for the Write-In. Note that a Description and Category are mandatory. If the Write-In needs to be ordered and included on a Purchase Order, check the Must Be Ordered box. When you are ready, click the **Save**button. The Write-In will now show in the Quote’s Supplies List. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FWriteIn_Pop-up_Window.png) ### Edit the Details of a Write-In To edit the details of a Write-In, click the **Pencil**icon. The Edit Supply pop-up window will display. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FEdit_WriteIn_Quote.png) All fields in the Edit Supply pop-up window can be edited as required. You can also choose to upload an image of the Write-In if required, by clicking the **Upload Image** button. ### Convert a Write-In into a Supply Once you have created the Write-In, click the **Pencil**icon to display the Edit Supply pop-up window. Click the **Convert Write In to a Supply** button. The Write-In will now be included in your master supplies list. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FConvert_Write-in_to_Supply.png) ### Add Optional Supplies to a Quote You may wish to make certain Supplies optional on a Quote. For example, you may offer the customer a choice of three tap fittings or light switches. You can create custom Quote Templates to show Optional Supplies. To make a Supply optional, click on the **x No** in the Optional column to change it to a Yes. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FOptional_Supplies.png) --- # Sub Pages [🔨 Adding Supplies, Kits, and Write-Ins](/kb/adding-supplies-kits-and-write-ins) [📦 Supplies or Materials & Kits](/kb/supplies-or-materials-kits) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💲 Adding a Callout Fee to a Job Source: https://ascora.com.au/kb/adding-a-callout-fee-to-a-job Callout fees in Ascora enable businesses to manage and charge for additional service-related costs, such as after-hours visits or emergency callouts, with ease. Configuring and applying callout fees ensures transparency in pricing and simplifies the billing process, giving customers clear details while maintaining accurate financial records. Callout fees can be configured in advance within **Administration → Rates & Charges**, making them readily available to apply to any job. They are versatile and can be added to a job directly from the web platform or via the mobile app, ensuring flexibility and seamless integration with your workflow. Whether you’re managing routine service calls or unique scenarios, Ascora empowers your team to provide efficient service without manual tracking. This guide will walk you through: - Adding predefined callout fees to jobs. - Configuring new or custom callout fees to suit specific business needs. - Applying callout fees directly from the Ascora mobile app, whether you’re using Android or iPad. --- ## Add a Callout Fee to a Job **Navigate to the Job Card:** Choose the **Labour & Callout Tab**on the Job Card, then scroll down to the **Callout Fees**section. [](%F0%9F%92%B2%20Adding%20a%20Callout%20Fee%20to%20a%20Job/image2021-1-15_18-48-34.png) **Add a Callout Fee:** Click the **+Add Callout**button. [](%F0%9F%92%B2%20Adding%20a%20Callout%20Fee%20to%20a%20Job/image2021-1-15_20-1-34.png) **Select and Save:** In the Add Callout Fee pop-up window, choose the relevant Callout type from the dropdown menu and click **Save**. The Callout Fee will now be applied to the Job and reflected in the summary. [](%F0%9F%92%B2%20Adding%20a%20Callout%20Fee%20to%20a%20Job/image2021-1-15_20-4-11.png) ## Create or Configure a New Callout Fee **Access Rates & Charges:** Go to **Administration → Rates & Charges**to manage or create Callout Fees. [](%F0%9F%92%B2%20Adding%20a%20Callout%20Fee%20to%20a%20Job/image2021-1-15_20-16-13.png) **Add a New Callout Fee:** Click **Add**in the **Callout Charges**area. [](%F0%9F%92%B2%20Adding%20a%20Callout%20Fee%20to%20a%20Job/image2021-1-15_20-13-56.png) **Define Callout Details:** Input the Callout name, cost, duration (minutes), and amounts. If the fee is taxable, tick the **Taxable**box. Once completed, click **Save**to finalize your changes. [](%F0%9F%92%B2%20Adding%20a%20Callout%20Fee%20to%20a%20Job/image2021-1-15_20-11-35.png) ## How to Add Callout Fee from the Mobile App (Android) **Access Job Details:** Search for the job on the main screen and tap it to open the **Details** screen. Tap on **Labour.** [](%F0%9F%92%B2%20Adding%20a%20Callout%20Fee%20to%20a%20Job/image2021-1-15_19-45-47.png) **Add Callout:** Tap **Add** beside **Callout** and select the desired Callout Fee from the list. For example, select **After Hours Callout.** [](%F0%9F%92%B2%20Adding%20a%20Callout%20Fee%20to%20a%20Job/image2021-1-15_19-16-55.png) ## How to Add Callout Fee from the Mobile App (iPad) **1. Access Job Details:** From the main or job screen, tap the job number to open the details. [](%F0%9F%92%B2%20Adding%20a%20Callout%20Fee%20to%20a%20Job/image2021-1-15_19-25-41.png) **Tap Labour:** Locate **Labour** on the left side of the iPad screen and tap on it. [](%F0%9F%92%B2%20Adding%20a%20Callout%20Fee%20to%20a%20Job/image2021-1-15_19-27-0.png) **Add Callout Fee:** Tap **Callout Fee**, then select the required Callout Fee from the list. For example, choose **After Hours Callout.** [](%F0%9F%92%B2%20Adding%20a%20Callout%20Fee%20to%20a%20Job/image2021-1-15_19-57-41.png) [](%F0%9F%92%B2%20Adding%20a%20Callout%20Fee%20to%20a%20Job/image2021-1-15_19-56-8.png) --- # Sub Pages --- # 👨 Adding Customer Type and Customer Contact Role Source: https://ascora.com.au/kb/adding-customer-type-and-customer-contact-rol Classifying your customers and organizing their information is essential for effective management in Ascora. By utilizing **Customer Types** and **Contact Roles**, you can streamline your customer database and enhance your interactions. This guide will walk you through adding customer classifications, assigning roles, and customizing the details for individual customers. Whether you're setting up a new customer, managing contact roles, or specifying customer types, Ascora provides intuitive tools to ensure your customer data is structured and accessible. [Adding Customer Types](#182c74d8-3182-8032-8951-f4d501f94e51)[Adding Customer Contact Role](#182c74d8-3182-80a3-beab-dadd21b9a848)[Selecting your Customer Type](#182c74d8-3182-80ff-a945-f25679f21fde)[Sub Pages](#1b6c74d8-3182-8051-91b2-c17329a437cc)[Translations](#1b6c74d8-3182-8069-9be6-d78bd22682c2) ## Adding Customer Types When creating your customers in Ascora, you can add Customer Types to classify each of your customers. **1.**Go to **Administration → Customers**and click **Add New** beside Customer Types. After adding your Customer Types, ensure to click the **Save**button right above the Add New button. [](%F0%9F%91%A8%20Adding%20Customer%20Type%20and%20Customer%20Contact%20Role/image2021-1-29_20-27-27.png) ## Adding Customer Contact Role **1.** You can add Customer Contact Role from the same screen (Administration → Customers) and scroll down and look for **Contact Roles** on the left panel. [](%F0%9F%91%A8%20Adding%20Customer%20Type%20and%20Customer%20Contact%20Role/image2021-1-29_20-32-24.png) ℹ️**Note:***Creating a Contact Role relates to creating Customer Portal. For more information, please access**user guide.* ## Selecting your Customer Type **1.**Go to **Customers**menu and select one of your customers and click **Details**tab. [](%F0%9F%91%A8%20Adding%20Customer%20Type%20and%20Customer%20Contact%20Role/image2021-1-29_19-48-35.png) **2.**Scroll down and look for **Customer Type** field in the left panel. In this example, we selected *Special*as our Customer Type. [](%F0%9F%91%A8%20Adding%20Customer%20Type%20and%20Customer%20Contact%20Role/image2021-1-29_20-41-4.png) ✅To access a quick tutorial about Customer Types, Lead Sources, Contacts, Contact Roles, you can click the following link.[https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-Customers](https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-Customers) --- # Sub Pages [👨 Customer Guides](/kb/customer-guides) [ℹ How to Import and Export Customer Data](/kb/how-to-import-and-export-customer-data) [ℹ How to Import Customers from Accounting Package](/kb/how-to-import-customers-from-accounting-packa) [🔎 How to Search for an Existing Customer](/kb/how-to-search-for-an-existing-customer) [➿ How to Combine or Merge Customers](/kb/how-to-combine-or-merge-customers) # Translations In Ascora, this section is labeled **Customer**, but we understand that depending on your business, you might prefer to refer to them as **clients**. Whether you call them customers, clients, or something else, this section is where you’ll manage all the key details and interactions for the people you serve. The tools and settings available here are designed to help you stay organized, track communication, and ensure that your client relationships are well-maintained, regardless of what you choose to call them. --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔨 Adding Supplies, Kits, and Write-Ins Source: https://ascora.com.au/kb/adding-supplies-kits-and-write-ins Streamline your job management process in Ascora by efficiently adding Supplies, Kits, and Write-Ins directly to a Job. Whether you’re incorporating commonly used supplies, grouping items into kits, or creating custom write-ins for unique requirements, this guide provides step-by-step instructions for simplifying these tasks. With flexible options to adjust quantities, edit details, and even convert Write-Ins to permanent supplies, you’ll have everything you need to ensure accurate and efficient supply management for each job. By leveraging these tools, you can: - Quickly add supplies or kits for recurring tasks to save time. - Maintain flexibility with custom Write-Ins for non-standard requirements. - Enhance transparency by linking all relevant supply information to individual jobs. - Easily update or adjust supply quantities and pricing to reflect real-time needs. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/jujvp6wesc](https://ascora.wistia.com/medias/jujvp6wesc) [https://ascora.wistia.com/medias/c21ezer833](https://ascora.wistia.com/medias/c21ezer833) Follow the steps below to learn how to add and edit Supplies and Kits, use Write-Ins for one-off items, and convert Write-Ins into reusable Supplies. ▶ [Accessing the Job Supplies Tab](#185c74d8-3182-8024-b3f0-df2e116f1fef) ▶ [Adding Supplies to a Job](#185c74d8-3182-803b-af58-d3d2f592da24) ▶ [Editing Supplies](#185c74d8-3182-80e7-9337-cc54bec80d22) ▶ [Adding Kits to a Job](#185c74d8-3182-808c-a9f8-ec2ab93a1a6c) ▶ [Adding Write-Ins to a Job](#185c74d8-3182-80d7-a361-fe80293c6416) ▶ [Editing and Converting Write-Ins](#185c74d8-3182-800c-8de4-da25b278d7ca) --- ### **Accessing the Job Supplies Tab** - Navigate to the **Jobs Icon** in the Top Menu to view the Jobs List. Select the applicable Job to open the Job Card. - Click on the **Supplies Tab** and then click the **+Add Supply** button to display the Add Supplies pop-up window. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Jobs.png) [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FAdd_Supply_Button_Job-850.png) ### Adding Supplies to a Job **1. Search and Locate Supplies** - Use the Search box to find items by Part Number or Description. Narrow results further by selecting a Category or Supplier. **2. Add Supply Quantities** - Enter the required quantity for each Supply item directly into the Quantity field. **3. Save Supplies** - Click the **Save** button to add the Supplies to the Job. The added Supplies will appear in the Supplies List. Repeat this process for each Supply you wish to add to the Job. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FAdd_Supply_Window_Jobs-850.png) **4. Adjust Quantities** - Use the **+** or **–** buttons to quickly modify quantities as needed. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FEdit_Supply_Jobs.png) --- ### Editing Supplies **1. Open the Edit Supply Window** - Click the **Pencil** icon next to a Supply to edit its details. **2. Customize Supply Details** - Update fields such as Description, Quantity, Cost, and more. Optionally, upload an image of the Supply for reference. ℹ️**Note:** Changes apply only to the specific Job and do not alter the master Supply record. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FEdit_Supply_Details_Jobs.png) --- ### Adding Kits to a Job Kits provide an efficient way to streamline the process of adding commonly used Supplies and Labour to a Job by grouping them into pre-configured packages. Instead of individually selecting Supplies and Labour each time, Kits allow you to bundle them into a single, reusable item, saving time and ensuring consistency across Jobs. This functionality is particularly valuable for tasks or projects that require standardized materials and services. ℹ️To build and customize Kits, refer to [Create a Kit] for detailed instructions. Ensure that Kits align with the specific needs of your business and the types of Jobs you frequently perform. Once created, Kits can be seamlessly added to Jobs through the **Supplies Tab**, allowing you to leverage their full potential for efficient Job management. **1. Add a Kit** - Click the **+Add Kits** button to open the Add Kit pop-up window. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FAdd_Kit_Button-Jobs.png) **2. Select and Save Kits** - Choose Kits from the list, entering the desired quantities. Use filters or the Search box to locate specific Kits. Click **Save** to add Kits to the Job’s Supplies List. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FAdd_Kit_Window.png) **3. Edit Kits** - Click the **Pencil** icon to edit Kit details, similar to Supplies. Changes apply only to the specific Job. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FEdit_Kit_Jobs.png) All fields in the Edit Kit pop-up window can be edited as required. You can also choose to upload an image of the Kit if required, by clicking the **Upload Image** button. ℹ️**NOTE**– any edits made to the Kit via the Edit Kit pop-up window will apply ONLY for the particular Job. Edits will not effect the master record for that Kit. --- ### Adding Write-Ins to a Job **Write-Ins** are a flexible feature that allows you to manually add Supplies to a Job that are not included in your standard Supplies List. This functionality is particularly valuable when you need to account for unique or non-stock items that are specific to a particular Job. Write-Ins ensure that all required materials, even those outside your regular inventory, are documented and factored into the Job's cost and billing. To add a Write-In: **1.**Click the **+Add Write Ins** button. The Add Write In pop-up window will display. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FAdd_WriteIn_Button_Jobs.png) **2.**Enter as much information as possible for the Write-In. Note that a Description and Category are mandatory. - Part Number - Description (mandatory) - Annotation - Category (mandatory) - Supplier - Supplier Part No - Unit of Measurement - Cost, Markup and Charge values - Quantity required **3.**If the Write-In needs to be ordered and included on a Purchase Order, check the Must Be Ordered box. When you are ready, click the **Save**button. The Write-In will now show in the Job’s Supplies List. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FAdd_WriteIn_Window_Jobs.png) --- ### Editing and Converting Write-Ins **Edit a Write-In** - Click the **Pencil** icon to open the Edit Supply pop-up window and adjust details as needed. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FEdit_WriteIn_Button_Jobs.png) **Convert Write-Ins to Supplies** - To add the Write-In to your master Supplies list, click the **Convert Write In to a Supply** button. - [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FConvert_to_Supply_Button.png) --- ### Additional Notes: - **Efficient Filtering:** Use dropdowns and search fields to quickly find supplies, kits, or write-ins, saving valuable time. - **Real-Time Adjustments:** Update quantities or details to reflect the most accurate resource allocation for the Job. - **Centralized Tracking:** Keep all supply-related information linked to each Job for streamlined project management. --- # Sub Pages [📦 Suppliers & Supplier Invoices Guides](/kb/suppliers-supplier-invoices-guides) [🔨 Supplies](/kb/supplies) [📦 Create a New Supply Item](/kb/create-a-new-supply-item) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔃 Adjusting Stock Levels Source: https://ascora.com.au/kb/adjusting-stock-levels Keeping your stock levels accurate is crucial for smooth operations, preventing shortages, and avoiding unnecessary stock build-up. In Ascora, you can **adjust stock levels** as needed and **transfer stock between locations** to ensure supplies are available where they are most needed. By enabling **Inventory Tracking**, you gain real-time visibility into your stock levels across multiple locations, including warehouses, storage areas, and service vehicles. This allows your team to update stock quantities, adjust costs, and seamlessly manage stock movements without manual record-keeping errors. This guide will walk you through the steps to **adjust stock levels, update unit costs, and transfer stock between locations**, helping you maintain a well-organized and efficient inventory system. --- ### Enabling Inventory Tracking To enable inventory tracking, go to **Administration → Defaults** and tick the box beside **Enable Inventory Tracking**. [](%F0%9F%94%83%20Adjusting%20Stock%20Levels/image2021-1-25_18-41-10.png) ℹ For more information see [🔀 How to enable Inventory Tracking](/kb/how-to-enable-inventory-tracking) ### Adjusting Stock Levels **1.**To adjust stock levels, go to **Inventory → Supplies.** [](%F0%9F%94%83%20Adjusting%20Stock%20Levels/image2021-1-25_18-57-29.png) **2.** Click the supply part number to access the details. [](%F0%9F%94%83%20Adjusting%20Stock%20Levels/image2021-1-25_18-54-42.png) **3.** Click **Stock Levels** and then select **Stock Adjustment.** [](%F0%9F%94%83%20Adjusting%20Stock%20Levels/image2021-1-25_19-22-0.png) **4.**You can adjust stock quantity by putting the figures under the column named *Adjusted Quantity.* For example, you may want to adjust the quantity for Default Warehouse, Main Warehouse, etc. ✅**Note:***The value that you put under Adjusted Quantity column is the final quantity.* If you adjust the units upward, effectively you are creating a new inventory stock unit on hand and if you need to update the unit cost, you can enter a new value in the field called **Stock Unit Cost.** [](%F0%9F%94%83%20Adjusting%20Stock%20Levels/image2021-1-25_19-42-35.png) After making the changes, click **Update Stock Levels** to proceed. **5.** From the Edit Supply screen, click the **Refresh**button to make the changes visble or you can just close the screen and reopen. You can also reset average cost from this Edit Supply screen and once done with the changes, click **Save and Close.** [](%F0%9F%94%83%20Adjusting%20Stock%20Levels/image2021-1-25_20-15-23.png) ## Stock Transfers **1.**You can also perform stock transfer by clicking **Stock Transfer** button. What it does is let you transfer stocks from one location to another based on existing stock items. [](%F0%9F%94%83%20Adjusting%20Stock%20Levels/image2021-1-25_19-56-34.png) **2.** Select the source location and the target location, enter the quantity of the supply item that you need to transfer and click **Transfer Supplies.** You can also click **Add Supplies** if you want to add new ones. [](%F0%9F%94%83%20Adjusting%20Stock%20Levels/image2021-1-25_20-5-40.png) --- # Sub Pages [🔀 How to enable Inventory Tracking](/kb/how-to-enable-inventory-tracking) [🛍️ How to complete a Stock Take](/kb/how-to-complete-a-stock-take) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🏢 Admin Source: https://ascora.com.au/kb/admin The **Admin** section in Ascora provides essential tools to configure and manage your business settings. This section covers how to update company details, manage users, configure permissions, and handle multiple companies within Ascora. It also includes instructions for scheduling, customer portals, and task management. Use the resources below to efficiently navigate and customize your system. --- ## Company Settings & Configuration --- [🏢 Company Details](/kb/company-details) [🏙️ Using Multiple Companies in Ascora](/kb/using-multiple-companies-in-ascora-2) [🚫 How to Update Terms & Conditions](/kb/how-to-update-terms-conditions) ## Scheduling & Task Management --- [✍ Create a Task](/kb/create-a-task) [👥 Scheduler Groups](/kb/scheduler-groups) ## User Management & Permissions --- [🧑 Users](/kb/users) [🧑 User Look Ups](/kb/user-look-ups) ## Customer Access & Portal --- [👨‍🏫 Customer Portal](/kb/customer-portal) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💥 Advanced Guides Source: https://ascora.com.au/kb/advance-guides Once you’ve mastered the basics, it’s time to explore **Ascora’s advanced features** to further **streamline operations, improve service quality, and enhance customer satisfaction**. These tools help you **automate repetitive tasks, standardize workflows, and leverage customer feedback**—saving you time while improving consistency and reliability. With these **step-by-step guides**, you’ll learn how to: ✔ **Automate job scheduling** with **recurring jobs** ✔ **Standardize job execution** using **on-demand job templates and checklists** ✔ **Manage service agreements** with **contracts** ✔ **Boost customer trust** by **collecting online reviews effortlessly** Take your **business operations** and **customer experience** to the next level with these **powerful tools**! This collection of **best practices and automation tools** will help you **deliver a more seamless experience for both your team and customers** while maximizing efficiency! ## Job Automation & Standardization --- [📄Create a Checklist](/kb/create-a-checklist) [📝Create an On-Demand Job Template](/kb/create-an-on-demand-job-template) [🔂 How to Create a Recurring Job](/kb/how-to-create-a-recurring-job) ## Customer & Service Management --- [📝Contracts](/kb/contracts) ## Customer Engagement & Reputation --- [⭐ Sending out Online Review Links for Jobs](/kb/sending-out-online-review-links-for-jobs) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💳 Allowing Customers to Pay Online Source: https://ascora.com.au/kb/allowing-customers-to-pay-online Offering online payment options can help streamline your billing process and improve customer convenience. By enabling online payments in Ascora, you allow customers to pay invoices quickly and securely via credit card. This reduces administrative workload, minimizes delays in payments, and enhances the overall customer experience. To enable online payments, you need to complete two key steps: 1. **Set Up Payment Methods** – Configure your accepted payment types in **Administration → Payments & Tax**. For more details, refer to the [How to Take Credit Card Payments in Ascora](https://www.notion.so/How-to-take-Credit-Card-Payments-in-Ascora-182c74d8318281f88491eece62302d2e?pvs=21) guide. 1. **Configure Invoice Email Templates** – Add a payment link to your invoice emails so customers can easily access and complete their payments. This guide will walk you through setting up your invoice email templates, adding a "Pay Now" link or button, and testing the process to ensure smooth functionality. By following these steps, you can provide a seamless and efficient payment experience for your customers. --- ### Setting up your Invoice Email Template To set up your Email Template, go to **Administration → Email Templates.** **1.** Select **Invoice**from the drop down menu and click**+ Add Template.** [](%F0%9F%92%B3%20Allowing%20Customers%20to%20Pay%20Online/image2021-1-10_7-6-33.png) **2.**Build your email template by entering a ***template name****,****subject****,*as well as***Email Content.*** You can use the Email Fields so that information will be auto populated once Email is sent. To add Email Fields, click the area in Email Content where you want the field to appear then under **Email Fields**, click the corresponding Email Field name. In the following example, we've added a few Email Fields and one of them is *Site Customer Full Name*. [](%F0%9F%92%B3%20Allowing%20Customers%20to%20Pay%20Online/image2021-1-10_7-21-15.png) ℹ️**Note:** *It is important that you do not manually type the Email Fields as they won't work that way. Always click the link under Email Fields.* **3.**To add the Payment Link, click in the Email Content where you want the link to appear, then select Invoice Link from the Email Fields List. You need to scroll down to find the link from the list. [](%F0%9F%92%B3%20Allowing%20Customers%20to%20Pay%20Online/image2021-1-10_8-49-37.png) **4.** The following screen appears for you to enter a Text and in this example, we enter the text **PAY NOW.** Click **Insert**to proceed. [](%F0%9F%92%B3%20Allowing%20Customers%20to%20Pay%20Online/image2020-12-19_14-56-2.png) **5.**We've now added an invoice link to our invoice email template which the customer can click to make an online payment. [](%F0%9F%92%B3%20Allowing%20Customers%20to%20Pay%20Online/image2021-1-10_7-34-35.png) ### Optional: Adding a Pay Now button You can also add a **Pay Now** button containing the payment link. You must first upload your Pay Now image of your choice by clicking Select Files in Images and Signatures area. **1.** Once you've added the image, click in the Email Content area where you want it to appear then click the Pay Now image. [](%F0%9F%92%B3%20Allowing%20Customers%20to%20Pay%20Online/image2021-1-10_8-25-31.png) **2.**The following box appears and you need to enter the desired image width and height. - In this example, we set it to 200 for height and 200 for width but you can adjust this depending on the image you are adding. Click **Insert**to proceed and the image should now appear in the Email Content area. [](%F0%9F%92%B3%20Allowing%20Customers%20to%20Pay%20Online/image2021-1-10_8-9-33.png) **3.**Now, we need to configure that image to make it clickable. Click on **Pay Now** image located in Email Content area and click **Invoice Link** under Email Fields area, then click **Insert**. [](%F0%9F%92%B3%20Allowing%20Customers%20to%20Pay%20Online/image2021-1-10_8-14-30.png) **4.**The Payment button or image is now clickable so that customers can click on it to make a payment online. [](%F0%9F%92%B3%20Allowing%20Customers%20to%20Pay%20Online/image2021-1-10_8-19-33.png) ## Testing your Payment Link or Payment button **1.**You can access one of your invoices and send it via email to your own email address and once sent, click on **History**tab and display the Email details. [](%F0%9F%92%B3%20Allowing%20Customers%20to%20Pay%20Online/image2021-1-10_8-41-3.png) **2.**You should see the Pay Now link and/or Pay Now button in the email Body. Click the Pay Now link and then Pay Now button and both should redirect you to the Invoice details page which means that links were added successfully. [](%F0%9F%92%B3%20Allowing%20Customers%20to%20Pay%20Online/image2021-1-10_8-42-30.png) Below image is what you should see or your customer sees after clicking **Pay Now link** and/or **PAY NOW** **button**. [](%F0%9F%92%B3%20Allowing%20Customers%20to%20Pay%20Online/image2021-1-10_9-7-25.png) To proceed in making an online payment, your customer needs to click on **Pay Now** button and the box to enter Credit Card details will appear. Once details are entered, your customer needs to click on **Process Payment** to proceed. [](%F0%9F%92%B3%20Allowing%20Customers%20to%20Pay%20Online/image2020-12-19_15-0-38.png) --- # Sub Pages [💳 How to take Credit Card Payments in Ascora](/kb/how-to-take-credit-card-payments-in-ascora) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📱 Android App Source: https://ascora.com.au/kb/android-app Welcome to the Ascora Android App Knowledge Base. This section serves as an overview of all the resources available to help you maximize your use of the Ascora Android App. Here, you'll find detailed guides organized into key categories covering every aspect of the app—from initial setup and job check-ins to equipment management, data entry customization, and troubleshooting common issues. Whether you're just getting started or looking to fine-tune your workflow, these guides are designed to ensure you have quick, easy access to the information you need. --- ## Job Management & Check-In/Out --- [☑️ Checking In and Out on Android](/kb/checking-in-and-out-on-android) [📞 How to Add Callout Fee from the Android Mobile App](/kb/how-to-add-callout-fee-from-the-android-mobil) [↪️ Retrieving Customer Job History](/kb/retrieving-customer-job-history) [↔️ How to move and adjust job booking in Android App Scheduler screen](/kb/how-to-move-and-adjust-job-booking-in-android) [🔄 How to Check In to Unscheduled Jobs in Android Mobile App](/kb/how-to-check-in-to-unscheduled-jobs-in-androi) [✅ How to Mark a Job as Complete in the Android App](/kb/how-to-mark-a-job-as-complete-in-the-android) ## Forms & Data Entry --- [📄 How to access Custom Form from the Android App](/kb/how-to-access-custom-form-from-the-android-ap) [💼 How to Add Labour Charges from the Android Mobile App](/kb/how-to-add-labour-charges-from-the-android-mo) ## Purchase Orders & Financials --- [💲 How to Create Purchase Order on Android Mobile App](/kb/how-to-create-purchase-order-on-android-mobil) [📲 How to Make Payments on Android Mobile App](/kb/how-to-make-payments-on-android-mobile-app) ## Equipment & Inventory Management --- [📳 Equipment Pass/Fail Test from the Android Mobile App](/kb/equipment-passfail-test-from-the-android-mobi) [🔢 Scanning and Adding Barcode from the Android Mobile App](/kb/scanning-and-adding-barcode-from-the-android) [🔤 How to access Equipment Custom Fields in Android App](/kb/how-to-access-equipment-custom-fields-in-andr) ## Settings & Troubleshooting --- [🎥 How to record the screen on your Android device](/kb/how-to-record-the-screen-on-your-android-devi) [📱 How to change mobile app filter in Android App](/kb/how-to-change-mobile-app-filter-in-android-ap) [🔄 How to Upload Database in Android Mobile App](/kb/how-to-upload-database-in-android-mobile-app) [🔃 How to Clear Data on Android Mobile App](/kb/how-to-clear-data-on-android-mobile-app) [📍 How to check Location Settings in Android](/kb/how-to-check-location-settings-in-android) [🔄 How to Synchronise Mobile App (Android)](/kb/how-to-synchronise-mobile-app-android) [📱 How to check Mobile App Version](/kb/how-to-check-mobile-app-version) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🌐 API Endpoints Source: https://ascora.com.au/kb/api-endpoints You will need to retrieve your Auth Key from the **Administration** menu within Ascora. This needs to be included in the Header for any request sent. For details on retrieving your API key in Ascora please refer to the API setup docs at: [🔢 Ascora Enquiry API](/kb/ascora-enquiry-api) With Ascora API, we can now pull more information from your other system such as quotation details, inventory details, enquiries, customer details, etc. Access the following link to download a copy of the API Endpoints user guide. [API Endpoints V1.16](https://www.dropbox.com/scl/fi/uoje4vlnmv8pawl8napcm/API-Endpoints-v-1.16.pdf?rlkey=kd9a24gde3zogr73hnkdncaz9&dl=0) Check out the latest updates! [Ascora API Whats New October 2026.pdf](https://www.dropbox.com/scl/fi/cpf83tsi99tge3teml2d4/Ascora-API-Whats-New-2026-10.pdf?rlkey=rzu2b6zavpcie4ihv36aa8oym&dl=0) --- # Sub Pages [🌐Ascora Accounting API](/kb/ascora-accounting-api) [🔢 Ascora Enquiry API](/kb/ascora-enquiry-api) --- # 🌐 API Settings Source: https://ascora.com.au/kb/api-settings The API Settings page allows you to create an API key in which can be used to push/pull data from/to Ascora. It is available on **Administration > API Settings**. To Generate and API key simply click the Generate New API Key button. --- # Sub Pages [🌐Ascora Accounting API](/kb/ascora-accounting-api) [🔢 Ascora Enquiry API](/kb/ascora-enquiry-api) [🌐 API Endpoints](/kb/api-endpoints) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💰 Applying a Payment to an Invoice Source: https://ascora.com.au/kb/applying-a-payment-to-an-invoice Efficiently managing invoice payments ensures smooth cash flow and accurate financial records. Ascora allows you to apply payments to invoices using various methods, including **cash, direct deposit, EFTPOS, and credit card payments**. Whether processing a full payment or a partial one, this guide will walk you through the steps to add, track, and confirm payments. Additionally, if your customer has available credit notes, you can apply them as payments. For more details on using credit notes, refer to the [Credit Notes](https://www.notion.so/Credit-Notes-182c74d8318281a6b293c71b3c4859d0?pvs=21) guide. This guide also covers: - How to manually add payments to invoices - Processing credit card payments directly in Ascora - Sending payment receipts to customers By following these steps, you can keep your records updated and ensure a seamless payment experience for both your team and your customers. --- 1. Access your customer invoice from the Invoice tab or from the Customer tab and click on **Payments**tab and **+ Add Payment.** [](%F0%9F%92%B0%20Applying%20a%20Payment%20to%20an%20Invoice/image2021-6-28_8-14-16.png) 2. Select a **Payment Date** and select a **Payment Method.***In this example, we are adding a payment using Direct Deposit as payment method but you can also select cash, EFTOS, and credit note.* Enter a **Payment Amount**if processing a partial payment or click **Pay in Full**if processing a full payment and click **Save**to proceed. [](%F0%9F%92%B0%20Applying%20a%20Payment%20to%20an%20Invoice/image2021-6-28_8-23-13.png) ℹ️**Note:***You also have the option to enter a receipt number and email receipt by ticking the corresponding box. Email Templates can be created in****Administration → Email Templates.*** ## How to Process Credit Card Payment You can process Credit Card payments and to activate this feature, you must first set up some settings in **Administration → Payments & Tax.** Please access user guide to complete the configurations if you're wanting to process credit card payments. 1. Once you've completed the configurations and ready to process credit card payments, access your customer invoice from the Invoice tab or from the Customer tab and click on **Payments**tab and then**+ Add Payment**. [](%F0%9F%92%B0%20Applying%20a%20Payment%20to%20an%20Invoice/image2021-6-28_8-14-16.png) 2. Enter the required information such as *Payment Date, and select either MasterCard or Visa as payment method,* and enter a certain amount or click *Pay in Full* if customer is paying the full outstanding balance. - Click **Process Payment** and some fields will appear for you to enter the Credit Card Details such as *Name, card number, CVC, and Expiry Date.* - You also have the option to email a receipt as well email payment confirmation using one of your templates which are set up in*Administration → Email Templates.* Once ready to proceed with payment, click on **Save**. [](%F0%9F%92%B0%20Applying%20a%20Payment%20to%20an%20Invoice/image2020-12-19_14-16-4.png) ℹ️**NOTE:** To confirm that a credit card payment has been successfully processed, you'll see a note stating *"This payment has been processed. Only comments may be altered"* and all other information except comments are locked for editing. *In the following example, a credit card payment of $2,126.80 has been successfully processed.* [](%F0%9F%92%B0%20Applying%20a%20Payment%20to%20an%20Invoice/image2021-7-3_16-8-36.png) --- # Sub Pages [💳 Applying a Payment to Multiple Invoices](/kb/applying-a-payment-to-multiple-invoices) [💳 How to take Credit Card Payments in Ascora](/kb/how-to-take-credit-card-payments-in-ascora) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💳 Applying a Payment to Multiple Invoices Source: https://ascora.com.au/kb/applying-a-payment-to-multiple-invoices Managing multiple outstanding invoices for a single customer can be time-consuming. Ascora’s **Batch Payment** feature streamlines this process by allowing you to apply a single payment across multiple invoices, saving time and ensuring accurate financial records. With batch payments, you can: - Apply payments to multiple invoices in one transaction - Choose from various payment methods, including **cash, direct deposit, EFTPOS, or credit card** - Easily track payments under each invoice for better financial visibility This guide walks you through the steps to process batch payments, helping you maintain efficient accounts receivable management while ensuring customers' outstanding balances are up to date. --- **1.**Go to **Customers**tab and search for a specific customer that has pending invoices and with a batch payment you'd like to process. Click on the *Customer Name* to access the details. [](%F0%9F%92%B3%20Applying%20a%20Payment%20to%20Multiple%20Invoices/image2021-1-14_21-26-5.png) **2.**From the Customer Details screen, click **Batch Payment.** [](%F0%9F%92%B3%20Applying%20a%20Payment%20to%20Multiple%20Invoices/image2021-1-14_21-33-3.png) **3.**Enter the **Payment Date** then select the **Payment Method.** Go through the list of invoices and enter the **Amount Paid** for each of them or the ones that are part of the batch payment you are processing. In this example, we entered the full payments for all four invoices. Once you're done applying the amount paid , click **Save**. [](%F0%9F%92%B3%20Applying%20a%20Payment%20to%20Multiple%20Invoices/image2021-1-14_21-51-24.png) **4.**You can go back to the Invoice screen and access one of the invoices and should see the Payment having been applied. In this example, we opened Invoice 34139 with amount paid **$1,897.50**showing in Payments tab. This is the amount we included when we processed the batch payment. [](%F0%9F%92%B3%20Applying%20a%20Payment%20to%20Multiple%20Invoices/image2021-1-14_21-58-46.png) --- # Sub Pages [💰 Applying a Payment to an Invoice](/kb/applying-a-payment-to-an-invoice) [💳 How to take Credit Card Payments in Ascora](/kb/how-to-take-credit-card-payments-in-ascora) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📽 Ascora and Groundplan Recorded Webinar Source: https://ascora.com.au/kb/ascora-and-groundplan-recorded-webinar Click the link to view the video - [https://ascora.wistia.com/medias/0enkdtx55f](https://ascora.wistia.com/medias/0enkdtx55f) --- # Sub Pages [🔄 GroundPlan Integration](/kb/groundplan-integration) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔢 Ascora Enquiry API Source: https://ascora.com.au/kb/ascora-enquiry-api With the Enquiry API, data from your website forms, external booking systems, or third-party integrations can be **automatically passed into Ascora**, appearing in the Enquiries section. You can then manage these enquiries like any other lead—assigning them to staff, setting priorities, or converting them into jobs. **Key Features of the Ascora Enquiry API** ✅ **Real-time Enquiry Creation** – Leads are instantly added to Ascora when submitted through your connected platform. ✅ **Custom Field Mapping** – Transfer additional enquiry details, such as job type, service preferences, or priority level. ✅ **Flexible Integration** – Works with various platforms including **WordPress, Zapier, CRMs, and custom applications**. ✅ **Secure & Reliable** – API authentication ensures that only authorized sources can submit enquiries to your Ascora account. ✅ **Scalability** – Whether you receive a handful or thousands of enquiries, the API adapts to your business needs. ### Getting Started with API Settings The API can be enabled or disabled under **Administration** → **API** **Settings**. [](%F0%9F%94%A2%20Ascora%20Enquiry%20API/image2021-1-25_17-51-5.png) Click on the **Generate New API Key** and then **Copy to Clipboard.** ℹ️**IMPORTANT**: Keep this API key in a safe spot as you’ll need it for connecting to the Ascora API later. ℹ️NOTE: Clicking **Generate New API Key** will create a new API Key for you to use. It is important to note that this will disconnect any applications using the previous key! If you want to disable the API Key you can do so by clicking **Disable API**. --- ### Using your API Key When making Calls to the Ascora API you’ll need to add this value into the **Header Name** **Auth** [](%F0%9F%94%A2%20Ascora%20Enquiry%20API/image2021-1-25_17-52-34.png) ## Connection details: **Endpoint:** [https://api.ascora.com.au/Enquiry](https://api.ascora.com.au/Enquiry) **Method**: POST **Body:** Enquiry Details as JSON --- Sample Enquiry JSON Data: { "companyName": "Acme", "firstName": "Jack", "lastName": "Johnson", "email": "jack@[test.com.au](http://test.com.au/)", "mobile": "0401 000 000", "phone": "", "addressLine1": "119 Stirling Highway", "addressLine2": "", "addressSuburb": "Nedlands", "addressState": "WA", "addressPostcode": "6009", "addressCountry": "", "enquiryDescription": "Work Description goes here", "customFields": [ { "fieldName": "Connection Type", "fieldValue": "ADSL 2" }, { "fieldName": "Approved NBN Area", "fieldValue": "false" } ] } --- Any number of Custom Fields these can be added to the CustomFields collection. **fieldname**: Name of the Custom Field as entered in Ascora **fieldValue**: Value to be recorded. The following is an example of a Wordpress Plugin that runs with Contact Form 7. You'll need to change your API Key and any fields as needed to match your form. [Click Here](https://www.dropbox.com/s/x5ernrcmk8yanu4/Enquiry%20Wordpress%20-%20Sample%20%281%29.txt?dl=0) to download the file. [Enquiry Wordpress - Sample.txt](%F0%9F%94%A2%20Ascora%20Enquiry%20API/Enquiry_Wordpress_-_Sample.txt) [Enquiry Wordpress - Sample.txt](%F0%9F%94%A2%20Ascora%20Enquiry%20API/Enquiry_Wordpress_-_Sample.txt) --- # Sub Pages [📞 Enquiries Guides](/kb/enquiries-guides) [📲 How Enquiry Works](/kb/how-enquiry-works) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📃 Ascora Feature Guides Source: https://ascora.com.au/kb/ascora-feature-guides Ascora offers a wide range of powerful features designed to streamline your business processes, boost productivity, and enhance overall efficiency. From scheduling tools to advanced reporting, these guides will walk you through each functionality step by step, helping you get the most out of your Ascora account. Whether you’re looking to fine-tune your job management, optimize quoting, or explore integrations, our comprehensive Feature Guides provide everything you need to leverage Ascora’s full potential. With Ascora, you can: - Automate and simplify everyday tasks using built-in scheduling and workflow tools. - Gain insights into performance with robust reporting and analytics. - Customize settings, templates, and notifications to fit your unique business requirements. - Seamlessly connect with other applications and integrations for a more cohesive ecosystem. Explore the guides below to discover how Ascora’s features can help you save time, reduce errors, and grow your business. [👨 Customer Guides](/kb/customer-guides) Managing customers effectively is essential for driving growth and ensuring high customer satisfaction. Ascora’s comprehensive tools enable you to maintain organized customer records, leverage customer types and contact roles for targeted support, create self-service customer portals, and seamlessly import or export data. Whether you need to handle multi-site relationships, link third-party billing, or simply access records quickly, these resources offer all the guidance you need to streamline communication and optimize your customer management processes. [⚒ Jobs Guides](/kb/jobs-guides) Efficiently managing jobs is central to any successful service operation, and Ascora’s powerful tools streamline this process from start to finish. These guides offer step-by-step instructions and best practices on everything from adding checklists, attachments, and variations, to managing recurring jobs and job types. You’ll also learn how to track labor, expenses, and suppliers, set up callout fees, and convert customer queries into actionable tasks—ensuring accurate costs, smooth workflows, and satisfied customers. [📄 Quotations Guides](/kb/quotations-guides) Producing professional, accurate quotes is essential for winning business and maintaining clear communication with your clients. Ascora’s comprehensive quoting features enable you to manage every step—from creating new quotes or templates to adding detailed breakdowns, optional items, and even marking a quote as lost or accepted. Whether you need to attach relevant documents, track your quote pipeline, or convert an approved quote directly into a job, these guides provide all the best practices and tools you’ll need. [📅 Scheduling Guides](/kb/scheduling-guides) Efficient scheduling is the cornerstone of a streamlined and productive business. With Ascora's robust scheduling features, you can ensure your team operates smoothly, minimizes downtime, and delivers exceptional service to clients. Whether you need to book jobs or quotes directly from their details pages, utilize map-based planning, or manage staff availability using roster views, Ascora empowers you to stay organized and responsive. [📄 Invoicing Guides](/kb/invoicing-guides) Efficient invoicing is crucial for maintaining cash flow, ensuring accuracy, and keeping your financial records organized. With Ascora’s invoicing tools, you can generate, send, and manage invoices seamlessly—whether for individual jobs, progress claims, or bulk invoicing. [📃 Purchase Order Guides](/kb/purchase-order-guides) Managing your **Purchase Orders** effectively is key to controlling costs, ensuring smooth job execution, and maintaining strong supplier relationships. Ascora provides a comprehensive suite of tools that streamline your purchasing workflow, helping you track supplies, manage approvals, and integrate purchases directly with jobs. [⏰ Timesheet Guides](/kb/timesheet-guides) Accurate timesheet management is essential for **tracking labor costs, improving efficiency, and ensuring seamless payroll integration**. Ascora’s Timesheet tools help businesses **record work hours, generate reports, and sync data with payroll systems**, reducing errors and administrative workload. Whether you need to **edit timesheets, analyze reports, or integrate with MYOB and Xero**, these guides will help you **streamline workforce tracking and compliance** with ease. [👨‍💼 Users Guides](/kb/users-guides) Effectively managing your team in **Ascora** is essential for **boosting productivity, maintaining security, and streamlining operations**. [📦 Supplies or Materials & Kits](/kb/supplies-or-materials-kits) Optimizing your supply and materials management is **key to keeping projects on track and reducing costs**. Ascora offers a powerful suite of tools that help you efficiently track supplies, manage supplier relationships, and bundle materials into **kits** for streamlined operations. [📦 Suppliers & Supplier Invoices Guides](/kb/suppliers-supplier-invoices-guides) Efficient purchase order management ensures you have the right supplies at the right time, helping control costs and avoid project delays. Ascora provides a flexible Purchase Order system that lets you create new orders from scratch, generate them directly from job supplies, or combine multiple orders for simplification. With built-in approval processes, imports, and reassignments, you can maintain a clear oversight of your procurement workflow. [📦 Inventory Guides](/kb/inventory-guides) Effective **inventory management** is essential for maintaining **accurate stock levels, reducing costs, and ensuring job efficiency**. Ascora’s **inventory tools** help you track supplies, manage pricing, and monitor stock movement across multiple locations. Whether you need to **adjust stock levels, create price lists, track inventory movement, or streamline supplier invoicing**, these guides provide clear instructions to help you maintain a **well-organized and efficient inventory system**. [🛢️ Equipment Guides](/kb/equipment-guides) Keeping your equipment properly tracked, maintained, and serviced is key to **reducing downtime, improving safety, and enhancing customer satisfaction**. With Ascora’s **comprehensive equipment management tools**, you can **monitor equipment details, schedule recurring maintenance, perform compliance testing, and track ownership transfers seamlessly**. From **barcode scanning in the field to automated service reminders**, Ascora ensures that your business stays on top of **preventative maintenance and regulatory compliance**, while making it easier to manage assets across multiple locations and customers. [📞 Enquiries Guides](/kb/enquiries-guides) Managing enquiries effectively is essential for converting potential leads into valuable customers. Ascora’s **Enquiry system** helps you centralize and streamline incoming customer requests, ensuring no opportunity slips through the cracks. With features that allow you to capture enquiries from various sources, track their status, and seamlessly convert them into quotes or jobs, Ascora simplifies your lead management process. [📌 GPS Guides](/kb/gps-guides) Efficient fleet and workforce management starts with real-time GPS tracking. Ascora’s **GPS solutions** provide businesses with **complete visibility into team movements, vehicle usage, and trip history**, allowing for **better route planning, improved accountability, and optimized operations**. [🧾 Accounting Integration Guides](/kb/accounting-integration-guides) Efficient fleet and workforce management starts with real-time GPS tracking. Ascora’s **GPS solutions** provide businesses with **complete visibility into team movements, vehicle usage, and trip history**, allowing for **better route planning, improved accountability, and optimized operations**. [📊 Reports Guides](/kb/reports-guides) Tracking and analyzing business data is essential for maintaining efficiency, improving financial accuracy, and making data-driven decisions. Ascora’s reporting tools allow you to monitor key metrics such as financial performance, project progress, and workforce productivity. [🖥️ Dashboard & Map Guides](/kb/dashboard-map-guides) Efficiently managing your workflow starts with having the right insights at your fingertips. Ascora’s **Dashboard** and **Map** features provide real-time visibility into key business metrics, job locations, and team movements, helping you stay on top of daily operations. [🔄 Importing Guides](/kb/importing-guides) Managing data efficiently is key to keeping operations smooth and minimizing manual work. Ascora's importing tools allow you to bring in essential business data—such as customers, jobs, quotes, supplier price lists, and timesheets—quickly and accurately. Whether you're importing data for the first time, making bulk updates, or setting up automated imports, these processes help streamline your workflow and maintain data integrity. [💥 Advance Guides](/kb/advance-guides) Once you’ve mastered the basics, it’s time to explore **Ascora’s advanced features** to further **streamline operations, improve service quality, and enhance customer satisfaction**. These tools help you **automate repetitive tasks, standardize workflows, and leverage customer feedback**—saving you time while improving consistency and reliability. [📱 Custom Forms Guides](/kb/custom-forms-guides) Custom forms in Ascora allow businesses to **tailor their data collection process** for jobs, quotes, and inspections. Whether you need to capture client signatures, attach photos, or record essential job details, custom forms provide **a structured, flexible, and efficient way** to ensure critical information is gathered accurately. [📝 Document Templates Guides](/kb/document-templates-guides) Clear, professional, and branded **documentation** is essential for maintaining consistency and credibility in your business. Ascora’s **Document Templates** empower you to customize **quotes, invoices, work orders, and other key documents** to suit your business needs. With features such as **merge fields, images, and custom fields**, you can tailor each document to dynamically pull relevant details, reducing manual input while ensuring accuracy. [🔄 GroundPlan Integration](/kb/groundplan-integration) Streamline your quoting and inventory processes by integrating Ascora seamlessly with Groundplan. This powerful integration allows you to efficiently create accurate project take-offs, manage quotes, and optimize your inventory directly within Ascora. Whether you're setting up your initial integration, managing quotes, or leveraging inventory kits, these guides provide everything you need to maximize efficiency and accuracy in your workflow. --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🗺️ Ascora GPS Brochure Source: https://ascora.com.au/kb/ascora-gps-brochure [](%F0%9F%97%BA%EF%B8%8F%20Ascora%20GPS%20Brochure/image2021-10-21_9-25-30.png) [](%F0%9F%97%BA%EF%B8%8F%20Ascora%20GPS%20Brochure/image2021-10-21_9-26-52.png) ✅**NOTE:** If the pricing in this brochure is different from the pricing in the Ascora Shopping Cart, kindly note that the pricing in the[Ascora Shopping Cart](https://www.ascora.com.au/ShoppingCart/Shop)applies.[Click Here](https://www.ascora.com.au/Assets/Content/tracking_brochure_ascora_08_ascora_final.pdf) to download Ascora GPS Brochure --- # Sub Pages [📌 GPS Guides](/kb/gps-guides) [📍 GPS Tracker Overview](/kb/gps-tracker-overview) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🌏 Ascora GPS Setup - Champ Source: https://ascora.com.au/kb/ascora-gps-setup---champ Thanks for selecting Ascora GPS tracking for your vehicles or assets. Once your GPS devices are installed you’ll be able to GPS tracking data right inside Ascora – including Live Tracking, Trip History and a whole range of GPS details. ***Important:****Take note of the Serial Number of the Device you’ll need this to identify this particular Tracker in Ascora. The Serial Number is shown on the box and also on the Champ itself.* [](%F0%9F%8C%8F%20Ascora%20GPS%20Setup%20-%20Champ/image2021-1-20_19-58-20.png) ## Step 1 - Installation The Champ must be installed into your vehicle by an auto-electrician. See below for a standard three wire installation. Here’s a wiring diagram to assist in Installation: [](https://support.ascora.com.au/download/attachments/2099942/image2021-1-20_20-2-54.png?version=1&modificationDate=1611144174937&api=v2) [](https://support.ascora.com.au/s/gcjtui/8502/f98ec3888b26b06d33073add9018b1908832a5a1/_/images/icons/emoticons/information.svg) Here’s a wiring diagram to assist in Installation: [](https://support.ascora.com.au/download/attachments/2099942/image2021-1-20_20-3-36.png?version=1&modificationDate=1611144216920&api=v2) Pins 2, 6, 7 are inter-changeable grounds. Pins 3,4,9 and 10 are split off into a molex connector for the Driver ID. ## Step 2 – Setup in Ascora Now your Legend is installed and ready to go, you’ll want to adjust the details shown in Ascora. **1.** Under the **Tracking** menu, click on **Assets**. [](https://support.ascora.com.au/download/attachments/2099942/image2021-1-20_20-6-23.png?version=1&modificationDate=1611144383347&api=v2) **2.**All of your current GPS assets will be listed – the new ones will be displayed as ASSET. Find the row matching the Serial Number installed and click on the Asset Name in the first column. [](https://support.ascora.com.au/download/attachments/2099942/image2021-1-20_20-7-20.png?version=1&modificationDate=1611144440640&api=v2) **3.** Adjust the **Asset Code** and **Name** as needed and click **Save** – this will help you find the Asset in the reports. ## Tracking Menu Here’s a quick breakdown of the features available under the Tracking menu in Ascora: [](%F0%9F%8C%8F%20Ascora%20GPS%20Setup%20-%20Champ/image2021-1-20_19-46-21.png) **Assets** – Defines the Vehicles you have in your fleet and the associate tracker. Also provides an estimated Odometer and Run Time values. **Live Tracking** – See where all your Assets are right now. **Trip View** – See the Trip replays and details for a particular Asset for any day. **Daily Coverage Map** – See overall trip data for multiple Assets. You can also select multiple Assets to see all Trips at once. **Manage Trips** – See the Trip details over a date range for a particular Asset as a Table. You can also jump from here to the Trip View to view them on the map. **Asset Timeline** – Displays a table of all Trips for a selected Asset over a specified Timeframe. Also allows you to jump to the Trip View to see more information on a particular Trip. **Telemetry**– Displays the raw telemetry data received by Ascora – including Heartbeat values and locations and all range of hardcore GPS data. **IO Telemetry** – Displays Raw Input / Output Telemetry received – such as Log Reasons, Battery and External Voltages. **GPS Settings** – Area where you can define additional GPS parameters (all the important ones are already pre-set for you by Ascora) and define Geofences. --- # Sub Pages [📍 GPS Tracker Overview](/kb/gps-tracker-overview) 🌏 Ascora GPS Setup - Champ [🌏 Ascora GPS Setup - Legend](/kb/ascora-gps-setup---legend) [🌏 Champ with iButton for DriverID & Immobilisation](/kb/champ-with-ibutton-for-driverid-immobilisatio) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🌏 Ascora GPS Setup - Legend Source: https://ascora.com.au/kb/ascora-gps-setup---legend Thanks for selecting Ascora GPS tracking for your vehicles or assets. Once your GPS devices are installed you’ll be able to access GPS tracking data right inside Ascora – including Live Tracking, Trip History and a whole range of GPS details. [](https://support.ascora.com.au/download/attachments/2099932/image2021-1-20_19-35-21.png?version=1&modificationDate=1611142521297&api=v2) ## Step 1 - Installation The Legend GPS unit is extremely easy to install – it plugs directly into the ODBII port in your vehicle. In most vehicles, this is located under the dashboard near the steering wheel column. The Blue LED will flash if the Legend is getting powered. ***Important:****Take note of the Serial Number of the Device you’ll need this to identify this particular Tracker in Ascora. The Serial Number is shown on the box and also on the Legend itself.* [](%F0%9F%8C%8F%20Ascora%20GPS%20Setup%20-%20Legend/image2021-1-20_19-36-28.png) ***Note:****An OBDII Splitter cable can be used to mount the Legend inside the dashboard. These are also available directly from Ascora.* [](%F0%9F%8C%8F%20Ascora%20GPS%20Setup%20-%20Legend/image2021-1-20_19-38-20.png) ## Step 2 – Setup in Ascora Now your Legend is installed and ready to go, you’ll want to adjust the details shown in Ascora. **1.** Under the **Tracking** menu, click on **Assets**. [](https://support.ascora.com.au/download/attachments/2099932/image2021-1-20_19-41-26.png?version=1&modificationDate=1611142886287&api=v2) **2.** All of your current GPS assets will be listed – the new ones will be displayed as ASSET. Find the row matching the Serial Number installed and click on the Asset Name in the first column. [](https://support.ascora.com.au/download/attachments/2099932/image2021-1-20_19-45-13.png?version=1&modificationDate=1611143113860&api=v2) **3.**Adjust the **Asset Code** and **Name** as needed and click **Save** – this will help you find the Asset in the reports. ## Tracking Menu Here’s a quick breakdown of the features available under the Tracking menu in Ascora: [](%F0%9F%8C%8F%20Ascora%20GPS%20Setup%20-%20Legend/image2021-1-20_19-46-21.png) **Assets** – Defines the Vehicles you have in your fleet and the associate tracker. Also provides an estimated Odometer and Run Time values. **Live Tracking** – See where all your Assets are right now. **Trip View** – See the Trip replays and details for a particular Asset for any day. **Daily Coverage Map** – See overall trip data for multiple Assets. You can also select multiple Assets to see all Trips at once. **Manage Trips** – See the Trip details over a date range for a particular Asset as a Table. You can also jump from here to the Trip View to view them on the map. **Asset Timeline** – Displays a table of all Trips for a selected Asset over a specified Timeframe. Also allows you to jump to the Trip View to see more information on a particular Trip. **Telemetry**– Displays the raw telemetry data received by Ascora – including Heartbeat values and locations and all range of hardcore GPS data. **IO Telemetry** – Displays Raw Input / Output Telemetry received – such as Log Reasons, Battery and External Voltages. **GPS Settings** – Area where you can define additional GPS parameters (all the important ones are already pre-set for you by Ascora) and define Geofences. --- # Sub Pages [📍 GPS Tracker Overview](/kb/gps-tracker-overview) [🌏 Ascora GPS Setup - Champ](/kb/ascora-gps-setup---champ) 🌏 Ascora GPS Setup - Legend --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📎 Attachment Categories Source: https://ascora.com.au/kb/attachment-categories Attachment Categories allow you to group related attachments together, making it easier to access, filter, and manage your files across Jobs, Quotes, Invoices, and other documents. You can find it under **Administration > Attachment Categories.** In this section, you can create new categories, edit existing ones, and even set a default category for new attachments. This helps maintain a clean and organized system, ensuring that all attachments are easy to locate and consistently categorized. --- Below are the steps to set up and manage your attachment categories: 1. **Accessing Attachment Categories:**Navigate to the **Administration** section in Ascora and select **Attachment Categories**. Here you’ll see a list of existing categories. 1. **Creating a New Category:**Click **+ Add New**. Enter a descriptive name and, if desired, a brief description to help identify the category’s purpose. Save your changes to add the new category. 1. **Editing or Deleting Categories:**To modify an existing category, click the **Edit** icon next to the category name, make your changes, and save. To delete a category, select the delete option and confirm the removal. 1. **Setting a Default Attachment Category:**In the settings for new attachments, you can choose a default category. This default will automatically be applied when new attachments are added, ensuring consistency across your documents. --- # Sub Pages [📎 Manage Attachments and File Permissions for Jobs in Ascora](/kb/manage-attachments-and-file-permissions-for-j) [📎 Add Attachments to a Quote](/kb/add-attachments-to-a-quote) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 Automatic Supplier Invoice Importing Source: https://ascora.com.au/kb/automatic-supplier-invoice-importing Ascora can automatically read in invoices you received from your Suppliers via email. Once the email has been processed Ascora will create the Supplier Invoice with a copy of the Invoice CSV/PDF received. We’ll also even link up to the related Purchase Order or Job. Using automatic Supplier Invoice importing will save you a significant number of hours and is easy to get started! --- **1) Link the email account you will instruct Suppliers to email their invoices to.** This can be any email you have on your own email Server, such as Exchange, or an Office 365 / Outlook email account. You can enter your email account details under **Administration** **->** **System** **Settings** or from this [link](https://www.ascora.com.au/Portal/SystemSettings) **2) Configure the related Supplier Card** Locate the Supplier details in Ascora and set the Supplier Invoice Format. Once this is done just tick the box to enable automatic import and enter the email address of the supplier – this can just be the last part after the @ symbol. **3) Sit back and watch the Invoices be automatically created as they are sent to Ascora** Supplier Invoices will be automatically created once the email is processed. You can also see all emails processed under the [📩 Received Email History - for Automatic Supplier Invoice Import or Job Import](/kb/received-email-history---for-automatic-suppli) Once a Supplier Invoice has been imported it can be edited if needed or Accepted. Once you Accept a Supplier Invoice the costs on the related Job will be automatically updated and the Supplier Invoice will also be pushed to your accounting package. ℹ️**Manual Import Options**If you'd prefer you can also manually import Supplier Invoices from the [Supplier Invoices](https://www.ascora.com.au/Purchasing/SupplierInvoice/Index) screen by clicking on the **Import**button and you can drop in the Supplier Invoice CSV/PDF manually. This will still create the Supplier Invoice and perform the linking to your PO/Job and still save heaps of time! ❌**NOTE:** Automatic Importing should be assigned to a dedicated inbox as all emails will be marked as deleted once they have been processed by the importer. If you need a copy of each supplier invoice, you can configure your email account to automatically forward copies to a different mailbox. Alternatively you can configure your email to keep the deleted emails in the DELETED folder after a certain period. ## Example Supplier Configuration [](%F0%9F%94%84%20Automatic%20Supplier%20Invoice%20Importing/image2023-5-23_22-11-27.png) --- # Sub Pages [📩 Received Email History - for Automatic Supplier Invoice Import or Job Import](/kb/received-email-history---for-automatic-suppli) [⤵️ Setting up Automatic Import for Supplier Invoices - Office 365](/kb/setting-up-automatic-import-for-supplier-invo) [⌨️ Entering Supplier Invoices Manually](/kb/entering-supplier-invoices-manually) [📦 Suppliers & Supplier Invoices Guides](/kb/suppliers-supplier-invoices-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔃 Automation Source: https://ascora.com.au/kb/automation The **Automation Settings** section in Ascora Administration empowers you to optimize your daily operations by automating key communication processes. By configuring these features, you can schedule and dispatch notifications, follow-ups, and reminders automatically—ensuring that your customers receive timely updates and your team stays on track with internal processes. This functionality not only reduces manual workload but also improves consistency in customer interactions and operational efficiency. The guides below will help you easily locate and configure the specific automation features that best suit your business needs: ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/8zepihd1ic](https://ascora.wistia.com/medias/8zepihd1ic) --- ## Booking Automation --- [💬 Booking Confirmation (Manual)](/kb/booking-confirmation-manual) [💬 Booking Notification (Auto)](/kb/booking-notification-auto) [🚚 On Approach Notification - On The Way](/kb/on-approach-notification---on-the-way) ## Email & Reminder Automation --- [📩 Received Email History - for Automatic Supplier Invoice Import or Job Import](/kb/received-email-history---for-automatic-suppli) [📝 Setting up Automated Reminders for Scheduled Jobs or Quotes](/kb/setting-up-automated-reminders-for-scheduled-2) ## Follow-Up Automation --- [🔍 Creating Follow Ups for Completed Jobs](/kb/creating-follow-ups-for-completed-jobs) [🔍 Creating Follow Ups for Outstanding Quotes](/kb/creating-follow-ups-for-outstanding-quotes) [🔍 Creating Follow Ups for Overdue Invoices](/kb/creating-follow-ups-for-overdue-invoices) [⤴️ Follow Ups History](/kb/follow-ups-history) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💸 Basic Accounts Integration Setup Source: https://ascora.com.au/kb/basic-accounts-integration-setup Integrating **Ascora** with your accounting system ensures **accurate, efficient, and real-time financial management**. Whether you use **Xero, QuickBooks, MYOB AccountRight, or MYOB Essentials**, Ascora provides **direct synchronization** to streamline invoicing, payments, and financial reporting. With this integration, you can: ✅ **Automate invoice creation and syncing**, reducing manual data entry. ✅ **Ensure customer records are updated in real-time**, linking transactions seamlessly. ✅ **Sync payments in both directions** between Ascora and your accounting package. ✅ **Track and manage supplier invoices** once they are accepted in Ascora. ✅ **Customize income codes** for job types, materials, and labor to match your chart of accounts. ✅ **Easily resolve sync issues** with reconnect options and real-time troubleshooting. This guide walks you through the **key features, settings, and best practices** to ensure a smooth **Ascora-to-accounting integration**. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/nuilyy5l6i](https://ascora.wistia.com/medias/nuilyy5l6i) --- You can integrate your accounting package in **Administration → Accounts Integration.** ### Important Key Points around Accounts Integration: ### Integration & Syncing issues When you connect your accounting package for the first time, it asks you to log in as well as click "Allow Permission" which essentially allows Ascora to connect and sync with your accounting package. When you experience connection issue or data not syncing, you can go to **Administration → Accounts Integration → Disconnect**and then**Reconnect.** ### Adding Customers Your Customers in Ascora will only sync with your accounting package once they become paying customers. This means that unless an invoice is already created in Ascora, you cannot see your customer in your accounting package yet. **Note:***When you connect your accounting package for the first time, you will be given an option to import your customer or do it at a later time.* ### Syncing of Invoices You can't do invoices in Ascora and your accounting package concurrently so it must be done one way. For example, you can set a specific start date as to when to use Ascora for invoicing. You can go to **Administration → System Settings** → **Auto Numbering → Invoice**which allows you to change the initial number for better reference so you can identify which invoice is done in Ascora moving forward. ### Jump In Allocated Numbers Each mobile app will be pre-allocated 25 numbers whether it's invoice number, job number, or quote number. This is to make sure that a mobile app user is able to create a job, create an invoice, or create a quote even without mobile coverage as Ascora supports offline mode. You will see a jump in numbers and this won't be an issue and it's the expected behaviour to guarantee unique job numbers, invoice numbers, or quote numbers can be allocated. You might see a big gap when mobile apps are being deleted and reinstalled multiple times. ### Syncing Time Frame - **Creating an invoice** - takes a couple of minutes to sync with your accounting package - **Payments**you can take payments on either side and they sync both ways. For example, if you take a payment from your mobile app, it syncs with your Xero and if you make a payment in Xero for a certain invoice, it also syncs with Ascora automatically. - **Checking of Payment** - takes time as it depends on bank feeds. ### Deleting Invoice in Ascora This will be void the invoice in your accounting package and if you make edits to your invoice in Ascora, it syncs with your accounting package. ### Supply invoices It only syncs with your accounting package only if already accepted in Ascora. Purchase Orders won't sync in your accounting package as there is no expense involved yet. ### Setting up Income Codes. Income codes are set up in your accounting package and once you integrate with Ascora, such income codes will be available for selection. Value for the Invoice's Reference fieldThis is the reference field shown in your accounting package and you can choose to display Job Number, Purchase Order Number, Site Address, or Client Work Order Number.Account Number To Receive PaymentsThis is your business bank account.Account for Credit Card PaymentsYou can set up a clearing account to select for credit card payments.Default Payment Method from AccountsThis will record depending on the payment method selected and you can create Payment Methods in **Administration → Payments & Tax**Default Supplier Invoice AccountThis is your purchases income code.Default Supplier Expense AccountSelect the default account to record Expenses. You can override this default when recording Expenses against a JobDefault Rounding AccountDefault Labour Income AccountThis is a sales income code unless you set up a unique income code for each job type.Default Materials Income AccountThis is a sales income code unless you set up a unique income code for each supply or material.Default Credit Note Account Income AccountYou can set up account revenue or set up a more specific one.Default Bad Debt Account Income AccountPush Individual Invoice LinesIf you want as much information going across your accounting package as much as possible, then you can enable this setting.Push Invoice Lines as ItemsWhen you enable this option, an item code will be created in your accounting package for each invoice linePush Invoice Work UndertakenYou can enable this setting if you want the Work Undertaken details to become available in the accounting package otherwise, you can disable this.Relax Restrictions on Selection of Accounts ### Saving Accounting Package Settings and Refreshing Chart of Accounts When you make changes in Accounts Integration page such as selecting new account income codes, it is important to click **Save Accounting Settings.** On the other hand, if you made changes in your accounting package such as creating a new set of account income codes, you must click **Refresh Chart of Accounts** in Accounts Integration page and that will help push across the changes made in your accounting package to Ascora. [](%F0%9F%92%B8%20Basic%20Accounts%20Integration%20Setup/image2021-1-18_18-23-32.png) ### Importing Customer When you connect your accounting package for the first time, it will ask if you want to import your customers from your accounting package into Ascora. You have the option to click **Not Right Now** so you can import at a later time. [](%F0%9F%92%B8%20Basic%20Accounts%20Integration%20Setup/image2022-2-24_22-32-6.png) From Ascora, you can also import your customers by going to**Customers → Import/Export → Import from Accounting Package.** ### Setting up Unique Income Codes for Job Types You can set up unique income codes for each job type and you must first set up your job account codes in your Accounting Package. Once done, go to **Administration → Accounts Integration** and click **Refresh Chart of Accounts.** **1.** You can then go to**Administration → Jobs**and click **Edit**beside the Job Name. [](%F0%9F%92%B8%20Basic%20Accounts%20Integration%20Setup/image2021-1-18_18-13-15.png) **2.** Choose your **Account Labour Income Code** as well as your **Account Materials Income Code** if necessary. [](%F0%9F%92%B8%20Basic%20Accounts%20Integration%20Setup/image2021-1-18_18-16-5.png) ### Setting up Unique Income Codes for Supplies or Materials You can set up unique income codes for each supply or material and you must first set up your job account codes in your Accounting Package. Once done, go to **Administration → Accounts Integration** and click **Refresh Chart of Accounts.** **1.** You can then go to**Inventory → Supplies → click the supply name**to open the details. You can then select your unique Account Income Code. [](%F0%9F%92%B8%20Basic%20Accounts%20Integration%20Setup/image2021-1-18_18-43-10.png) ### Setting up Unique Income Codes for Labour Roles & Rates You can set up unique income codes for Labour Roles and you must first set up your job account codes in your Accounting Package. Once done, go to **Administration → Accounts Integration** and click **Refresh Chart of Accounts.** **1.** You can then go to**Administration → Labour & Roles → Edit.** [](%F0%9F%92%B8%20Basic%20Accounts%20Integration%20Setup/image2021-1-18_18-47-55.png) **2.**You can then select your unique Account Income Code. [](%F0%9F%92%B8%20Basic%20Accounts%20Integration%20Setup/image2021-1-18_18-49-5.png) ✅To access a quick tutorial around Accounts Integration, you can access the following link.[https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-AccountsIntegration-Setup](https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-AccountsIntegration-Setup) --- # Sub Pages [↪️Integrating Ascora with QuickBooks](/kb/integrating-ascora-with-quickbooks) [↪️Integrating Ascora with Xero](/kb/integrating-ascora-with-xero) [↪️Integrating Ascora with MYOB Essentials](/kb/integrating-ascora-with-myob-essentials) [↪️ Integrating Ascora with MYOB AccountRight](/kb/integrating-ascora-with-myob-accountright) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💬 Booking Confirmation (Manual) Source: https://ascora.com.au/kb/booking-confirmation-manual Effective communication with your customers is key to smooth operations. With Ascora, you can customize your SMS template for booking confirmations so that every message is clear, consistent, and automatically populated with important details like booking date, time, and job description. This guide will walk you through building and saving your SMS template, ensuring that you can efficiently notify your customers of their upcoming appointments. --- **1.** Go to **Administration → Booking Confirmation** ******2.**Build your SMS template by adding dynamic fields from "Insert field". Once you're done building your SMS template, click Save button located on the upper right part of the screen. --- ## Sending SMS Booking Confirmation **1.**Go to **Scheduler**and right click on a job then select **Send SMS****Confirmation****.** **** **2.** Select **Booking Confirmation** as the SMS Template and click **Send**. The information are auto populated depending on which fields we've added. --- # Sub Pages [📲 How to Create SMS Templates](/kb/how-to-create-sms-templates) [💬 Booking Notification (Auto)](/kb/booking-notification-auto) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💬 Booking Notification (Auto) Source: https://ascora.com.au/kb/booking-notification-auto Effective communication with your mobile team is essential for smooth daily operations. This guide explains how to set up and send automated SMS notifications from the Scheduler to alert your team about the day's activities. By configuring a custom SMS template, you can include dynamic fields—such as BookingDate—that will automatically populate when messages are sent. Follow the steps below to build, save, and use your SMS template for team alerts. --- **1.** Go to **Administration → Booking Notifications** **** **2.** Build your SMS template by adding dynamic fields from "Insert field". Once you're done building your SMS template, click **Save**button located on the upper right part of the screen. --- ## Sending SMS Booking Confirmation **1.**Go to **Scheduler**and right click on a job then select **Alert Team For Day via SMS.** **** **2.** Ensure the box beside **Include Standard Template** is ticked then click **Send**. --- # Sub Pages [📲 How to Create SMS Templates](/kb/how-to-create-sms-templates) [💬 Booking Confirmation (Manual)](/kb/booking-confirmation-manual) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ❌ Cancel or Delete a Recurring Job Source: https://ascora.com.au/kb/cancel-or-delete-a-recurring-job Ascora’s recurring job templates are flexible, allowing you to skip or remove upcoming jobs without disrupting the entire sequence. Whether a customer decides to postpone a single service, or you need to adjust future jobs due to new requirements, Ascora provides easy methods to either cancel, delete, or entirely remove a recurring job template. This ensures you maintain control over your recurring schedules and can adapt to changes as needed. Use the following steps to: - **Cancel** future job instances so they won’t appear again. - **Delete** future job instances to have them automatically re-created under updated settings. - **Delete an entire template** if you no longer need those recurring jobs going forward. --- ### **Access the Job Templates** - Click the **Advanced** icon in the top menu, then select **Job Templates**. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJob%20Templates%2FTop_Menu_Job_Templates.png) **View the Recurring Job Template** - Find the recurring template you want to modify and click **View**. This opens the template’s details page. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJob%20Templates%2FView_Template.png) ### Cancel a Future Instance of a Recurring Job Use **Cancel** if a customer wants to skip one or more scheduled services without permanently removing them from the sequence. 1. **Open the Jobs Tab**In the template details, select the **Jobs Tab** to see a list of all future jobs generated from this template. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJob%20Templates%2FJobs_Tab_Template.png) 1. **Select the Job(s) to Cancel** - Locate the job instance(s) you want to skip and check the box next to each [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJob%20Templates%2FSelect_Job_Cancel_Instance.png) 1. **Cancel the Selected Jobs** - Click **Cancel Jobs** [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJob%20Templates%2FCancel_Jobs_Button.png) 1. **Confirm the Cancellation** - Click **Yes** to finalize. These jobs will not be recreated for future schedules [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJob%20Templates%2FYes_Cancel_Template_Job.png) ### Delete a Future Recurring Job Instance Use **Delete** if job settings or details have changed and you want Ascora to automatically regenerate the job with updated information. 1. **Open the Jobs Tab**In the template, navigate to the **Jobs Tab** again. [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FJob%20Templates%2FJobs_Tab_Template.png) 1. **Select the Job(s) to Delete** - Check the box next to the instance(s) you want removed. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJob%20Templates%2FSelect_Job_Cancel_Instance.png) 1. **Delete the Selected Jobs** - Click **Delete Jobs** [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJob%20Templates%2FDelete_Jobs_Template.png) 1. **Confirm Deletion** - Click **Yes** to confirm. Ascora will remove these job instances, but will regenerate them based on any new template settings. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJob%20Templates%2FYes_Delete_Job_Template.png) ### Delete an Entire Recurring Job Template Removing a template permanently stops future jobs from being created and also deletes any upcoming ones already scheduled. 1. **Delete the Template**From the template details page, click **Delete Template**. A **Manage Incomplete Jobs** window will pop up. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJob%20Templates%2FDelete_Template_Button.png) **Manage Existing Incomplete Jobs** - If any future jobs have already been created, choose whether to **Cancel** them before deleting the template. - Once ready, click **Delete Job Template** and **OK** to confirm [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJob%20Templates%2FManage_Incomplete_Jobs_Window-750.png) By choosing the right action—**Cancel**, **Delete**, or **Delete Template**—you can keep your recurring job schedules clean and up to date, ensuring Ascora accurately reflects your ongoing service commitments. --- # Sub Pages [🔂 How to Create a Recurring Job](/kb/how-to-create-a-recurring-job) [🦺 How to Create Job Types](/kb/how-to-create-job-types) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🌏 Champ Diagram for the HID RFID Cards Source: https://ascora.com.au/kb/champ-diagram-for-the-hid-rfid-cards [](%F0%9F%8C%8F%20Champ%20Diagram%20for%20the%20HID%20RFID%20Cards/image2022-12-8_23-28-21.png) # Sub Pages [📍 GPS Tracker Overview](/kb/gps-tracker-overview) [🌏 Ascora GPS Setup - Champ](/kb/ascora-gps-setup---champ) [🌏 Ascora GPS Setup - Legend](/kb/ascora-gps-setup---legend) [🌏 Champ with iButton for DriverID & Immobilisation](/kb/champ-with-ibutton-for-driverid-immobilisatio) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🌏 Champ with iButton for DriverID & Immobilisation Source: https://ascora.com.au/kb/champ-with-ibutton-for-driverid-immobilisatio You can use the following diagram for the ibutton and immobilisation [](%F0%9F%8C%8F%20Champ%20with%20iButton%20for%20DriverID%20&%20Immobilisation/image2023-2-8_12-8-49.png) # Sub Pages [📍 GPS Tracker Overview](/kb/gps-tracker-overview) [🌏 Ascora GPS Setup - Champ](/kb/ascora-gps-setup---champ) [🌏 Ascora GPS Setup - Legend](/kb/ascora-gps-setup---legend) [🌏 Champ Diagram for the HID RFID Cards](/kb/champ-diagram-for-the-hid-rfid-cards) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📩 Clients with More than One Email Address Source: https://ascora.com.au/kb/clients-with-more-than-one-email-address ## Problem If I have 2 different email address attached to one costumer, when it comes to invoicing that client will both email addresses receive the invoice? ## Solution When you email the invoice to the customer, all the email addresses attached to the customer will appear for you to select which email address you want the invoice to go to. [](https://support.ascora.com.au/download/attachments/2097198/Email.png?version=1&modificationDate=1602994971977&api=v2) --- # Sub Pages [📧 How to set up your Gmail account on Ascora and send emails from a different Email Address](/kb/how-to-set-up-your-gmail-account-on-ascora-an) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 👨‍💻 Closing Jobs and Generating Invoices Source: https://ascora.com.au/kb/closing-jobs-and-generating-invoices Efficient job management ensures a smooth transition from job completion to invoicing. In Ascora, jobs must be marked as **Completed** before they can be closed and invoiced. This allows for final checks, ensuring all job details are accurate before billing the customer. This guide covers the steps to: - Mark jobs as**Completed** and prepare them for invoicing. - Use**[bulk actions](#18bc74d8-3182-8072-aff2-c008ac9d9b91)** to streamline job closing and invoicing. - Generate and manage invoices efficiently. - Send invoices via**email** or download them as PDFs for record-keeping. Follow the steps below to ensure your jobs are closed properly and invoices are generated quickly and accurately. --- ### Marking a Job as Completed Jobs must be marked as completed prior to closing and generating invoices. Ideally, the technicians on site mark a job as completed on the App and the admin in the office is able to filter all the completed jobs for checking before marking them as Ready to be Invoiced. 1. If the Job has not been marked as Completed, click the **Mark as Completed** button from the job screen. [](%F0%9F%91%A8%E2%80%8D%F0%9F%92%BB%20Closing%20Jobs%20and%20Generating%20Invoices/image2020-11-19_8-22-0.png) 2. Once you’ve marked the job as Completed, a few more buttons becomes available. - **Close Job** – this will close the job and you can invoice at a later time. - **Invoice & Close Job** – this will generate an invoice and close the job - **Ready to Invoice** – you can select this if you have a number of jobs completed by batch and you may need to invoice them by batch as well. [](%F0%9F%91%A8%E2%80%8D%F0%9F%92%BB%20Closing%20Jobs%20and%20Generating%20Invoices/image2020-11-19_8-18-59.png) ### Bulk Actions ℹ️**Note**: You can also do bulk actions if you’re managing a number of jobs and this saves time compared to sorting out a job individually. 1. From the Job screen, select the corresponding jobs by ticking the corresponding boxes on the left side and click **Bulk Actions**. In the following example, we selected the bulk action called “**Invoice & Close Jobs**.” [](%F0%9F%91%A8%E2%80%8D%F0%9F%92%BB%20Closing%20Jobs%20and%20Generating%20Invoices/image2020-11-19_8-18-13.png) ### Generating Invoices There’s a couple of ways to generate an invoice and one is selecting **Invoice and Close Job** from the job screen. The other way of doing it is going to Invoice tab and click **New** to generate an invoice manually. [](%F0%9F%91%A8%E2%80%8D%F0%9F%92%BB%20Closing%20Jobs%20and%20Generating%20Invoices/image2020-11-19_8-19-45.png) 1. To manually generate an invoice, choose the Invoices Tab on the Job Card for which you wish to generate an Invoice and then click +New button. The Invoices screen will display and click **New**. [](%F0%9F%91%A8%E2%80%8D%F0%9F%92%BB%20Closing%20Jobs%20and%20Generating%20Invoices/image2020-11-19_8-16-18.png) 2. Confirm the Customer Details and Billing Address. Edit these as required. 3. Confirm the Invoice Details, Invoice Totals and Work Undertaken. Edit any information as required. 4. In the Admin section, choose to mark the Invoice as Needs to be Posted and/or Needs to be Emailed by checking or un-checking the toggle boxes as required. [](%F0%9F%91%A8%E2%80%8D%F0%9F%92%BB%20Closing%20Jobs%20and%20Generating%20Invoices/image2020-11-19_8-6-54.png) 5. When you are ready, click the Save button. [](%F0%9F%91%A8%E2%80%8D%F0%9F%92%BB%20Closing%20Jobs%20and%20Generating%20Invoices/image2020-11-19_8-7-47.png) ### Download an Invoice as a PDF **1.**On the Invoice Details screen, select your invoice template and click the **View Invoice** [](%F0%9F%91%A8%E2%80%8D%F0%9F%92%BB%20Closing%20Jobs%20and%20Generating%20Invoices/image2020-11-19_8-8-37.png) ℹ️**Note:** You can also click on the arrow on the left side of View Invoice and it allows you to select the invoice template. ### Send an Invoice via Email On the Invoice Details screen, click the Email Invoice button. The Email Invoice pop-up window will display. **1.** Select the required Invoice Template from the dropdown box. Think of the Invoice Template as the format of the PDF Invoice which will be attached to the email. **2.** Select the required Email Template from the dropdown box. The Email Template controls the format of the actual email body content and subject line **3.** Select the address to send the email to from the list. If the address you wish to send to is not in the list you can type it in the Additional box. The Subject line and email body content will be automatically populated based on your Email Template. You can edit and change this information as required. When you are ready, click the **Send Email** button. ℹ️**Note:** Email Templates can be set up in A**dministration → Email Templates → Invoice.** [](%F0%9F%91%A8%E2%80%8D%F0%9F%92%BB%20Closing%20Jobs%20and%20Generating%20Invoices/image2020-11-19_8-10-33.png) --- # Sub Pages [📄 Generate and Send an Invoice](/kb/generate-and-send-an-invoice) [📰 How to do Bulk Job Invoicing](/kb/how-to-do-bulk-job-invoicing) [💳 Allowing Customers to Pay Online](/kb/allowing-customers-to-pay-online) [💰 Applying a Payment to an Invoice](/kb/applying-a-payment-to-an-invoice) [💳 Applying a Payment to Multiple Invoices](/kb/applying-a-payment-to-multiple-invoices) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🏢 Company Details Source: https://ascora.com.au/kb/company-details The **Company Details** section in Ascora allows you to set up and manage key business information, ensuring consistency across your invoices, quotes, and other documents. Keeping this information up to date helps maintain professional branding and compliance with invoicing requirements. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/bgauvgr8u1](https://ascora.wistia.com/medias/bgauvgr8u1) --- 1. From the **Ascora Dashboard**, navigate to **Administration → Company Details**. 1. This will open the **Company Details** page, where you can update and customize various aspects of your business settings, including:**Company Details** – Business name, contact details, and ABN.**Registration Details** – Legal registration information.**Addresses** – Business, billing, and shipping addresses.**Invoicing Details** – Payment terms, tax settings, and invoice preferences.**Logos & Branding** – Upload company logos for professional-looking documents.**Terms & Conditions** – Set default terms for quotes, invoices, and contracts.**Invoice Header** – Customize the header that appears on invoices. 2. Don't forget to Save your changes. --- # Sub Pages [🏢 Admin](/kb/admin) [🏙️Using Multiple Companies in Ascora](/kb/using-multiple-companies-in-ascora) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 Configure the Ascora Integration from Groundplan Source: https://ascora.com.au/kb/configure-the-ascora-integration-from-groundp Full Administration rights are needed to configure Ascora to Groundplan. ### **Preparing to Connect Ascora and Groundplan** 1. Sign into [Ascora](https://ascora.com.au/) 1. Sign into [Groundplan](https://my.groundplan.com/) ## Inital Setup 1. In Groundplan, click **My Account** 1. Click **Setup** 1. Click **Integrations** 1. Click **Configure** on the **Ascora tile** [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-configuring%282%29.png) 1. Within the **Ascora Dashboard** click **Administration***Full Administration rights are needed to perform the next steps* 1. Under Settings click **API Settings** [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-confiuring-2%281%29.png) 1. Click **Copy to Clipboard**If there is no API, click **Generate New API Key** first [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-configure-3.png) 1. Return to **Groundplan** and paste into the **API Key** field 1. Click **Connect to Ascora.**The Integation is now connected [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-configured-4.png) --- # Sub Pages [🔄 GroundPlan Integration](/kb/groundplan-integration) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📆 Configure the Scheduler Source: https://ascora.com.au/kb/configure-the-scheduler The Scheduler in Ascora is highly customizable, allowing you to tailor it to the specific needs of your business. By enabling or disabling key settings, you can control how job and scheduling information is displayed, streamline your operations, and provide a cleaner, more focused view of your Scheduler. Whether you want to show after-hours jobs, limit incomplete jobs for a clearer grid, or adjust mobile app views, the Scheduler’s configuration options offer the flexibility to optimize your scheduling workflows. This guide walks you through essential settings such as grid configurations, mobile schedule adjustments, and advanced automation features like auto check-in and check-out. You’ll also learn how to customize the Scheduler view directly, resize grid columns, and enable or disable after-hours visibility for better scheduling management. With these tools at your fingertips, you can ensure your team is always informed, your jobs are scheduled efficiently, and nothing falls through the cracks. Explore the various configuration options to create a scheduling experience that fits your business perfectly. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/iejhzmosi8](https://ascora.wistia.com/medias/iejhzmosi8) --- 1. To access all settings or configurations, go to **Administration → Scheduling.** [](%F0%9F%93%86%20Configure%20the%20Scheduler/image2021-1-6_18-46-0.png) 1. Under **Scheduler Grid Configuration**, you can enable certain settings by ticking the corresponding boxes or disabling them by unticking the boxes. In this example, we enable only three settings as indicated by the blue boxes with check marks. [](%F0%9F%93%86%20Configure%20the%20Scheduler/image2021-1-6_19-5-38.png) ℹ️**Note:** If you have a lot of incomplete jobs and want to have a less congested view, you can untick the box beside *Show All Incomplete Jobs for Scheduling rather than just Unscheduled on the main Scheduler grid. This is the second box from the top.* 1. From the following settings, you can choose which information to display on the grids by ticking or unticking the corresponding boxes. [](%F0%9F%93%86%20Configure%20the%20Scheduler/image2021-1-6_19-13-53.png) 1. You can also configure Mobile Device Schedule Settings by enabling or disabling the following settings. - You can select an X number of future jobs to be displayed on the mobile app by activating this setting. - You can also select a time as to when to show Tomorrow's Jobs to prevent congestion on the mobile app screen. [](%F0%9F%93%86%20Configure%20the%20Scheduler/image2021-1-6_19-53-57.png) 1. You can activate or deactivate a few more settings such as; - **Auto Adjust From Check Ins** which basically updates the job to reflect the actual check in and check out times. - **Auto Check In** is where you can set up a radius so your technicians are automatically checked in when entering the site and automatically checked out when leaving the site. ℹ️It is important to note that this only functions when a technician or mobile app user taps on ***Start Travel to Job.*** - **Non Check-In Notification** allows you to receive a quick summary of missing check ins. [](%F0%9F%93%86%20Configure%20the%20Scheduler/image2021-1-6_19-23-13.png) ℹ️From the Scheduler screen itself, there are some configurations that you can also enable or disable. ### Adjusting Scheduler Grid Columns [](%F0%9F%93%86%20Configure%20the%20Scheduler/image2021-1-6_19-36-34.png) ### Resizing column with and showing/hiding After Hours ℹ️**Note:** *You can also switch between horizontal view and vertical view by clicking the corresponding setting.* [](%F0%9F%93%86%20Configure%20the%20Scheduler/image2021-1-6_19-43-8.png) ### **SCHEDULER FACTS** - A job will be shown under **Incomplete jobs**once it has a booking attached to it (i.e. even if you have a booking attached to it in the past). This is to capture all jobs that already has a booking, but not completed for any reason so they won’t be missed out. - Only jobs that has no prior bookings will be shown in the Unscheduled Jobs Table. --- # Sub Pages [📅 Scheduling Guides](/kb/scheduling-guides) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 Convert an Enquiry to a Quote or a Job Source: https://ascora.com.au/kb/convert-an-enquiry-to-a-quote-or-a-job Managing enquiries efficiently is key to converting leads into actual revenue. Ascora simplifies this process by allowing you to **instantly convert an enquiry into a quote or job** with just a few clicks. This feature ensures that all customer information, job details, and any attachments are **seamlessly transferred**, eliminating manual data entry and reducing errors. This guide will walk you through the process of **converting an enquiry into a quote or job**, explaining the key features, best practices, and how to make the most of Ascora’s automation to speed up your workflow. When you convert an enquiry, the system **automatically carries over** key information from the enquiry card to the new quote or job, including: - **Customer details** (name, contact information, and address) - **Lead source and rating** (helpful for tracking marketing performance) - **Work required and additional notes** (ensuring no important details are lost) - **Attachments, documents, and reference files** - **Tasks and follow-ups assigned to the enquiry** Once converted, you can then **modify, send, or schedule the quote or job**, depending on the next step in your workflow. **Best Practices for Converting Enquiries** 💡 **Use Job Templates** – Standardizing job details speeds up the process and ensures consistency. 💡 **Set Lead Sources & Ratings** – This helps with reporting and understanding where your best enquiries are coming from. 💡 **Attach Documents & Notes** – Keep important details stored directly in the job or quote. 💡 **Follow Up Promptly** – Once converted, schedule follow-ups to ensure no opportunities are lost. By following this guide, you can efficiently manage enquiries and **convert leads into revenue faster** using Ascora’s intuitive system. With automation and seamless data transfer, your team can focus on providing great service rather than manual data entry. --- ### Step-by-Step Guide: How to Convert an Enquiry **1. Open the Enquiry You Want to Convert** - Navigate to the **Enquiries List** in the top menu. - Click on the specific enquiry you wish to convert. **2. Click “Convert Enquiry to Quote or Job”** - This will open the conversion screen where you can choose how to proceed. **3. Choose a Customer** - If the customer already exists in Ascora, select them from the dropdown list. - If the customer is new, click **"Create New Customer"** to add them to your system. **4. Select a Job Template (Optional but Recommended)** - Using a **Job Template** helps standardize workflows, ensuring the quote or job has predefined tasks, services, and costs. **5. Click “Create”** - Your enquiry is now transformed into either a **Quote** (for pricing and approvals) or a **Job** (for immediate scheduling). [](%F0%9F%94%84%20Convert%20an%20Enquiry%20to%20a%20Quote%20or%20a%20Job/image2021-8-7_14-12-27.png) --- # Sub Pages [💬 Create a New Enquiry](/kb/create-a-new-enquiry) [📃 Create a Job from a Template](/kb/create-a-job-from-a-template) [📲 How Enquiry Works](/kb/how-enquiry-works) [✉ Adding Lead Sources and Accessing Lead Source Analysis](/kb/adding-lead-sources-and-accessing-lead-source) [📎 Manage Attachments and File Permissions for Jobs in Ascora](/kb/manage-attachments-and-file-permissions-for-j) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🛒 Create a Blank Purchase Order Source: https://ascora.com.au/kb/create-a-blank-purchase-order A **Blank Purchase Order** allows you to place orders with suppliers without linking them to specific job supplies. This is useful for ordering stock, managing ad-hoc purchases, or handling special procurement needs. Ascora enables you to create blank purchase orders directly from a **Job Card** (for job-related purchases) or from the **Purchase Orders Screen** (for general stock or supplier orders). This flexibility ensures seamless inventory management and efficient procurement workflows. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/5iqdyq7ggv](https://ascora.wistia.com/medias/5iqdyq7ggv) --- ## Create a Blank Purchase Order from a Job Card On the Job Card, choose the **Supplies Tab**. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FSupplies_Tab_Jobs-A.png) **1.** Create a Blank Purchase Order by clicking the **Create Blank Purchase Order** button. Note that the Supplier for which you are creating the Blank Purchase Order must already be created in Ascora. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FPurchase%20Orders%2FCreate_Blank_PO_Button.png) **2.** The Select a Supplier pop-up window will display. Select the applicable Supplier from the dropdown list then click the **Create**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FPurchase%20Orders%2FSelect_Supplier_Blank_PO.png) The Purchase Order Details will display. You can Edit the Purchase Order Details, Download the Purchase Order as a PDF and/or Email the Purchase Order as required. ## Create a Blank Purchase Order from the Purchase Orders Screen **1.** From the **Inventory Icon** on the Top Menu, choose the **Purchase Orders** option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FPurchase%20Orders%2FTop_Menu_POs.png) **2.** Click the **+New** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FPurchase%20Orders%2FNew_Blank_PO.png) **3.**The Select a Supplier pop-up window will display. Select the applicable Supplier from the dropdown list then click the **Create**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FPurchase%20Orders%2FSelect_Supplier_Blank_PO.png) The Purchase Order Details will display. You can Edit the Purchase Order Details, Download the Purchase Order as a PDF and/or Email the Purchase Order as required. --- # Sub Pages [📄 How to create Purchase Orders on iPad App](/kb/how-to-create-purchase-orders-on-ipad-app) [💲 How to Create Purchase Order on Android Mobile App](/kb/how-to-create-purchase-order-on-android-mobil) [✨ Using the Purchase Order Wizard](/kb/using-the-purchase-order-wizard) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📃 Create a Job from a Template Source: https://ascora.com.au/kb/create-a-job-from-a-template If you regularly perform similar types of work, **Job Templates** can save you time by pre-populating standard details such as supplies, labor items, and even pricing methods. Once you’ve set up your templates in **Advanced → Job Templates**, follow the steps below to create a new job from an existing template. --- **1.** Go to **Customers**tab. [](%F0%9F%93%83%20Create%20a%20Job%20from%20a%20Template/image2021-1-6_20-9-19.png) **2.** Click **Jobs**and then click **Create Job From Template.** [](%F0%9F%93%83%20Create%20a%20Job%20from%20a%20Template/image2021-1-6_20-12-16.png) **3.** Look for the job template from the list and click **Create**button. In this example, we are creating a job from the template called **Weekly Mow.** [](%F0%9F%93%83%20Create%20a%20Job%20from%20a%20Template/image2021-1-6_20-15-43.png) **4.** Wait for the system to create the job and once done, you should see the main Job screen where you can make amendments such as adding supplies and adding labour if necessary. [](%F0%9F%93%83%20Create%20a%20Job%20from%20a%20Template/image2021-1-6_20-19-40.png) That’s it! By leveraging job templates, you’ll ensure consistency across similar job types and reduce the time spent entering repetitive information. --- # Sub Pages [⚒ How to Create a New Job](/kb/how-to-create-a-new-job) [🗺 Create a Section Based Job](/kb/create-a-section-based-job) [⚒ Jobs Guides](/kb/jobs-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🛠️ Create a Kit Source: https://ascora.com.au/kb/create-a-kit Kits are a powerful feature in **Ascora** that allow you to **bundle multiple supplies and labour into a single package**, making it easier to add frequently used materials and services to **Quotes or Jobs** in just a few clicks. Instead of manually adding each individual item, you can streamline your workflow by using Kits to speed up quoting, improve consistency, and ensure accurate pricing. By using Kits, you can: ✔ **Standardize common jobs** – Group frequently used supplies and labour for repeat work. ✔ **Save time on quotes and invoices** – Quickly add a full package instead of selecting individual items. ✔ **Maintain pricing consistency** – Set fixed prices or apply dynamic pricing based on costs and markups. ✔ **Improve cost tracking** – Ensure your quotes and invoices reflect the true cost of bundled materials and labour. Kits can be customized with different **pricing structures**, allowing you to charge based on actual supply costs, a fixed markup, or a pre-set price. Whether you need to **group standard job materials**, **pre-set service packages**, or **bundle promotional offers**, Kits provide flexibility and efficiency. Below, you'll find step-by-step instructions on **creating, customizing, and managing Kits in Ascora** to fit your business needs. ## 📽 Watch the video guides ⤵ [https://www.notion.so/Creating-Editing-and-Cancelling-Quote-Bookings-189c74d8318280968e44f94b7116a912](https://www.notion.so/Creating-Editing-and-Cancelling-Quote-Bookings-189c74d8318280968e44f94b7116a912) [https://ascora.wistia.com/medias/z3lgvlylli](https://ascora.wistia.com/medias/z3lgvlylli) [https://ascora.wistia.com/medias/vxg93du0uv](https://ascora.wistia.com/medias/vxg93du0uv) --- From the **Inventory Icon** in the Top Menu, choose the **Kits**option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Kits.png) **1.** Click the **+New** button to create a new Kit. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInventory%2FCreate_New_Kit.png) **2.** The Add New Kit pop-up window will display. Enter a Description for the Kit and then click the **Save**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInventory%2FKit_Description_Pop-up.png) **3.** The Kit Details Screen will display. Enter details for the Kit as required. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInventory%2FKit_Details.png) **4.** Set the Pricing Structure for the Kit. You can change your selection at any time. **▶ Sell Price of Components** – will take the Sell Price of each Supply and/or Labour Item added to the Kit and combine these to create an overall Kit Sell Price. **▶ Markup on Cost** – will apply a fixed markup percentage onto the cost price of each Supply and/or Labour Item added to the kit and use this to create an overall Kit Sell Price **▶ Fixed Price** – Allows you to set a Fixed Sell Price for the Kit – regardless of the actual cost and sell prices for each individual Supply or Labour Item added to the Kit. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInventory%2FKit_Pricing_Structure.png) **5.** Add Supplies to the Kit by clicking the **Add Supplies** button. Enter a desired quantity against each Supply Item you wish to add to the Kit. When ready, click the **Save**button. You can add Write-Ins to the Kit by clicking the **Add Write In** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInventory%2FAdd_Supplies_Kits-800.png) **6.** Add Labour items to the Kit by clicking the **Add Labour** button. Enter the details for the Labour charge then click the **Save**button. The charge will be added to the Kit. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInventory%2FLabour_Details_Kits.png) **7.** Click the **Save**button near the top of the screen to save the Kit. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInventory%2FSave_Kit_Button.png) --- # Sub Pages [💻 How Price Updates Affects Kits in Ascora](/kb/how-price-updates-affects-kits-in-ascora) [🔨 Adding Supplies, Kits, and Write-Ins](/kb/adding-supplies-kits-and-write-ins) [📦 Using Inventory Supply and Kits on Plans in Groundplan](/kb/using-inventory-supply-and-kits-on-plans-in-g) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💬 Create a New Enquiry Source: https://ascora.com.au/kb/create-a-new-enquiry Enquiries serve as the starting point for tracking potential sales leads and customer requests in Ascora. Whether a lead comes from a phone call, website form, or direct customer inquiry, logging it in the Enquiry system ensures you never miss an opportunity to convert prospects into paying customers. With **Ascora’s Enquiry Management**, you can: ✅ **Quickly capture and organize leads**, ensuring all relevant details are stored in one place. ✅ **Prioritize enquiries** with ratings and assign them to team members for structured follow-ups. ✅ **Track lead sources** to measure the effectiveness of marketing efforts. ✅ **Attach supporting documents, add notes, and set tasks** to streamline the follow-up process. ✅ **Easily convert enquiries into quotes or jobs**, eliminating redundant data entry and improving efficiency. By leveraging these tools, you can **respond faster to potential clients, improve conversion rates, and gain valuable insights into your sales pipeline.** This guide walks you through the process of creating, managing, and optimizing your enquiries in Ascora. --- Enquiries in Ascora are used to record and manage sales leads. Choose the **Enquiries Icon** in the Top Menu to display the Enquiries List. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Enquiries.png) **1.** On the Enquiries List Screen, click the **+New** button to create a New Enquiry. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FEnquiries%2FNew_Enquiry_Button.png) **2.** Enter the Enquiry Details. Note that for an Enquiry, there are no mandatory fields to complete - we do, however, recommend capturing as much information as possible. - Assign a Rating to assist with managing your Enquiries List. Ratings are configurable under Administration > Sales - Choose a Lead Source from the dropdown menu - or create a new one by clicking the **+Add New** button - to assist with reporting against your advertising expenditure - Assign a User to manage the Enquiry - Capture Work Required information – this will flow through to the Quote or Job Description if you convert the Enquiry into a Quote or Job - Enter address details When you are ready, click the **Save**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FEnquiries%2FEnquiry_Details-850.png) **3.** You can add Attachments, Tasks and Notes to an Enquiry as required by choosing the applicable Tab on the Enquiry Card. If you convert the Enquiry to a Quote or Job, these will also flow through to the new Quote or Job Card. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FEnquiries%2FEnquiry_Card_Tabs.png) --- # Sub Pages [📲 How Enquiry Works](/kb/how-enquiry-works) [📞 Enquiries Guides](/kb/enquiries-guides) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📦 Create a New Supply Item Source: https://ascora.com.au/kb/create-a-new-supply-item Supplies in **Ascora** represent the **materials, products, or services** that your business uses and sells. Whether you're managing **physical inventory** such as tools, parts, and materials, or offering **service-based items** like consultation fees or labour, supplies allow you to **track costs, set pricing, and streamline job management**. By setting up your supplies correctly, you can: ✔ **Simplify job costing** – Ensure every material or service used is accurately tracked and billed. ✔ **Improve inventory control** – Keep stock levels up to date and prevent shortages. ✔ **Streamline quoting and invoicing** – Quickly add predefined supplies to jobs and quotes. ✔ **Maintain pricing accuracy** – Set and adjust prices based on cost, markup, or specific pricing levels. ✔ **Link multiple suppliers** – Associate a supply item with different suppliers to compare costs. With **Ascora's supply management tools**, you can easily add new supplies, update details, and categorize inventory for **better organization and efficiency**. Below, you'll find step-by-step instructions on how to **create, manage, and optimize your supply list** to fit your business needs. --- A Supply can be a material item or, in the case of a service-based business, can be a service you provide. From the**Inventory Icon** in the Top Menu, choose the **Supplies**option. The Supplies List will display. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Supplies.png) **1.** Click the **+New** button. [](%F0%9F%93%A6%20Create%20a%20New%20Supply%20Item/Screenshot_2025-03-24_141611.jpg) **2.** The Create Supply pop-up window will display. Enter Details for the Supply and when you are ready, click the **Save**or **Save and Close** button. The new Supply will now show in the Supplies List. [](%F0%9F%93%A6%20Create%20a%20New%20Supply%20Item/2025-03-24_14-20-10.png) --- # Sub Pages [🖇️ Linking a Supply to Multiple Suppliers in Ascora](/kb/linking-a-supply-to-multiple-suppliers-in-asc) [⤴️ Importing Supply Price List](/kb/importing-supply-price-list) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🗺 Create a Section Based Job Source: https://ascora.com.au/kb/create-a-section-based-job **Section Based Jobs** are perfect for larger, multi-stage projects, allowing you to break down work into distinct sections while keeping everything tied to a single parent job. Each section functions as its own job card, giving you the flexibility to track labor, supplies, and payments at a granular level. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/npbo3zm8v6](https://ascora.wistia.com/medias/npbo3zm8v6) Below is an overview of how to set up and manage Section Based Jobs in Ascora. **Create a Parent Job** - Start a new job from the **Jobs Screen**, a **Customer Card**, or the **Scheduler**. - Under **Pricing Method**, select **Sections** and click **Save**. [](%F0%9F%97%BA%20Create%20a%20Section%20Based%20Job/image2020-10-29_14-40-17.png) **Add and Name Sections** - Scroll down to the **Sections** area and click **+Add New Section**. - Assign meaningful names to each section (e.g., “Demolition,” “Framing,” “Electrical”) and save your changes. [](%F0%9F%97%BA%20Create%20a%20Section%20Based%20Job/image2020-10-29_14-40-59.png) **Add Section Details** - Each section opens in its own job card. - Enter pricing details (**Time and Materials** or **Fixed Price**) and add labor, supplies, callout fees, or other charges as needed. - Note: You cannot create a section-based job within another section. ***Note:****You can also add Standard Sections and you can set this up in****Administration -> Jobs -> Add New****in Sections area.* [](%F0%9F%97%BA%20Create%20a%20Section%20Based%20Job/image2020-10-29_14-42-30.png) **Schedule Each Section Separately** - Sections appear in the **Unscheduled Jobs** list, each with the same job number as the parent. - Schedule them like individual jobs via the **Section Job Card**. By breaking down multi-phase projects into sections, you maintain a clear overview of costs, labor, and scheduling for each stage of the work. This structured approach not only simplifies billing and reporting but also ensures you never lose sight of your overall project scope. ### To access a tutorial video about Sections and Stages, you can click the link below: [https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-Jobs-SectionsandStages](https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-Jobs-SectionsandStages) --- # Sub Pages [📥 How Job Email Import Works](/kb/how-job-email-import-works) [💲 Pricing Methods - Stages](/kb/pricing-methods---stages) [🔄 How to Check In to Unscheduled Jobs in Android Mobile App](/kb/how-to-check-in-to-unscheduled-jobs-in-androi) [🔄 How to Check In to Unscheduled Jobs in Ascora App (iOS)](/kb/how-to-check-in-to-unscheduled-jobs-in-ascora) [📅 How to Schedule Non-Chargeable Job or Task](/kb/how-to-schedule-non-chargeable-job-or-task) [🔄 How to Set Up Consecutive Days Job Bookings](/kb/how-to-set-up-consecutive-days-job-bookings) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 👨 Creating a New Customer Source: https://ascora.com.au/kb/creating-a-new-customer Creating and managing your customer records in Ascora is an essential step to ensure smooth operations and accurate tracking of your business interactions. By setting up each customer correctly, you can streamline your processes, keep track of important details, and ensure that your communications, invoicing, and job management are well-organized. Follow these simple steps to add a new customer to your Ascora account, from entering basic details to selecting the appropriate payment terms and assigning the right contacts. ℹ️Once your customer is set up, you’ll have everything you need to manage their jobs, quotes, invoices, and more, all in one place. Choose the **Customers Icon** in the Top Menu to display the Customer List. [](%F0%9F%91%A8%20Creating%20a%20New%20Customer/image2021-10-22_15-19-5.png) On the Customer List Screen, click the **+New** button to create a New Customer. [](%F0%9F%91%A8%20Creating%20a%20New%20Customer/image2021-10-22_15-20-18.png) --- **1.** Enter the Customer's Details [](%F0%9F%91%A8%20Creating%20a%20New%20Customer/image2021-10-22_15-10-20.png) **2.**Select an Assigned User (if required). This is used for assigning an account manager to a customer record, and can be useful in filtering customers in the Customer menu. **Note:***This will not impact the assigned user on the Quote or Quick Sale screen, which is instead determined by the logged in user creating them.* [](%F0%9F%91%A8%20Creating%20a%20New%20Customer/image2021-10-22_15-12-59.png) **3.** Select a Customer Type from the dropdown menu. [](%F0%9F%91%A8%20Creating%20a%20New%20Customer/image2021-10-22_15-20-56.png) ℹ️If the Customer Type you require does not exist, you can create one by clicking the **+Add New** button. Type the new Customer Type into the textbox then click **Save**. [](%F0%9F%91%A8%20Creating%20a%20New%20Customer/image2021-10-22_15-22-0.png) **4.** Select a Lead Source from the dropdown menu. If the Lead Source you require does not exist, you can create one by clicking the **+Add New** button. Type the new Lead Source into the textbox and click **Save**. **5.** Select a Payment Term from the dropdown menu. Payment Terms can only be created and defined in your Administration Settings. See Administration > Payments & Tax > Payment Terms. **6.** Select a Price Level from the dropdown menu (if required). Price Levels can only be created and defined in your Administration Settings. See Administration > Supplies > Price Levels **7.** Enter the Site and Billing Address Details. Ascora uses Google auto-complete functionality to make entering addresses accurate and easy. Simply start typing the Customer’s Site Address in the **Address Line 1** textbox and select the correct address from the dropdown list. ℹ️If the address does not exist in Google (for example, a brand-new suburb), you can always type in the full address details. ℹ️If the Billing Address matches the Site Address, check the **Same as Site Address** box, otherwise enter the Billing Address Details as required (for example, a PO Box or office address). **8.** Assign a Billing Customer (if required). In some instances, the Site Customer and Billing Customer will not be the same. For example, you may complete work for a tenant (the Site Customer) but will be Invoicing the property manager (Billing Customer). To assign a Billing Customer: **a.** In the Admin section, click the **Select Billing Customer** box. Locate the Billing Customer in the Customer List then click the **Select**button. You can use the Search Box to narrow the list if required. **b.** Complete the Billing Customer configuration by applying a Care Of Name and/or Account Number if required. Apply the available Invoicing options by ticking the relevant checkboxes. [](%F0%9F%91%A8%20Creating%20a%20New%20Customer/image2021-10-22_15-22-43.png) ℹ️If the Billing Customer is new, click the **Create New** button and follow the same instructions used to Create a New Customer. **9.** Once you have finished entering all the available Customer Details, click the **Save**button, which is located near the top-right of the screen. [](%F0%9F%91%A8%20Creating%20a%20New%20Customer/image2021-10-22_15-23-25.png) --- # Sub Pages [👨 Customer Guides](/kb/customer-guides) [ℹ How to Import and Export Customer Data](/kb/how-to-import-and-export-customer-data) [ℹ How to Import Customers from Accounting Package](/kb/how-to-import-customers-from-accounting-packa) [🔎 How to Search for an Existing Customer](/kb/how-to-search-for-an-existing-customer) [👨 Adding Customer Type and Customer Contact Role](/kb/adding-customer-type-and-customer-contact-rol) [➿ How to Combine or Merge Customers](/kb/how-to-combine-or-merge-customers) # Translations In Ascora, this section is labeled **Customer**, but we understand that depending on your business, you might prefer to refer to them as **clients**. Whether you call them customers, clients, or something else, this section is where you’ll manage all the key details and interactions for the people you serve. The tools and settings available here are designed to help you stay organized, track communication, and ensure that your client relationships are well-maintained, regardless of what you choose to call them. --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides-2) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions-2) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 👨‍🏫 Creating a New User Source: https://ascora.com.au/kb/creating-a-new-user-2 Efficiently managing user access and roles is a key part of optimizing your workflow in Ascora. This guide provides a step-by-step process for creating new users, assigning web access, and setting up permissions. Whether you're adding office users with limited permissions or mobile users with full access, Ascora offers flexible options to tailor roles and permissions to meet your business needs. Follow these steps to ensure your team members have the appropriate access and tools to contribute effectively. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/8f5lsvo68t](https://ascora.wistia.com/medias/8f5lsvo68t) --- 1. To create a user, go to **Administration → Users.** [](../../%F0%9F%A5%87%20Getting%20Started%20-%20Setting%20Up%20Ascora%20for%20Success!/%F0%9F%91%B7%E2%80%8D%E2%99%82%EF%B8%8F%20Creating%20a%20New%20User/image2020-12-10_20-42-12.png) 2. Click **New**and enter the name and email address and click **Save**. [](../../%F0%9F%A5%87%20Getting%20Started%20-%20Setting%20Up%20Ascora%20for%20Success!/%F0%9F%91%B7%E2%80%8D%E2%99%82%EF%B8%8F%20Creating%20a%20New%20User/image2020-12-10_20-31-8.png) ℹ️*⚠***Note:***Email address can only be used once so if a user's email address may have been used to sign up for Ascora account in the past, contact Ascora for support.* 3. Allow web access by ticking the box beside **Allow Web Access** and assign a role whether Administrator, Scheduler, or Supervisor. Next step is to add permissions by ticking the corresponding boxes. In this example, we are setting up Administrator role who has access to all areas. [](../../%F0%9F%A5%87%20Getting%20Started%20-%20Setting%20Up%20Ascora%20for%20Success!/%F0%9F%91%B7%E2%80%8D%E2%99%82%EF%B8%8F%20Creating%20a%20New%20User/image2020-12-10_20-28-29.png) 4. In the following section, you can adjust permission levels such as user having the ability to view invoices but unable to delete or a user with access to view jobs but unable to edit and delete. [](../../%F0%9F%A5%87%20Getting%20Started%20-%20Setting%20Up%20Ascora%20for%20Success!/%F0%9F%91%B7%E2%80%8D%E2%99%82%EF%B8%8F%20Creating%20a%20New%20User/image2020-12-9_17-43-59.png) 3. To create a password, click **Change Password** and enter the details in *Password Field* and *Confirm Password*field. Once done, click **Save**. **Note:***Make sure that password criteria are met when setting up a password.* [](../../%F0%9F%A5%87%20Getting%20Started%20-%20Setting%20Up%20Ascora%20for%20Success!/%F0%9F%91%B7%E2%80%8D%E2%99%82%EF%B8%8F%20Creating%20a%20New%20User/image2020-12-16_11-14-50.png) 4. After updating permissions and permission levels as well as creating a password, click **Save**. [](../../%F0%9F%A5%87%20Getting%20Started%20-%20Setting%20Up%20Ascora%20for%20Success!/%F0%9F%91%B7%E2%80%8D%E2%99%82%EF%B8%8F%20Creating%20a%20New%20User/image2020-12-16_11-20-31.png) 5. Provide the username and password to the user and depending on role assigned and permissions, password can be changed once logged in. We've now completed the steps in Creating a New User. ℹ️**Note:***To enable mobile access please see**[📲 How to add Mobile Users & Grant Permissions](/kb/how-to-add-mobile-users-grant-permissions)**user guide.* --- # Sub Pages [💻 User Web Roles](/kb/user-web-roles) [📲 How to add Mobile Users & Grant Permissions](/kb/how-to-add-mobile-users-grant-permissions) [🔓 How to Reset Passwords](/kb/how-to-reset-passwords) # Translations Users are commonly known as your staff, employees or anyone using your subscription to manage jobs. --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📃 Creating a Quote from a Template Source: https://ascora.com.au/kb/creating-a-quote-from-a-template In Ascora, you can streamline your quoting process by using pre-defined **Quote Templates**. Instead of building each quote from scratch, simply select the appropriate template—complete with default items, descriptions, and pricing—and Ascora will generate the quote automatically. You can then make any final adjustments, such as adding supplies or updating labor costs, before sending it to your customer. This approach helps maintain consistency and saves time for frequently repeated quote scenarios. --- When you have job templates set up, you are able to create a quote from one of the templates. **1.** Go to **Customers**tab. [](%F0%9F%93%83%20Creating%20a%20Quote%20from%20a%20Template/image2021-1-6_20-9-19.png) **2.** Click **Quotes**and then click **Create Quote From Template.** [](%F0%9F%93%83%20Creating%20a%20Quote%20from%20a%20Template/image2021-1-6_20-29-50.png) **3.** Look for the template from the list and click **Create**button. In this example, we are creating a quote from the template called **Weekly Mow.** [](%F0%9F%93%83%20Creating%20a%20Quote%20from%20a%20Template/image2021-1-6_20-15-43.png) **4.** Wait for the system to create the quote and once done, you should see the main Quote screen where you can make amendments such as adding supplies and adding labour if necessary. [](%F0%9F%93%83%20Creating%20a%20Quote%20from%20a%20Template/image2021-1-6_20-32-7.png) --- # Sub Pages [🗎 Quotes](/kb/quotes) [📄 How to Create a New Quote](/kb/how-to-create-a-new-quote) [🏆 Quote Pipeline](/kb/quote-pipeline) [📃 Importing Quotes](/kb/importing-quotes) [ℹ Creating, Editing, and Cancelling Quote Bookings](/kb/creating-editing-and-cancelling-quote-booking) [📎 Add Attachments to a Quote](/kb/add-attachments-to-a-quote) [🔨 Add Supplies to a Quote](/kb/add-supplies-to-a-quote) [📃 Add a Checklist to a Quote](/kb/add-a-checklist-to-a-quote) [ℹ Add Details to a Quote](/kb/add-details-to-a-quote) [📲 Add a Callout Fee to a Quote](/kb/add-a-callout-fee-to-a-quote) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🚀 Creating a Take-Off Template when Integrated with Ascora Source: https://ascora.com.au/kb/creating-a-take-off-template-when-integrated Creating [Take-Off Templates](https://help.groundplan.com/docs/take-off-templates) is a time saving option to populate Projects with frequently used Measurements. When integrated with Ascora, Measurements can be manually linked to your Ascora Inventory Supplies or Kits. ## Creating Take-Off Templates The two most common approaches to creating Take-off Templates linked to Ascora products are: Copying from an existing Stage or Building a new Take-off Template. ### **1. Copying an existing Stage to a Take-Off Template** If Measurement Parts are already linked to Ascora Inventory Supplies or Kits, Take-Off Templates are created by [Copying an existing Stage](https://help.groundplan.com/docs/take-off-templates#creating-a-takeoff-template-from-an-existing-stage) in a Project. 1. From the [Worksheet](https://help.groundplan.com/docs/worksheet) tab, click **Stage Actions** 1. Click **Copy to new Template** [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-creating-a-takeoff-from-existing-stage%283%29.png) 1. Rename and click **Copy Stage** 1. Click **+Measurement** to add additional [Count](https://help.groundplan.com/docs/measurements-count), [Length](https://help.groundplan.com/docs/measurements-length) and [Area](https://help.groundplan.com/docs/measurements-area) Measurements ### **2. Building a new Take-Off Template** 1. From the Groundplan home page, navigate to the **Take-Off Templates** tab 1. Click **+Take-Off Template** [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-building-a-new-take-off-template.png) 1. Enter Template Name and click **Create** 1. Click **+Measurement** and click to add [Count](https://help.groundplan.com/docs/measurements-count), [Length](https://help.groundplan.com/docs/measurements-length) or [Areas](https://help.groundplan.com/docs/measurements-area) 1. Select **[Measurement Part Type](https://help.groundplan.com/v1/docs/using-inventory-supply-and-kits-on-plans)** and complete remaining fields [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-measurement-choices%285%29.png) 1. Click **Create.**If additional [Parts and Labour](https://help.groundplan.com/docs/measurement-parts-labour) are required, click **Create & Add More Parts** ## Linking Take-Off Measurements to Ascora Inventory Take the following steps to link Ascora Products within Take-Off Templates: 1. From the Groundplan home page, click **Take-Off Templates** and click **Take-off Template name** to amend 1. Click **Measurement name** 1. Click **Part Actions** and click **Delete** [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/Linking%20TakeOff%20Measurements%20to%20Ascora%20Inventory%20%281-3%29.gif) 1. Click **+Part** 1. Select **Ascora Inventory Supply** or **Ascora Inventory Kit** 1. Begin your search by entering 3 letters 1. Click to select item 1. Click **Save** [](%F0%9F%9A%80%20Creating%20a%20Take-Off%20Template%20when%20Integrated%20wit/Linking_TakeOff_Measurements_to_Ascora_Inventory_(4-8).gif) ## FAQs ### **Q: I've updated my pricing in Ascora. Why do my templates still show the old pricing?** **A:** [Inventory Supply and Kit Pricing](https://help.groundplan.com/v1/docs/using-inventory-supply-and-kits-on-plans) is saved at the time of Take-Off Template creation. When the Template is used and items are pushed to a [New](https://help.groundplan.com/v1/docs/pushing-a-new-quote-into-ascora) or an [Existing Ascora Quote](https://help.groundplan.com/v1/docs/pushing-to-an-existing-quote-in-ascora), the pricing of the Inventory Supply and Kit will update within the Sections Quote in your Ascora account. Within your Groundplan Take-Off Templates, the pricing will stay the same as when first created but show as updated when it reaches Ascora. ### **Q: I have used the****[Import Take-off Template](https://help.groundplan.com/docs/importing-takeoff-templates)****function to bring in my Measurements. Do I need to link Ascora Products?** **A:** Yes. Measurements will need to be manually linked to Ascora Inventory Supply or Kits. You can follow the steps in the [GIF above](https://help.groundplan.com/docs/creating-take-off-templates-when-integrated-with-ascora#linking-takeoff-measurements-to-ascora-inventory). --- # Sub Pages [🔄 GroundPlan Integration](/kb/groundplan-integration) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔍 Creating Follow Ups for Completed Jobs Source: https://ascora.com.au/kb/creating-follow-ups-for-completed-jobs Automated follow-ups in Ascora help you stay engaged with your clients by sending timely reminders about outstanding quotes. This guide explains how to set up a follow-up process for quotes using the Follow Ups (Auto) feature in Ascora. You can choose to send follow-up notifications via email or SMS, and use automatic fields to dynamically populate relevant quote details. Follow the steps below to create, configure, and save your automated follow-up reminders. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/9cj3a4t3bq](https://ascora.wistia.com/medias/9cj3a4t3bq) --- **1.** Go to **Administration**→**Follow Ups** **2.** Select **Job**from the drop down list and click **+ Add Follow Up**then tick the box beside **Follow Up is Active** and select your specific customer or select **All Customers**. Next is to set up the details under **Follow Up Step Details** - Here you can set up an X number of days after *Job Date Creation.* ** **3.** You have the option to select Email Template or SMS Template for your automated quote follow up. **4.** When you select Email Template, enter the necessary details such as subject, email message. **Note:** *You can use the Automatic Fields to auto populate quote related information.* Once ready to proceed, click **Save**. **5.** When you select SMS Template, enter the necessary details such as mobile number or email address to receive replies, SMS message. **Note:** *You can use the Automatic Fields to auto populate quote related information.* Once ready to proceed, click **Save**. **6.** After entering all necessary information and to proceed with the set up, click **Save**button located beside Delete Follow Up button. ℹ We've now completed the steps in creating automated quote follow up. **Note:***You can repeat the above steps to set up a new follow up or simply set up a follow up step.* --- # Sub Pages [🔍 Creating Follow Ups for Outstanding Quotes](/kb/creating-follow-ups-for-outstanding-quotes) [⏰ Setting up Automated Reminders for Scheduled Jobs or Quotes](/kb/setting-up-automated-reminders-for-scheduled) [🔍 Creating Follow Ups for Overdue Invoices](/kb/creating-follow-ups-for-overdue-invoices) [🔍 Creating Follow Ups for Outstanding Quotes](/kb/creating-follow-ups-for-outstanding-quotes) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔍 Creating Follow Ups for Outstanding Quotes Source: https://ascora.com.au/kb/creating-follow-ups-for-outstanding-quotes Automated follow-ups for outstanding quotes help ensure that your clients receive timely reminders, reducing manual effort and keeping your sales process active. In this guide, you’ll learn how to configure follow-ups using either email or SMS templates. You'll set the timing relative to your quote's expiry or creation date and customize your message with dynamic fields. This setup makes it easy to maintain communication with your clients and improves your overall response rate. **1.** Go to **Administration**→**Follow Ups** **2.** Select **Quote**from the drop down list and click **+ Add Follow Up**then tick the box beside **Follow Up is Active** and select your specific customer or select **All Customers**. Next is to set up the details under **Follow Up Step Details** - Here you can set up an X number of days before or after *Quote Expiry Date* or you can set up a follow up for an X number of days after *Quote Creation.*** **3.** You have the option to select Email Template or SMS Template for your automated quote follow up. **4.** When you select Email Template, enter the necessary details such as subject, email message. **Note:** *You can use the Automatic Fields to auto populate quote related information.* Once ready to proceed, click **Save**. **5.** When you select SMS Template, enter the necessary details such as mobile number or email address to receive replies, SMS message. **Note:** *You can use the Automatic Fields to auto populate quote related information.* Once ready to proceed, click **Save**. **7.** After entering all necessary information and to proceed with the set up, click **Save**button located beside Delete Follow Up button. We've now completed the steps in creating automated quote follow up. **Note:***You can repeat the above steps to set up a new follow up or simply set up a follow up step.* ✅To access a tutorial video about Auto Follow Ups, you can click the link below:[https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-Automation-FollowupsandBookingReminders](https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-Automation-FollowupsandBookingReminders) --- # Sub Pages [⏰ Setting up Automated Reminders for Scheduled Jobs or Quotes](/kb/setting-up-automated-reminders-for-scheduled) [🔍 Creating Follow Ups for Overdue Invoices](/kb/creating-follow-ups-for-overdue-invoices) 🔍 Creating Follow Ups for Outstanding Quotes [🔍 Creating Follow Ups for Completed Jobs](/kb/creating-follow-ups-for-completed-jobs) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔍 Creating Follow Ups for Overdue Invoices Source: https://ascora.com.au/kb/creating-follow-ups-for-overdue-invoices Automated follow-ups for overdue invoices simplify the process of managing outstanding payments. This guide explains how to configure and customize follow-ups for invoices that are past due, using either email or SMS templates. By setting the reminder to trigger a specified number of days after the invoice due date, you can ensure timely notifications to your customers—helping to reduce manual tracking and improve collection efficiency. Follow the steps below to set up your automated overdue invoice follow-up process in Ascora. **1.** Go to **Administration**→**Follow Ups** **2.** Select **Outstanding Invoice**from the drop down list and click **+ Add Follow Up**then tick the box beside **Follow Up is Active** and select your specific customer or select **All Customers**. Next is to set up the details under **Follow Up Step Details** - Here you can set up an X number of days after *Invoice Due Date.* **3.** You can select Email Template or SMS Template for your automated quote follow-up. **4.** When you select Email Template, enter the necessary details such as subject, email message. **Note:** *You can use the Automatic Fields to auto populate quote related information.* Once ready to proceed, click **Save**. **5.** When you select SMS Template, enter the necessary details such as mobile number or email address to receive replies, SMS message. **Note:** *You can use the Automatic Fields to auto populate quote related information.* Once ready to proceed, click **Save**. **7.** After entering all necessary information and to proceed with the set up, click **Save**button located beside Delete Follow Up button. ℹ We've now completed the steps in creating automated quote follow up. **Note:***You can repeat the above steps to set up a new follow up or simply set up a follow up step.* ✅To access a tutorial video about Auto Follow Ups, you can click the link below:[https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-Automation-FollowupsandBookingReminders](https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-Automation-FollowupsandBookingReminders) --- # Sub Pages [⏰ Setting up Automated Reminders for Scheduled Jobs or Quotes](/kb/setting-up-automated-reminders-for-scheduled) [🔍 Creating Follow Ups for Outstanding Quotes](/kb/creating-follow-ups-for-outstanding-quotes) [🔍 Creating Follow Ups for Completed Jobs](/kb/creating-follow-ups-for-completed-jobs) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ℹ Creating, Editing, and Cancelling Quote Bookings Source: https://ascora.com.au/kb/creating-editing-and-cancelling-quote-booking Effectively managing your Quote Bookings ensures your team stays organized and your clients receive timely service. Ascora makes it easy to schedule, update, and cancel Quote Bookings, seamlessly integrating with your **Scheduler** for real-time visibility. To begin, navigate to the **Quotes List** by selecting the **Quotes Icon** from the **Top Menu**, then choose the Quote you want to schedule. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Quotes.png) You can now: 1. **[Create a New Booking](#18ac74d8-3182-80f7-9321-c08fb7b90e79)** – Set date, time, assigned users, and notes 1. **Edit a Booking** – Modify details like time, date, or assigned team members 1. **Cancel a Booking** – Remove or reschedule bookings as needed ## 📽 Watch the video guides ⤵ **Website Guide** [https://ascora.wistia.com/medias/v5ecvipono](https://ascora.wistia.com/medias/v5ecvipono) **Mobile Guide** [https://ascora.wistia.com/medias/v5ecvipono](https://ascora.wistia.com/medias/v5ecvipono) --- ## Create a New Booking **1.** Choose the **Bookings Tab** on the Quote Details and then click the **+New** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FBooking_Tab_QUote.png) **2.** The Create Booking pop-up window will display. Create a booking by entering the applicable details into the Create Booking pop-up window. - Chose a Date to book the Quote - Select Start and End Times to set the duration of the Quote booking - Include a Time Window if required - The Repeat for Days field allows you to book the Quote to repeat over consecutive days. For example, by entering the value ‘3’, the Quote will be booked on the booking date as well as the following two days – with the same start and end times and assigned Users. - Assign the Quote to one or more Users by clicking in the Assigned To box and choosing the desired User from the list. To assign more than one User, click the box again and repeat the process - Add Booking Notes if required. These will be visible on the Mobile User App When you are ready, click the **Save**button. The booking details will now show under the Bookings Tab on the Quote Details and the Quote will now show on the Scheduler as per the details you have entered for the Booking. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FQuote_Booking_Details.png) ### Edit a Quote Booking **1.**Under the Bookings Tab on the Quote Details, click the **Edit** button for the Booking you wish to edit. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FEdit_Booking_Button.png) **2.** The Edit Booking pop-up window will display. Edit the Booking Details as required then click the **Save** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FEdit_Booking_Details.png) ## 📽 Watch the video guide ⤵ **Time Window and Booking Notes** [https://ascora.wistia.com/medias/6xmx15y87l](https://ascora.wistia.com/medias/6xmx15y87l) ### Cancel a Quote Booking Under the Bookings Tab on the Quote Details, click the **Cancel** button for the Booking you wish to cancel, then click the **OK** button to confirm the Booking cancellation. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FCancel_Booking_Quote.png) --- # Sub Pages [📅 Scheduling Guides](/kb/scheduling-guides) [📄 How to Create a New Quote](/kb/how-to-create-a-new-quote) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💸 Credit Notes Source: https://ascora.com.au/kb/credit-notes-2 The Credit Notes section in the **Administration → Accounting** area allows you to create credit notes to adjust or correct customer invoices. Credit notes are essential for managing refunds, discounts, or other adjustments and help maintain accurate financial records. --- ### How to Create a Credit Note 1. **Access the Credit Notes Section**Navigate to **Administration → Credit Notes** in Ascora. 1. **Create a New Credit Note**Click the **+ Create Credit Note** button to open the credit note creation form. 1. **Select the Customer**From the drop-down list, choose the customer for whom you are issuing the credit note. 1. **Enter Credit Note Details****Credit Note Amount:** Input the amount to be credited.**Date:** Select the appropriate date for the credit note.**Reason for Creation:** Provide a brief explanation for the credit note (e.g., overpayment, discount adjustment, error correction). 1. **Save the Credit Note**After verifying all details, click **Save** to finalize and record the credit note. --- # Sub Pages [📝Credit Notes](/kb/credit-notes) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔣 Custom Fields Source: https://ascora.com.au/kb/custom-fields-2 The **Custom Fields** feature in Ascora allows you to extend the information you store across key areas of the system. By creating custom fields, businesses can tailor data entry to their specific needs, ensuring all necessary details are captured efficiently. These fields can be used across both the **Ascora Web Portal** and **Mobile Apps**, providing flexibility and consistency in data management. With custom fields, you can: ✔️ Capture additional details for customers, jobs, quotes, equipment, and more. ✔️ Organize and display job-specific information based on **Job Types**. ✔️ Integrate custom fields into **document templates**, ensuring critical data appears in job cards, quotes, invoices, and purchase orders. Whether you need simple checkboxes, dropdown lists, or text fields, Ascora's **Custom Fields** feature provides a structured way to store and retrieve essential business data. The guide below will walk you through creating, managing, and using **Custom Fields** effectively within Ascora. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/ysz0zp87ny](https://ascora.wistia.com/medias/ysz0zp87ny) --- You can extend the information you can store on many of the key screens in Ascora by adding Custom Fields. Custom Fields are displayed and can be edited on both the Ascora Web Portal and Mobile Apps. Custom Fields can be added to the following entities: - Enquiries - Customers - Tasks - Equipment - Quote/Job Equipment - Quotes - Jobs - Purchase Orders - Invoices **Custom Fields By Job Type** When creating a custom field, you can now assign it to a specific job type. This will ensure that the correct fields become available depending on the job type itself. Custom Fields can also be displayed in the related Document Templates for: 1. Quotes 1. Jobs 1. Invoices 1. Purchase Orders **Custom Field Types** **Field Type****Description****Heading**Large Text Heading useful for separating data inputs**Text Box**A single line for free-entry**Text Area**A larger multi-line text entry**Checkbox**Single Yes/No field**Radio Button List**Displays a list of options of which one can be selected**Date**Date only field**Date Time**Date and Time field**Time**Time only field**Money**Currency formatted field**Percentage**Percentage field**Number**Decimal entry**Whole Number**Whole Number only**Dropdown List**Displays a list of options of which one can be selected ## Creating a new Custom Field 1. Go to **Administration** → **Custom** **Fields****** 1. Select the screen to which you want to add the field (e.g., Task, Jobs, etc.) 1. Select either the **Details** or **Custom** **Details** tab 1. Click **Add Field** 1. Fill out the field name and select the **Type**. If using a Dropdown List or Radio Button List enter the possible options in the **Options** 1. Select the Job Type and assign this field to a specific job type or types. 2. Click **Save**. The newly created field will in the list on the Right under Select Fields. Drag the field into the desired position on the screen. Click **Save Changes**. ## Using Custom Fields In Templates Custom Fields can be displayed in the related Document Templates for: 1. Quotes 1. Jobs 1. Invoices 1. Purchase Orders This allows you to pull information from a Customer through into a related Quotation Template or Job Card for example. You can also pull through Quote details into various places in a Quotation document. Other uses include displaying Equipment service history as part of a Job Card document. To add a Custom Field to a Template: Under **Administration** → **Document** **Templates** select the Template you wish to modify. Download and open the related Word template. Insert a Merge Field – from the **Insert** Menu click **Quick Parts** → **Field** [](%F0%9F%94%A3%20Custom%20Fields/image2020-11-16_16-24-16.png) Select **Merge Field** in the options on the left (or type in quickly me to select Merge Field) Enter (or copy and paste) in the field name. ***Important:****The merge field name should be entered exactly the same as the Custom Field Name including spaces.* Click **Ok** and the merge field will be added to the document. Save and upload your updated document Template. [](%F0%9F%94%A3%20Custom%20Fields/image2020-11-16_16-26-20.png) **Important:** When creating Custom Fields across different entities that will overlap (for example a Customer and Quotation or Equipment and Job Equipment) **DO NOT** create Custom Fields with the same name. If for example you have a field called Discharge Pressure on both the Equipment and Job Equipment, the Document will only contain one of the fields and may not be the expected field. --- # Sub Pages [🔣 Custom Fields and Equipment](/kb/custom-fields-and-equipment) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔠 Custom Fields Source: https://ascora.com.au/kb/custom-fields This section includes settings related to custom fields. ## Custom Fields --- [🔣 Custom Fields](/kb/custom-fields-2) [🔣 Custom Fields and Equipment](/kb/custom-fields-and-equipment) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔣 Custom Fields and Equipment Source: https://ascora.com.au/kb/custom-fields-and-equipment Ascora provides specialized **Custom Fields** for managing Equipment data efficiently. These fields can be created at two distinct levels, depending on whether you need to store general equipment details or job-specific data: ### **1️⃣ Equipment Level** ✔ Stores permanent details about a piece of equipment. ✔ Appears on all jobs linked to that equipment. ✔ Useful for recording **specifications, serial numbers, or operating levels**. ### **2️⃣ Quote/Job Equipment Level** ✔ Captures information for a specific job visit. ✔ Useful for tracking **readings, test results, or service outcomes**. ✔ Ideal for recording **pass/fail checks or maintenance conditions**. To enhance organization, you can assign **Custom Fields** to specific **Equipment Types**, ensuring that only relevant fields appear based on the type of equipment being worked on. This structured approach helps technicians, admin teams, and decision-makers access the right data when they need it. The guide below walks you through how to create, manage, and filter **Custom Fields for Equipment** within Ascora. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/f8bcgfw6ay](https://ascora.wistia.com/medias/f8bcgfw6ay) --- You can restrict the Types of Equipment for which a Custom Field applies by specifying one or more Equipment Types. If no Equipment Type has been specified then the Custom Field will be displayed for **all** Equipment Types. [](%F0%9F%94%A3%20Custom%20Fields%20and%20Equipment/image2020-11-16_16-11-44.png) When working with the Custom Fields for Equipment/Job Equipment you can filter the screen to show only those fields that apply to a particular Equipment Type. [](%F0%9F%94%A3%20Custom%20Fields%20and%20Equipment/image2020-11-16_16-12-49.png) In the example above we are only showing the Custom Fields that would be displayed when the Equipment Type is “Airius Fan”. This is then exactly how these are displayed on the web or mobile apps. [](%F0%9F%94%A3%20Custom%20Fields%20and%20Equipment/image2020-11-16_16-10-5.png) --- # Sub Pages [🔣 Custom Fields](/kb/custom-fields-2) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📱 Custom Forms Guides Source: https://ascora.com.au/kb/custom-forms-guides Custom forms in Ascora allow businesses to **tailor their data collection process** for jobs, quotes, and inspections. Whether you need to capture client signatures, attach photos, or record essential job details, custom forms provide **a structured, flexible, and efficient way** to ensure critical information is gathered accurately. With Ascora’s **Custom Form Builder**, you can: ✔️ **Create new forms** from scratch or modify existing ones. ✔️ **Include custom fields** to capture job-specific data. ✔️ **Attach photos and signatures** for verification and compliance. ✔️ **Integrate timesheet, supply, and labour details** directly into your forms. ✔️ **Easily update, export, and import** forms between accounts. These guides provides a structured breakdown of everything you need to **create, manage, and optimize** your custom forms within Ascora. ## 📽 Watch the video guides ⤵ **Website Guide** [https://ascora.wistia.com/medias/c407tp1k12](https://ascora.wistia.com/medias/c407tp1k12) **Mobile Guide** [https://ascora.wistia.com/medias/cmnclfec4x](https://ascora.wistia.com/medias/cmnclfec4x) ## Getting Started with Custom Forms --- [👩‍💻Custom Form User Guide](/kb/custom-form-user-guide) [🖥️ How to access Custom Form](/kb/how-to-access-custom-form) [📄Custom Form vs Document Template](/kb/custom-form-vs-document-template) ## Customizing Your Forms --- [▶️ How Custom Fields work in Custom Forms](/kb/how-custom-fields-work-in-custom-forms) [📄 How to Edit a Custom Form Question - (Changing Answer Type)](/kb/how-to-edit-a-custom-form-question---changing) [💻 How to update a Custom Form](/kb/how-to-update-a-custom-form) ## Adding Media & Data to Forms --- [📷 How to Add a Photo on your Custom Form](/kb/how-to-add-a-photo-on-your-custom-form) [✍️ How to Add a Signature on your Custom Form](/kb/how-to-add-a-signature-on-your-custom-form) [📝 How to Add Timesheet Details, Supply Details, and Labour Details in a Custom Form](/kb/how-to-add-timesheet-details-supply-details-a) [🔄 How to Automate a Custom Form at Job Check-in or at Job Completion](/kb/how-to-automate-a-custom-form-at-job-check-in) ## Managing Forms Across Accounts --- [↩️ How to Export and Import Custom Form Between Two Accounts](/kb/how-to-export-and-import-custom-form-between) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 👨 Customer Guides Source: https://ascora.com.au/kb/customer-guides Managing customers effectively is vital for any business—strong, organized customer relationships often translate into better service, higher satisfaction, and steady growth. Ascora’s robust customer management tools provide everything you need to maintain clear records, categorize and segment your customer base, and streamline communication. From capturing leads and setting up unique customer portals to importing data and connecting third-party billing, our guides cover a wide range of scenarios to support your day-to-day operations. By exploring these customer-focused resources, you’ll learn how to: - **Create and organize new customer records** for accurate data and efficient follow-up. - **Leverage Customer Types and Contact Roles** for better segmentation and targeted support. - **Set up and use Customer Portals** to enhance transparency and self-service options. - **Import and export customer data** seamlessly to and from other systems. - **Combine or link customers** for multi-site relationships or third-party billing. - **Search and maintain records** to ensure you always have quick access to the information you need. Whether you’re just getting started with your first customer entry or looking to refine an existing database, these guides will help you maximize Ascora’s capabilities and keep your customer relationships running smoothly. Explore the sections below for detailed instructions on setup, portals, importing, and more. ## 📽 Watch the video guides ⤵ [https://ascora.wistia.com/medias/hatou3nziy](https://ascora.wistia.com/medias/hatou3nziy) [https://ascora.wistia.com/medias/via0d13o7o](https://ascora.wistia.com/medias/via0d13o7o) --- ## Initial Customer Setup --- [👨 Adding Customer Type and Customer Contact Role](/kb/adding-customer-type-and-customer-contact-rol) [✉ Adding Lead Sources and Accessing Lead Source Analysis](/kb/adding-lead-sources-and-accessing-lead-source) [📩 Clients with More than One Email Address](/kb/clients-with-more-than-one-email-address) [👨 Creating a New Customer](/kb/creating-a-new-customer) [📲 How to Create Customer Contacts](/kb/how-to-create-customer-contacts) ## Importing and Exporting Customer Data --- [ℹ How to Import Customers from Accounting Package](/kb/how-to-import-customers-from-accounting-packa) [ℹ How to Import and Export Customer Data](/kb/how-to-import-and-export-customer-data) ## Customer Portal --- [🖥 How to Create a Customer Portal](/kb/how-to-create-a-customer-portal) [🖥 How to Access the Customer Portal](/kb/how-to-access-the-customer-portal) ## Other Customer Feature Guides --- [➿ How to Combine or Merge Customers](/kb/how-to-combine-or-merge-customers) [🏨 How to Create Multiple Sites for a Customer](/kb/how-to-create-multiple-sites-for-a-customer) [📄 How to Link a Third-Party Billing Customer to a Site Customer](/kb/how-to-link-a-third-party-billing-customer-to) [🔎 How to Search for an Existing Customer](/kb/how-to-search-for-an-existing-customer) [🌏 How to auto populate address search details based on location](/kb/how-to-auto-populate-address-search-details-b) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 👨‍🏫 Customer Portal Source: https://ascora.com.au/kb/customer-portal The **Customer Portal Settings** in Ascora allow you to control how customers interact with their Jobs and Quotes online. This includes managing notifications, setting visibility rules, and configuring job-related alerts. To access these settings **go to Administration → Customer Portal** This guide covers: ✅ Setting up **Contact Notifications** ✅ Adjusting **Visibility Settings** ✅ Configuring **Job Notifications** ## 📽 Watch the video guides ⤵ [https://ascora.wistia.com/medias/dtwfejv6q8](https://ascora.wistia.com/medias/dtwfejv6q8) [https://ascora.wistia.com/medias/mh8j46ikgg](https://ascora.wistia.com/medias/mh8j46ikgg) --- ## **Contact Notifications** 📩 **Granting Portal Access Notifications** - When a customer is granted **Customer Portal** access, an email can be automatically sent to them with login details. - This ensures they receive clear instructions on how to access and use the portal. 📩 **Internal Notifications for Access Changes** - You can assign a company user to receive **email alerts** whenever a customer's portal access is granted, modified, or removed. > This helps your team stay informed about customer access changes without needing to check manually. ## **Visibility Settings** 👁 **Restrict Jobs Based on Age** - Prevent older Jobs from being visible in the Customer Portal. - If enabled, a box appears where you can specify the number of years to **hide older jobs** from customer view. 🛠 **Hide the Task Area** - Remove the **Tasks section** from the Customer Portal to simplify what customers see. - This is useful if you prefer to keep internal job-related details private. 🔐 **Hide the Admin Area** - Hide administrative details (such as invoicing preferences) from the Customer Portal. - Ensures customers only see **relevant** job and quote information. ## **Job Notifications** 📨 **Receive Alerts When New Jobs Are Created** - Automatically send **email notifications** to specific team members when a customer submits a **new job request** via the portal. - Multiple email addresses can be added to receive alerts for different **Job Types** (e.g., Electrical Jobs, Plumbing Jobs). > This ensures the right team members are instantly notified and can take action on new customer requests. --- # Sub Pages [🖥 How to Create a Customer Portal](/kb/how-to-create-a-customer-portal) [🖥 How to Access the Customer Portal](/kb/how-to-access-the-customer-portal) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🖥️ Dashboard Source: https://ascora.com.au/kb/dashboard The **Dashboard** serves as your command center in Ascora, providing a real-time overview of key business activities and performance metrics. From tracking tasks and monitoring time usage to reviewing job profitability and user licenses, the dashboard ensures you have immediate access to essential data for informed decision-making. - **Task Management**: Keep track of follow-ups, to-do lists, and assigned responsibilities, ensuring nothing falls through the cracks. - **Time & Job Summaries**: Analyze time allocation trends and review financial performance to optimize workflows. - **User Licenses & Retentions**: Stay ahead of license expirations and manage outstanding retention invoices seamlessly. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/41a8z8a9bg](https://ascora.wistia.com/medias/41a8z8a9bg) --- ## Tasks This is where you can see your follow ups or to do lists which are associated to jobs or quotes or completely independent. You can assign a task to a particular user, add notes, set completion date, etc. - Tasks is visible both in Ascora web and in the mobile app. - You can set permissions which allows a user to access tasks for other users. - You can minimise the task view if not needed in your area. [](%F0%9F%96%A5%EF%B8%8F%20Dashboard/image2021-2-9_21-25-56.png) ## Time Summary This gives you a summary of how time has been spent in the company for the last 7 days. This is an area where you can immediately see if travel time has been spent and you might need to change the way you allocate jobs. [](%F0%9F%96%A5%EF%B8%8F%20Dashboard/image2021-2-9_21-30-50.png) ## Job Summary This area gives you an overview of the revenue and profit for the past 7 days. [](%F0%9F%96%A5%EF%B8%8F%20Dashboard/image2021-2-9_21-31-48.png) ## User Licenses This area gives you an overview of which licenses are due to expire. To learn more about licenses please see [💳 Working with Licenses](/kb/working-with-licenses) for more information [](%F0%9F%96%A5%EF%B8%8F%20Dashboard/2025-03-24_18-17-54.png) ## Retentions Due This is applicable if you have customers asking for retention on invoices. This helps you identify invoices that are due so you can do the necessary actions. You can also generate Final Retention Invoices from this area by clicking the button **Generate Retention Invoices**. To learn more about Retentions, please see [💷 Managing Retentions](/kb/managing-retentions) user guide. [](%F0%9F%96%A5%EF%B8%8F%20Dashboard/image2021-2-9_21-36-20.png) --- # Sub Pages [💷 Managing Retentions](/kb/managing-retentions) [💳 Working with Licenses](/kb/working-with-licenses) [✍ Create a Task](/kb/create-a-task) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🖥️ Dashboard & Map Guides Source: https://ascora.com.au/kb/dashboard-map-guides Efficiently managing your workflow starts with having the right insights at your fingertips. Ascora’s **Dashboard** and **Map** features provide real-time visibility into key business metrics, job locations, and team movements, helping you stay on top of daily operations. - **Dashboard Overview**: Customize widgets to track essential business data such as job statuses, revenue insights, overdue tasks, and team performance. With real-time updates, you can quickly assess priorities and make informed decisions. - **Interactive Map**: Gain a geographic overview of all active jobs, technician locations, and upcoming appointments. Optimize travel routes, reduce inefficiencies, and ensure timely service delivery. By leveraging these tools, you can improve response times, minimize travel inefficiencies, and keep projects moving forward without disruptions. [🖥️ Dashboard](/kb/dashboard) [🗺️ Map](/kb/map) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⚙ Default Settings Source: https://ascora.com.au/kb/default-settings The **Default Settings** feature in Ascora allows you to customize and streamline your processes by setting default preferences across various aspects of your account, including Customers, Suppliers, Purchase Orders, Email Notifications, and more. By configuring these defaults, you can save time and ensure consistency throughout your system. ℹ️To access these settings, simply navigate to **Administration → Defaults**. Here, you’ll be able to manage important areas such as **Location Settings**, **Scheduler Settings**, and critical elements like **Job Default Settings**, **Invoice Default Settings**, and **Supplier Invoice Settings**. ## Setting these up properly is essential for ensuring that your workflows run smoothly and that Ascora is tailored to your specific business needs, providing you with a more efficient and automated experience. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/zy3trm1860](https://ascora.wistia.com/medias/zy3trm1860) **Contents** [](#184c74d8-3182-80a1-8d19-f886b97a850d)[📽 Watch the video guide ⤵](#1d5c74d8-3182-80b2-8301-fa170de2d2cd)[🗺 Location Details](#184c74d8-3182-80c5-9563-e4919e0b692b)[🗓Scheduler](#184c74d8-3182-8009-936d-dadd34dcaced)[🙋‍♀️Customers](#184c74d8-3182-805b-8144-d54e9b4107d5)[🛒 Supplies](#184c74d8-3182-8072-824e-f84043e9bde5)[🛒 Kits](#184c74d8-3182-807c-ab7c-e6605e1eb115)[💶 Purchase Orders](#184c74d8-3182-80a8-a232-c6fbc63619f3)[⚙ Service](#184c74d8-3182-80c5-a32e-ccf51dacddfa)[📑 Tasks](#184c74d8-3182-80e2-b1db-f87876136017)[🧭 Nav Menu](#184c74d8-3182-801e-8f8c-e678d735f31e)[🏢 Recurring Jobs / Maintenance Jobs Creation](#184c74d8-3182-800c-94ce-dc45c4dcce72)[💲Retentions](#184c74d8-3182-80fd-bbfb-d78cc8c224dc)[🔀Inventory & Equipment](#184c74d8-3182-8081-b266-f02facf59a5d)[🔀Equipment](#184c74d8-3182-80fa-b27f-f4828a710403)[⚙ General](#184c74d8-3182-803d-ab12-ce47edc53fde)[📨 Supplier Invoicing](#184c74d8-3182-8006-a1fc-e74d91ab8ca8)[📑 Quotes](#184c74d8-3182-8068-a620-e12d87971f3e)[👷‍♂️ Jobs](#184c74d8-3182-80ae-a498-f3687f680535)[📑 Invoices](#184c74d8-3182-807f-8e77-d35d0dec7c56)[📧 Email Notifications](#184c74d8-3182-80f8-aabb-f76d12fd7c71)[⏲ Timesheet](#184c74d8-3182-8030-a3ab-ec2ec73b1f12)[⏲ Lock Timesheet Dates](#184c74d8-3182-80f5-8ed3-c9f17f964f64) ## 🗺 Location Details In Location Details, you can add your country, state, Time Zone, as well as Currency Symbol. This impacts your address searches when creating jobs or quotes. You also have the option to Show Latitude and Longitude on Site Address by ticking the corresponding box. [](%E2%9A%99%20Default%20Settings/image2021-1-21_17-19-29.png) ℹ️**Note:** *If you are using Ascora outside Australia, you can disable the box beside We don't use Country, please hide it and when you go to****Administration → Company Details****, you will already be able to enter your country name.**To learn more about this, please access**[How to auto populate address search details based on location](https://support.ascora.com.au/display/AS/How+to+auto+populate+address+search+details+based+on+location)**user guide.* --- ## 🗓Scheduler Under Scheduler, you can set up your default start time and end time for jobs. **Leave Type** - is where you can select your default leave type. **Create Labour when confirming times** - you can tick this box to enable this setting or untick to disable. [](%E2%9A%99%20Default%20Settings/image2021-1-21_17-40-0.png) **Set Schedule Colours Only By Status**- if this is enabled, all your jobs and quotes will be colour coded according to default status colours which is standard across Ascora. If you disable this setting, you can colour code your jobs and you can do it in **Administration → Jobs → Edit → Choose Custom Colour.** Below image shows the default Ascora colours for quote and job statuses in Scheduler area. [](%E2%9A%99%20Default%20Settings/image2021-1-21_17-45-30.png) --- ## 🙋‍♀️Customers When you create a customer contact, you need to assign a role and it is in this area where you can set a default role. [](%E2%9A%99%20Default%20Settings/image2021-1-21_17-52-21.png) To create a Customer Contact, go to **Customers**→ access your customer details and click **Contacts**→ **New**. [](%E2%9A%99%20Default%20Settings/image2021-1-21_21-30-11.png) --- ## 🛒 Supplies Under Supplies, you have the option to show or hide unit of measurement, supplier part number, and images. You can also select your default Write In Category. **Note:***To add a Write In, go to Jobs, access one of your jobs →****Supplies →****and click on****+ Add Write In.*** [](%E2%9A%99%20Default%20Settings/image2021-1-21_18-5-53.png) --- ## 🛒 Kits You can enable or disable the setting to show images on kit list by ticking or unticking the box. [](%E2%9A%99%20Default%20Settings/image2021-1-21_18-7-4.png) --- ## 💶 Purchase Orders Under Purchase Orders, you can set up your default PO Delivery Location, PO Template, as well as choose on how you want to combine your purchase orders or not combine at all. It is in this area where you can enable the setting to have an approval for all purchase orders. [](%E2%9A%99%20Default%20Settings/image2021-1-21_18-10-30.png) To learn more about combining Purchase Orders, please access [How to Combine Purchase Orders](https://support.ascora.com.au/display/AS/How+to+Combine+Purchase+Orders) user guide. When Purchase Oder Approval Required is enabled, you will see a button called **Approve Purchase Order** in the Purchase Order screen which needs to be ticked to grant approval. [](%E2%9A%99%20Default%20Settings/image2021-1-21_18-15-52.png) --- ## ⚙ Service This setting affects automatic job creation for service based ones. For more information, please see [Equipment Overview](https://support.ascora.com.au/display/AS/Equipment+Overview) user guide. [](%E2%9A%99%20Default%20Settings/image2021-1-21_18-29-20.png) --- ## 📑 Tasks Under Tasks, you can select your default Task Filter as well as Default User Task Filter. [](%E2%9A%99%20Default%20Settings/image2021-1-21_18-36-49.png) --- ## 🧭 Nav Menu **Only Show Client Roster**- when you enable this setting, all of the Scheduler Views such as Job Scheduler, Calendar, Job Whiteboard, and Map Scheduler will be hidden except Client Roster. **Show User Tab On Main Menu** - you can see Users by going to Administration → Users by default but if you enable this setting, Users tab will become available in the Main tabs area located next to Map. [](%E2%9A%99%20Default%20Settings/image2021-1-21_18-40-43.png) The following image shows **Users**tab located beside Map if we enabled the setting **Show User Tab On Main Menu**. It also shows **Roster**instead of Scheduler beside Dashboard and this is how it looks like if we enabled the setting **Only Show Client Roster.** [](%E2%9A%99%20Default%20Settings/image2021-1-21_18-44-53.png) --- ## 🏢 Recurring Jobs / Maintenance Jobs Creation This setting impacts automatic creation of recurring jobs. Once you check the box for *Use Customer Recurring Job Creation Settings* you will be given the option to set how many days in advance recurring jobs are created. [](%E2%9A%99%20Default%20Settings/image2021-1-22_20-45-42.png) ℹ️**Tip:** To learn more about recurring jobs, please access [How to create a Recurring Job](https://support.ascora.com.au/display/AS/How+to+create+a+Recurring+Job) user guide. --- ## 💲Retentions This area allows you to enable Retentions and once enabled, you have a few default settings to configure. **Retentions Held**- allows you to set the amount retained on each invoice and also set the maximum retention amount. [](%E2%9A%99%20Default%20Settings/image2021-1-21_18-54-59.png) ℹ️**Tip:** To learn more about Retentions, please access [Managing Retentions](https://support.ascora.com.au/display/AS/Managing+Retentions) user guide. --- ## 🔀Inventory & Equipment This is where you can enable Inventory Tracking and once enabled, you will see a few more options such as *Stock Adjustments, Stock Transfers, Stock Take, and Stock Reorder* when you access Inventory tab. [](%E2%9A%99%20Default%20Settings/image2021-1-21_19-1-7.png) The following image shows the inventory options after enabling inventory tracking. [](%E2%9A%99%20Default%20Settings/image2021-1-21_21-44-17.png) --- ## 🔀Equipment This is where you can enable Equipment Pass/Fail which impacts how you manage Equipment. [](%E2%9A%99%20Default%20Settings/image2021-1-21_19-2-19.png) ℹ️**Tip:**To learn more about Equipment, please access [Equipment Overview](https://support.ascora.com.au/display/AS/Equipment+Overview) user guide. --- ## ⚙ General This is where you can change the default page size in Ascora whether you choose to increase or decrease the page view. [](%E2%9A%99%20Default%20Settings/image2021-1-21_19-3-15.png) --- ## 📨 Supplier Invoicing In this area, you have a lot of settings to enable or set as defaults when it comes to Supplier Invoice. [](%E2%9A%99%20Default%20Settings/102df361-977b-4f12-acc6-9058defb280d.png) 1. **Default Cost Recalculation Method**you can choose either to *Maintain Markup, Maintain Job Sell Price, or Use Highest.* 1. **Default Markup Value** - you can set a percentage and this applies to items that have no unique mark ups set up. 1. **Set Supplier Invoices As Expenses From Automatic Email Import** - when you enable automatic supplier invoice import, you can enable this setting if you want all of your supplier invoices set up as Expenses. If this is not applicable in your business, disable this setting. 1. **If a Supplier Invoice Document is Imported Multiple Times** - you can choose either to *Do not create or update supplier invoice lines, duplicate current supplier invoice lines, or update existing supplier invoice lines or create new ones.* 1. **Accept Imported Supplier Invoice** - you can set it to *Yes, or No, or Only if Job is Allocated.* 1. **Receive Stock from Imported Supplier Invoices**enable this setting if you want to automatically receive stocks from imported supplier invoices otherwise, you can disable this setting and you can just manually receive stocks. 1. **Allocate Stock To**you can select to allocate to *Default Location, Assigned Technician's Location, or Specified Location.* 1. **Push Supplier Invoices To Xero**enable this if you want all of your supplier invoices to be pushed across to Xero automatically. 1. **Allocate number as Job or PO** - when you enabled automatic supplier invoice import by email, this setting dictates how reference numbers are read and you can choose to either allocate numbers as Job or Purchase Order. This only works when the number has no prefix for Job or PO and there is no prefix set on system settings or both prefixes are set. ℹ️**Note:***This will be automatically adjusted to 'Job' if supplier invoices are being imported as expenses.* --- ## 📑 Quotes This area allows you to set a few default settings for Quotes such as Quote validity and default quote template. [](%E2%9A%99%20Default%20Settings/image2021-1-21_19-30-49.png) You also have the option to set which information will be copied over when converting a quote to a job. Simply tick or untick the corresponding boxes. **Select the Recipient for Online Quote Acceptance Emails** - this setting allows you to specify the email address to receive the automated email once a quote is accepted online. Alternatively, you can tick the box to send the notification to the assigned users. --- ## 👷‍♂️ Jobs In this area, you can select a few default settings related to Jobs such as Labour Charge Interval in minutes, default Job Type, default Callout, and Team ID. [](%E2%9A%99%20Default%20Settings/image2021-1-21_19-32-0.png) You could also select your Default Job Pricing Method in this area whether you want it to be always Time And Materials, Fixed Price, Stages, or Sections. **Default Add New To Pre-existing Orders on Supplies on Jobs** - you can enable this setting if you want to Add New Supply To Pre-existing Orders. --- ## 📑 Invoices This is the area where you can select your default invoice templates and a few more settings. [](%E2%9A%99%20Default%20Settings/image2021-1-21_19-38-41.png) **Display the following on an invoice header** - you can select which information will be shown in your invoice header. --- ## 📧 Email Notifications This area allows you to activate email notifications when a user is assigned an Enquiry, a Qute, a Job, or a Task. [](%E2%9A%99%20Default%20Settings/image2021-1-21_19-44-1.png) One of the key areas is enabling email notification when a job could not be completed or reattendance is required. This is where you could also set email notification for expiring licenses. --- ## ⏲ Timesheet It is in this area where you set your working day hours and indicate total Ordinary Work Hours and Break Time duration. [](%E2%9A%99%20Default%20Settings/image2021-1-21_19-47-47.png) [](%E2%9A%99%20Default%20Settings/image2021-1-22_17-58-50.png) **Ordinary Work Hours**- allows you to enter your typical work hours which affects the calculation or penalty rates. **Break Time**- this is where you enter your typical break time duration whether 30 minutes and this impacts timesheet manual entries. For example, if you have someone doing manual timesheet entry and ticks the box **Includes Meal Break** then it automatically takes off the meal break duration. **Allow timesheets to overlap** - you can select Yes if you allow timesheets to overlap or you can set to No and that gives you a warning message every time a timesheet is created which overlaps another timsheet. --- ## ⏲ Lock Timesheet Dates This is where you can set a timesheet lock date which also shows a record of who last modified this setting. [](%E2%9A%99%20Default%20Settings/image2021-1-21_19-50-51.png) ✅To access a tutorial video about Supplier Invoice Default Settings, you can click the link below:[https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-Defaults-SupplierInvoicing](https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-Defaults-SupplierInvoicing) --- # 🔀 Difference between Actuals from Timesheets and Start & End of Day Entries Source: https://ascora.com.au/kb/difference-between-actuals-from-timesheets-an Ascora offers two primary methods for recording timesheets, allowing businesses to choose the most suitable approach for their operations: - **Actual Timesheets** – Automatically recorded when users check in and out of jobs or quotes via the mobile app, providing precise tracking of work hours. - **Start and End of Day Entries** – Captures total work hours from the moment a user taps *Start My Day* until they tap *Finish My Day*, deducting a standard lunch break if configured. This flexibility ensures businesses can track time in a way that aligns with their operational needs, whether focusing on granular job-level tracking or a broader daily overview. Administrators can configure these settings under **Administration → Scheduling**, where they can also define the **Timesheet Week Start** and standard break times for automated deductions. By setting up timesheets correctly, businesses can enhance payroll accuracy, improve labor tracking, and streamline workforce reporting. --- **1.** To select your setting, go to **Administration → Scheduling.** [](%F0%9F%94%80%20Difference%20between%20Actuals%20from%20Timesheets%20and%20S/image2021-1-23_8-22-30.png) **2.** Scroll down and look for **Timesheets**area in the left panel. In the field called **Our Timesheets Are Based On,** select either *Actuals from Timesheets*or *Start and End of Day Less Standard Lunch.* [](%F0%9F%94%80%20Difference%20between%20Actuals%20from%20Timesheets%20and%20S/image2021-1-23_8-51-0.png) ℹ️**Note:***You can also select a specific Timesheet week start from here.* ## Comparison between *Actuals from Timesheets*and *Start and End of Day Entries* Actuals from TimesheetsStart and End of Day Less Standard Lunch• Use this if you want your timesheets to be always linked to quotes and jobs. • This is recorded every time a mobile user checks in and checks out of a quote or job from the Mobile App This flows through reporting by accessing **Reports → Timesheet Editing →**then select **Job, Quote, and General Entries**• Use this if you want special timesheets that are based on check ins created from the Start/End My Day functions in the mobile apps but not linked to any quotes or jobs. This flows through reporting by accessing **Reports → Timesheet Editing →**then select **Start My Day - End My Day Entries.** [](%F0%9F%94%80%20Difference%20between%20Actuals%20from%20Timesheets%20and%20S/image.png) [](%F0%9F%94%80%20Difference%20between%20Actuals%20from%20Timesheets%20and%20S/image%201.png) To set your standard break time, go to **Administration → Defaults → Timesheet → Break Time.** [](%F0%9F%94%80%20Difference%20between%20Actuals%20from%20Timesheets%20and%20S/image2021-1-23_9-21-25.png) --- # Sub Pages [🟢 Timesheet Rules](/kb/timesheet-rules) [⏏️ How to edit Timesheets](/kb/how-to-edit-timesheets) [💸 Working with Allowances](/kb/working-with-allowances) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🗓️ Displaying Ascora Bookings in your External Calendar Source: https://ascora.com.au/kb/displaying-ascora-bookings-in-your-external-c Ascora allows you to **display your job and quote bookings** in external calendar applications such as **Google Calendar, iPhone Calendar, and Outlook Calendar.** This ensures your team stays up to date with scheduled work without needing to log in to Ascora. 📌 **Important Notes:** - **This is a one-way sync** – your external calendar will display Ascora bookings, but **changes must be made in Ascora** and will reflect in the connected calendar. - **Google Calendar updates every 24 hours**, while other calendars (like Apple and Outlook) refresh approximately every 15 minutes. To set up external calendar syncing, follow the steps below --- **1.** To connect your external calendar, go to **Administration → External Calendars.** **2.** Depending on which external calendar you are using, please access the corresponding **Help Guide**and complete some configurations. **3.** For example, if you are using Google Calendar and you want your job or quote bookings displayed in that external calendar, click **Google Calendar** from one of the three boxes as indicated below. This will give you the detailed steps to complete the integration. ## Copy Buttons **Note:** *This calendar is a feed. It is the responsibility of the calendar used (Exchange, Gmail, etc.) to pull data from Ascora. We request the calendar checks for updates every 15 minutes. Calendars such as Exchange and Apple follow this window, however Google checks once every 24 hours.* --- # Sub Pages [🗓️ External Calendar](/kb/external-calendar) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📃 Document Template User Guide Source: https://ascora.com.au/kb/document-template-user-guide Ascora utilises Microsoft Word as the basis for document templates created in the system. This enables you to create the quote or invoice document with almost unlimited options for styling and layouts. You have the power to create Quotation templates that can have full cover pages and enable you to fully sell your products and services. You can also create multiple templates in the system quickly and easily by downloading an existing template, making the desired adjustments and uploading back into Ascora as a new Document Template. This guide outlines how to use Mail Merge fields in Word and also the various sections that can be used on your Quotes and Invoices. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/zf2yr6u0np](https://ascora.wistia.com/medias/zf2yr6u0np) --- # Inserting Fields 1. On the **Insert** Menu in Word selected **Quick Parts**. Then click **Fields.** [](%F0%9F%93%83%20Document%20Template%20User%20Guide/worddav3e0736395011489c8b35a43cfcb704e5.png) 2. Select **MergeField** in the **Fields Names** area and enter the name of the field to be displayed in the **Field Name**, then press **Ok**. [](%F0%9F%93%83%20Document%20Template%20User%20Guide/worddav661a082366ac300ee1272c5cf1a1792b.png) 3. The Merge field will be created in the document. When the Quote is generated Ascora will replace this merge field with the data from the Quote. [](%F0%9F%93%83%20Document%20Template%20User%20Guide/worddav0ad5f92a264550fe6fd3eb5688aabd90.png) ***Note:****When editing a Merge field, use the****edit****menu by right-clicking on the field you want to change.* [](https://support.ascora.com.au/download/attachments/2097801/image2020-11-17_18-8-23.png?version=1&modificationDate=1605607704097&api=v2) ✅**Tip:**If you're using a Mac computer, the steps to add a merge field are different compared to using Windows. Please follow the steps below if you're using a Mac computer. ## **Insert a Merge Field in Word for Mac** 1. In the Macintosh Word, navigate to**Insert → Field.** 1. Click the Categories arrow and select **Mail Merge.** 1. In the Field names field, click **MergeField**. 1. In the Field codes field, enter a space after "MERGEFIELD" then type the field name you want to insert, e.g. JobNumber. 1. Click **OK**. # Preparing the Document To enable the document to correctly generate Table data you need to insert a GroupStart merge field at the start of the document and a GroupEnd merge field at the end of the document. ***Note:****These don't need to be exactly at the start or end of the document as long as the tables that will be generated are covered.* **Quotation****Job****Invoice**«GroupStart:Quote»«GroupStart:Job»«GroupStart:Invoice»*.. Document Content Here**.. Document ContentHere**.. Document ContentHere*«GroupEnd:Quote»«GroupEnd:Job»«GroupEnd:Invoice»**Purchase Order****Scheduler**«GroupStart:PurchaseOrder»«GroupStart:Scheduler»*.. Document Content Here**.. Document ContentHere*«GroupEnd:PurchaseOrder»«GroupEnd:Scheduler» ## Invoice Example [](%F0%9F%93%83%20Document%20Template%20User%20Guide/worddav1e5aa47facaef81f05a58a8640ead077.png) # Inserting Images To add an image against each Supply, the following merge field must be added into the Supply table: «Image:SupplyImage» The image by default comes with a standard size, to modify that size, follow this steps: - add the merge field «Image:SupplyImage» - after adding the merge field, click right and select the option "Edit Field" - it will open a dialog box called "Field" on that dialog box, find the area called "Field options" above find and tick the option "Text to be inserted after" - In from of the option "Text to be inserted after" there is a text box, in this textbox you can add the new size of the image. - Adding only one value resize the place the image on witdh and height - Adding two values separated by coma "100,40" it will resize the image on width and height. - Values must be set in pixels. [](%F0%9F%93%83%20Document%20Template%20User%20Guide/worddav4ffff73958c952670f7e7a8311b54da2.png) # General Tables These tables apply to most of the templates in Ascora – for example Quotation, Jobs and Invoicing. ## Supply Supplies are intended to be displayed in a table, only works for Quotes, Job and Invoices. The document generator will look for the markers in a table to be used as the start and end of the Supply row. «TableStart:Supply»«TableEnd:Supply» A description of Supply details, see: **General Additional Tables - Supply** ## CallOutFee Callout Fees are intended to be displayed in a table, only works for Quotes, Job and Invoices. The document generator will look for the markers in a table to be used as the start and end of the Call Out Fee row. «TableStart:CallOutFee»«TableEnd:CallOutFee» A description of Supply details, see: **General Additional Tables – CallOutFee** ## Labour Labour is intended to be displayed in a table, only works for Quotes, Job and Invoices The document generator will look for the markers in a table to be used as the start and end of the Labour row. «TableStart:Labour»«TableEnd:Labour» A description of Labour details, see: **General Additional Tables - Labour** ## Equipment Equipment is intended to be displayed in a table, only works for Quotes, Job and Invoices. The document generator will look for the markers in a table to be used as the start and end of the Equipment row. «TableStart:Equipment»«TableEnd:Equipment» A description of Equipment details, see: **General Additional Tables - Equipment** ## Annotation Annotations associated with Supplies can be placed in a separate list outside of the Supply Table. Only works for Quotes, Jobs and Invoices, Annotation will be placed in a Annotation Table if one exists in the document. «TableStart:Annotation»«TableEnd:Annotation» A description of Annotation details, see: **[General Additional Tables -](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark23)**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark23)**Annotation** ## Booking Booking is intended to be displayed in a table only on Quotes and Jobs, The document generator will look for the markers in a table to be used as the start and end of the Booking row. «TableStart:Booking»«TableEnd:Booking» A description of Booking details, see here **[General Additional Tables -](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark23)**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark23)**Booking** ## Note Note is intended to be displayed in a table only on Quotes, The document generator will look for the markers in a table to be used as the start and end of the Note row. «TableStart:Note»«TableEnd:Note» A description of Note details, see **[General Additional Tables -](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark23)**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark23)**Note** ## Attachment Attachment is intended to be displayed in a table only on Quotes, The document generator will look for the markers in a table to be used as the start and end of the Attachment row. «TableStart:Attachment»«TableEnd:Attachment» A description of Attachment details, see **General Additional Tables -**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark23)**Attachment** «TableStart:Attachment» --- # Quotation Tables ## Inclusion Listing Inclusion is intended to be displayed in a table. The document generator will look for the markers in a table to be used as the start and end of the Inclusion row. «TableStart:Inclusion»«Text»«TableEnd:Inclusion» --- A description of inclusion listing details, see: **Quotation Additional Tables -**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark26)**Inclusion** ## Exclusion Listing Exclusion is intended to be displayed in a table. The document generator will look for the markers in a table to be used as the start and end of the Exclusion row. «TableStart:Exclusion»«Text»«TableEnd:Exclusion» --- A description of inclusion listing details, see: **Quotation Additional Tables -**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark27)**Exclusion** ## Assumption Listing Assumption is intended to be displayed in a table. The document generator will look for the markers in a table to be used as the start and end of the Assumption row. «TableStart:Assumption»«TableEnd:Assumption» A description of assumption listing details, see: Quotation Additional Tables - Assumption ## Progress Payment Progress Payment is intended to be displayed in a table only on Quotes. The document generator will look for the markers in a table to be used as the start and end of the Progress Payment row. «TableStart:ProgressPayment»«TableEnd:ProgressPayment» *A description of Progress Payment details, see here:* **Quotation Additional Tables – Progress Payment** ## Optional Supply Optional Supply is intended to be displayed in a table only on Quotes, The document generator will look for the markers in a table to be used as the start and end of the Optional Supply row. «TableStart:OptionalSupply»«TableEnd:OptionalSupply» A description of Optional Supply details, see here **Quotation Additional Tables – Optional Supply** # Quotation Section Tables As Section Summary and Section Details are a complete portion of the document that is duplicated per Section that exists on the Quote it must be entered within a Group field in Word. ## Section «GroupStart:Section»*Section Summary Goes Here – Will Be Repeated Per Quote Section*«GroupEnd:Section» A description of Section Summary details, see: **[Quotation Section Additional Tables, Section.](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark29)** ## Section Details For each quote section this group will display the quote section details plus quote areas like supplies, labours, etc... «GroupStart:SectionDetails»*Section Content Goes Here - Will Be Repeated Per Quote Section*«GroupEnd:SectionDetails» A description of Section Summary details, see: **Quotation Section Additional Tables, Section Detail** ## Section Note Note is intended to be displayed in a table only on Quotes, The document generator will look for the markers in a table to be used as the start and end of the Note row. «TableStart:SectionNote»«TableEnd:SectionNote» A description of Section Note details, see: **Quotation Section Additional Tables, Section**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark29)**Note**Section Note only apply inside of Section Detail, **see Section Details** ## Section Attachment Attachment is intended to be displayed in a table only on Quotes, The document generator will look for the markers in a table to be used as the start and end of the Attachment row. «TableStart:SectionAttachment»«TableEnd:SectionAttachment» A description of Section Attachment details, see **Quotation Section Additional Tables, Section** **Attachment**Section Attachments only exist inside of Section Detail, **see Section Details** ## Section Inclusion Inclusions are intended to be displayed in a table. The document generator will look for the markers in a table to be used as the start and end of the Inclusion row. «TableStart:SectionInclusion»«TableEnd:SectionInclusion» A description of Section Inclusion details, see: **Quotation Section Additional Tables, Section**[ **Inclusion**Section Note only apply inside of Section Detail, **see Section Details** ## Section Exclusion Exclusions are intended to be displayed in a table. The document generator will look for the markers in a table to be used as the start and end of the Exclusion row. «TableStart:SectionExclusion»«TableEnd:SectionExclusion» A description of Section Exclusion details, see: **Quotation Section Additional Tables, Section** **Exclusion**Section Note only apply inside of Section Detail, **see Section Details** # Quotation Stage Tables The following section is only required when the Parent Quote of a Stage is a Section. If the Parent Quote does not have a parent itself, the standard Section tables can be used. ## Stage Details For each quote stage this group will display the quote stage details plus quote areas like supplies, labours, etc... «GroupStart:StageDetails»*Stage Content Goes Here - Will Be Repeated Per Quote Stage*«GroupEnd:StageDetails» A description of Stage Summary details, see: **Quotation Stage Additional Tables, Section**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark30)**Detail.** # Job Tables ## Check Ins Check Ins is intended to be displayed in a table only on Jobs. The document generator will look for the markers in a table to be used as the start and end of the Check Ins row. «TableStart:CheckIn»«TableEnd:CheckIn» A description of Purchase Order Line details, see: **Job Additional Tables – Check**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark31)**Ins.** ## Notes Notes is intended to be displayed in a table only on Jobs. The document generator will look for the markers in a table to be used as the start and end of the Notes row. «TableStart:Note»«TableEnd:Note» A description of Purchase Order Line details, see: **Job Additional Tables –**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark31)**Notes.** ## Attachments Attachment is intended to be displayed in a table only on Jobs. The document generator will look for the markers in a table to be used as the start and end of the Attachment row. «TableStart:Attachment»«TableEnd:Attachment» A description of Attachment details, see: **[Job Additional Tables –](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark31)**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark31)**Attachments.*****Note:****The TableStart fields will not be visible in the generated document.* ## Timesheet Timesheet is intended to be displayed in a table only on Jobs. The document generator will look for the markers in a table to be used as the start and end of the Timesheet row. «TableStart:Timesheet»«TableEnd:Timesheet» A description of Attachment details, see: **Job Additional Tables – Timesheet**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark31)**[Fields](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark31)****.*****Note:****The TableStart /TableEnd fields will not be visible in the generated document.* # Invoice Tables ## Current Claim Listing Current Claim is intended to be displayed in a table. The document generator will look for the markers in a table to be used as the start and end of the Current Claim row. «TableStart:CurrentClaim»«TableEnd:CurrentClaim» *A description of Current Claim details, see:* **Invoice Additional Tables – Current**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark32)**[Claim](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark32)** ## Previous Claim Listing Current Claim is intended to be displayed in a table. The document generator will look for the markers in a table to be used as the start and end of the Current Claim row. «TableStart:PreviousClaim»«TableEnd:PreviousClaim» *A description of Previous Claim details, see here:* **Invoice Additional Tables – Previous**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark32)**[Claim](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark32)*********Note:****The TableStart fields will not be visible in the generated document.* ## Current Variation Claim Listing Current Variation Claim is intended to be displayed in a table. The document generator will look for the markers in a table to be used as the start and end of the Current Variation Claim row. «TableStart:CurrentVariationClaim»«TableEnd: CurrentVariationClaim » *A description of Current Variation Claim details, see:* **Invoice Additional Tables – Current VariationClaim** # Purchase Order Tables ## Purchase Order Line Listing Purchase Order Lines are intended to be displayed in a table only on Purchase Order. The document generator will look for the markers in a table to be used as the start and end of the Purchase Order Line row. «TableStart:PurchaseOrderLine»«PartNumber»«LineTotal»«TableEnd:PurchaseOrderLine» A description of Purchase Order Line details, see: **Purchase Order Additional Tables – Purchase Order Lines .*****Note:****The TableStart / TableEnd fields will not be visible in the generated document.* # Schedule Tables ## Schedule Details Schedule details is intended to be displayed in a table only on Schedule. The document generator will look for the markers in a table to be used as the start and end of the schedule details row. «TableStart:SchedulerDetails»«TableEnd:SchedulerDetails» A description of Attachment details, see: **Scheduler Additional Table – Scheduler Details** ***Note:****The TableStart / TableEnd fields will not be visible in the generated document.* # Company Detail Fields ## Company Header Fields* **Company** **Information**CompanyNameTrading Name of the CompanyCompanyLegalNameLegal Name of the CompanyCompanyPhonePhone for the CompanyCompanyFaxFax of the CompanyCompanyEmailEmail address for the CompanyCompanyWebsiteWebsite for the CompanyCompanyStreetLine1Address Line 1 of the Physical Company AddressCompanyStreetLine2Physical Suburb, State and Postcode of the CompanyCompanyPostalLine1Address Line 1 of the Postal Company AddressCompanyPostalLine2Postal Suburb, State and Postcode of the CompanyCompanyReg1Registration 1 for the CompanyCompanyReg2Registration 2 for the CompanyCompanyReg3Registration 3 for the CompanyBankAccountNameBank Account Name for the CompanyBankAccountBSBBank Account BSB for the CompanyBankAccountNumberBank Account Number for the CompanyExtraInvoiceTextAdditional text to be displayed on the InvoiceTaxNameTax Name You can include those field at: ### [Quotation,](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark15)[Job,](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)[Invoice,](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark19)[Purchase Order](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark20)and [Scheduler.](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark21) - Site Customer Info, see: **[Site Customer](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)**[Fields.](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)** - Billing Customer Info, see: **[Billing Customer](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)**[Fields.](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)** # Assigned User Detail Fields ## Assigned User Header Fields* **Company** **Information**AssignedUserNameAssigned User Full NameAssignedUserFirstNameAssigned User First NameAssignedUserLastNameAssigned User Last NameAssignedUserJobTitleAssigned User Job TitleAssignedUserTeamAssigned User TeamAssignedUserMobileAssigned User MobileAssignedUserEmailAssigned User Email You can also those fields at: ### Quotation, Job, Invoice, Purchase Order, Scheduler and Scheduler Details. There are some exceptions on how we get Assigned User info at: - Purchase Order will come from the Job associated to the Purchase Order. - Invoice will come from the Job associated to the Invoice. - Scheduler comes from the user is scheduled to the Job or Quote. - Scheduler Details comes from the user assigned to the Job or Quote. # Quotation Detail Fields Quote Header Fields need to be covered between the merge fields «GroupStart:Quote» to«GroupEnd:Quote» to be displayed, more info see: **[Preparing the Document](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark2)** ## Quote Header Fields* **Quote Information**QuoteNoNumber assigned to the QuotationQuoteNameQuotation NameClientOrderNumberEntered Client Order Number on the QuotePurchaseOrderNumberEntered Purchase Order Number on the QuoteCareOfBillingNameCare of Name from the Quote Billing CustomerQuoteDescriptionQuotation DescriptionQuoteDateDate associated with the QuotationQuoteSignedDateQuote Signed DateValidUntilDateDate to which the Quotation is validDueDateDue Date of the QuotationQuoteAddressLine1Address Line 1 of the Quote DetailsQuoteAddressLine2Address Line 2 of the Quote DetailsQuoteAddressLine3Suburb, state and postcode of the Quote DetailsQuoteAddressPostcodePostcode of the Quote DetailsQuoteAddressStateState of the Quote DetailsQuoteAddressSuburbSuburb of the Quote DetailsQuoteTotalExTaxTotal value of the Quotation excluding TaxQuoteTaxTotal value of Tax on the QuotationQuoteTotalIncTaxTotal value of the Quotation including TaxQuoteCreatedDateDate When was created the QuoteDiscountExTaxDiscount Giving to the QuoteDiscountIncTaxDiscount Include Tax Giving to the QuoteTotalLabourValueExTaxTotal Labour Values excluding taxTotalLabourCostTotal Labour CostTotalSuppliesValueExTaxTotal Supply Value Excluding TaxTotalSuppliesCostTotal Supplies CostTotalLabourSupplyValueExTaxTotal Labour and Supply Value Excluding TaxTotalLabourSupplyCostTotal Labour and Supply CostTotalExTaxOptionalSupplyTotal Exclude Tax of optional supply itemsTotalTaxOptionalSupplyTotal Tax of optional supply itemsTotalIncTaxOptionalSupplyTotal Include tax of optional supply itemsTotalCallOutFeeExTaxTotal Callout Fees excluding TaxQuoteSignedDateDate on which the Quotation was signedSignedOffByName of the party who signed off on the Quotation.JobNumberAssociate Job NumberJobNameAssociate JobNameJobCompletedAssociated Job Completed DateAssociatedJobTypeAssociate Job TypeJobDescriptionAssociate Job DescriptionJobCreatedOnAssociate Job Created DateJobAddressLine1Associate Job Address Line1JobAddressLine2Associate Job Address Line2JobSuburbAssociate Job SuburbJobStateAssociate Job StateJobPostcodeAssociate Job PostcodeJobCountryAssociate Job CountryJobLatitudeAssociate Job LatitudeJobLongitudeAssociate Job Longitude You can also include - Company details, see: **Company Detail** **Fields.** - Site customer info, see: **Site Customer**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)**Fields.** - Billing customer info, see: **Billing Customer**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)**Fields.** - Assigned user info, see **Assigned User**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark14)**Fields**. - General Tables, see: **General Additional**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark23)**Tables.** - Quote tables, see: **Quote Additional**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark24)**Tables.** # Job Detail Fields Job Header Fields need to be covered between the merge fields «GroupStart:Job» to«GroupEnd:Job» to be displayed, more info see: **Preparing the Document** ## Job Header Fields* **Job Information**JobNumberNumber Assigned to the JobJobNameName assigned to the JobJobDescriptionA description of the JobPriorityA Priority of the JobParentJobNameParent Job Name if one existsClientOrderNumberA job Client Order NumberPurchaseOrderNumberA job Purchase Order NumberWorkUndertakenA work undertaken in a jobJobTypeA Job Type DescriptionPaymentTermPayment Term Associate to Billing CustomerSignedOffByA job signed off byCreatedOnDate on created a jobJobCompletedDate on which the job was completedTotalAmountExTaxA total amount job value excluding taxTotalTaxA total tax value of a jobTotalAmountIncTaxA total amount of job value include taxTotalSuppliesChargeA total amount of job supplies include taxTotalLabourChargeA total amount of job labour include taxTotalHoursA total amount of job labour hoursTotalTimesCostA total amount of cost on job labourTotalCallOutFeeExTaxTotal Callout Fees excluding TaxTimeLoggedDate on which the job was loggedTimeRespondedDate on which the job was respondedExpectedTimeExpected time of the job booking detailsEstimatedDurationEstimate duration of the job booking detailsReattendanceRequiredReattendance Required of the job booking detailsExpectedDateExpected time of the job booking detailsJobNumberTitleTranslationA translation of a single job titleClientOrderNumberTitleTranslationA translation of a client order number titlePurchaseOrderNumberTitleTranslationA translation of a purchase order number titleJobSingleTranslationA translation of a single job titleSiteCustomerTitleTranslationA translation of a site customer titleBillingCustomerTitleTranslationA translation of a billing customer titleWorkUndertakenTranslationA translation of a work undertaken titleSupplyPluralTranslationA translation of a plural supply tittleEquipmentSingleTranslationA translation of a single equipment titleEquipmentPluralTranslationA translation of a plural equipment titleJobAddressLine1Job AddressJobAddressLine2Secondary Job AddressJobAddressLine3Job Address plus suburb, state and postcodeJobSuburbJob SuburbJobStateJob StateJobPostcodeJob PostcodeJobCountryJob CountryJobLatitudeJob LatitudeJobLongitudeJob Longitude You can also include - Company details, see: **Company Detail** **Fields.** - Site customer info, see: **Site Customer**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)**Fields.** - Billing customer info, see: **Billing Customer**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)**Fields.** - Assigned user info, see **Assigned User**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark14)**Fields**. - General Tables, see: **General Additional**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark23)**Tables.** - Quote tables, see: **Quote Additional**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark24)**Tables.** # Invoice Detail Fields Invoice Header Fields need to be covered between the merge fields «GroupStart:Invoice» to«GroupEnd:Invoice» to be displayed, more info see: **Preparing the Document** ## Invoice Header Fields* **Invoice Information**InvoiceNoInvoice Number assignedInvoiceDateInvoice Date associatedDueDateInvoice Date on which is dueClientOrderNumberInvoice Client Order NumberPurchaseOrderNumberInvoice Purchase Order NumberWorkUndertakenInvoice Work UndertakenCareOfBillingNameCare of Name from the Invoice Billing CustomerTotalLabourChargeInvoice Total value of Labour ex TaxTotalLabourHoursInvoice Total Labour HoursTotalSuppliesChargeInvoice Total value of Supplies ex TaxDiscountInvoice Value of level discount givenTotalAmountExTaxInvoice Total value of the excluding TaxTotalTaxInvoice Total value of TaxTotalIncTaxInvoice Total value including TaxTotalCallOutFeeExTaxTotal Callout Fees excluding TaxTotalPaymentsInvoice Total payments received to dateTotalCreditCardSurchargeValue of credit card surcharge applied from paymentsTotalDueInvoice Current balance due onSignedOffStatementConfigured Sign-off StatementSignedOffByName of the Signed OffSignaturePlacement for the Signature Image (Must be placed into the Title of the inserted image)EquipmentNameTranslation given to "*Equipment*"SuppliesNameTranslation given to "*Supply*"ClientOrderNumberNameTranslation given to *"Client Order Number"*PaymentTermName of the *Payment Terms*PurchaseOrderNumberNameTranslation given to *"Purchase Order Number"*QuoteNumberQuote Number of the related QuotationQuoteNameQuote Name of the related QuotationJobNumberJob Number related to the InvoiceJobNameJob Name related to the InvoiceJobNumberNameTranslation given to Job NumberJobCompletedDate on which the Job was completedJobTypeJob Type related to the InvoiceJobDescriptionJob Description related to the InvoiceJobCreatedOnJob created date related to the InvoiceTimeLoggedJob Time Logged related to the InvoiceTimeRespondedJob Time Responded related to the InvoiceLastCheckOutDateLast check out date of when the job was completedLastCheckOutTimeLast check out time of when the job was completedJobAddressLine1Job Address Line 1 related to the InvoiceJobAddressLine2Job Address Line 2 related to the InvoiceJobAddressLine3Job Address Line 3 related to the InvoiceJobSuburbJob Suburb related to the InvoiceJobStateJob State related to the InvoiceJobPostcodeJob Postcode related to the InvoiceJobCountryJob Country related to the InvoiceClaimNameInvoice Claim NameClaimNumberClaim NumberClaimPurchaseOrderNumberClaim Purchase Order NumberClaimTotalValueContractIncTaxClaim total contract value including taxClaimTotalValueContractExTaxClaim total contract value excluding taxClaimTotalValueExTaxClaim total value excluding taxClaimTotalValueIncTaxClaim total value including taxClaimTotalValueToDateExTaxClaim total value to date excluding taxClaimTotalValueToDateIncTaxClaim total value to date including taxClaimTotalPercentIncTaxClaim total percentage including taxClaimTotalPercentToDateExTaxClaim total percentage to date excluding taxClaimTotalBalanceRemainingIncTaxClaim total balance remaining including taxClaimTotalBalanceRemainingExTaxClaim total balance remaining excluding taxClaimTotalRetentionIncTaxValueClaim Total Retention Inc Tax ValueClaimTotalRetentionAmountExTaxValueClaim Total Retention Amount Ex Tax ValuePreviousClaimTotalExTaxPrevious claims total including taxPreviousClaimTotalIncTaxPrevious claims total including taxPreviousClaimTotalPaidPrevious claim total paidPreviousClaimTotalBalancePrevious claim total balance including taxPreviousClaimTotalRetentionIncTaxValuePrevious claims total rentention inc tax valuePreviousClaimTotalRetentionAmountExTaxValuePrevious claims total retention amount ex tax valueRetentionAmountExTaxRetention total value excluding taxRetentionIncTaxRetention total value including taxRetentionRemainingRetention RemainingTotalLessRetentionExTaxTotal Less Retention Remaining Ex TaxTotalLessRetentionIncTaxTotal Less Retention Remaining Inc TaxClaimTotalVariationExTaxClaim Total Variation Ex TaxClaimTotalVariationIncTaxClaim Total Variation Inc TaxClaimTotalVariationToDateExTaxClaim Total Variation to Date Ex TaxClaimTotalVariationToDateIncTaxClaim Total Variation to Date Inc TaxVariationTotalBalanceRemainingExTaxVariation Total Balance Remaining Ex TaxVariationTotalBalanceRemainingIncTaxVariation Total Balance Remaining Inc TaxClaimTotalVariationValueExTaxClaim Total Variation Value Ex TaxClaimTotalVariationValueIncTaxClaim Total Variation Value Inc TaxClaimTotalWithoutVariationExTaxClaim Total Without Variation Ex TaxClaimTotalWithoutVariationIncTaxClaim Total Without Variation Inc TaxTotalValueWithoutVariationExTaxTotal Value Without Variation Ex Tax (for the current claim)TotalValueWithoutVariationIncTaxTotal Value Without Variation Inc TaxTotalValueClaimedToDateWithoutVariationExTaxTotal Value Claimed to Date Without Variation Ex TaxTotalValueClaimedToDateWithoutVariationIncTaxTotal Value Claimed to Date Without Variation Inc TaxBalanceRemainingExTaxWithoutVariationBalance Remaining Ex Tax Without VariationBalanceRemainingIncTaxWithoutVariationBalance Remaining Inc Tax Without VariationTotalDueExclusiveTaxTotal Due Exclusive TaxTotalTaxOnPaymentTotal Tax on Payment You can also include - Company details, see: **Company Detail** **Fields.** - Site customer info, see: **Site Customer**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)**Fields.** - Billing customer info, see: **Billing Customer**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)**Fields.** - Assigned user info, see **Assigned User**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark14)**Fields**. - General Tables, see: **General Additional**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark23)**Tables.** - Invoice tables, see: **Invoice Additional**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark24)**Tables.** # Purchase Order Detail Fields Purchase Order Header Fields need to be covered between the merge fields «GroupStart:PurchaseOrder» to «GroupEnd:PurchaseOrder» to be displayed, more info see: ## Purchase Order Header Fields* **Purchase Order Information**PurchaseOrderNumberNumber assigned to the Purchase OrderPurchaseOrderDateSentDate on which the Purchase Order was sentPurchaseOrderDateRequiredDate on which the Purchase Order is requiredTimeRequiredTime on which the Purchase Order is requiredPurchaseOrderReferenceA purchase Order ReferencePurchaseOrderOrderedByPerson who order the Purchase OrderPurchaseOrderDeliverToType of Purchase Order, Yard, Site, or PickupPurchaseOrderNotesPurchase Order NotesPurchaseOrderInstructionsPurchase Order InstructionsPurchaseOrderInstructionsPurchase Order InstructionsTotalAmountExTaxPurchase Order SubtotalTotalTaxPurchase Order TaxTotalAmountIncTaxPurchase Order Total AmountTotalClaimedIncTaxTotal Claimed on Supplier InvoicesDeliveryAddressLine1Job address if the Purchase Order delivery is to Site, Trading name of the company if is Yard Otherwise "Will Pickup"DeliveryAddressLine2Job Suburb, Postcode and State if PO is Site, Company Address if is Yard, blank if is PickupDeliveryAddressLine3Company Suburb, Postcode and State if Purchase Order Delivery is YardJobNumberJob number associate to purchase orderJobNameJob name associate to purchase orderJobCompletedJob completed date associate to purchase orderJobTypeJob type associate to purchase orderJobDescriptionJob description associate to purchase orderJobCreatedOnJob created on associate to purchase orderSupplierNameSupplier Full Name associate to Purchase OrderSupplierPhonePhone number of the Supplier of the Purchase OrderSupplierFaxFax of the Supplier of the Purchase OrderSupplierBNSupplier Business NumberSupplierFirstNameSupplier First NameSupplierLastNameSupplier Last NameSupplierMobileSupplier MobileSupplierEmailSupplier EmailSupplierWebsiteSupplier WebsiteSupplierNotesSupplier NotesSupplierStreetLine1Supplier Street Address Line 1SupplierStreetLine2Supplier Street Address Line 2SupplierStreetLine3Supplier Street Suburb, Postcode and StateSupplierPostalLine1Supplier Post Address Line 1SupplierPostalLine2Supplier Post Address Line 2SupplierPostalLine3Suppler Post Suburb, Postcode and State You can also include - Company details, see: **Company Detail** **Fields.** - Site customer info, see: **Site Customer**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)**Fields.** - Billing customer info, see: **Billing Customer**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)**Fields.** - Assigned user info, see **Assigned User**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark14)**Fields**. - Purchase Order Details, see **Purchase Oder Additional Tables** # Scheduler Detail Fields Scheduler Header Fields need to be covered between the merge fields «GroupStart: Scheduler» to «GroupEnd: Scheduler» to be displayed, more info see: **Preparing the** **Document** ## Scheduler Header Fields* **Scheduler Information**SchedulerStartDateStart Date selected on the schedulerSchedulerStartMonthStart Date selected on the scheduler formatted with month date as name.SchedulerEndDateEnd Date selected on the schedulerSchedulerEndMonthEnd Date selected on the scheduler formatted with month date as name.ClientOrderNumberScheduler Client Order NumberPurchaseOrderNumberScheduler Purchase Order Number You can also include - Quotation Details, see **Quotation Details Fields** - Job Details, see **Job Details Fields** - Purchase Order Details, see **Purchase Order Details** - Schedular Details, see **Scheduler Detail Fields** # Customer Detail Fields ## Site Customer Fields* **Site Customer**SiteCustomerNoSite Customer NumberSiteCustomerFirstNameSite Customer First NameSiteCustomerLastNameSite Customer Last NameSiteCustomerNameSite Customer Company Name if one is entered, otherwise Site Customer First and Last NameSiteCustomerNotesSite Customer NotesSiteCustomerSiteNotesSite Customer Site NotesSiteCustomerBNSite Customer Business numberSiteCustomerPhoneSite Customer **Phone or Partner's PhoneSiteCustomerMobileSite Customer **Mobile NumberSiteCustomerFaxSite Customer **Fax NumberSiteCustomerEmailSite Customer **Email AddressSiteAddressLine1Site Customer Address Line 1SiteAddressLine2Site Customer **Address Line 2SitePlainAddressLine2Site Customer Address Line 2SiteAddressLine3Site Customer **Suburb, State and PostcodeSiteAddressSuburbSite Customer SuburbSiteAddressPostcodeSite Customer PostcodeSiteAddressStateSite Customer AddressSiteAddressCountrySite Customer CountrySiteContactFirstNameFirst Name of the Site Contact on the Job / Quotation if one is selected, otherwise the Contact First Name of the Site CustomerSiteContactFullNameFull name of the Site Contact on the Job / Quotation if one is selected, otherwise the Contact First and Last Name of the Billing CustomerSiteContactMobileSite Contact Mobile NumberSiteContactPhoneSite Contact Phone NumberSiteContactEmailSite Contact EmailSiteContactFaxSite Contact FaxSiteContactRoleSite Contact Role You can also include - Company details, see: **Company Detail** **Fields.** - Site customer info, see: **Site Customer**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)**Fields.** - Billing customer info, see: **Billing Customer**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)**Fields.** - Assigned user info, see **Assigned User**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark14)**Fields**. - General Tables, see: **General Additional**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark23)**Tables.** - Quote tables, see: **Quote Additional**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark24)**Tables.** ## Billing Customer Fields* **Billing Customer**BillingCustomerNoBilling Customer Number.BillingCustomerNameBilling Customer Company Name if one is entered, otherwise Billing Customer First and Last Name.BillingCustomerFirstNameBilling Customer FirstNameBillingCustomerLastNameBilling Customer Last NameBillingCustomerNotesBilling Customer Notes.BillingCustomerSiteNotesBilling Customer Site Notes.BillingCustomerBNBilling Customer Business number.BillingCustomerPhoneBilling Customer Phone or Partner's Phone.BillingCustomerMobileBilling Customer **Mobile Number.BillingCustomerFaxBilling Customer **Fax Number.BillingCustomerEmailBilling Customer **Email Address.BillingAddressLine1Billing Customer Address Line 1.BillingAddressLine2Billing Customer ***Address Line 2.BillingPlainAddressLine2Billing Customer Address Line 2.BillingAddressLine3Billing Customer ***Suburb, State and Postcode.BillingAddressSuburbBilling Customer Suburb.BillingAddressPostcodeBilling Customer Postcode.BillingAddressStateBilling Customer Address.BillingAddressCountryBilling Customer Country.BillingContactFirstNameFirst Name of the Billing Contact on the Job / Quotation if one is selected, otherwise the Contact First Name of the Billing Customer.BillingContactFullNameFull name of the Billing Contact on the Job / Quotation if one is selected, otherwise the Contact First and Last Name of the Billing Customer.BillingContactMobileBilling Contact Mobile Number.BillingContactPhoneBilling Contact Phone Number.BillingContactEmailBilling Contact Email.BillingContactFaxBilling Contact Fax.BillingContactRoleBilling Contact Role. You can also include - Company details, see: **Company Detail** **Fields.** - Site customer info, see: **Site Customer**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)**Fields.** - Billing customer info, see: **Billing Customer**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark22)**Fields.** - Assigned user info, see **Assigned User**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark14)**Fields**. - General Tables, see: **General Additional**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark23)**Tables.** - Quote tables, see: **Quote Additional**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark24)**Tables.** # General Additional Tables The following **[General Tables](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark4)**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark4)works with **[Quotes](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark15)****,** **[Jobs](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)and **[Invoice](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark19)**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark19)header covered them, more info see: **[Preparing the Document](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark2)** ## Labour Fields* **Labour**DescriptionLabour Role DescriptionHoursHours chargedHourlyRateExTaxHourly Rate for the Labour excluding taxHourlyRateIncTaxHourly Rate for the Labour inclusive of taxAccountIncomeCodeIncome Account CodeNotesLabour DescriptionRoleNameLabour RoleFirstName**First Name of the User associated with the Labour chargeLastName**Last Name of the User associated with the Labour chargeFullName**First and Last Name associated with the Labour chargeDate**Date when was added LabourTotalAmountExTaxLine Total for the Labour excluding taxTaxLine Total tax for the labourTotalAmountIncTaxLine Total for the Labour inclusive of taxActivity***Displays the Activity name for the Labour Only applies to **[Quotes,](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark16)**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark16)**[Jobs,](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)**and** **[Invoice](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)**[,](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)more info see: **[General](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark4)**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark4)**[Tables](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark4)**Those fields only apply to **[Jobs](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)and **Invoices**Only applies to Stages ## Supply Fields* **Supply**PartNumberPart Number fieldDescriptionDescription fieldAnnotationEntered Annotation against the SupplyQuantityQuantity of the Supply on the QuotationUOMUnit of measurementCategorySupply categoryAccountIncomeCodeIncome Account CodeSupplyImageImage associated with the Supply.DisplayOrderOrder in which the item will be displayed.SupplierNameSupplier NameUnitPriceExTaxUnit Price of the Supply excluding taxUnitPriceIncTaxUnit Price of the Supply inclusive of taxTotalAmountExTaxLine Total for the Supply excluding taxTaxLine Total Tax for the SupplyTotalAmountIncTaxLine Total for the Supply inclusive of tax Only applies to **[Quotes,](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark16)**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark16)**[Jobs,](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)**and** **[Invoice](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)**[,](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)more info see: **[General](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark4)**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark4)**[Tables](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark4)** ## CallOutFee Fields* **CallOutFee**NameName of the Callout FeeAmountExTaxLine Total of the Callout Fee excluding taxTaxLine Total Tax of the Callout FeeAmountIncTaxLine Total of the Callout Fee including tax Only applies to **Quotes,**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark16)**Jobs,**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)**and** **Invoice**[,](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)more info see: **[General](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark4)**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark4)**Tables** ## Equipment Fields* **Equipment**NumberNumber field from the EquipmentNameName field from the EquipmentMakeMake field from the EquipmentModelModel field from the EquipmentSerialNumberSerial Number field from the EquipmentSupplierSupplier field from the EquipmentInstallationDateInstallation Date field from the EquipmentCommissionDateCommission Date field from the EquipmentWarrantyExpiryWarranty Expiry field from the EquipmentServicePeriodStartService Period Start field from the EquipmentServicePeriodEndService Period End field from the EquipmentLocationPlace set the EquipmentTestCommentsTest CommentsTestResult **Test Status "Pass" "Fail" or empty.TestedBy **User who test the EquipmentTestedOn **Tested Date FieldServiceInterval **Service Interval from the Equipment.EquipmentType **Equipment Type.EquipmentTypeId **Auto numeric Equipment Type.LastServiceDateEquipment Last Service DateNextServiceDateEquipment Next Service DateBarcodeEquipment BarcodeNotesEquipment NotesEquipmentCustomFieldsCopy all custom fields for Equipment Custom fields (Custom Field Name: Custom Field Value).QuoteJobEquipmentCustomFieldsCopy all custom fields for Job / Quote Equipment Custom fields (Custom Field Name: Custom Field Value). Only applies to **Quotes,**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark16)**Jobs,**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)**and** **Invoice**[,](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)more info see: **General**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark4)**Tables**only apply for **Jobs** ## Annotation Fields* **Annotation**AnnotationSupply Annotation Field Only applies to **Quotes,**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark16)**Jobs,**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)**and** **Invoice**[,](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)more info see: **General**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark4)**Tables** ## Booking Fields* **Bookings**BookingDateDate of bookingStartTimeTime booking startEndTimeTime booking endBookingNotesNotes for this BookingAssignedUserNameFull name user assigned to this bookingAssignedUserFirstNameFirst name user assigned to this bookingAssignedUserLastNameLast name user assigned to this bookingAssignedUserTeamTeam user assigned to this bookingAssignedUserJobTitleJob Title user assigned to this bookingAssignedUserMobileMobile user assigned to this bookingAssignedUserEmailEmail user assigned to this booking Only applies to **Quotes,**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark16)**Jobs,**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)**and** **Invoice**[,](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)more info see: **General**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark4)**Tables** ## Note Fields* **Note**CreateOnDate note was createdCreatedByNameUser who create the noteNoteNote description Only applies to **Quotes,**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark16)**Jobs,**[,](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark17)more info see: **General**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark4)**Tables** ## Attachment Fields* **Attachment**AttachmentImageDate attachment was addedCreatedOnAttachment imageNameFilename of the Attachment Only applies to **Quotes,**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark16)**Jobs,** more info see: **General**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark4)**Tables** # Quotation Additional Tables The following tables only work with **Quotes**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark16)header covered them, more info see: **Preparing the** **Document** ## Progress Claim Fields* **Progress Payments**PaymentNumberNumber of the Progress PaymentNameName of the Progress PaymentWhenDueWhen the Progress Payment has been marked as DueNotesNotes against the Progress PaymentAmountTotal Value of the Progress Payment to see how inclusion fields are integrate on quotes, see: **Quotation**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark5)**tables.** ## Inclusion Fields* **Inclusion**TextInclusion description. to see how inclusion fields are integrate on quotes, see: **Quotation**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark5)**tables.** ## Exclusion Fields* **Exclusion**TextExclusion description. to see how exclusion fields are integrate on quotes, see: **Quotation**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark5)**tables.** ## Assumption Fields* **Exclusion**TextAssumption description. - to see how assumption fields are integrate on quotes, see: **Quotation**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark5)**tables.** ## Optional Supply Fields* **Optional Supply**PartNumberPart Number fieldDescriptionDescription fieldAnnotationEntered Annotation against the SupplyQuantityQuantity of the Supply on the QuotationUOMUnit of measurementCategorySupply categoryAccountIncomeCodeIncome Account CodeSupplyImageImage associated with the Supply.UnitPriceExTaxUnit Price of the Supply excluding taxUnitPriceIncTaxUnit Price of the Supply inclusive of taxTotalAmountExTaxLine Total for the Supply excluding taxTotalAmountIncTaxLine Total for the Supply inclusive of taxDisplayOrderOrder in which the item will be displayed. To see how optional supplies fields are integrate on quotes, see: **Quotation** **tables.** # Quotation Section Additional Tables The following tables only work with **Quotes**[](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark16)header covered them, more info see: **Preparing the Document** ## Quote Section Fields* **Section**SectionNameName of the Quotation SectionSectionDescriptionFull Description of the Quotation SectionSectionJobTypeJob Type of the Quotation SectionSectionSubTotalTotal Value of the Quotation Section excluding TaxSectionTaxSection TaxSectionSubTotalIncTaxTotal Value of the Quotation Section including Tax to see how inclusion fields are integrate on quotes, see: **Quotation Section tables –** **Section.** ## Section Details Fields* **Section Details**SectionNoSection NumberSectionNameSection NameSectionDescriptionSection Quote DescriptionSectionJobTypeSection Job TypeSectionSubTotalSection Amount Excluding TaxSectionSubTotalIncTaxSection Amount Including TaxSectionTaxSection Tax To see how inclusion fields are integrate on quote section, see: **Quotation Section tables –** **Section** **Details.** ## Section Inclusion Fields* **Inclusion**TextInclusion description. to see how inclusion fields are integrate on quote section, see: see: **Quotation Section tables –** **Section** **Details.** ## Section Exclusion Fields* **Exclusion**TextExclusion description. To see how exclusion fields are integrate on quotes, see: see: **Quotation Section tables –** **Section** **Details.** ## Section Note Fields* **Note**CreateOnDate note was createdCreatedByNameUser who create the noteNoteNote description To see how note fields are integrate on quotes, see: see: **Quotation Section tables –** **Section** **Details.** ## Section Attachment Fields* **Attachment**AttachmentImageDate attachment was addedCreatedOnAttachment imageNameFilename of the Attachment To see how attachment fields are integrate on quotes, see: **Quotation Section tables –** **Section** **Details.** # Quotation Stage Additional Tables The following tables only work with **Section Details** header covered them, more info see: **Preparing** **the Document** ## Stage Details Fields **Stage Details**StageNoStage NumberStageNameStage NameStageSubTotalStage Amount Excluding TaxStageSubTotalIncTaxStage Amount Including TaxStageTaxStage Tax # Job Additional Tables The following tables only work with **Job** header covered them, more info see: **Preparing the** **Document** ## Check Ins Fields* **Check Ins**CheckInDateCheck in dateUserFullNameFull name of the userUserFirstNameFirst name of the userStartTimeTime check in startEndTimeTime check out or endTotalHoursTotal hours To see how Check In fields are integrated Jobs, see: **Job** **tables.** ## Note Fields* **Notes**CreateOnDate note was createdCreatedByNameUser who create the noteNoteNote description To see how Note fields are integrated to Jobs,see: **Job** **tables.** ## Attachment Fields* **Attachments**CreatedOnDate attachment was addedAttachmentImageAttachment imageNameFilename of the Attachment To see how Attachment fields are integrated to Jobs, see: **Job** **tables.** ## Timesheet Fields* **Timesheet**UserFullNameFull name of the userUserFirstNameFirst name of the userStartDateTimeTimesheet date time startsStartTimeTimesheet time startsEndDateTimeTimesheet date time endsEndTimeTimesheet time endsRateTypeTimesheet Rate TypeEntryTypeTimesheet Entry TypeTotalCostTimesheet Total CostHoursTimesheet HoursMealBreakHoursTimesheet meal break hoursIncludesMealBreakTimesheet includes meal breakActivityDisplays the Activity name for the Timesheet To see how Timesheet fields are integrated Jobs, see: **Job** **tables.**Only applies to Stages. # Invoice Additional Tables The following tables only work with **Invoice** header surrounding them, for more info please see: Preparing the Document ## Current Claim Fields* **Current Claim**ClaimSectionNameClaim section nameDisplayOrderDisplay Order of the claimsClaimPurchaseOrderNumberClaim Purchase Order NumberClaimValueContractIncTaxContract value including taxClaimValueContractExTaxContract value excluding taxClaimPercentIncTaxClaim percentage including tax (will be the same for ex tax also!)ClaimValueIncTaxClaim value including taxClaimValueExTaxClaim value excluding taxClaimPercentToDateExTaxClaim percentage to date excluding taxClaimValueToDateExTaxClaim value to date excluding taxClaimValueToDateIncTaxClaim value to date including taxClaimRetentionAmountExTaxClaim Retention Amount Ex TaxClaimRetentionIncTaxClaim Retention Inc TaxClaimNumberClaim NumberClaimSectionBalanceRemainingExTaxClaim Section Balance Remaining Ex TaxClaimSectionBalanceRemainingIncTaxClaim Section Balance Remaining Inc TaxClaimBalanceRemainingExTaxClaim Balance Remaining Ex TaxClaimBalanceRemainingIncTaxClaim Balance Remaining Inc TaxPriorClaimRetentionAmountExTaxPrior Claim Retention Amount Ex TaxPriorClaimRetentionIncTaxPrior Claim Retention Inc Tax To see how current claim fields are integrate to invoices, see **Invoice** **tables.** ## Previous Claim Fields* **Previous Claim**ClaimNumberClaim numberInvoiceDateInvoice dateInvoiceNumberInvoice numberTotalClaimedExTaxTotal claimed excluding taxTotalClaimedIncTaxTotal claimed including taxTotalPaidTotal paidBalanceOutstandingExTaxBalance outstanding excluding taxBalanceOutstandingIncTaxBalance outstanding including taxClaimNameClaim NamePriorClaimTotalBalanceRemainingExTaxPrior Claim Total Balance Remaining Ex TaxPriorClaimTotalBalanceRemainingIncTaxPrior Claim Total Balance Remaining Inc TaxPriorClaimRetentionAmountExTaxPrior Claim Retention Amount Ex TaxPriorClaimRetentionIncTaxPrior Claim Retention Inc Tax To see how previous claim fields are integrate to invoices, see **Invoice** **tables.** ## Current Variation Claim Fields* **Current Variation Claim**ClaimSectionNameClaim section nameDisplayOrderDisplay Order of the variation claimsClaimPurchaseOrderNumberClaim Purchase Order NumberClaimValueContractIncTaxContract value including taxClaimValueContractExTaxContract value excluding taxClaimPercentIncTaxClaim percentage including tax (will be the same for ex tax also!)ClaimValueIncTaxClaim value including taxClaimValueExTaxClaim value excluding taxClaimPercentToDateExTaxClaim percentage to date excluding taxClaimValueToDateExTaxClaim value to date excluding taxClaimValueToDateIncTaxClaim value to date including taxClaimRetentionAmountExTaxClaim Retention Amount Ex TaxClaimRetentionIncTaxClaim Retention Inc TaxClaimNumberClaim NumberClaimSectionBalanceRemainingExTaxClaim Section Balance Remaining Ex TaxClaimSectionBalanceRemainingIncTaxClaim Section Balance Remaining Inc TaxClaimBalanceRemainingExTaxClaim Balance Remaining Ex TaxClaimBalanceRemainingIncTaxClaim Balance Remaining Inc TaxPriorTotalClaimedExTaxPrior / Previous Total Claim Ex TaxPriorTotalClaimedIncTaxPrior / Previous Total Claim Inc Tax to see how current variation claim fields are integrate to invoices, see **Invoice** **tables.** # Purchase Order Additional Tables The following tables only work with **Purchase Order** covered them, more info see: **Preparing the** **Document** ## Purchase Order Line* **Purchase Order Line**PartNumberSupply part numberDescriptionSupply descriptionQuantitySupply quantity orderedAnnotationSupply annotationUnitPriceSupply Unit PriceIsTaxableSupply taxableLineTotalTotal priceUOMUnit of Measurement to see how purchase order line fields are integrate to purchase orders, see **Purchase Order** **Tables.** # Scheduler Additional Tables The following tables only work with **Scheduler** header covered them; more info see: **Preparing the** **Document** ## Scheduler Detail Fields* **Scheduler Details**BookingStartDateDate when start a bookingBookingStartTimeTime when start a bookingBookingStartMonthMonth name when start a bookingBookingEndDateDate when ends a bookingBookingEndTimeTime when ends a bookingBookingEndMonthMonth name when ends a bookingBookingTimeWindowTime window of a bookingBookingTotalHoursTotal Hours of the bookingBookingNotesA note of bookingNumberA job / quote numberNameA job / quote nameDescriptionA job / quote descriptionStatusA job / quote statusJobTypeA job type of the job / quoteTotalAmountExTaxA job / quote total amount excluded taxTotalTaxA job / quote total taxTotalAmountIncTaxA job / quote total amount included taxBookingAddressLine1A job / quote address line 1BookingAddressLine2A job / quote address line 2BookingAddressLine3A job / quote address line 3BookingSuburbA job / quote suburbBookingStateA job / quote stateBookingPostcodeA job / quote postcodeBookingCountryA job / quote country To see how scheduler detail fields are integrated into the scheduler, **see scheduler** **tables.**you can also include: Site customer info, see: **Site Customer** **Fields.** Billing customer info, see: **Billing Customer** **Fields.** - Assigned user info, see **Assigned User** **Fields**. # Custom Field Tables Custom Fields can be setup for many areas such as Quote, Job, Equipment, etc. and can be displayed on generated documents. The process will be the same for all areas. ## Parent Details To display the value of a Custom Field in a parent detail area (**QuoteDetails**, **JobDetails**, etc), create a MergeField with the same name as the Custom Field. Ensure the spelling, including any punctuation and spaces, is correct. **Custom Field**CustomFieldWill display the value for the Custom Field named **CustomField**Custom FieldWill display the value for the Custom Field named **Custom Field** ## Section Details To display the value of a Custom Field in a parent detail area (QuoteDetails, JobDetails, etc), create a MergeField with the same name as the Custom Field prefixed with the word "Section". Ensure the spelling, including any punctuation and spaces, is correct. **Custom Field**Section CustomFieldWill display the value for the Custom Field named **Section CustomField**Section Custom FieldWill display the value for the Custom Field named **Custom Field** --- # Sub Pages [📝 Document Templates Guides](/kb/document-templates-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📃 Document Template User Guide Source: https://ascora.com.au/kb/document-template-user-guide-2 # Ascora Document Templates Ascora utilises Microsoft Word as the basis for document templates created in the system. This enables you to create the quote or invoice document with almost unlimited options for styling and layouts. You have the power to create Quotation templates that can have full cover pages and enable you to fully sell your products and services. You can also create multiple templates in the system quickly and easily by downloading an existing template, making the desired adjustments and uploading back into Ascora as a new Document Template. This guide outlines how to use Mail Merge fields in Word and also the various sections that can be used on your Quotes and Invoices. [Inserting Fields](#1a0c74d8-3182-8138-86f3-ec363680786b) [Preparing the Document](#1a0c74d8-3182-81bd-bb6f-d3520a96589c) [Inserting Images](#1a0c74d8-3182-81c4-a2fe-d570259e730c) [General Tables](#1a0c74d8-3182-810a-9031-df6a08245e97) [Quotation Tables](#1a0c74d8-3182-8149-9fe6-f1a1c92e9d1b) [Quotation Section Tables](#1a0c74d8-3182-817d-a54b-c2f0eee60eed) [Quotation Stage Tables](#1a0c74d8-3182-8176-a6c9-e0356e3c11d7) [Quotation Additional Tables](#1a0c74d8-3182-81fd-80ca-d600ca0ed723) [Quotation Section Additional Tables](#1a0c74d8-3182-81dd-9dff-c0914426a042) [Quotation Stage Additional Tables](#1a0c74d8-3182-8110-86f2-f5a892327d7a) [Invoice Additional Tables](#1a0c74d8-3182-81ca-a26b-f8baebba0fac) [Purchase Order Additional Tables](#1a0c74d8-3182-8177-bfcf-ff009b9e6c8d) [Scheduler Additional tables](#1a0c74d8-3182-81c2-8ca0-db978a947664) [Custom Field Tables](#1a0c74d8-3182-8150-a143-c2034f10b421) --- # Inserting Fields 1. On the **Insert** Menu in Word selected **Quick Parts**. Then click **Fields.** [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%9D%20Document%20Templates%20Guides/%F0%9F%93%83%20Document%20Template%20User%20Guide/worddav3e0736395011489c8b35a43cfcb704e5.png) 2. Select **MergeField** in the **Fields Names** area and enter the name of the field to be displayed in the **Field Name**, then press **Ok**. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%9D%20Document%20Templates%20Guides/%F0%9F%93%83%20Document%20Template%20User%20Guide/worddav661a082366ac300ee1272c5cf1a1792b.png) 3. The Merge field will be created in the document. When the Quote is generated Ascora will replace this merge field with the data from the Quote. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%9D%20Document%20Templates%20Guides/%F0%9F%93%83%20Document%20Template%20User%20Guide/worddav0ad5f92a264550fe6fd3eb5688aabd90.png) ***Note:****When editing a Merge field, use the****edit****menu by right-clicking on the field you want to change.* [](https://support.ascora.com.au/download/attachments/2097801/image2020-11-17_18-8-23.png?version=1&modificationDate=1605607704097&api=v2) ✅**Tip:**If you're using a Mac computer, the steps to add a merge field are different compared to using Windows. Please follow the steps below if you're using a Mac computer. ## **Insert a Merge Field in Word for Mac** 1. In the Macintosh Word, navigate to**Insert → Field.** 1. Click the Categories arrow and select **Mail Merge.** 1. In the Field names field, click **MergeField**. 1. In the Field codes field, enter a space after "MERGEFIELD" then type the field name you want to insert, e.g. JobNumber. 1. Click **OK**. # Preparing the Document To enable the document to correctly generate Table data you need to insert a GroupStart merge field at the start of the document and a GroupEnd merge field at the end of the document. ***Note:****These don't need to be exactly at the start or end of the document as long as the tables that will be generated are covered.* **Quotation****Job****Invoice**«GroupStart:Quote»«GroupStart:Job»«GroupStart:Invoice»*.. Document Content Here**.. Document ContentHere**.. Document ContentHere*«GroupEnd:Quote»«GroupEnd:Job»«GroupEnd:Invoice»**Purchase Order****Scheduler**«GroupStart:PurchaseOrder»«GroupStart:Scheduler»*.. Document Content Here**.. Document ContentHere*«GroupEnd:PurchaseOrder»«GroupEnd:Scheduler» ## Invoice Example [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%9D%20Document%20Templates%20Guides/%F0%9F%93%83%20Document%20Template%20User%20Guide/worddav1e5aa47facaef81f05a58a8640ead077.png) # Inserting Images To add an image against each Supply, the following merge field must be added into the Supply table: «Image:SupplyImage» The image by default comes with a standard size, to modify that size, follow this steps: - add the merge field «Image:SupplyImage» - after adding the merge field, click right and select the option "Edit Field" - it will open a dialog box called "Field" on that dialog box, find the area called "Field options" above find and tick the option "Text to be inserted after" - In from of the option "Text to be inserted after" there is a text box, in this textbox you can add the new size of the image. - Adding only one value resize the place the image on witdh and height - Adding two values separated by coma "100,40" it will resize the image on width and height. - Values must be set in pixels. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%9D%20Document%20Templates%20Guides/%F0%9F%93%83%20Document%20Template%20User%20Guide/worddav4ffff73958c952670f7e7a8311b54da2.png) # General Tables These tables apply to most of the templates in Ascora – for example Quotation, Jobs and Invoicing. ## Supply Supplies are intended to be displayed in a table, only works for Quotes, Job and Invoices. The document generator will look for the markers in a table to be used as the start and end of the Supply row. «TableStart:Supply»«TableEnd:Supply» A description of Supply details, see: **General Additional Tables - Supply** ## CallOutFee Callout Fees are intended to be displayed in a table, only works for Quotes, Job and Invoices. The document generator will look for the markers in a table to be used as the start and end of the Call Out Fee row. «TableStart:CallOutFee»«TableEnd:CallOutFee» A description of Supply details, see: **General Additional Tables – CallOutFee** ## Labour Labour is intended to be displayed in a table, only works for Quotes, Job and Invoices The document generator will look for the markers in a table to be used as the start and end of the Labour row. «TableStart:Labour»«TableEnd:Labour» A description of Labour details, see: **General Additional Tables - Labour** ## Equipment Equipment is intended to be displayed in a table, only works for Quotes, Job and Invoices. The document generator will look for the markers in a table to be used as the start and end of the Equipment row. «TableStart:Equipment»«TableEnd:Equipment» A description of Equipment details, see: **General Additional Tables - Equipment** ## Annotation Annotations associated with Supplies can be placed in a separate list outside of the Supply Table. Only works for Quotes, Jobs and Invoices, Annotation will be placed in a Annotation Table if one exists in the document. «TableStart:Annotation»«TableEnd:Annotation» A description of Annotation details, see: **[General Additional Tables -](#1a0c74d8-3182-8183-85d1-f06c9862dd73)****[Annotation](#1a0c74d8-3182-8196-bdae-e54974269c12)** ## Booking Booking is intended to be displayed in a table only on Quotes and Jobs, The document generator will look for the markers in a table to be used as the start and end of the Booking row. «TableStart:Booking»«TableEnd:Booking» A description of Booking details, see here **[General Additional Tables -](#1a0c74d8-3182-8183-85d1-f06c9862dd73)****[Booking](#1a0c74d8-3182-811f-b705-d4e719b477bc)** ## Note Note is intended to be displayed in a table only on Quotes, The document generator will look for the markers in a table to be used as the start and end of the Note row. «TableStart:Note»«TableEnd:Note» A description of Note details, see **[General Additional Tables -](#1a0c74d8-3182-8183-85d1-f06c9862dd73)****[Note](#1a0c74d8-3182-81d2-ade6-c545a58c3604)** ## Attachment Attachment is intended to be displayed in a table only on Quotes, The document generator will look for the markers in a table to be used as the start and end of the Attachment row. «TableStart:Attachment»«TableEnd:Attachment» A description of Attachment details, see **[General Additional Tables -](#1a0c74d8-3182-8183-85d1-f06c9862dd73)****[Attachment](#1a0c74d8-3182-81ec-baa0-c1aace8c30f2)** --- # Quotation Tables ## Inclusion Listing Inclusion is intended to be displayed in a table. The document generator will look for the markers in a table to be used as the start and end of the Inclusion row. «TableStart:Inclusion»«Text»«TableEnd:Inclusion» --- A description of inclusion listing details, see: **[Quotation Additional Tables -](#1a0c74d8-3182-81fd-80ca-d600ca0ed723)****Inclusion** ## Exclusion Listing Exclusion is intended to be displayed in a table. The document generator will look for the markers in a table to be used as the start and end of the Exclusion row. «TableStart:Exclusion»«Text»«TableEnd:Exclusion» --- A description of inclusion listing details, see: **[Quotation Additional Tables -](#1a0c74d8-3182-81fd-80ca-d600ca0ed723)****Exclusion** ## Assumption Listing Assumption is intended to be displayed in a table. The document generator will look for the markers in a table to be used as the start and end of the Assumption row. «TableStart:Assumption»«TableEnd:Assumption» A description of assumption listing details, see: **Quotation Additional Tables - Assumption** ## Progress Payment Progress Payment is intended to be displayed in a table only on Quotes. The document generator will look for the markers in a table to be used as the start and end of the Progress Payment row. «TableStart:ProgressPayment»«TableEnd:ProgressPayment» A description of Progress Payment details, see here: **Quotation Additional Tables – Progress Payment** ## Optional Supply Optional Supply is intended to be displayed in a table only on Quotes, The document generator will look for the markers in a table to be used as the start and end of the Optional Supply row. «TableStart:OptionalSupply»«TableEnd:OptionalSupply» A description of Optional Supply details, see here **Quotation Additional Tables – Optional Supply** # Quotation Section Tables As Section Summary and Section Details are a complete portion of the document that is duplicated per Section that exists on the Quote it must be entered within a Group field in Word. ## Section «GroupStart:Section» *Section Summary Goes Here – Will Be Repeated Per Quote Section*«GroupEnd:Section» A description of Section Summary details, see: **Quotation Section Additional Tables, Quote Section.** ## Section Details For each quote section this group will display the quote section details plus quote areas like supplies, labours, etc... «GroupStart:SectionDetails» *Section Content Goes Here - Will Be Repeated Per Quote Section*«GroupEnd:SectionDetails» A description of Section Summary details, see: **Quotation Section Additional Tables, Section Detail** ## Section Note Note is intended to be displayed in a table only on Quotes, The document generator will look for the markers in a table to be used as the start and end of the Note row. «TableStart:SectionNote»«TableEnd:SectionNote» A description of Section Note details, see: **Quotation Section Additional Tables, Section****[Note](#1a0c74d8-3182-81d2-ade6-c545a58c3604)****** Section Note only apply inside of Section Detail, **see****[Section Details](#1a0c74d8-3182-81dc-a8f7-d0fa3f01e97b)** ## Section Attachment Attachment is intended to be displayed in a table only on Quotes, The document generator will look for the markers in a table to be used as the start and end of the Attachment row. «TableStart:SectionAttachment»«TableEnd:SectionAttachment» A description of Section Attachment details, see **Quotation Section Additional Tables, Section****[Attachment](#1a0c74d8-3182-81ec-baa0-c1aace8c30f2)** Section Attachments only exist inside of Section Detail, **see Section Details** ## Section Inclusion Inclusions are intended to be displayed in a table. The document generator will look for the markers in a table to be used as the start and end of the Inclusion row. «TableStart:SectionInclusion»«TableEnd:SectionInclusion» A description of Section Inclusion details, see: **Quotation Section Additional Tables, Section Inclusion** Section Inclusion only apply inside of Section Detail, **see****[Section Details](#1a0c74d8-3182-81dc-a8f7-d0fa3f01e97b)** ## Section Exclusion Exclusions are intended to be displayed in a table. The document generator will look for the markers in a table to be used as the start and end of the Exclusion row. «TableStart:SectionExclusion»«TableEnd:SectionExclusion» A description of Section Exclusion details, see: **Quotation Section Additional Tables, Section****Exclusion** Section Exclusion only apply inside of Section Detail, **see****[Section Details](#1a0c74d8-3182-81dc-a8f7-d0fa3f01e97b)** # Quotation Stage Tables The following section is only required when the Parent Quote of a Stage is a Section. If the Parent Quote does not have a parent itself, the standard Section tables can be used. ## Stage Details For each quote stage this group will display the quote stage details plus quote areas like supplies, labours, etc... «GroupStart:StageDetails» *Stage Content Goes Here - Will Be Repeated Per Quote Stage*«GroupEnd:StageDetails» A description of Stage Summary details, see: **Quotation Stage Additional Tables, Section****Detail.** # Job Tables ## Check Ins Check Ins is intended to be displayed in a table only on Jobs. The document generator will look for the markers in a table to be used as the start and end of the Check Ins row. «TableStart:CheckIn»«TableEnd:CheckIn» A description of Check Ins Line details, see: **Job Additional Tables – Check****Ins.** ## Notes Notes is intended to be displayed in a table only on Jobs. The document generator will look for the markers in a table to be used as the start and end of the Notes row. «TableStart:Note»«TableEnd:Note» A description of Notes Line details, see: **[Job Additional Tables –](#1a0c74d8-3182-81cd-9e0f-cf7c4f4f52e7)****[Notes.](#1a0c74d8-3182-8146-bf60-da3a890da29c)** ## Attachments Attachment is intended to be displayed in a table only on Jobs. The document generator will look for the markers in a table to be used as the start and end of the Attachment row. «TableStart:Attachment»«TableEnd:Attachment» A description of Attachment details, see: **[Job Additional Tables –](#1a0c74d8-3182-81cd-9e0f-cf7c4f4f52e7)****[Attachments.](#1a0c74d8-3182-812c-b130-c6e68472004c)** ***Note:****The TableStart fields will not be visible in the generated document.* ## Timesheet Timesheet is intended to be displayed in a table only on Jobs. The document generator will look for the markers in a table to be used as the start and end of the Timesheet row. «TableStart:Timesheet»«TableEnd:Timesheet» A description of Attachment details, see: **Job Additional Tables – Timesheet****Fields.** ***Note:****The TableStart /TableEnd fields will not be visible in the generated document.* # Invoice Tables ## Current Claim Listing Current Claim is intended to be displayed in a table. The document generator will look for the markers in a table to be used as the start and end of the Current Claim row. «TableStart:CurrentClaim»«TableEnd:CurrentClaim» *A description of Current Claim details, see:* **Invoice Additional Tables – Current****Claim** ## Previous Claim Listing Current Claim is intended to be displayed in a table. The document generator will look for the markers in a table to be used as the start and end of the Current Claim row. «TableStart:PreviousClaim»«TableEnd:PreviousClaim» *A description of Previous Claim details, see here:* **Invoice Additional Tables – Previous****Claim** ***Note:****The TableStart fields will not be visible in the generated document.* ## Current Variation Claim Listing Current Variation Claim is intended to be displayed in a table. The document generator will look for the markers in a table to be used as the start and end of the Current Variation Claim row. «TableStart:CurrentVariationClaim»«TableEnd: CurrentVariationClaim » *A description of Current Variation Claim details, see:* **Invoice Additional Tables – Current Variation****Claim** # Purchase Order Tables ## Purchase Order Line Listing Purchase Order Lines are intended to be displayed in a table only on Purchase Order. The document generator will look for the markers in a table to be used as the start and end of the Purchase Order Line row. «TableStart:PurchaseOrderLine»«PartNumber»«LineTotal»«TableEnd:PurchaseOrderLine» A description of Purchase Order Line details, see: **Purchase Order Additional Tables – Purchase****Order Lines** ***Note:****The TableStart / TableEnd fields will not be visible in the generated document.* # Schedule Tables ## Schedule Details Schedule details is intended to be displayed in a table only on Schedule. The document generator will look for the markers in a table to be used as the start and end of the schedule details row. «TableStart:SchedulerDetails»«TableEnd:SchedulerDetails» A description of Attachment details, see: **Scheduler Additional Table – Scheduler Details** ***Note:****The TableStart / TableEnd fields will not be visible in the generated document.* # Company Detail Fields ## Company Header Fields* **Company** **Information**CompanyNameTrading Name of the CompanyCompanyLegalNameLegal Name of the CompanyCompanyPhonePhone for the CompanyCompanyFaxFax of the CompanyCompanyEmailEmail address for the CompanyCompanyWebsiteWebsite for the CompanyCompanyStreetLine1Address Line 1 of the Physical Company AddressCompanyStreetLine2Physical Suburb, State and Postcode of the CompanyCompanyPostalLine1Address Line 1 of the Postal Company AddressCompanyPostalLine2Postal Suburb, State and Postcode of the CompanyCompanyReg1Registration 1 for the CompanyCompanyReg2Registration 2 for the CompanyCompanyReg3Registration 3 for the CompanyBankAccountNameBank Account Name for the CompanyBankAccountBSBBank Account BSB for the CompanyBankAccountNumberBank Account Number for the CompanyExtraInvoiceTextAdditional text to be displayed on the InvoiceTaxNameTax Name You can include those field on Quotation, Job, Invoice, Purchase Order and Scheduler - Site Customer Info, see: **Site Customer****Fields.** - Billing Customer Info, see: **Billing Customer****Fields.** # Assigned User Detail Fields ## Assigned User Header Fields* **Company** **Information**AssignedUserNameAssigned User Full NameAssignedUserFirstNameAssigned User First NameAssignedUserLastNameAssigned User Last NameAssignedUserJobTitleAssigned User Job TitleAssignedUserTeamAssigned User TeamAssignedUserMobileAssigned User MobileAssignedUserEmailAssigned User Email ### You can include those field on Quotation, Job, Invoice, Purchase Order and Scheduler There are some exceptions on how we get Assigned User info at: - Purchase Order will come from the Job associated to the Purchase Order. - Invoice will come from the Job associated to the Invoice. - Scheduler comes from the user is scheduled to the Job or Quote. - Scheduler Details comes from the user assigned to the Job or Quote. # Quotation Detail Fields Quote Header Fields need to be covered between the merge fields «GroupStart:Quote» to «GroupEnd:Quote» to be displayed, more info see: **[Preparing the Document](#1a0c74d8-3182-81bd-bb6f-d3520a96589c)** ## Quote Header Fields* **Quote Information**QuoteNoNumber assigned to the QuotationQuoteNameQuotation NameClientOrderNumberEntered Client Order Number on the QuotePurchaseOrderNumberEntered Purchase Order Number on the QuoteCareOfBillingNameCare of Name from the Quote Billing CustomerQuoteDescriptionQuotation DescriptionQuoteDateDate associated with the QuotationQuoteSignedDateQuote Signed DateValidUntilDateDate to which the Quotation is validDueDateDue Date of the QuotationQuoteAddressLine1Address Line 1 of the Quote DetailsQuoteAddressLine2Address Line 2 of the Quote DetailsQuoteAddressLine3Suburb, state and postcode of the Quote DetailsQuoteAddressPostcodePostcode of the Quote DetailsQuoteAddressStateState of the Quote DetailsQuoteAddressSuburbSuburb of the Quote DetailsQuoteTotalExTaxTotal value of the Quotation excluding TaxQuoteTaxTotal value of Tax on the QuotationQuoteTotalIncTaxTotal value of the Quotation including TaxQuoteCreatedDateDate When was created the QuoteDiscountExTaxDiscount Giving to the QuoteDiscountIncTaxDiscount Include Tax Giving to the QuoteTotalLabourValueExTaxTotal Labour Values excluding taxTotalLabourCostTotal Labour CostTotalSuppliesValueExTaxTotal Supply Value Excluding TaxTotalSuppliesCostTotal Supplies CostTotalLabourSupplyValueExTaxTotal Labour and Supply Value Excluding TaxTotalLabourSupplyCostTotal Labour and Supply CostTotalExTaxOptionalSupplyTotal Exclude Tax of optional supply itemsTotalTaxOptionalSupplyTotal Tax of optional supply itemsTotalIncTaxOptionalSupplyTotal Include tax of optional supply itemsTotalCallOutFeeExTaxTotal Callout Fees excluding TaxQuoteSignedDateDate on which the Quotation was signedSignedOffByName of the party who signed off on the Quotation.JobNumberAssociate Job NumberJobNameAssociate JobNameJobCompletedAssociated Job Completed DateAssociatedJobTypeAssociate Job TypeJobDescriptionAssociate Job DescriptionJobCreatedOnAssociate Job Created DateJobAddressLine1Associate Job Address Line1JobAddressLine2Associate Job Address Line2JobSuburbAssociate Job SuburbJobStateAssociate Job StateJobPostcodeAssociate Job PostcodeJobCountryAssociate Job CountryJobLatitudeAssociate Job LatitudeJobLongitudeAssociate Job Longitude You can also include - Company details, see: **Company Detail****Fields.** - Site Customer Info, see: **Site Customer****Fields.** - Billing Customer Info, see: **Billing Customer****Fields.** - Assigned user info, see **Assigned User****Fields**. - General Tables, see: **General Additional****Tables.** - Quote tables, see: **Quote Additional****Tables.** # Job Detail Fields Job Header Fields need to be covered between the merge fields «GroupStart:Job» to «GroupEnd:Job» to be displayed, more info see: **[Preparing the Document](#1a0c74d8-3182-81bd-bb6f-d3520a96589c)** ## Job Header Fields* **Job Information**JobNumberNumber Assigned to the JobJobNameName assigned to the JobJobDescriptionA description of the JobPriorityA Priority of the JobParentJobNameParent Job Name if one existsClientOrderNumberA job Client Order NumberPurchaseOrderNumberA job Purchase Order NumberWorkUndertakenA work undertaken in a jobJobTypeA Job Type DescriptionPaymentTermPayment Term Associate to Billing CustomerSignedOffByA job signed off byCreatedOnDate on created a jobJobCompletedDate on which the job was completedTotalAmountExTaxA total amount job value excluding taxTotalTaxA total tax value of a jobTotalAmountIncTaxA total amount of job value include taxTotalSuppliesChargeA total amount of job supplies include taxTotalLabourChargeA total amount of job labour include taxTotalHoursA total amount of job labour hoursTotalTimesCostA total amount of cost on job labourTotalCallOutFeeExTaxTotal Callout Fees excluding TaxTimeLoggedDate on which the job was loggedTimeRespondedDate on which the job was respondedExpectedTimeExpected time of the job booking detailsEstimatedDurationEstimate duration of the job booking detailsReattendanceRequiredReattendance Required of the job booking detailsExpectedDateExpected time of the job booking detailsJobNumberTitleTranslationA translation of a single job titleClientOrderNumberTitleTranslationA translation of a client order number titlePurchaseOrderNumberTitleTranslationA translation of a purchase order number titleJobSingleTranslationA translation of a single job titleSiteCustomerTitleTranslationA translation of a site customer titleBillingCustomerTitleTranslationA translation of a billing customer titleWorkUndertakenTranslationA translation of a work undertaken titleSupplyPluralTranslationA translation of a plural supply tittleEquipmentSingleTranslationA translation of a single equipment titleEquipmentPluralTranslationA translation of a plural equipment titleJobAddressLine1Job AddressJobAddressLine2Secondary Job AddressJobAddressLine3Job Address plus suburb, state and postcodeJobSuburbJob SuburbJobStateJob StateJobPostcodeJob PostcodeJobCountryJob CountryJobLatitudeJob LatitudeJobLongitudeJob Longitude You can also include - Company details, see: **Company Detail****Fields.** - Site Customer Info, see: **Site Customer****Fields.** - Billing Customer Info, see: **Billing Customer****Fields.** - Assigned user info, see **Assigned User****Fields**. - General Tables, see: **General Additional****Tables.** - Quote tables, see: **Quote Additional****Tables.** # Invoice Detail Fields Invoice Header Fields need to be covered between the merge fields «GroupStart:Invoice» to «GroupEnd:Invoice» to be displayed, more info see: **[Preparing the Document](#1a0c74d8-3182-81bd-bb6f-d3520a96589c)** ## Invoice Header Fields* **Invoice Information**InvoiceNoInvoice Number assignedInvoiceDateInvoice Date associatedDueDateInvoice Date on which is dueClientOrderNumberInvoice Client Order NumberPurchaseOrderNumberInvoice Purchase Order NumberWorkUndertakenInvoice Work UndertakenCareOfBillingNameCare of Name from the Invoice Billing CustomerTotalLabourChargeInvoice Total value of Labour ex TaxTotalLabourHoursInvoice Total Labour HoursTotalSuppliesChargeInvoice Total value of Supplies ex TaxDiscountInvoice Value of level discount givenTotalAmountExTaxInvoice Total value of the excluding TaxTotalTaxInvoice Total value of TaxTotalIncTaxInvoice Total value including TaxTotalCallOutFeeExTaxTotal Callout Fees excluding TaxTotalPaymentsInvoice Total payments received to dateTotalCreditCardSurchargeValue of credit card surcharge applied from paymentsTotalDueInvoice Current balance due onSignedOffStatementConfigured Sign-off StatementSignedOffByName of the Signed OffSignaturePlacement for the Signature Image (Must be placed into the Title of the inserted image)EquipmentNameTranslation given to "*Equipment*"SuppliesNameTranslation given to "*Supply*"ClientOrderNumberNameTranslation given to *"Client Order Number"*PaymentTermName of the *Payment Terms*PurchaseOrderNumberNameTranslation given to *"Purchase Order Number"*QuoteNumberQuote Number of the related QuotationQuoteNameQuote Name of the related QuotationJobNumberJob Number related to the InvoiceJobNameJob Name related to the InvoiceJobNumberNameTranslation given to Job NumberJobCompletedDate on which the Job was completedJobTypeJob Type related to the InvoiceJobDescriptionJob Description related to the InvoiceJobCreatedOnJob created date related to the InvoiceTimeLoggedJob Time Logged related to the InvoiceTimeRespondedJob Time Responded related to the InvoiceLastCheckOutDateLast check out date of when the job was completedLastCheckOutTimeLast check out time of when the job was completedJobAddressLine1Job Address Line 1 related to the InvoiceJobAddressLine2Job Address Line 2 related to the InvoiceJobAddressLine3Job Address Line 3 related to the InvoiceJobSuburbJob Suburb related to the InvoiceJobStateJob State related to the InvoiceJobPostcodeJob Postcode related to the InvoiceJobCountryJob Country related to the InvoiceClaimNameInvoice Claim NameClaimNumberClaim NumberClaimPurchaseOrderNumberClaim Purchase Order NumberClaimTotalValueContractIncTaxClaim total contract value including taxClaimTotalValueContractExTaxClaim total contract value excluding taxClaimTotalValueExTaxClaim total value excluding taxClaimTotalValueIncTaxClaim total value including taxClaimTotalValueToDateExTaxClaim total value to date excluding taxClaimTotalValueToDateIncTaxClaim total value to date including taxClaimTotalPercentIncTaxClaim total percentage including taxClaimTotalPercentToDateExTaxClaim total percentage to date excluding taxClaimTotalBalanceRemainingIncTaxClaim total balance remaining including taxClaimTotalBalanceRemainingExTaxClaim total balance remaining excluding taxClaimTotalRetentionIncTaxValueClaim Total Retention Inc Tax ValueClaimTotalRetentionAmountExTaxValueClaim Total Retention Amount Ex Tax ValuePreviousClaimTotalExTaxPrevious claims total including taxPreviousClaimTotalIncTaxPrevious claims total including taxPreviousClaimTotalPaidPrevious claim total paidPreviousClaimTotalBalancePrevious claim total balance including taxPreviousClaimTotalRetentionIncTaxValuePrevious claims total rentention inc tax valuePreviousClaimTotalRetentionAmountExTaxValuePrevious claims total retention amount ex tax valueRetentionAmountExTaxRetention total value excluding taxRetentionIncTaxRetention total value including taxRetentionRemainingRetention RemainingTotalLessRetentionExTaxTotal Less Retention Remaining Ex TaxTotalLessRetentionIncTaxTotal Less Retention Remaining Inc TaxClaimTotalVariationExTaxClaim Total Variation Ex TaxClaimTotalVariationIncTaxClaim Total Variation Inc TaxClaimTotalVariationToDateExTaxClaim Total Variation to Date Ex TaxClaimTotalVariationToDateIncTaxClaim Total Variation to Date Inc TaxVariationTotalBalanceRemainingExTaxVariation Total Balance Remaining Ex TaxVariationTotalBalanceRemainingIncTaxVariation Total Balance Remaining Inc TaxClaimTotalVariationValueExTaxClaim Total Variation Value Ex TaxClaimTotalVariationValueIncTaxClaim Total Variation Value Inc TaxClaimTotalWithoutVariationExTaxClaim Total Without Variation Ex TaxClaimTotalWithoutVariationIncTaxClaim Total Without Variation Inc TaxTotalValueWithoutVariationExTaxTotal Value Without Variation Ex Tax (for the current claim)TotalValueWithoutVariationIncTaxTotal Value Without Variation Inc TaxTotalValueClaimedToDateWithoutVariationExTaxTotal Value Claimed to Date Without Variation Ex TaxTotalValueClaimedToDateWithoutVariationIncTaxTotal Value Claimed to Date Without Variation Inc TaxBalanceRemainingExTaxWithoutVariationBalance Remaining Ex Tax Without VariationBalanceRemainingIncTaxWithoutVariationBalance Remaining Inc Tax Without VariationTotalDueExclusiveTaxTotal Due Exclusive TaxTotalTaxOnPaymentTotal Tax on Payment You can also include - Company details, see: **Company Detail****Fields.** - Site Customer Info, see: **Site Customer****Fields.** - Billing Customer Info, see: **Billing Customer****Fields.** - Assigned user info, see **Assigned User****Fields**. - General Tables, see: **General Additional****Tables.** - Invoice Tables, see:******[Invoice Additional Tables](#1a0c74d8-3182-81ca-a26b-f8baebba0fac)** # Purchase Order Detail Fields Purchase Order Header Fields need to be covered between the merge fields «GroupStart:PurchaseOrder» to «GroupEnd:PurchaseOrder» to be displayed, more info see: ## Purchase Order Header Fields* **Purchase Order Information**PurchaseOrderNumberNumber assigned to the Purchase OrderPurchaseOrderDateSentDate on which the Purchase Order was sentPurchaseOrderDateRequiredDate on which the Purchase Order is requiredTimeRequiredTime on which the Purchase Order is requiredPurchaseOrderReferenceA purchase Order ReferencePurchaseOrderOrderedByPerson who order the Purchase OrderPurchaseOrderDeliverToType of Purchase Order, Yard, Site, or PickupPurchaseOrderNotesPurchase Order NotesPurchaseOrderInstructionsPurchase Order InstructionsPurchaseOrderInstructionsPurchase Order InstructionsTotalAmountExTaxPurchase Order SubtotalTotalTaxPurchase Order TaxTotalAmountIncTaxPurchase Order Total AmountTotalClaimedIncTaxTotal Claimed on Supplier InvoicesDeliveryAddressLine1Job address if the Purchase Order delivery is to Site, Trading name of the company if is Yard Otherwise "Will Pickup"DeliveryAddressLine2Job Suburb, Postcode and State if PO is Site, Company Address if is Yard, blank if is PickupDeliveryAddressLine3Company Suburb, Postcode and State if Purchase Order Delivery is YardJobNumberJob number associate to purchase orderJobNameJob name associate to purchase orderJobCompletedJob completed date associate to purchase orderJobTypeJob type associate to purchase orderJobDescriptionJob description associate to purchase orderJobCreatedOnJob created on associate to purchase orderSupplierNameSupplier Full Name associate to Purchase OrderSupplierPhonePhone number of the Supplier of the Purchase OrderSupplierFaxFax of the Supplier of the Purchase OrderSupplierBNSupplier Business NumberSupplierFirstNameSupplier First NameSupplierLastNameSupplier Last NameSupplierMobileSupplier MobileSupplierEmailSupplier EmailSupplierWebsiteSupplier WebsiteSupplierNotesSupplier NotesSupplierStreetLine1Supplier Street Address Line 1SupplierStreetLine2Supplier Street Address Line 2SupplierStreetLine3Supplier Street Suburb, Postcode and StateSupplierPostalLine1Supplier Post Address Line 1SupplierPostalLine2Supplier Post Address Line 2SupplierPostalLine3Suppler Post Suburb, Postcode and State You can also include - Company details, see: **Company Detail****Fields.** - Site Customer Info, see: **Site Customer****Fields.** - Billing Customer Info, see: **Billing Customer****Fields.** - Assigned user info, see **Assigned User****Fields**. - Purchase Order details, see **[Purchase Order Additional Tables](#1a0c74d8-3182-8177-bfcf-ff009b9e6c8d)****** # Scheduler Detail Fields Scheduler Header Fields need to be covered between the merge fields «GroupStart: Scheduler» to «GroupEnd: Scheduler» to be displayed, more info see: **[Preparing the](https://support.ascora.com.au/pages/viewpage.action?pageId=2098669#DocumentTemplateUserGuide-_bookmark2)** **Document** ## Scheduler Header Fields* **Scheduler Information**SchedulerStartDateStart Date selected on the schedulerSchedulerStartMonthStart Date selected on the scheduler formatted with month date as name.SchedulerEndDateEnd Date selected on the schedulerSchedulerEndMonthEnd Date selected on the scheduler formatted with month date as name.ClientOrderNumberScheduler Client Order NumberPurchaseOrderNumberScheduler Purchase Order Number You can also include - Company details, see: **Company Detail****Fields.** - Site Customer Info, see: **Site Customer****Fields.** - Billing Customer Info, see: **Billing Customer****Fields.** - Assigned user info, see **Assigned User****Fields**. - Scheduler details, see **Scheduler Details Additional Tables** # Customer Detail Fields ## Site Customer Fields* **Site Customer**SiteCustomerNoSite Customer NumberSiteCustomerFirstNameSite Customer First NameSiteCustomerLastNameSite Customer Last NameSiteCustomerNameSite Customer Company Name if one is entered, otherwise Site Customer First and Last NameSiteCustomerNotesSite Customer NotesSiteCustomerSiteNotesSite Customer Site NotesSiteCustomerBNSite Customer Business numberSiteCustomerPhoneSite Customer **Phone or Partner's PhoneSiteCustomerMobileSite Customer **Mobile NumberSiteCustomerFaxSite Customer **Fax NumberSiteCustomerEmailSite Customer **Email AddressSiteAddressLine1Site Customer Address Line 1SiteAddressLine2Site Customer **Address Line 2SitePlainAddressLine2Site Customer Address Line 2SiteAddressLine3Site Customer **Suburb, State and PostcodeSiteAddressSuburbSite Customer SuburbSiteAddressPostcodeSite Customer PostcodeSiteAddressStateSite Customer AddressSiteAddressCountrySite Customer CountrySiteContactFirstNameFirst Name of the Site Contact on the Job / Quotation if one is selected, otherwise the Contact First Name of the Site CustomerSiteContactFullNameFull name of the Site Contact on the Job / Quotation if one is selected, otherwise the Contact First and Last Name of the Billing CustomerSiteContactMobileSite Contact Mobile NumberSiteContactPhoneSite Contact Phone NumberSiteContactEmailSite Contact EmailSiteContactFaxSite Contact FaxSiteContactRoleSite Contact Role ### You can include those field on Quotation, Job, Invoice, Purchase Order and Scheduler - info from Site Contact on the Job / Quotation / Invoice if one is selected and has info entered, otherwise the info of the Site Customer. *If SiteAddressLine2 is empty, that will be replace by the info of SiteAddressLine3, then the field SiteAddressLine3 will be removed ## Billing Customer Fields* **Billing Customer**BillingCustomerNoBilling Customer Number.BillingCustomerNameBilling Customer Company Name if one is entered, otherwise Billing Customer First and Last Name.BillingCustomerFirstNameBilling Customer FirstNameBillingCustomerLastNameBilling Customer Last NameBillingCustomerNotesBilling Customer Notes.BillingCustomerSiteNotesBilling Customer Site Notes.BillingCustomerBNBilling Customer Business number.BillingCustomerPhoneBilling Customer Phone or Partner's Phone.BillingCustomerMobileBilling Customer **Mobile Number.BillingCustomerFaxBilling Customer **Fax Number.BillingCustomerEmailBilling Customer **Email Address.BillingAddressLine1Billing Customer Address Line 1.BillingAddressLine2Billing Customer ***Address Line 2.BillingPlainAddressLine2Billing Customer Address Line 2.BillingAddressLine3Billing Customer ***Suburb, State and Postcode.BillingAddressSuburbBilling Customer Suburb.BillingAddressPostcodeBilling Customer Postcode.BillingAddressStateBilling Customer Address.BillingAddressCountryBilling Customer Country.BillingContactFirstNameFirst Name of the Billing Contact on the Job / Quotation if one is selected, otherwise the Contact First Name of the Billing Customer.BillingContactFullNameFull name of the Billing Contact on the Job / Quotation if one is selected, otherwise the Contact First and Last Name of the Billing Customer.BillingContactMobileBilling Contact Mobile Number.BillingContactPhoneBilling Contact Phone Number.BillingContactEmailBilling Contact Email.BillingContactFaxBilling Contact Fax.BillingContactRoleBilling Contact Role. ### You can include those field on Quotation, Job, Invoice, Purchase Order and Scheduler - info from Billing Contact on the Job / Quotation / Invoice if one is selected and has info entered, otherwise the info of the Billing Customer**.** *when BillingAddressLine2 is empty, BillingSmartAddressLine2 will be replace by the info of SiteAddressLine3, then the field SiteAddressLine3 will be removed # General Additional Tables The following **General Tables** works with **Quotes,** **Jobs** and **Invoice** header covered them, more info see: **[Preparing the Document](#1a0c74d8-3182-81bd-bb6f-d3520a96589c)** ## Labour Fields* **Labour**DescriptionLabour Role DescriptionHoursHours chargedHourlyRateExTaxHourly Rate for the Labour excluding taxHourlyRateIncTaxHourly Rate for the Labour inclusive of taxAccountIncomeCodeIncome Account CodeNotesLabour DescriptionRoleNameLabour RoleFirstName**First Name of the User associated with the Labour chargeLastName**Last Name of the User associated with the Labour chargeFullName**First and Last Name associated with the Labour chargeDate**Date when was added LabourTotalAmountExTaxLine Total for the Labour excluding taxTaxLine Total tax for the labourTotalAmountIncTaxLine Total for the Labour inclusive of taxActivity***Displays the Activity name for the Labour Only applies to **Quotes,** **Jobs,** **and** **Invoice**, more info see: **General** **Tables**Those fields only apply to **Jobs** and **Invoices**Only applies to Stages ## Supply Fields* **Supply**PartNumberPart Number fieldDescriptionDescription fieldAnnotationEntered Annotation against the SupplyQuantityQuantity of the Supply on the QuotationUOMUnit of measurementCategorySupply categoryAccountIncomeCodeIncome Account CodeSupplyImageImage associated with the Supply.DisplayOrderOrder in which the item will be displayed.SupplierNameSupplier NameUnitPriceExTaxUnit Price of the Supply excluding taxUnitPriceIncTaxUnit Price of the Supply inclusive of taxTotalAmountExTaxLine Total for the Supply excluding taxTaxLine Total Tax for the SupplyTotalAmountIncTaxLine Total for the Supply inclusive of tax Only applies to **Quotes,** **Jobs,** **and** **Invoice**, more info see:**General****Tables** ## CallOutFee Fields* **CallOutFee**NameName of the Callout FeeAmountExTaxLine Total of the Callout Fee excluding taxTaxLine Total Tax of the Callout FeeAmountIncTaxLine Total of the Callout Fee including tax Only applies to **Quotes,** **Jobs,** **and** **Invoice**, more info see:**General****Tables** ## Equipment Fields* **Equipment**NumberNumber field from the EquipmentNameName field from the EquipmentMakeMake field from the EquipmentModelModel field from the EquipmentSerialNumberSerial Number field from the EquipmentSupplierSupplier field from the EquipmentInstallationDateInstallation Date field from the EquipmentCommissionDateCommission Date field from the EquipmentWarrantyExpiryWarranty Expiry field from the EquipmentServicePeriodStartService Period Start field from the EquipmentServicePeriodEndService Period End field from the EquipmentLocationPlace set the EquipmentTestCommentsTest CommentsTestResult **Test Status "Pass" "Fail" or empty.TestedBy **User who test the EquipmentTestedOn **Tested Date FieldServiceInterval **Service Interval from the Equipment.EquipmentType **Equipment Type.EquipmentTypeId **Auto numeric Equipment Type.LastServiceDateEquipment Last Service DateNextServiceDateEquipment Next Service DateBarcodeEquipment BarcodeNotesEquipment NotesEquipmentCustomFieldsCopy all custom fields for Equipment Custom fields (Custom Field Name: Custom Field Value).QuoteJobEquipmentCustomFieldsCopy all custom fields for Job / Quote Equipment Custom fields (Custom Field Name: Custom Field Value). Only applies to **Quotes,** **Jobs,** **and** **Invoice**, more info see: **General** **Tables**only apply for **Jobs** ## Annotation Fields* **Annotation**AnnotationSupply Annotation Field Only applies to **Quotes,** **Jobs,** **and** **Invoice**, more info see:**General****Tables** ## Booking Fields* **Bookings**BookingDateDate of bookingStartTimeTime booking startEndTimeTime booking endBookingNotesNotes for this BookingAssignedUserNameFull name user assigned to this bookingAssignedUserFirstNameFirst name user assigned to this bookingAssignedUserLastNameLast name user assigned to this bookingAssignedUserTeamTeam user assigned to this bookingAssignedUserJobTitleJob Title user assigned to this bookingAssignedUserMobileMobile user assigned to this bookingAssignedUserEmailEmail user assigned to this booking Only applies to **Quotes,** **Jobs,** **and** **Invoice**, more info see:**General****Tables** ## Note Fields* **Note**CreateOnDate note was createdCreatedByNameUser who create the noteNoteNote description Only applies to **Quotes** and **Jobs**, more info see:**General****Tables** ## Attachment Fields* **Attachment**AttachmentImageDate attachment was addedCreatedOnAttachment imageNameFilename of the Attachment Only applies to **Quotes** and **Jobs**, more info see:**General****Tables** # Quotation Additional Tables The following tables only work with **Quotes** header covered them, more info see: **Preparing the****Document** ## Progress Claim Fields* **Progress Payments**PaymentNumberNumber of the Progress PaymentNameName of the Progress PaymentWhenDueWhen the Progress Payment has been marked as DueNotesNotes against the Progress PaymentAmountTotal Value of the Progress Payment to see how inclusion fields are integrate on quotes, see: **Quotation****tables.** ## Inclusion Fields* **Inclusion**TextInclusion description. to see how inclusion fields are integrate on quotes, see: **Quotation****tables.** ## Exclusion Fields* **Exclusion**TextExclusion description. to see how inclusion fields are integrate on quotes, see: **Quotation****tables.** ## Assumption Fields* **Exclusion**TextAssumption description. to see how inclusion fields are integrate on quotes, see: **Quotation****tables.** ## Optional Supply Fields* **Optional Supply**PartNumberPart Number fieldDescriptionDescription fieldAnnotationEntered Annotation against the SupplyQuantityQuantity of the Supply on the QuotationUOMUnit of measurementCategorySupply categoryAccountIncomeCodeIncome Account CodeSupplyImageImage associated with the Supply.UnitPriceExTaxUnit Price of the Supply excluding taxUnitPriceIncTaxUnit Price of the Supply inclusive of taxTotalAmountExTaxLine Total for the Supply excluding taxTotalAmountIncTaxLine Total for the Supply inclusive of taxDisplayOrderOrder in which the item will be displayed. To see how optional supplies fields are integrate on quotes, see: **Quotation****tables.** # Quotation Section Additional Tables The following tables only work with **Quotes** header covered them, more info see: **Preparing the****Document** ## Quote Section Fields* **Section**SectionNameName of the Quotation SectionSectionDescriptionFull Description of the Quotation SectionSectionJobTypeJob Type of the Quotation SectionSectionSubTotalTotal Value of the Quotation Section excluding TaxSectionTaxSection TaxSectionSubTotalIncTaxTotal Value of the Quotation Section including Tax to see how inclusion fields are integrate on quotes, see: **[Quotation Section tables –](#1a0c74d8-3182-817d-a54b-c2f0eee60eed)****[Section.](#1a0c74d8-3182-8108-8ada-f97ff8ff7dae)** ## Section Details Fields* **Section Details**SectionNoSection NumberSectionNameSection NameSectionDescriptionSection Quote DescriptionSectionJobTypeSection Job TypeSectionSubTotalSection Amount Excluding TaxSectionSubTotalIncTaxSection Amount Including TaxSectionTaxSection Tax To see how inclusion fields are integrate on quote section, see: **[Quotation Section tables –](#1a0c74d8-3182-817d-a54b-c2f0eee60eed)****[Section Details](#1a0c74d8-3182-81dc-a8f7-d0fa3f01e97b)** ## Section Inclusion Fields* **Inclusion**TextInclusion description. to see how inclusion fields are integrate on quote section, see: **Quotation Section tables – Section****Inclusion** ## Section Exclusion Fields* **Exclusion**TextExclusion description. To see how exclusion fields are integrate on quotes, see: **Quotation Section tables – Section Exclusion.** ## Section Note Fields* **Note**CreateOnDate note was createdCreatedByNameUser who create the noteNoteNote description To see how note fields are integrate on quotes, see: **Quotation Section tables – Section****[Notes.](#1a0c74d8-3182-8146-bf60-da3a890da29c)** ## Section Attachment Fields* **Attachment**AttachmentImageDate attachment was addedCreatedOnAttachment imageNameFilename of the Attachment To see how attachment fields are integrate on quotes, see: **Quotation Section tables – Section Attachment.** # Quotation Stage Additional Tables The following tables only work with **Section Details** header covered them, more info see: **Preparing****the Document** ## Stage Details Fields **Stage Details**StageNoStage NumberStageNameStage NameStageSubTotalStage Amount Excluding TaxStageSubTotalIncTaxStage Amount Including TaxStageTaxStage Tax # Job Additional Tables The following tables only work with **Job** header covered them, more info see: **Preparing the****Document** ## Check Ins Fields* **Check Ins**CheckInDateCheck in dateUserFullNameFull name of the userUserFirstNameFirst name of the userStartTimeTime check in startEndTimeTime check out or endTotalHoursTotal hours To see how Check In fields are integrated Jobs, see: **Job****tables****.** ## Note Fields* **Notes**CreateOnDate note was createdCreatedByNameUser who create the noteNoteNote description To see how Note fields are integrated to Jobs, see: **Job****tables****.** ## Attachment Fields* **Attachments**CreatedOnDate attachment was addedAttachmentImageAttachment imageNameFilename of the Attachment To see how Attachment fields are integrated to Jobs, see: **Job****tables.** ## Timesheet Fields* **Timesheet**UserFullNameFull name of the userUserFirstNameFirst name of the userStartDateTimeTimesheet date time startsStartTimeTimesheet time startsEndDateTimeTimesheet date time endsEndTimeTimesheet time endsRateTypeTimesheet Rate TypeEntryTypeTimesheet Entry TypeTotalCostTimesheet Total CostHoursTimesheet HoursMealBreakHoursTimesheet meal break hoursIncludesMealBreakTimesheet includes meal breakActivityDisplays the Activity name for the Timesheet To see how Timesheet fields are integrated Jobs, see: **Job****tables****.**Only applies to Stages. # Invoice Additional Tables The following tables only work with **Invoice** header surrounding them, for more info please see: **[Preparing the Document](#1a0c74d8-3182-81bd-bb6f-d3520a96589c)** ## Current Claim Fields* **Current Claim**ClaimSectionNameClaim section nameDisplayOrderDisplay Order of the claimsClaimPurchaseOrderNumberClaim Purchase Order NumberClaimValueContractIncTaxContract value including taxClaimValueContractExTaxContract value excluding taxClaimPercentIncTaxClaim percentage including tax (will be the same for ex tax also!)ClaimValueIncTaxClaim value including taxClaimValueExTaxClaim value excluding taxClaimPercentToDateExTaxClaim percentage to date excluding taxClaimValueToDateExTaxClaim value to date excluding taxClaimValueToDateIncTaxClaim value to date including taxClaimRetentionAmountExTaxClaim Retention Amount Ex TaxClaimRetentionIncTaxClaim Retention Inc TaxClaimNumberClaim NumberClaimSectionBalanceRemainingExTaxClaim Section Balance Remaining Ex TaxClaimSectionBalanceRemainingIncTaxClaim Section Balance Remaining Inc TaxClaimBalanceRemainingExTaxClaim Balance Remaining Ex TaxClaimBalanceRemainingIncTaxClaim Balance Remaining Inc TaxPriorClaimRetentionAmountExTaxPrior Claim Retention Amount Ex TaxPriorClaimRetentionIncTaxPrior Claim Retention Inc Tax To see how current claim fields are integrate to invoices, see**Invoice****tables****.** ## Previous Claim Fields* **Previous Claim**ClaimNumberClaim numberInvoiceDateInvoice dateInvoiceNumberInvoice numberTotalClaimedExTaxTotal claimed excluding taxTotalClaimedIncTaxTotal claimed including taxTotalPaidTotal paidBalanceOutstandingExTaxBalance outstanding excluding taxBalanceOutstandingIncTaxBalance outstanding including taxClaimNameClaim NamePriorClaimTotalBalanceRemainingExTaxPrior Claim Total Balance Remaining Ex TaxPriorClaimTotalBalanceRemainingIncTaxPrior Claim Total Balance Remaining Inc TaxPriorClaimRetentionAmountExTaxPrior Claim Retention Amount Ex TaxPriorClaimRetentionIncTaxPrior Claim Retention Inc Tax To see how previous claim fields are integrate to invoices, see **Invoice****tables.** ## Current Variation Claim Fields* **Current Variation Claim**ClaimSectionNameClaim section nameDisplayOrderDisplay Order of the variation claimsClaimPurchaseOrderNumberClaim Purchase Order NumberClaimValueContractIncTaxContract value including taxClaimValueContractExTaxContract value excluding taxClaimPercentIncTaxClaim percentage including tax (will be the same for ex tax also!)ClaimValueIncTaxClaim value including taxClaimValueExTaxClaim value excluding taxClaimPercentToDateExTaxClaim percentage to date excluding taxClaimValueToDateExTaxClaim value to date excluding taxClaimValueToDateIncTaxClaim value to date including taxClaimRetentionAmountExTaxClaim Retention Amount Ex TaxClaimRetentionIncTaxClaim Retention Inc TaxClaimNumberClaim NumberClaimSectionBalanceRemainingExTaxClaim Section Balance Remaining Ex TaxClaimSectionBalanceRemainingIncTaxClaim Section Balance Remaining Inc TaxClaimBalanceRemainingExTaxClaim Balance Remaining Ex TaxClaimBalanceRemainingIncTaxClaim Balance Remaining Inc TaxPriorTotalClaimedExTaxPrior / Previous Total Claim Ex TaxPriorTotalClaimedIncTaxPrior / Previous Total Claim Inc Tax to see how current variation claim fields are integrate to invoices, see **Invoice** **tables.** # Purchase Order Additional Tables The following tables only work with **Purchase Order** covered them, more info see: **Preparing the****Document** ## Purchase Order Line* **Purchase Order Line**PartNumberSupply part numberDescriptionSupply descriptionQuantitySupply quantity orderedAnnotationSupply annotationUnitPriceSupply Unit PriceIsTaxableSupply taxableLineTotalTotal priceUOMUnit of Measurement to see how purchase order line fields are integrate to purchase orders, see **Purchase Order****Tables****.** # Scheduler Additional Tables The following tables only work with **Scheduler** header covered them; more info see: **Preparing the****Document** ## Scheduler Detail Fields* **Scheduler Details**BookingStartDateDate when start a bookingBookingStartTimeTime when start a bookingBookingStartMonthMonth name when start a bookingBookingEndDateDate when ends a bookingBookingEndTimeTime when ends a bookingBookingEndMonthMonth name when ends a bookingBookingTimeWindowTime window of a bookingBookingTotalHoursTotal Hours of the bookingBookingNotesA note of bookingNumberA job / quote numberNameA job / quote nameDescriptionA job / quote descriptionStatusA job / quote statusJobTypeA job type of the job / quoteTotalAmountExTaxA job / quote total amount excluded taxTotalTaxA job / quote total taxTotalAmountIncTaxA job / quote total amount included taxBookingAddressLine1A job / quote address line 1BookingAddressLine2A job / quote address line 2BookingAddressLine3A job / quote address line 3BookingSuburbA job / quote suburbBookingStateA job / quote stateBookingPostcodeA job / quote postcodeBookingCountryA job / quote country To see how scheduler detail fields are integrated into the scheduler, **see****scheduler****tables.** You can also include: - Site customer info, see: **Site Customer****Fields.** - Billing customer info, see: **Billing Customer****Fields.** - Assigned user info, see **Assigned User****Fields**. # Custom Field Tables Custom Fields can be setup for many areas such as Quote, Job, Equipment, etc. and can be displayed on generated documents. The process will be the same for all areas. ## Parent Details To display the value of a Custom Field in a parent detail area (**Quote Details**, **Job Details**, etc), create a MergeField with the same name as the Custom Field. Ensure the spelling, including any punctuation and spaces, is correct. **Custom Field**CustomFieldWill display the value for the Custom Field named **CustomField**Custom FieldWill display the value for the Custom Field named **Custom Field** ## Section Details To display the value of a Custom Field in a parent detail area (QuoteDetails, JobDetails, etc), create a MergeField with the same name as the Custom Field prefixed with the word "Section". Ensure the spelling, including any punctuation and spaces, is correct. **Custom Field**Section CustomFieldWill display the value for the Custom Field named **Section CustomField**Section Custom FieldWill display the value for the Custom Field named **Custom Field** --- # Sub Pages [📝 Document Templates Guides](/kb/document-templates-guides) [⚙️ How to Upload a Document Template](/kb/how-to-upload-a-document-template) [📄Custom Form vs Document Template](/kb/custom-form-vs-document-template) [🗒️ How to Edit a Merge Field](/kb/how-to-edit-a-merge-field) [🗒️ How to Add a Merge Field in your Document Template](/kb/how-to-add-a-merge-field-in-your-document-tem) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📝 Document Templates Guides Source: https://ascora.com.au/kb/document-templates-guides Clear, professional, and branded **documentation** is essential for maintaining consistency and credibility in your business. Ascora’s **Document Templates** empower you to customize **quotes, invoices, work orders, and other key documents** to suit your business needs. With features such as **merge fields, images, and custom fields**, you can tailor each document to dynamically pull relevant details, reducing manual input while ensuring accuracy. Whether you're **updating an existing template, adding custom fields, or inserting images**, these guides will walk you through the process step by step—helping you streamline document creation and enhance efficiency. By leveraging **customizable templates**, you can ensure that every document aligns with your business branding while improving **workflow efficiency and accuracy**. ## Getting Started --- [📃 Document Template User Guide](/kb/document-template-user-guide) [📃 How to Update a Document Template](/kb/how-to-update-a-document-template) [⚙️ How to Upload a Document Template](/kb/how-to-upload-a-document-template) ## Customization & Formatting --- [🗂️ How Custom Fields Work in Document Templates](/kb/how-custom-fields-work-in-document-templates) [🗒️ How to Add a Merge Field in your Document Template](/kb/how-to-add-a-merge-field-in-your-document-tem) [🗒️ How to Edit a Merge Field](/kb/how-to-edit-a-merge-field) [📷 How to insert Photo Attachments in a Quote Document](/kb/how-to-insert-photo-attachments-in-a-quote-do) [📸 How to Resolve your Logo Issues in your Document Template](/kb/how-to-resolve-your-logo-issues-in-your-docum) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📥 Download or Email Multiple Invoices at One Time Source: https://ascora.com.au/kb/download-or-email-multiple-invoices-at-one-ti Managing multiple invoices efficiently is essential for maintaining a smooth billing process. Ascora allows you to **download and email multiple invoices in one action**, saving time and ensuring all financial records are sent and stored correctly. **Why Use Bulk Invoice Management?** - **Saves Time:** Process multiple invoices at once instead of handling them individually. - **Ensures Accuracy:** Use predefined invoice templates to maintain consistency in customer communication. - **Improves Cash Flow Management:** Quickly send outstanding invoices to encourage prompt payment. - **Enhances Customer Experience:** Ensures customers receive clear and professional invoices without delays. By following these steps, you can streamline your invoicing process, reduce administrative workload, and ensure timely billing for your business. --- Choose the **Invoices Icon** from the Top Menu and filter the Invoices List to find the Invoices you wish to download. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Invoices.png) Select the Invoices you wish to download or email by checking the box next to each Invoice number in the list. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FSelect_Multiple_Invoices.png) To Download the Invoices, click the **Download Invoices** button. The Invoices will be downloaded as one PDF file, with each Invoice using the Invoice Template that has been assigned to it on the Invoice Details screen. To Email the Invoices, click the **Options** button and choose **Email Invoices** from the dropdown menu. The invoices will be emailed to their respective customers using the specified email and Invoice Templates. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FEmail_Invoices.png) --- # Sub Pages --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📩 Emails Not Sending - How to Check Your Connection Source: https://ascora.com.au/kb/emails-not-sending---how-to-check-your-connec-2 If your emails are not sending, follow these steps to check your connection: - Got to Administration then System Settings - Confirm if you can see the message stating either "Connected by: Your Email Address" or "Connected by: The Remote server returned an error: (error message here)." - You can also use the Test Email buttons [](../../../%E2%98%91%20Help%20How%20to%20Articles%20&%20Troubleshooting%20Guides/%F0%9F%93%A9%20Emails%20Not%20Sending%20-%20How%20to%20Check%20Your%20Connectio/Time_to_test.png) - Example of passed test [](../../../%E2%98%91%20Help%20How%20to%20Articles%20&%20Troubleshooting%20Guides/%F0%9F%93%A9%20Emails%20Not%20Sending%20-%20How%20to%20Check%20Your%20Connectio/Paased_test.png) - Example of failed test [](../../../%E2%98%91%20Help%20How%20to%20Articles%20&%20Troubleshooting%20Guides/%F0%9F%93%A9%20Emails%20Not%20Sending%20-%20How%20to%20Check%20Your%20Connectio/failed_test.png) ## **Connection Error or Failed Test** - First, try disconnecting and then reconnecting to your email server. - Second, ensure that the email you are connected to is also listed in the **Enquiry Options** email address field. - Third, if you are using multi-company, check that the email address shown on the **Company Settings** page is correct. ### **If you continue to experience issues connecting Ascora to your email server, please note that Ascora support cannot resolve this issue, as it is likely due to misconfigured settings on external servers. For any email-related assistance, please contact your email provider.** --- # 📩 Emails Not Sending - How to Check Your Connection Source: https://ascora.com.au/kb/emails-not-sending---how-to-check-your-connec If your emails are not sending, follow these steps to check your connection: - Got to Administration then System Settings [](%F0%9F%93%A9%20Emails%20Not%20Sending%20-%20How%20to%20Check%20Your%20Connectio/Admin_System_Settings.png) - Confirm if you can see the message stating either "Connected by: Your Email Address" or "Connected by: The Remote server returned an error: (error message here)." [](%F0%9F%93%A9%20Emails%20Not%20Sending%20-%20How%20to%20Check%20Your%20Connectio/Am_I_Connected.png) [](%F0%9F%93%A9%20Emails%20Not%20Sending%20-%20How%20to%20Check%20Your%20Connectio/Connection_Error.png) - You can also use the Test Email buttons [](%F0%9F%93%A9%20Emails%20Not%20Sending%20-%20How%20to%20Check%20Your%20Connectio/Time_to_test.png) - Example of passed test [](%F0%9F%93%A9%20Emails%20Not%20Sending%20-%20How%20to%20Check%20Your%20Connectio/Paased_test.png) - Example of failed test [](%F0%9F%93%A9%20Emails%20Not%20Sending%20-%20How%20to%20Check%20Your%20Connectio/failed_test.png) ## **Connection Error or Failed Test** - First, try disconnecting and then reconnecting to your email server. - Second, ensure that the email you are connected to is also listed in the **Enquiry Options** email address field. - Third, if you are using multi-company, check that the email address shown on the **Company Settings** page is correct. ### **If you continue to experience issues connecting Ascora to your email server, please note that Ascora support cannot resolve this issue, as it is likely due to misconfigured settings on external servers. For any email-related assistance, please contact your email provider.** --- # 📇 Enquiries Source: https://ascora.com.au/kb/enquiries The **Enquiries** feature in Ascora allows you to capture customer inquiries directly from your website or shared links, making it easier to convert them into **Quotes** or **Jobs** as needed. You can customize how your **Enquiry Page** looks, style automated responses, and manage how inquiries integrate with your workflow. --- ## **Setting Up the Enquiry Link or Button for Your Website** Ascora provides a **web snippet** that allows inquiries to be submitted from your website, Facebook page, or email signatures. This ensures all incoming leads are automatically logged in Ascora. **How to Set Up the Enquiry Link/Button:** 1. **Go to** **Administration → Enquiries**. 1. Locate the **Web Snippet** section. 1. Copy the provided **Web Link** or **Web Button** code. 1. Share the link or embed the button on your website, Facebook page, or in email signatures. If a web developer manages your website, provide them with the link or button code to integrate it smoothly. --- ## **Configuring Your Enquiry Page** Customize the appearance of your enquiry form to match your brand. **How to Customize the Enquiry Page:** 1. **Go to** **Administration → Enquiries**. 1. Scroll to the **Configure Your Enquiry Page** section. 1. Adjust **colors, styles, and font sizes** to match your branding. 1. Upload images to enhance the page's visual appeal. ✅ **Tip:** Keep colors and fonts consistent with your brand to maintain a professional look. --- ## **Customizing the Enquiry Submission Message** This message is displayed after a customer submits an enquiry, confirming their request has been received. **How to Set the Submission Message:** 1. **Go to** **Administration → Enquiries**. 1. Locate the **Enquiry Submitted Message** section. 1. Enter the text you want to display after submission. 1. Drag and drop images if you want to include visuals. **Example Message:** *"Thank you for your enquiry! A member of our team will be in touch shortly."* --- ## **Managing Images for Enquiries & Email Templates** Images uploaded in this section can be used on your **Enquiry Page** and in **automated email responses** to customers. **How to Upload Images:** 1. **Go to** **Administration → Enquiries**. 1. Locate the **Images** section. 1. Drag and drop images or click **Upload** to add them. --- ## **Adding Extra Content (Promotions or Additional Information)** This section allows you to display **special offers** or **extra details** in the right-hand column of the Enquiries page. **How to Add Extra Content:** 1. **Go to** **Administration → Enquiries**. 1. Scroll to the **Extra Content** section. 1. Enter details such as promotional offers, service highlights, or contact information. ✅ **Tip:** Use this space to highlight current discounts or key business services. --- ## **Styling the Client Email Response** When a customer submits an enquiry, an **automated confirmation email** is sent to them. This section allows you to style and format that email. **How to Customize the Client Email:** 1. **Go to** **Administration → Enquiries**. 1. Find the **Style Your Client Email** section. 1. Adjust text formatting, layout, and images. 1. Ensure the email includes a **professional greeting**, enquiry confirmation details, and contact information. ✅ **Best Practice:** Personalize the email with the customer's name and a thank-you message to make it more engaging. --- ## **Summary & Best Practices** - **Integrate the enquiry link/button** into your website, email signatures, and Facebook page. - **Customize the enquiry page** with your brand’s colors, fonts, and images. - **Set a clear confirmation message** to reassure customers their enquiry has been received. - **Upload images** for a more professional look. - **Use the Extra Content section** for promotions or key information. - **Customize the email response** to enhance customer engagement. --- # Sub Pages [📞 Enquiries Guides](/kb/enquiries-guides) [📲 How Enquiry Works](/kb/how-enquiry-works) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📞 Enquiries Guides Source: https://ascora.com.au/kb/enquiries-guides Managing enquiries effectively is essential for converting potential leads into valuable customers. Ascora’s **Enquiry system** helps you centralize and streamline incoming customer requests, ensuring no opportunity slips through the cracks. With features that allow you to capture enquiries from various sources, track their status, and seamlessly convert them into quotes or jobs, Ascora simplifies your lead management process. Whether you receive enquiries via phone, email, website forms, or the **Ascora Enquiry API**, you can easily organize and track them in a structured workflow. With **custom statuses, assigned users, and integrated search tools**, you can efficiently prioritize and follow up on leads, helping your business close more deals. By leveraging these features, you’ll reduce manual data entry, minimize response times, and ensure every enquiry is actioned appropriately. These guides provide best practices and step-by-step instructions to help you get the most out of Ascora’s Enquiry system. --- ## Getting Started --- [📲 How Enquiry Works](/kb/how-enquiry-works) [💬 Create a New Enquiry](/kb/create-a-new-enquiry) ## Advanced Enquiry Integration --- [🔢 Ascora Enquiry API](/kb/ascora-enquiry-api) ## Processing and Converting Enquiries --- [🔄 Convert an Enquiry to a Quote or a Job](/kb/convert-an-enquiry-to-a-quote-or-a-job) [🔎Search for an Existing Enquiry](/kb/search-for-an-existing-enquiry) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📦 Equipment & Barcodes Source: https://ascora.com.au/kb/equipment-barcodes Barcodes provide a **fast and accurate** way to manage equipment in Ascora, ensuring **seamless tracking, easy access to service history, and efficient job completion**. By assigning **one or more barcodes** to each piece of equipment, businesses can quickly **scan, identify, and update service records**—whether in the field or the office. With **barcode scanning**, technicians can **instantly access equipment details** during a job, eliminating manual searches and reducing errors. If an equipment item isn’t already linked to a job, Ascora will prompt the user to add it—ensuring a **streamlined workflow and comprehensive service tracking**. Leveraging barcodes means **faster check-ins, more accurate record-keeping, and a more efficient maintenance process**, keeping businesses **organized and ahead of schedule**. --- In Ascora you have the capability to add one or more barcodes to a piece of Equipment. The barcode can be in any of the standard formats- for example EAN13, UPC, QR Codes. Under a Job you can scan a Barcode to then jump straight into the details of that piece of Equipment. If the Equipment does not already exist on the Job you will be prompted to add it. This enables you to walk up to a piece of Equipment, scan the code and view the related information and complete the service details. ## Adding a Barcode to Equipment [](%F0%9F%93%A6%20Equipment%20&%20Barcodes/image2020-11-16_16-7-52.png) --- # Sub Pages [🛢️ Equipment Overview](/kb/equipment-overview) [𝄃𝄃𝄂 Working with Barcodes](/kb/working-with-barcodes) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🛢️ Equipment Guides Source: https://ascora.com.au/kb/equipment-guides Keeping your equipment properly tracked, maintained, and serviced is key to **reducing downtime, improving safety, and enhancing customer satisfaction**. With Ascora’s **comprehensive equipment management tools**, you can **monitor equipment details, schedule recurring maintenance, perform compliance testing, and track ownership transfers seamlessly**. From **barcode scanning in the field to automated service reminders**, Ascora ensures that your business stays on top of **preventative maintenance and regulatory compliance**, while making it easier to manage assets across multiple locations and customers. Use the guides below to unlock the full potential of Ascora’s **equipment management features**. --- ## Getting Started --- [🛢️ Equipment Overview](/kb/equipment-overview) [♾ Workflow Map for Handling Equipment in Ascora](/kb/workflow-map-for-handling-equipment-in-ascora) ## Maintenance & Compliance --- [🛑 Equipment Pass/Fail Tests](/kb/equipment-passfail-tests) [♾️ How to set up recurring jobs for Equipment with service intervals](/kb/how-to-set-up-recurring-jobs-for-equipment-wi) ## Tracking & Identification --- [📦 Equipment & Barcodes](/kb/equipment-barcodes) ## Customer & Ownership Management --- [↔️ How to transfer Equipment from one customer to another customer](/kb/how-to-transfer-equipment-from-one-customer-t) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🛢️ Equipment Overview Source: https://ascora.com.au/kb/equipment-overview Managing customer equipment efficiently is crucial for ensuring **proactive maintenance, compliance, and operational reliability**. With Ascora, you can **track, monitor, and maintain assets**, keeping a complete history of service records, locations, and warranty details—all in one place. Whether you're **importing equipment data in bulk, setting up recurring service intervals, or performing compliance tests**, Ascora provides a **structured and automated approach** to equipment management. This ensures that your team can **easily locate assets, prevent service delays, and maintain detailed records for better decision-making**. By leveraging Ascora’s equipment tracking tools, your business can **increase efficiency, minimize downtime, and enhance customer satisfaction** through **seamless service scheduling and asset monitoring**. ## 📽 Watch the video guides ⤵ **Mobile Guide** [https://ascora.wistia.com/medias/s7ads3hxta](https://ascora.wistia.com/medias/s7ads3hxta) --- Examples of Equipment includes: - Air-conditioning Units - Emergency Lighting - Machinery - Pumps and filters - Pools ℹ️***Note:****Where a Customer has many Locations, the Equipment should be imported against the Site Customer at which the Equipment is physically located.* ## **Importing Customer Equipment** Equipment can be imported via an Excel Workbook downloaded from the **Customer List**. **1.** Click on Customers in the Main Navigation. [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2023-1-19_10-35-19.png) **2.** In the **Import/Export** menu click **Download Import Template**. [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2023-1-19_10-47-53.png) **3.** There are 3 tabs in the Import Template: 1. **Customer** – helpful in creating additional sites if needed. 1. **Contacts** – enables you to create Site Supervisors, managers or other Contacts linked to the Customers. 1. **Equipment** – Details of the Equipment or Assets that will be serviced. *See the image below showing the import template and one of the sheets is "Equipment" where you need to enter your equipment details for import. Disregard the other tabs as we're focusing on importing equipment in this user guide.* [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2021-6-30_21-55-5.png) ❌**Important Note:**Do not change the template sheet names as well as the column names as that will cause the import process to become unsuccessful. **4.**Enter the Equipment Details: Column**Header Name****Description****Required**A**Customer Import ID or Name**Name of the Site Customer or Customer where the Equipment is physically located.**Yes**B**Equipment Number**Unique number for the Equipment at this Site. E.g. AC1, EML01**Yes**C**Equipment Name**Descriptive Name of the EquipmentNoD**Location**Details of where the Equipment is on site. E.g. Near main stairsNoE**Make**Indicate the make or manufacturerNoF**Model Number**Model Number of the EquipmentNoG**Serial Number**Serial Number of the EquipmentNoH**Supplier**Related SupplierNoI**Equipment Type**Represents the Type of Equipment. For example, Emergency Lighting.**Yes**J**Installation Date**Date on which the Equipment was installedNoK**Commission Date**Commissioning date of the Equipment if applicable.NoL**Warranty Expiry**Date of Warranty ExpiryNoM**Service Period Start**This is the equipment field called "First Service In Ascora" This becomes the starting point for calculating the next service interval. For example, if you have Service Period Start or First Service Date as 15/01/2023 and equipment has a monthly service interval, the system calculates the next service date as 15/02/2023. If there is no date entered, Ascora uses the very first job completion date as the First Service Date.**Yes**N**Service Period End**End of the Service Period. Note: If specified Ascora will not create services automatically after this date.NoO**Notes**Free text describing the EquipmentNoP**Barcode**This is optional if you want to easily add equipment to jobs while on site by using the Scan Barcode feature in the appNo ℹ️**Notes:**The Customer and Equipment Number shall be used to determine if the Equipment already exists in Ascora. If an existing Equipment was found it will be updated rather than creating a duplicate.Equipment Type determines the frequency at which the Equipment is serviced. **5.** Save the Import file and in your Ascora account, navigate to the **Customers**→ **Import/Export** then click **Import**and select your import file. Ascora will commence importing the specified details. [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2023-1-19_11-25-17.png) Ascora will now process the Customers, Contacts and Equipment from the Excel Workbook and created/update the necessary records. --- ## **Enabling Pass/Fail tests** Some Equipment only requires a basic Pass/Fail result with comments. This can be enabled under the **Administration** menu → **Defaults**. **1.** Under the **Administration** menu, click on **Defaults**. [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2023-1-19_11-51-15.png) **2.**Scroll down to the Equipment box on the left and tick the Enable Pass/Fail checkbox. [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2020-11-2_16-16-10.png) **3.** Click **Save** in the top-right corner. Not Tested / Pass / Fail will now be displayed on all Job Equipment in the system on both the Ascora Web and Mobile Apps. [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2023-1-19_11-56-53.png) ℹ️Special Templates for Equipment Record or Equipment Defect Record can be created in **Administration → Document Templates** area. Any such Templates would be available from the Jobs screen. Both Templates list the Equipment in Equipment Type, then Equipment Number order. You can also add custom fields per equipment type and edit your template to show the custom fields. Please seeuserguide for more information. ## **Template Types** **Equipment Record** – display the Pass/Fail results and details for all Equipment regardless of Test Status. **Equipment Defect Record** – will display only those Equipment who have failed the tests. ## **Equipment Types** Equipment Types can have service intervals created and linked to them and they work like templates. You can also enable or toggle the following setting in **Administration → Defaults.** - Use Service Intervals on Equipment Types as defaults for new Equipment [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2023-1-19_12-18-54.png) You can create as many service intervals per equipment type as needed. ⚠️When the service is being calculated and if the dates overlap, Ascora will choose the least often one. ℹ️***Note:****Before creating an Equipment Type that has Service Intervals, you will need to create a basic Job Template. This Job Template will be used for creating an Job whether Automatic or Manually created.* When editing an Equipment Type, selecting a Service Interval will display the details below. [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2023-1-19_12-27-9.png) **a. Name**- Enter the Service Interval Name such as Monthly Service, Yearly Service, etc. **b. Job Template**- select a job template that must have been readily created in the **Advanced → Job Templates** area. **c. Frequency** – How often the Interval occurs. **d. Create Jobs** – Specify whether you want Ascora to automatically create the necessary Jobs based on the Service Interval or if they will be manually created via the Maintenance Planner. **e. Equipment Grouping** – Specify if a Job should be created for each piece of Equipment or if the multiple pieces of Equipment for the Customer that have the same Service Date should be grouped onto a single job. --- # Adding Service Intervals in Equipment Screen We can add service intervals per equipment and this allows us to add multiple service intervals if needed. **1.** Access the Customers menu and search the customer with equipment you need to edit (to add service intervals). Equipment are generally linked to site customers where they are physically located but there might be some cases when you also have equipment linked to parent customers or billing customers. In this example we are accessing the details of a parent customer called **125 Enterprises.** [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2023-1-21_17-29-35.png) **2.** Navigate to the **Equipment**tab and click on the Pencil icon beside the equipment name to access the details. ℹ️**Note:** If you're trying to access the equipment linked to a site customer, then you either search the site customer name in step 1 or access the parent customer and then click Sites tab then navigate to the Equiment tab. [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2023-1-21_17-33-16.png) **3.**In the Equipment Details screen, click on **+ Add New**to add service intervals. [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2023-1-21_17-39-7.png) **4.** Complete the configurations following steps A - F as detailed below. **a. Name**- Enter the Service Interval Name such as Monthly Service, Yearly Service, etc. **b. Job Template**- select a job template that must have been readily created in the **Advanced → Job Templates** area. **c. Frequency** – How often the Interval occurs. **d. Create Jobs** – Specify whether you want Ascora to automatically create the necessary Jobs based on the Service Interval or if they will be manually created via the Maintenance Planner. **e. Equipment Grouping** – Specify if a Job should be created for each piece of Equipment or if the multiple pieces of Equipment for the Customer that have the same Service Date should be grouped onto a single job. [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2023-1-21_20-39-46.png) **5.**After saving the changes, you'll find the service interval created and listed in the lower right part of the equipment details screen. ℹ️**Note:**You can add as many service intervals as needed such as one for monthly, one for quarterly, and one for annual visits. [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2023-1-21_20-50-35.png) **6.**You can adjust the equipment details if necessary. In this example, let's add a **First Service in Ascora** or basically the equipment First Service Date so that the Last Service and Next Required Service Dates will show. ℹ️**Note:**If you leave the First Service Date field blank and complete the very first job that involves equipment servicing, it will automatically update the Last Service Date based on the job completion date. [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2023-1-21_20-59-1.png) --- # Adding Equipment in Customer Screen **1.**To add equipment from the customer screen, access the customer details screen and navigate to the **Equipment**tab and click **Create New Equipment.** [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2023-1-23_7-35-17.png) **2.** Enter the information in the corresponding fields such as equipment name and equipment number. The rest of the details can be added at a later time. [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2023-1-23_8-50-38.png) **3.**Select an equipment type from the drop-down list and you'll see an option to update service intervals based on the equipment type that you're selecting or just keep the existing service intervals (ones that you've added in the equipment screen using the **+ Add New** button). [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2023-1-23_9-21-27.png) **4.** If you had a service interval linked to equipment and you selected "Update" this will switch to the service intervals for the equipment type. [](%F0%9F%9B%A2%EF%B8%8F%20Equipment%20Overview/image2023-1-23_10-6-17.png) --- # Sub Pages [💻 How to add a Custom Field](/kb/how-to-add-a-custom-field) [🛑 Equipment Pass/Fail Tests](/kb/equipment-passfail-tests) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📳 Equipment Pass/Fail Test from the Android Mobile App Source: https://ascora.com.au/kb/equipment-passfail-test-from-the-android-mobi The Ascora Android app allows you to efficiently manage equipment testing directly from the job details screen. With the Pass, Fail, and Not Tested options, you can quickly log equipment status while on-site. Additionally, you can access detailed equipment information, view history, and upload attachments, ensuring accurate record-keeping and streamlined job management. Follow this guide to navigate the equipment tab, update details, and record testing outcomes with ease. --- **1.** Access the job details screen from your Mobile App either by searching for the Job number or by going to Jobs menu. [](%F0%9F%93%B3%20Equipment%20Pass%20Fail%20Test%20from%20the%20Android%20Mobile/image2021-2-21_9-51-30.png) **2.** Go to Equipment tab and you can immediately see the pass and fail or not tested buttons. [](%F0%9F%93%B3%20Equipment%20Pass%20Fail%20Test%20from%20the%20Android%20Mobile/image2021-2-21_9-53-6.png) --- ## How to access more Equipment Details **1.**You can also tap on the Equipment Name and then tap on the Pencil icon to access more details and menus. [](%F0%9F%93%B3%20Equipment%20Pass%20Fail%20Test%20from%20the%20Android%20Mobile/image2021-2-21_9-57-11.png) **2.**You can access the Equipment and Details screen, as well as Attachments and History. You can add or amend some details if necessary and then tap **Save**to proceed. [](%F0%9F%93%B3%20Equipment%20Pass%20Fail%20Test%20from%20the%20Android%20Mobile/image2021-2-21_9-59-44.png) --- # Sub Pages [🛢️ Equipment Overview](/kb/equipment-overview) [🛑 Equipment Pass/Fail Tests](/kb/equipment-passfail-tests) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🛑 Equipment Pass/Fail Tests Source: https://ascora.com.au/kb/equipment-passfail-tests Ensuring that equipment is **safe, functional, and compliant** is critical for maintaining service quality and reducing operational risks. With Ascora’s **Pass/Fail testing feature**, businesses can efficiently **track equipment performance, document test results, and take corrective action when needed**—all within the system. Whether you're performing **compliance checks on-site or remotely via the Ascora web and mobile app**, this feature provides a **structured approach** to managing inspections. Technicians can **instantly update test statuses, add notes, and attach supporting documentation**, ensuring that every piece of equipment is accounted for and properly maintained. By using Ascora’s Pass/Fail testing, your business can **enhance compliance, streamline service workflows, and maintain an accurate equipment history**, helping you **reduce downtime, improve safety, and deliver exceptional service to your customers**. You are able to do Equipment Pass or Fail tests both from Ascora web and from the Mobile App. ℹ️***Note:****In order to use the pass and fail test, you would need to enable it in****Administration → Defaults → Enable Equipment Pass/Fail.*** --- ## Pass/Fail Test from Ascora Web Go to Jobs menu and access one of your jobs and click **Equipment**tab. You will see a list of equipment linked to that job or customer and the default is "Not Tested" but you can set it to either Pass or Fail. [](%F0%9F%9B%91%20Equipment%20Pass%20Fail%20Tests/image2021-2-21_9-15-4.png) ## Pass/Fail Test from the Android Mobile App **1.** Access the job details screen from your Mobile App either by searching for the Job number or by going to Jobs menu. [](%F0%9F%9B%91%20Equipment%20Pass%20Fail%20Tests/image2021-2-21_9-51-30.png) **2.** Go to Equipment tab and you can immediately see the pass and fail or not tested buttons. [](%F0%9F%9B%91%20Equipment%20Pass%20Fail%20Tests/image2021-2-21_9-53-6.png) ## Accessing more Equipment Details **1.**You can also tap on the Equipment Name and then tap on the Pencil icon to access more details and menus. [](%F0%9F%9B%91%20Equipment%20Pass%20Fail%20Tests/image2021-2-21_9-57-11.png) **2.**You can access the Equipment and Details screen, as well as Attachments and History. You can add or amend some details if necessary and then tap **Save**to proceed. [](%F0%9F%9B%91%20Equipment%20Pass%20Fail%20Tests/image2021-2-21_9-59-44.png) --- # Sub Pages [🛢️ Equipment Overview](/kb/equipment-overview) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ❌ Errors when sending Invoices to Xero Source: https://ascora.com.au/kb/errors-when-sending-invoices-to-xero **Error Message in Ascora Invoice Screen****Notes/Action Required****Action Required in Ascora****Action Required in Xero**Failed to push invoice due to: it has a reconciled payment.Invoices with reconciled payments in Xero won't let any updates from Ascora to send across to Xero. You can unreconcile the payment and manually send the invoice across to XeroGo to Invoices → change filter to To Be Sent To Accounting Package → select the invoice → click Send to Accounting Package.Open the invoice and click on payment amount and click Options to reconcile/unreconcile. --- # Sub Pages [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🗓️ External Calendar Source: https://ascora.com.au/kb/external-calendar The **External Calendar settings** in Ascora allow you to sync your job, quote, and leave bookings with an external calendar such as **Google Calendar, Outlook, or iPhone Calendar**. This helps you stay organized and ensures that all scheduled work is easily accessible from your preferred calendar application. **Key Features:** ✅ **Download** a static calendar file (.ics) with a snapshot of past and upcoming bookings. ✅ **Copy** a live calendar feed that updates automatically every **15 minutes**. ✅ Ensure seamless **calendar integration** across multiple devices. ### **How to Sync Your Calendar** ### **Downloading a Static Calendar File** If you prefer a one-time update of your schedule, you can **download an .ics file** that contains: - Job, Quote, and Leave Bookings from **2 months prior** up to **future bookings**. - A file that can be manually imported into **Google Calendar, Outlook, iPhone Calendar,** and other calendar applications. **Steps to Download:** 1. Navigate to **Administration → External Calendars** in Ascora. 1. Click the **Download** button. 1. Save the **.ics file** to your computer. 1. Open your calendar application and manually import the file. ⏳ **Note:** This is a **static** file, meaning it won’t update automatically. If you need **real-time updates**, use the "Copy" option instead. This area allows you to configure your external calendars. ### **Subscribing to a Live Calendar Feed** If you want **automatic updates**, use the **Copy** feature to sync your calendar feed. This ensures that **any changes made in Ascora** will reflect in your external calendar every **15 minutes**. **Steps to Copy the Calendar Feed:** 1. Go to **Administration → External Calendars** in Ascora. 1. Click the **Copy** button to copy the calendar feed URL. 1. Paste this URL into your calendar application’s **“Add Calendar by URL”** section. **Where to Add a Calendar by URL:** - **Google Calendar:** Click **+ Add Calendar** → **From URL** → Paste the copied link. - **Outlook:** Go to **Add Calendar** → **Subscribe from web** → Enter the URL. - **iPhone Calendar:** Go to **Settings → Accounts → Add Account → Other → Add Subscribed Calendar**, then paste the link. 🚀 **Your calendar will now update automatically!** --- # Sub Pages [🗓️ Displaying Ascora Bookings in your External Calendar](/kb/displaying-ascora-bookings-in-your-external-c) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📳 Field Staff Time Sheet - iOS Users - Start And End My Day Source: https://ascora.com.au/kb/field-staff-time-sheet---ios-users---start-an Efficiency in job tracking, scheduling, and time management is essential for ensuring seamless operations. **Ascora’s Start and End My Day feature** is designed to streamline your workday, ensuring every job, check-in, and check-out is accurately recorded. By following **best practices**, you can maximize accuracy, reduce errors, and simplify payroll processing. This guide outlines: ✔ **Syncing Ascora** to keep your data up-to-date ✔ **Using filters effectively** to view relevant jobs ✔ **Checking in and out of jobs** correctly ✔ **Handling unscheduled or additional tasks** ✔ **Tracking office or yard time** when not linked to a job ✔ **Ensuring compliance with payroll settings** Whether you're working on scheduled jobs, handling additional tasks, or starting and ending your day with non-billable activities, this guide ensures you capture your time accurately. Following these **best practices** will help maintain **clear records, improve payroll accuracy, and enhance overall job tracking efficiency**. --- ### Ascora App Best Practice ℹ️**Sync The Ascora App** to ensure you have the most current data Keeping your Ascora app synchronized is **critical** for ensuring you always have access to the latest job details, schedules, client information, and timesheet records. Regular syncing prevents discrepancies, avoids missing updates, and ensures a **seamless workflow** between mobile users and the office team. **Why Syncing is Important?** - **Access the Latest Job Information** – Any job assignments, updates, or cancellations made by the admin team will instantly reflect on your app. - **Ensure Accurate Timesheet Data** – Syncing ensures that check-in and check-out times are up to date and properly recorded for payroll. - **Prevent Data Loss** – If your device loses connection or crashes, syncing your data regularly helps avoid losing important job logs or timesheets. - **Enable Smooth Offline Functionality** – If you work in an area with limited network coverage, syncing beforehand ensures that all required job details are stored and accessible offline. - **Ensure Job Notes & Attachments Are Up to Date** – Any changes to job requirements, customer instructions, or necessary attachments (such as photos or forms) will be reflected when you sync. **Best Practices for Syncing** ✔ **Sync at the Start of the Day** – Before heading to your first job, perform a manual sync to ensure you have all job assignments and updates. ✔ **Sync After Major Job Actions** – Whenever you complete a job, update details, or add attachments, syncing ensures everything is properly stored. ✔ **Sync Before Logging Off for the Day** – This guarantees all check-ins, check-outs, timesheets, and notes are uploaded before you close the app. ✔ **Check Your Network Connection** – Ensure you have a stable internet connection before syncing for a smoother process. **How to Sync:** 1. Open the **Ascora App**. 1. Tap the **Sync button** (usually found in the top-right corner or under the menu). 1. Wait for the sync process to complete before navigating away from the app. 1. Confirm that your job list, timesheets, and updates have been refreshed. By **syncing regularly**, you can work confidently, knowing that your data is secure, accurate, and up to date. [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/refresh.png) --- ℹ️Ensure **Filters Are Set Correctly** to ensure you are viewing the correct jobs Applying the right filters in Ascora is **essential** for keeping your job list organized and ensuring you’re always working with the most relevant data. By setting filters correctly, you can easily find the jobs assigned to you, track progress, and avoid missing important tasks. **Why Setting Filters Correctly is Important?** ✔ **Avoid Missing Jobs** – If a job doesn’t appear on your list, incorrect filter settings may be the reason. Adjusting filters ensures all assigned jobs are visible. ✔ **Improve Efficiency** – Instead of scrolling through an extensive list, filters allow you to **quickly locate** the jobs that matter. ✔ **View Only Relevant Information** – Focus on open jobs, completed jobs, or those assigned to specific team members without unnecessary distractions. ✔ **Ensure Data Accuracy** – Filters help match the jobs on your mobile device with those in the system, ensuring everything is up to date. ✔ **Customize Your View** – You can adjust filters to display jobs based on status (e.g., pending, completed, overdue), assigned technician, priority, or location. **Best Practices for Setting Filters Correctly** ✅ **Check Your Filters at the Start of the Day** – Ensure you’re seeing all scheduled jobs before heading out. ✅ **Use Status Filters** – Sort jobs based on progress (e.g., "In Progress," "Completed," "Pending") to focus on what’s required. ✅ **Filter by Date Range** – Make sure you’re looking at today’s jobs and not outdated assignments. ✅ **Filter by Assigned Technician (if applicable)** – If you’re part of a team, select your name to see only your assigned tasks. ✅ **Adjust Filters If You Can’t Find a Job** – If a job isn’t appearing, review and reset your filters to expand the search. ✅ **Sync After Adjusting Filters** – Once filters are set, sync your app to ensure all job details are current. **How to Adjust Filters in Ascora:** 1. Open the **Ascora App** and navigate to the **Job List**. 1. Tap on the **Filter Menu** (usually represented by a funnel or list icon). 1. Select the desired **Job Status, Date Range, or Assigned Technician**. 1. Apply the filters and refresh your job list. 1. If a job still isn’t visible, reset filters to **All Jobs** and adjust as needed. By ensuring your filters are set correctly, you **eliminate confusion**, **stay organized**, and **maximize productivity** throughout your workday. --- [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/menu_option.png) [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/Filters.png) [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/filter_settings.png) ℹ️Check You **Have Your App Setting Correct**to ensure you are receiving the most current data available based on the setting Having the correct **Ascora App settings** is essential to ensure that you're working with the most up-to-date job details, schedules, and customer information. Incorrect settings can lead to outdated data, missed jobs, or incorrect time tracking. **Why Checking Your App Settings is Important?** ✔ **Ensures Data Accuracy** – Keeps job details, timesheets, and customer information current. ✔ **Prevents Syncing Issues** – Avoids delays or missing updates by ensuring the app communicates properly with Ascora’s cloud system. ✔ **Optimizes Performance** – Ensures the app is set to the best configuration for your workflow. ✔ **Minimizes Errors** – Reduces mistakes caused by outdated or incomplete job data. ✔ **Improves Job Scheduling** – Ensures real-time updates for new or reassigned jobs. **Key Settings to Check in Your Ascora App:** 🔹 **Sync Frequency:** - Check that your **auto-sync** settings are enabled (if applicable). - Manually sync the app at the **start of the day**, after completing jobs, and before logging off to ensure all data is captured. 🔹 **Job List Filters & Views:** - Ensure your filters are correctly set to display the relevant jobs (e.g., **Pending, In Progress, or Completed**). - If you’re missing jobs, check your filters and reset them if needed. By keeping your **Ascora App settings** correctly configured, you can **avoid delays, maintain accuracy, and work more efficiently** throughout your day. [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/App_settings.png) --- ℹ️Check For iPhone Update as Ascora is optimised to work on the latest IOS software available it is important to update as soon as it becomes available. Keeping your **iPhone software up to date** is crucial for ensuring that **Ascora runs smoothly and efficiently**. Ascora is optimized to work with the latest iOS updates, and running an outdated version of iOS may cause **performance issues, compatibility problems, or unexpected app crashes**. **Why Updating iOS is Important for Ascora?** ✔ **Improved Compatibility** – Ensures the Ascora app functions as intended without glitches or performance issues. ✔ **Bug Fixes & Security Enhancements** – iOS updates often fix vulnerabilities and improve overall system security, reducing the risk of app errors. ✔ **Better Performance & Speed** – New iOS versions optimize background processes, leading to faster app performance and improved battery life. ✔ **Access to New Features** – Some app features may **only be available on newer iOS versions**, ensuring you don’t miss out on important updates. ✔ **Reliable Syncing & Data Accuracy** – Prevents **sync failures, missing job data, or incorrect timesheet entries** due to outdated system software. **How to Check & Update Your iPhone Software:** 1️⃣ **Open Settings** on your iPhone. 2️⃣ Scroll down and tap **General**. 3️⃣ Select **Software Update** – your iPhone will check for available updates. 4️⃣ If an update is available, tap **Download and Install**. 5️⃣ Follow the prompts to complete the installation and restart your device. 🔹 **Tip:** Enable **Automatic Updates** in **Settings → General → Software Update** to ensure your iPhone stays updated without manual checks. **Additional Steps for a Smooth Ascora Experience:** 🔹 After updating iOS, **restart your device** to clear temporary system cache and ensure a smooth transition. 🔹 Check if Ascora also has an update in the **App Store** and install the latest version if available. 🔹 If you experience any issues, try logging out of Ascora, restarting your device, and logging back in. By keeping your **iOS updated**, you can ensure that **Ascora operates at its best**, minimizing disruptions and maximizing efficiency in your daily workflow. [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/apple_update_settigns.png) [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/Software_Update.png) ### General Workflow For Start And End My Day Setup **Open Ascora And View Schedule - Select First Job** ***IMPORTANT****: You should always run a sync for the first log in for the day* [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/Click_job.png) **Click Check In,** *Note: This step is the same for all jobs you have scheduled for the day* [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/click_check_in.png) **Click Check Out** *Note: This step is the same for all jobs you have scheduled for the day.* [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/click_check_out.png) **Last Job Of The Day - Checking Out** *Note: When you check out of the last job of the day, a pop up will ask you "Are you finishing your day?" For the general workflow the answer will be Yes for this option.* [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/check_in_last_job.png) [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/click_check_out.png) [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/check_out_end_my_day.png) **This concludes the general workflow for the "Start and End My Day" process. Below are some alternate scenarios that are in addition to the above workflow.** ### **Accessing Jobs** **Checking Into a Job That Is Not in Your Schedule** *At times, you may be requested to attend a job that has not yet been scheduled to you. If this is the case and you have the correct permissions assigned, follow these steps:* 1. *Open the side menu.* 1. *Select "Jobs".* 1. *Search for the job you have been directed to.* 1. *Complete the steps above to check in and begin your work.* > *This will ensure the job is logged and tracked properly in the system.* [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/menu_option.png) [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/all_jobs.png) [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/find_job_in_list.png) [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/Click_job.png) [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/click_check_in.png) ℹ️**Note:** If this is after your last job, you will need to select "No" when the pop-up appears. It will pop up again when completing this job, and at that point, select "Yes" to confirm. --- ### **Starting Or Ending When Not Linked To A Job** **Starting at the Office/Yard or Completing Another Task Not Linked to a Job** *Sometimes you may be asked to attend a meeting before work or collect materials. On these occasions, you will need to:* 1. *Open the side menu.* 1. *Click "Start My Day".* > *This will ensure your time is recorded accurately, even when you're not linked to a specific job.* [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/menu_option.png) [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/start_my_day.png) **Ending at the Office/Yard or Completing Another Task Not Linked to a Job** *Sometimes you may be asked to attend a meeting after work or collect materials. On these occasions, you will need to:* 1. *Open the side menu.* 1. *Click "End My Day".* *This will ensure your time is recorded accurately, even when you're not linked to a specific job.* [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/menu_option.png) [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/finish_my_day.png) --- ### **Not Commonly Required** **Manual Time Entry** *This workflow is purely for the Start and End My Day process. However, sometimes businesses want to capture information regarding work that is not charged for.* *For times when you are instructed to do so, follow these steps:* 1. *Open the side menu.* 1. *Select Timesheets.* 1. *Click the plus icon to add a new entry.* 1. *Populate the timesheet as required.* 1. *Ensure you select the "i" icon to choose the check-in type.* > *This will present a few options for you to allocate your time to.This allows you to track non-billable work as directed.* [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/menu_option.png) [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/timesheets.png) [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/manual_timesheet_toggle.png) [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/make_a_sellection.png) ℹ️**Note:** This is only to be done upon instruction from your supervisors. This is due to the setup of the system, and what you do here will impact how the payroll team sees your timesheets. You should always use the above methods for checking in and out of jobs, including the Start and End My Day process, as outlined in the guide. ### **Viewing Time Sheets** **Start And End My Day** *You may notice that, as your system is set to****Start and End My Day****, and if you have previously been set to****Actuals****from timesheets, the display may look a little different. This is due to payroll settings that pay you based on the check-in of your first job (****Start My Day****) and the check-out of your last job (****End My Day****).* *You can toggle the field that shows the check-in times for each job you attended throughout the day. However, adjusting these times will not affect the start and end of the day's work. It is not necessary to manually adjust these times, and it is advisable to contact your supervisors or admin team to make any adjustments on the web.* [](%F0%9F%93%B3%20Field%20Staff%20Time%20Sheet%20-%20iOS%20Users%20-%20Start%20And%20E/timesheet_toggle.png) In conclusion, while the system is set to track your workday from the start to the end of the jobs you attend, any adjustments to the individual check-in times for each job will not impact the overall start and end of your day as determined by payroll. It is important to follow the proper process for tracking time and reach out to your supervisors or admin team for any necessary adjustments. This ensures that your timesheets are accurate and aligned with payroll requirements. If you have any questions or need assistance, don't hesitate to contact your support team. --- # Sub Pages [🟢 Timesheet Rules](/kb/timesheet-rules) [⏏️ How to edit Timesheets](/kb/how-to-edit-timesheets) [🏦 How to Create Employee Leaves](/kb/how-to-create-employee-leaves) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⤴️ Follow Ups History Source: https://ascora.com.au/kb/follow-ups-history The Follow Ups History page provides a centralized log of all automated follow-ups sent for quotes, jobs, and invoices. Here, you can review the details of each follow-up notification—including the message content, attachments, recipient information, and processing timestamps. Use the filters to sort by follow-up type, name, and date, enabling you to quickly locate specific communications and troubleshoot any issues. This log is an essential tool for monitoring your automated workflows and ensuring that your follow-up processes are functioning as expected. Below are the key steps to access and utilize the Follow Ups History page effectively. --- **1.** Go to **Administration**→ F**ollow Ups History.** 2. Select the *Follow Up Type, Follow up Name,*and *Start Date.* To display the actual copy of the email sent to your customer including any attachments, click the little triangle on the left most column. **3.**The following is an example of a follow up history wherein it shows the actual email message, attachment, as well as email recipient. [](%E2%A4%B4%EF%B8%8F%20Follow%20Ups%20History/image2021-1-29_21-22-11.png) ✅To access a tutorial video about Auto Follow Ups, you can click the link below:[https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-Automation-FollowupsandBookingReminders](https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-Automation-FollowupsandBookingReminders) --- # Sub Pages [🔍 Creating Follow Ups for Outstanding Quotes](/kb/creating-follow-ups-for-outstanding-quotes) [🔍 Creating Follow Ups for Completed Jobs](/kb/creating-follow-ups-for-completed-jobs) [🔍 Creating Follow Ups for Overdue Invoices](/kb/creating-follow-ups-for-overdue-invoices) [🔃 Automation](/kb/automation) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📊 Gantt Chart Source: https://ascora.com.au/kb/gantt-chart Gantt charts provide a clear and structured way to manage project timelines, job dependencies, and overall workflow. In Ascora, the Gantt Chart feature helps you track job schedules, monitor project progress, and make real-time adjustments as needed. By utilizing **Project Gantt Charts** and **Jobs Gantt Charts**, businesses can: - Visualize project timelines and dependencies. - Adjust job schedules easily with drag-and-drop functionality. - Monitor progress using percentage completion tracking. - Manage job relationships by creating dependencies between tasks. - Quickly reschedule tasks or entire projects when needed. These interactive tools ensure that projects remain on track and allow for better planning and coordination across teams. Whether you’re handling multiple jobs or managing large-scale projects, Ascora’s Gantt Chart feature offers the flexibility needed for efficient project execution. --- **Contents** [Gantt Chart Overview](#192c74d8-3182-802e-b08f-dfcefc4614ee)[How to Display Projects Only](#192c74d8-3182-809a-bd0c-d43c20fc4b4a)[How to edit Start/End Dates & Completion Percentage](#192c74d8-3182-80b9-a197-c647eb5de36d)[How to Reschedule Tasks](#192c74d8-3182-803f-85c6-ee19ace07b5e)[How to Create Dependencies](#192c74d8-3182-80e3-8887-ee94918c1f38)[How to Remove Dependencies](#192c74d8-3182-803b-9f47-ff94557358b1)[How to Resize the Gantt Chart](#192c74d8-3182-8042-a3f3-c0c30efe4f7e)[Sub Pages](#192c74d8-3182-8017-96cb-e1c571249112)[](#192c74d8-3182-8028-84b4-c4c86ff4d189) There are a couple of ways to access the Gantt Chart, one is from the **Scheduler → Project Gantt.** [](%F0%9F%93%8A%20Gantt%20Chart/image2023-2-16_17-53-24.png) Another way to access Gantt Chart is to go to **Reports**and select **Jobs Gantt Chart** from the reports list. [](%F0%9F%93%8A%20Gantt%20Chart/image2023-1-9_12-11-58.png) ✅**NOTE:**Only jobs with **Expected Dates** will appear in the Gantt Chart. To add expected dates, access the job and add the Expected Date from the Job Details screen. ## Gantt Chart Overview Here's an overview of the functionalities available in the Gantt Chart such as filter options, changing the view from weekly to monthly, adjusting task dates, and many more. [](%F0%9F%93%8A%20Gantt%20Chart/image2023-2-17_15-0-12.png) ## How to Display Projects Only Projects are your section-based or stage-based jobs which you can display by ticking the box beside "**Projects Only**" and clicking on the **"Generate Gantt Chart"** button. You can also click on the black triangle beside the parent job to toggle the view such as hiding or showing the section jobs. [](%F0%9F%93%8A%20Gantt%20Chart/2023-02-17_15-56-58_gif_4.gif) ℹ️Moving or rescheduling the parent job automatically reschedules the job sections. [](%F0%9F%93%8A%20Gantt%20Chart/2023-02-20_10-41-49_gif_7.gif) ## How to edit Start/End Dates & Completion Percentage Double-click the job box and you'll see a pop-up box where you can edit the dates and completion percentage. [](%F0%9F%93%8A%20Gantt%20Chart/image2023-1-10_9-16-51.png) Adjusting the dates and completion percentage [](%F0%9F%93%8A%20Gantt%20Chart/2023-02-20_8-39-11_gif_5.gif) Another way to adjust the completion percentage is to hover the mouse cursor over the box until you see the little triangle which you can drag right or left to adjust accordingly. [](%F0%9F%93%8A%20Gantt%20Chart/image2023-2-17_11-4-39.png) Adjusting the completion percentage by dragging the triangle icon [](%F0%9F%93%8A%20Gantt%20Chart/2023-02-17_11-16-05_GIF.gif) ## How to Reschedule Tasks You can drag and resize the tasks if needed by hovering the mouse cursor on the edge of the box until you see the double arrow which you can drag to reschedule the task or project. You can drag and drop to move a task or project to a different date. [](%F0%9F%93%8A%20Gantt%20Chart/GIF3.gif) ## How to Create Dependencies You can create dependencies between two tasks or projects in the Gantt Chart and once configured, these tasks will have lines connecting them to show these dependencies. **1.**Hover the mouse cursor over the task or project until you see the black circle and drag it to the other task or project you need to connect it to. [](%F0%9F%93%8A%20Gantt%20Chart/image2023-1-10_9-45-47.png) **2.** Drop the mouse cursor in the circle next to the other task as shown in the image below. [](%F0%9F%93%8A%20Gantt%20Chart/image2023-1-9_23-49-25.png) **3.**The line connecting two tasks automatically adjusts or changes its format. ℹ️**Note:**You can connect as many tasks or projects as needed as it's not limited to connecting just two tasks or projects. [](%F0%9F%93%8A%20Gantt%20Chart/image2023-1-9_23-54-22.png) Creating Dependencies [](%F0%9F%93%8A%20Gantt%20Chart/GIF_1.gif) ## How to Remove Dependencies To remove dependencies between tasks or projects, click on the arrow and press the **Delete**key on your keyboard. [](%F0%9F%93%8A%20Gantt%20Chart/image2023-2-17_10-36-17.png) Removing Dependencies [](%F0%9F%93%8A%20Gantt%20Chart/2023-02-17_15-09-15_gif3.gif) ## How to Resize the Gantt Chart Hover the mouse cursor on the grey vertical line right next to the **% Complete**column which automatically changes to a blue vertical line. Drag to the left side to decrease the task list box. **Note:** You can drag it all the way across to the left side to completely hide the task list if preferred. [](%F0%9F%93%8A%20Gantt%20Chart/image2023-1-9_22-57-50.png) Resizing the Gantt Chart [](%F0%9F%93%8A%20Gantt%20Chart/GIF4.gif) --- # Sub Pages [📊 Reports Guides](/kb/reports-guides) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📁 Generate a Progress Claim for a Fixed Price or Time & Materials Job Source: https://ascora.com.au/kb/generate-a-progress-claim-for-a-fixed-price-o Progress Claims in Ascora provide a **structured and flexible approach** to invoicing for jobs that require staged payments. Whether you're billing based on **work completed, specific project milestones, or job supplies**, Ascora’s Progress Claims feature allows you to **generate claims at any stage**, ensuring a smooth payment process for both you and your clients. **What You’ll Learn in This Guide:** - **Setting Up Progress Claim Sections** – Choose between a full job value claim or claims based on individual job supplies. - **[Generating a Claim against the Progress Claim](#18bc74d8-3182-80ca-90f5-e998b872ec1f)** – Learn how to **apply claims as a percentage or fixed amount** of the total job value. - **Managing Payments** – Record and track payments received against a claim, ensuring accurate financial reporting. - **Downloading****&****Sending****Claims** – Generate professional progress claim documents and **send them via email** directly from Ascora. - **Editing & Deleting Claims** – Understand how to adjust claims or delete them when necessary. By using Ascora’s **Progress Claims**, you can **streamline your invoicing workflow, improve cash flow management, and maintain clear financial records** for ongoing jobs. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/cjft6cwn2h](https://ascora.wistia.com/medias/cjft6cwn2h) --- ### Setting Up Progress Claims Sections **1.**On the Job Card, choose the **Progress Claims** Tab then click the **+Create New Section for Full Job Value** button. Alternatively, if you want to create a progress claim section for each of the job supplies, then you can click on **+ Create New Section for Each Job Supply.** ⚠️If you chose *Create New Section for Each Job Supply*, the only difference is you'll have a few progress claim sections depending on how many supply items are added to the job but the rest of the steps would be the same. In this example, we select the option to **Create New Section for Full Job Value**. [](%F0%9F%93%81%20Generate%20a%20Progress%20Claim%20for%20a%20Fixed%20Price%20or%20T/image2021-2-7_11-45-41.png) **2.** A Progress Claim Section for the full Job value will be created and display in the Progress Claim Sections list. If required, you can rename it by clicking on the Section name and editing as needed. When ready, click the **Save** button. [](%F0%9F%93%81%20Generate%20a%20Progress%20Claim%20for%20a%20Fixed%20Price%20or%20T/image2021-2-7_11-50-57.png) ### Generating a Claim against the Progress Claim 1. Click **+ Create New Claim**button to generate a Claim against the Total Job Value Section. The Progress Claim details will display. 1. Enter/confirm the **Claim Date**and **Due Date** 1. Enter the **Claim Name** by typing in the Claim Name box. For example the Claim name could be "Initial Deposit", "Rough In" or "Fit Off". 1. Enter a **Percentage**or **Value** for this Claim against the relevant fields for each Progress Claim Section as required. 1. Click **Save**button. [](%F0%9F%93%81%20Generate%20a%20Progress%20Claim%20for%20a%20Fixed%20Price%20or%20T/image2021-2-7_11-56-21.png) ### Adding a Payment to a Progress Claim **1.** To record a Payment that has been received against the Progress Claim, click the **+Add Payment** button to display the Add Payment pop-up window and accept a payment immediately in Ascora. [](%F0%9F%93%81%20Generate%20a%20Progress%20Claim%20for%20a%20Fixed%20Price%20or%20T/image2021-2-7_12-30-43.png) **2.** Enter the necessary details to process the payment. 1. Enter **Payment Date** 1. Select **Payment Method** 1. Enter **Payment Amount** or click **Pay in Full** button if full if you are to process a full payment. 1. Click **Process Payment** 1. Select your **Email Template** 1. Select the email recipient 1. Click **Save**. [](%F0%9F%93%81%20Generate%20a%20Progress%20Claim%20for%20a%20Fixed%20Price%20or%20T/image2021-2-7_12-59-27.png) ### Downloading Progress Claim **1.**To download the progress claim, click on **Download Progress Claim**, select your **template**, and click **Download**. [](%F0%9F%93%81%20Generate%20a%20Progress%20Claim%20for%20a%20Fixed%20Price%20or%20T/image2021-2-7_13-4-37.png) ***2.***Open the downloaded progress claim document to see if all information are accurate and ready to be sent. *The following image shows a progress claim document that we've generated and it shows the percentage or value of the claim that we've selected which is 50%.* [](%F0%9F%93%81%20Generate%20a%20Progress%20Claim%20for%20a%20Fixed%20Price%20or%20T/image2021-2-7_13-8-36.png) ### Sending Progress Claim via Email Once you're ready to send the progress claim to your customer, follow the steps below. 1. Click **Email Progress Claim** 1. Select your **Email Template**. If you need to create one, go to *Administration → Email Templates.* 1. Select your **Progress Claim template** or invoice template. If you need to create one, go to *Administration → Document Templates.* 1. Select the recipient and your customer's email address will be listed here by default. You can add additional recipients or even send a copy to yourself by using the corresponding fields. 1. Once all information are good to go, click **Send Email.** [](%F0%9F%93%81%20Generate%20a%20Progress%20Claim%20for%20a%20Fixed%20Price%20or%20T/image2021-2-7_13-14-38.png) ### Deleting Progress Claim To delete a progress claim section, you must first delete the progress claim associated to that section. **1.** To do it, click on **Delete Progress Claim** button and select **Yes, delete this progress claim.** ℹ️***Note:****You can only delete the most recent claim made so if you want to delete all claims, you must start deleting from the most recent one.* [](%F0%9F%93%81%20Generate%20a%20Progress%20Claim%20for%20a%20Fixed%20Price%20or%20T/image2021-2-7_13-17-42.png) **2.**You can now delete the progress claim section by clicking the **Trash Bin** icon and select **Delete**. [](%F0%9F%93%81%20Generate%20a%20Progress%20Claim%20for%20a%20Fixed%20Price%20or%20T/image2021-2-7_13-19-30.png) --- # Sub Pages [🏗️ Generate a Progress Claim for a Sections Based Job](/kb/generate-a-progress-claim-for-a-sections-base) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🏗️ Generate a Progress Claim for a Sections Based Job Source: https://ascora.com.au/kb/generate-a-progress-claim-for-a-sections-base Progress Claims in Ascora allow you to **bill your clients in stages**, making it easier to track payments and manage cash flow throughout a project. Whether your job is structured by **milestones, job sections, or supplies**, Ascora’s flexible approach lets you generate claims at any point in the job lifecycle. This guide will walk you through the **full process**—from setting up claim sections to generating, sending, and managing claims—to help you stay on top of your invoicing. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/opdpz0f8iu](https://ascora.wistia.com/medias/opdpz0f8iu) Generate a Progress Claim Generating a Claim against the Progress Claim Sections(s). [Adding a Payment to a Progress Claim](#18bc74d8-3182-801b-9cd1-cb035cc9bcf8) Download Progress Claim [Sending Progress Claim via Email](#18bc74d8-3182-80bd-9a12-cae1d2a36313) [Deleting Progress Claim](#18bc74d8-3182-80e1-8979-cd1c8c542741) --- ### Overview You can generate a Progress Claim at any stage of a Job. Progress Claims consists of two key steps – firstly creating the Progress Claim Section(s), which define how you will break up the stages of the job or areas to be claimed against, and then generating Claims against these Section(s), which creates the invoice or claim that can be sent to the customer. If your Job is "Section-based," on the Parent Job Card, click the **Progress Claims Tab** then you have three options to select from. - **Add Claim Sections from Job Section -**select this option if you want to generate a claim for each of the job sections. - **Add Single Section For Full Job Value -**select this if you want to combine all job sections into one single claim section. - **Create New Section for Each Job Supply -**select this if you prefer to have one claim section for each of the job supplies. [](%F0%9F%8F%97%EF%B8%8F%20Generate%20a%20Progress%20Claim%20for%20a%20Sections%20Based%20/image2021-2-7_10-14-1.png) ### Generating a Progress Claim In this example, we select the option to *Add Claim Sections from Job Sections.* ⚠️If you chose *Add Single Section For Full Job Value* or *Create New Section for Each Job Supply*, the only difference is the number of progress claim sections but the rest of the steps would be the same. **1.** Click **Add Claim Sections From Job Sections** and **tick the boxes**for the corresponding job sections and once done, click **Save**. [](%F0%9F%8F%97%EF%B8%8F%20Generate%20a%20Progress%20Claim%20for%20a%20Sections%20Based%20/image2021-2-7_9-33-49.png) **2.** After selecting the Job Sections, the Progress Claim Section(s) will be created and display in the list. If required, you can rename the Claim Section(s) by clicking on the Section name and editing as needed. *In this example, we entered 30% claim for section 1 and 50% claim for section 2.* [](%F0%9F%8F%97%EF%B8%8F%20Generate%20a%20Progress%20Claim%20for%20a%20Sections%20Based%20/image2021-2-7_10-59-14.png) ### Generating a Claim against the Progress Claim Section(s). 1. Click **+ Create New Claim** 1. Enter/confirm the **Claim Date**and **Due Date** 1. Enter the **Claim Name** by typing in the Claim Name box. For example the Claim name could be "Deposit", "Rough In" or "Fit Off". 1. Enter a **Percentage**or **Value** for this Claim against the relevant fields for each Progress Claim Section as required. Note that if you do not wish to Claim against one or more of the Section(s) at any given time, you can leave the Claim Value or Percentage fields at ZERO for those Section(s). 1. Click **Save**button. [](%F0%9F%8F%97%EF%B8%8F%20Generate%20a%20Progress%20Claim%20for%20a%20Sections%20Based%20/image2021-2-7_11-0-49.png) ⚠️Subsequent Progress Claims can be generated for the Job by repeating Steps 1 and 2 and this is applicable if for example, you prefer to create an individual claim for each section. ### Adding a Payment to a Progress Claim **1.** To record a Payment that has been received against the Progress Claim, click the **+Add Payment** button to display the Add Payment pop-up window and accept a payment immediately in Ascora. [](%F0%9F%8F%97%EF%B8%8F%20Generate%20a%20Progress%20Claim%20for%20a%20Sections%20Based%20/image2021-2-7_10-45-4.png) **2.** Enter the necessary details to process the payment. 1. Enter **Payment Date** 1. Select **Payment Method** 1. Enter **Payment Amount** or click **Pay in Full** button if full if you are to process a full payment. 1. Click **Process Payment** 1. Select your **Email Template** 1. Select the email recipient 1. Click **Save**. [](%F0%9F%8F%97%EF%B8%8F%20Generate%20a%20Progress%20Claim%20for%20a%20Sections%20Based%20/image2021-2-7_12-59-53.png) ℹ️***NOTE:****Often Progress Claims may be paid via EFT/Bank Transfer. In this case you would generally reconcile the Payment from your Bank Feed in your Accounting Package. As Ascora periodically checks your Accounting Package for new Payments you wouldn't need to manually enter this payment in Ascora.* ### Downloading Progress Claim **1.** To download the progress claim, click on **Download Progress Claim**, select your **template**, and click **Download**. [](%F0%9F%8F%97%EF%B8%8F%20Generate%20a%20Progress%20Claim%20for%20a%20Sections%20Based%20/image2021-2-7_9-46-41.png) ***2.***Open the downloaded progress claim document to see if all information are accurate and ready to be sent. *The following image shows a progress claim document that we've generated and it shows the percentages or value of the claims that we've selected namely 30% for section 1 and 50% for section 2.* [](%F0%9F%8F%97%EF%B8%8F%20Generate%20a%20Progress%20Claim%20for%20a%20Sections%20Based%20/image2021-2-7_9-50-48.png) ### Sending Progress Claim via Email Once you're ready to send the progress claim to your customer, follow the steps below. 1. Click **Email Progress Claim** 1. Select your **Email Template**. If you need to create one, go to *Administration → Email Templates.* 1. Select your **Progress Claim template** or invoice template. If you need to create one, go to *Administration → Document Templates.* 1. Select the recipient and your customer's email address will be listed here by default. You can add additional recipients or even send a copy to yourself by using the corresponding fields. 1. Once all information are good to go, click **Send Email.** [](%F0%9F%8F%97%EF%B8%8F%20Generate%20a%20Progress%20Claim%20for%20a%20Sections%20Based%20/image2021-2-7_10-0-34.png) ### Deleting Progress Claim To delete a progress claim section, you must first delete the progress claim associated to that section. **1.** To do it, click on **Delete Progress Claim** button and select **Yes, delete this progress claim.** ℹ️***Note:****You can only delete the most recent claim made so if you want to delete all claims, you must start deleting from the most recent one.* [](%F0%9F%8F%97%EF%B8%8F%20Generate%20a%20Progress%20Claim%20for%20a%20Sections%20Based%20/image2021-2-7_10-6-24.png) **2.** You can now delete the progress claim section by clicking the **Trash Bin** icon and select **Delete**. [](%F0%9F%8F%97%EF%B8%8F%20Generate%20a%20Progress%20Claim%20for%20a%20Sections%20Based%20/image2021-2-7_10-8-41.png) --- # Sub Pages [📁 Generate a Progress Claim for a Fixed Price or Time & Materials Job](/kb/generate-a-progress-claim-for-a-fixed-price-o) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📩 Generate and Send a Quote Source: https://ascora.com.au/kb/generate-and-send-a-quote Ascora provides a range of options for getting quotes to your customers—whether that’s via email, SMS, or by downloading a PDF to share through other channels. By using customizable templates for both the quote document and the email message, you can maintain a professional, consistent look while saving time on repetitive tasks. This guide walks you through sending quotes directly from the Ascora web interface, updating quote statuses, and managing alternative delivery options like printed copies. --- ### Send a Quote via Email On the Quote Card, click the **Send Email**button. The Email Quote pop-up window will display. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FSend_Email_Button.png) **1.** Select the required Quote Template from the dropdown box. Think of the Quote Template as the format of the PDF Quote which will be attached to the email. **2.** Select the required Email Template from the dropdown box. The Email Template controls the format of the email text-body and subject line. **3.** Select the address to send the email to from the list. If the address you wish to send to is not in the list you can type it in the **Additional**box. The Subject line and email content will be automatically populated based on your Email Template. You can edit and change this information as required. When you are ready, click the **Send Email** button. Once the email is sent, the status of the Quote will change from ‘In Progress’ to ‘Sent’. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FEmail_Quote_Window-700.png) --- ### Download a Quote as a PDF On the Quote Card, click the **Download Quote** button. The Select Quote Document Template pop-up window will display. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FDownload-Quote_Button.png) Select the desired Quote Template from the dropdown list then click the**Download Quote**button. The Quote will download as a PDF to your computer. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FSelect_Quote_Template.png) ℹ️Note that when downloading a Quote (for example, to print and send via the post), the Quote status will not automatically change from ‘In Progress’ to ‘Sent’. To update the status of the Quote, click the **Mark as Sent** button on the Quote Card. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FMark_as_Sent_Button.png) --- # Sub Pages [📄 Generate and Send an Invoice](/kb/generate-and-send-an-invoice) [📧 How to Create Email Templates](/kb/how-to-create-email-templates) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📄 Generate and Send an Invoice Source: https://ascora.com.au/kb/generate-and-send-an-invoice Accurate and efficient invoicing is essential for maintaining healthy cash flow, reducing administrative workload, and ensuring clients receive clear, professional billing. Ascora’s invoicing tools streamline the process, allowing you to generate, customize, and send invoices with just a few clicks. Whether you're handling one-off jobs, progress claims, or bulk job invoicing, Ascora ensures a seamless experience from creation to payment. With this guide, you’ll learn how to create, manage, and send invoices effortlessly, helping you stay on top of billing and get paid faster. Explore the sections below to maximize the efficiency of your invoicing process with Ascora. --- **1.** Choose the **Invoices Tab** on the Job Card for which you wish to generate an Invoice and then click **+New** button. The Invoices screen will display. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FInvoices_Tab.png) **2.** Confirm the Customer Details and Billing Address. Edit these as required. **3.** Confirm the Invoice Details, Invoice Totals and Work Undertaken. Edit any information as required. **4.** In the Admin section, choose to mark the Invoice as Needs to be Posted and/or Needs to be Emailed by checking or un-checking the toggle boxes as required. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FAdmin_Section_Invoices.png) 5. When you are ready, click the Save button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FSave_Button_Invoice.png) ### Download an Invoice as a PDF **1.**On the Invoice Details screen, click the **Download Invoice** button. The Select Invoice Document Template pop-up window will display. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FDownload_Invoice_Button-700.png) **2.**Select the Invoice Template you wish to use from the dropdown menu, then click the **Download Invoice** button. The Invoice will download to your computer as a PDF document. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FSelect_Invoice_Template.png) ### Send an Invoice via Email On the Invoice Details screen, click the**Email Invoice** button. The Email Invoice pop-up window will display. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FEmail_Invoice_Button.png) **1.** Select the required Invoice Template from the dropdown box. Think of the Invoice Template as the format of the PDF Invoice which will be attached to the email. **2.** Select the required Email Template from the dropdown box. The Email Template controls the format of the actual email body content and subject line **3.** Select the address to send the email to from the list. If the address you wish to send to is not in the list you can type it in the Additional box. The Subject line and email body content will be automatically populated based on your Email Template. You can edit and change this information as required. When you are ready, click the **Send Email** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FEmail_Invoice_Window.png) --- # Sub Pages [📧 How to Create Email Templates](/kb/how-to-create-email-templates) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🥇 Getting Started - Setting Up Ascora for Success! Source: https://ascora.com.au/kb/getting-started---setting-up-ascora-for-succe Welcome to Ascora! Whether you’re new to the platform or looking for a quick refresher, this guide will help you hit the ground running. By following these best practices and initial steps, you’ll ensure your business processes are streamlined, your team is on the same page, and you’re fully equipped to take advantage of Ascora’s powerful features. These foundational steps will get you up and running in no time. As you become more comfortable with Ascora, explore our additional guides to learn about features like purchase orders, inventory management, and advanced reporting. Remember, our support team is always here to help if you have questions or need extra assistance. Setting up Ascora for success is about tailoring the platform to your business processes. With the basics in place, you’ll be well on your way to streamlining operations, boosting productivity, and delivering excellent service to your customers. Welcome aboard, and here’s to your success with Ascora! --- ### 1. Configure Your Basic Settings [⚙ Default Settings](/kb/default-settings) [⚙ System Settings](/kb/system-settings) Begin by setting up key defaults like job, invoice, and quote preferences. This will save you time and keep your data consistent. Customize auto-numbering and email accounts, and enable or disable relevant fields so that Ascora reflects your exact business needs. ### 2. Create and Manage Users [👷‍♂️ Creating a New User](/kb/creating-a-new-user) - **New User Creation**: Add your team members to Ascora with the appropriate roles—Administrator, Scheduler, or Supervisor—based on their responsibilities. - **Permissions**: Fine-tune what each user can see and do (e.g., view invoices but not delete them) for greater security and clarity. - **Mobile Access**: Decide which users need Ascora on the go. You can grant Timesheet Only or Full Access to keep everyone productive, wherever they are. ### 3. Tailor Terminology with Translations [📑 Using Translations](/kb/using-translations) - **Use the Right Terms**: If you call your “customers” “clients” or prefer “estimates” over “quotes,” you can easily change field labels in Ascora’s Translations. - **Hide Unused Fields**: Keep your interface clutter-free by disabling fields that aren’t applicable to your business. ### 4. Set Up Your Customers and Quotes Capture essential information, like site and billing addresses, and assign an account manager for better organization. [👨 Creating a New Customer](/kb/creating-a-new-customer) [👨 Adding Customer Type and Customer Contact Role](/kb/adding-customer-type-and-customer-contact-rol) Generate quotes directly from a customer record or the Quotes screen. Converting a quote into a job is just a few clicks away. [📄 How to Create a New Quote](/kb/how-to-create-a-new-quote) ### 5. Create Your First Job [⚒ How to Create a New Job](/kb/how-to-create-a-new-job) - **Multiple Pathways**: You can start a new job from the Jobs screen, an existing customer card, or even by converting a quote. - **Scheduling**: Use the Scheduler to assign jobs, optimize resources, and make quick updates. ### 6. Explore Advanced Features [📄Custom Form Guides](https://app.notion.com/p/Custom-Form-Guides-26ac74d8318280a8a88fcf0e0c102c89?pvs=21) [Document Templates Guides](https://app.notion.com/p/Document-Templates-Guides-263c74d8318280dd8babd20a2609eaf8?pvs=21) - **Custom Forms & Document Templates**: Personalize your workflows and documents with custom fields, merge fields, and branded layouts. [📱 iOS App](https://app.notion.com/p/iOS-App-25ec74d8318281938892c6969eadfcce?pvs=21) [📱 Android App](https://app.notion.com/p/Android-App-25ec74d8318281da876ae6357634987a?pvs=21) - **Mobile App**: Take Ascora into the field with real-time updates, timesheets, and job management on the go. [Accounting Integration Guides](https://app.notion.com/p/Accounting-Integration-Guides-25ec74d83182806cb1f5eb9a0c08de13?pvs=21) - **Integrations**: Seamlessly connect Ascora with accounting platforms like MYOB, QuickBooks, or Xero to keep your finances in sync. --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📌 GPS Guides Source: https://ascora.com.au/kb/gps-guides Efficient fleet and workforce management starts with real-time GPS tracking. Ascora’s **GPS solutions** provide businesses with **complete visibility into team movements, vehicle usage, and trip history**, allowing for **better route planning, improved accountability, and optimized operations**. With Ascora’s **GPS tracking tools**, you can: ✅ **Monitor live locations** to stay informed about your workforce in the field. ✅ **Review trip data** to analyze driving patterns and fuel efficiency. ✅ **Set up GPS devices** like **Champ** and **Legend** for seamless tracking. ✅ **Use Trip View** to visualize past trips and optimize future travel. Whether you're setting up a new tracking device, reviewing GPS reports, or exploring advanced tracking capabilities, the following guides will help you make the most of **Ascora’s GPS features**. --- ## Getting Started with GPS --- [🗺️ Ascora GPS Brochure](/kb/ascora-gps-brochure) [📍 GPS Tracker Overview](/kb/gps-tracker-overview) ## Using & Analyzing GPS Data --- [🚗 Using the Trip View](/kb/using-the-trip-view) ## Setting up Your GPS Trackers --- [🌏 Ascora GPS Setup - Champ](/kb/ascora-gps-setup---champ) [🌏 Ascora GPS Setup - Legend](/kb/ascora-gps-setup---legend) [🌏 Champ with iButton for DriverID & Immobilisation](/kb/champ-with-ibutton-for-driverid-immobilisatio) [🌏 Champ Diagram for the HID RFID Cards](/kb/champ-diagram-for-the-hid-rfid-cards) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📍 GPS Tracker Overview Source: https://ascora.com.au/kb/gps-tracker-overview Ascora’s **GPS tracking system** offers seamless **vehicle and asset monitoring**, directly integrating with your Ascora Web Portal. Whether you’re **purchasing a GPS tracker from Ascora or a partner**, these units come fully equipped with a **SIM card and data plan**, ensuring **real-time tracking and trip history recording**. Once installed in a vehicle’s **OBD port**, the tracker **automatically logs trip data**, allowing businesses to **monitor locations, review trip details, and optimize fleet operations**. With **Ascora’s tracking features**, you can: ✅ **View live GPS locations** for vehicles and assets. ✅ **Analyze trip history** with detailed route tracking. ✅ **Access key tracking insights** such as daily coverage, telemetry, and geofencing. This guide will help you **understand how to install, configure, and manage your GPS trackers**, ensuring **accurate data collection** and **efficient fleet operations**. --- Each of the units will appear as an Asset under the **Tracking**menu in your Ascora. These will initially all be added with temporary names, like Asset 1, Asset 2, which can then be adjusted depending upon preference. [](%F0%9F%93%8D%20GPS%20Tracker%20Overview/image2023-2-27_15-10-22.png) Your GPS units will plug into the OBD Port in the vehicles. This port is usually located just under the driver's steering wheel. After being plugged in the unit will come to life and you'll see a faint blue pulsing light. After that each of the trips from the vehicle will be tracked. A few key areas to check out: ### **1. Live Tracking: Monitor Vehicles and Assets in Real Time** The **Live Tracking** feature allows you to **see the exact location** of all your tracked assets in real time. This is especially useful for: ✅ **Dispatching**: Quickly assign the closest available vehicle to a job. ✅ **Route Optimization**: Identify the best routes to reduce fuel consumption and travel time. ✅ **Driver Safety & Security**: Monitor vehicles to ensure safe driving behavior and prevent unauthorized use. ✅ **Fleet Visibility**: Keep track of all moving and stationary assets at a glance. ### **2. Trip View: Analyze Individual Trips** The **Trip View** feature provides a **detailed breakdown of trips** for each vehicle or asset, allowing you to: 🚗 **Review daily routes** taken by each vehicle. 📍 **Check timestamps** for every start, stop, and movement. ⏳ **Monitor stop durations** to ensure time efficiency at job sites. 🔄 **Identify inefficient routes** and improve scheduling. ### **3. Daily Coverage: Get an Overview of Fleet Movements** The **Daily Coverage** report consolidates all trips for **all tracked assets** on a given day, providing a high-level overview of fleet activity. This feature helps businesses: 📅 **Track productivity** by reviewing how many jobs or deliveries were completed. 🚛 **Monitor fleet efficiency** by identifying high-mileage or excessive idling. 🔄 **Identify movement patterns** and optimize daily scheduling. 🗺️ **Spot potential unauthorized use** or deviations from planned routes. ### **4. Managing Trips, Asset Timeline & Telemetry: In-Depth Trip Data** Ascora’s GPS tracking system logs extensive **raw trip data**, providing deeper insights into vehicle usage and performance. 📊 **Manage Trips**: Allows manual review and categorization of trip records. 📍 **Asset Timeline**: Provides a timestamped history of all asset movements and activities. 🛰️ **Telemetry Data**: Captures additional vehicle metrics such as speed, acceleration, braking, and idling times. ### **5. GPS Settings: Customization & Advanced Features** The **GPS Settings** section allows users to **fine-tune tracking parameters** for more precise data collection and automation. ⚙️ **Default Analog Mappings**: Configure custom analog readings for monitoring temperature, fuel levels, or other sensor data. 📡 **Default Digital Mappings**: Set up digital inputs such as engine on/off detection, door open/close status, or PTO engagement. 🚧 **Geofences**: Define specific areas (e.g., job sites, depots, restricted zones) and receive alerts when vehicles **enter or exit these areas**. [](%F0%9F%93%8D%20GPS%20Tracker%20Overview/image2023-2-27_15-5-23.png) --- # Sub Pages [🗺️ Ascora GPS Brochure](/kb/ascora-gps-brochure) [🌏 Ascora GPS Setup - Champ](/kb/ascora-gps-setup---champ) [🌏 Ascora GPS Setup - Legend](/kb/ascora-gps-setup---legend) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 GroundPlan Integration Source: https://ascora.com.au/kb/groundplan-integration Streamline your quoting and inventory processes by integrating Ascora seamlessly with Groundplan. This powerful integration allows you to efficiently create accurate project take-offs, manage quotes, and optimize your inventory directly within Ascora. Whether you're setting up your initial integration, managing quotes, or leveraging inventory kits, these guides provide everything you need to maximize efficiency and accuracy in your workflow. ## Getting Started --- [📽 Ascora and Groundplan Recorded Webinar](/kb/ascora-and-groundplan-recorded-webinar) [🔄 Configure the Ascora Integration from Groundplan](/kb/configure-the-ascora-integration-from-groundp) ## Managing Quotes --- [▶ Pushing a New Quote into Ascora](/kb/pushing-a-new-quote-into-ascora) [▶ Pushing to an Existing Quote in Ascora](/kb/pushing-to-an-existing-quote-in-ascora) ## Creating Take-Offs & Templates --- [🚀 Creating a Take-Off Template when Integrated with Ascora](/kb/creating-a-take-off-template-when-integrated) ## Inventory and Kits --- [📦 Using Inventory Supply and Kits on Plans in Groundplan](/kb/using-inventory-supply-and-kits-on-plans-in-g) ## Additional Support --- Help guides from Groundplan in relation to the integration with Ascora can be found here - [https://help.groundplan.com/docs/](https://help.groundplan.com/docs/) [](https://support.ascora.com.au/download/attachments/36537766/image2023-3-30_13-37-22.png?version=1&modificationDate=1680154642260&api=v2) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💳 How Credit Card Surcharges Work Source: https://ascora.com.au/kb/how-credit-card-surcharges-work A credit card surcharge is an **extra charge that customers pay on top of the price of goods or services**. This surcharge applies when customers choose to pay with a credit card such as Visa or MasterCard. Surcharge value is added on the Total Value including GST. --- In Ascora, you can set your credit card surcharge by going to **Administration → Payments & Tax** Click **Add**to add Mastercard or Visa as your payment method but if you've already added this in the past, you can edit the surcharge by clicking **Edit**beside the payment method. In the following example, we set Mastercard as payment method with a surcharge of **1.75%** and surcharge amount of**$0.30**. ***Note:****You can also select your surcharge account income account from the same screen.* ## Sample Scenario Let's use the following invoice *(see image below)* as an example to explain how surcharges work. This invoice has a total of **$1,734.70**and total amount paid by the customer using a Mastercard credit card is **$1,765.36**(refer to the right part of the image). Surcharge of **$30.36 +** fee of **$0.30** was added bringing the total amount paid by the customer to **$1,765.36.** > Calculation: Invoice Total Inc GST $1,734.70 + Surcharge of 1.75% which is $30.36 + fee of $0.30 =Total: $1,765.36 [](%F0%9F%92%B3%20How%20Credit%20Card%20Surcharges%20Work/image2021-5-8_22-37-56.png) ## Breakdown - for the Accounting Side Invoice total including GST$1,734.70Original Invoice ValueAdd Surcharge of 1.75%$30.66Ascora Calculated Surcharge**Total Stripe Value****$1,765.36****Matches value processed by Stripe**Deposit Amount$1,734.17From bank feed**Stripe Value Less calculated charge****$1,734.17**Amounts match expected Stripe value above – 1.75% + $0.30 = $31.19 In this example, the surcharge is added to the total invoice value including GST. So this invoice of $1,734.70 would become **$1,765.05** with 1.75% surcharge. The company is then charged 1.75% plus $0.30 for the transaction of $1,765.05 so that would be **$31.19.** Total payment collected of **$1,765.36 - $31.19 = $1,734.17******(which is the total amount the company receives.) ❌**Note:**It's important that this is transferred usually to a clearing account as all invoices paid for in a day are transferred in a lump sum instead of separate transactions for each invoice so you are never matching 1 to 1 on the bank feed side of things. --- # Sub Pages [💳 How to take Credit Card Payments in Ascora](/kb/how-to-take-credit-card-payments-in-ascora) [🧾 Accounting Integration Guides](/kb/accounting-integration-guides) [🧮 Accounting](/kb/accounting) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🗂️ How Custom Fields Work in Document Templates Source: https://ascora.com.au/kb/how-custom-fields-work-in-document-templates Once you've created a Custom Field, you can **insert it into your document templates** using **merge fields**. The format must match **exactly** for the data to auto-populate correctly. 📌 **Example:**If your Custom Field is called **Install Quality**, then the merge field in your document template must be written as **«Install Quality»** (with a space between words). ⚠ **Important:** Unlike standard merge fields (e.g., **EquipmentType**), Custom Field merge fields must retain their **exact name and spacing**. This guide will walk you through the steps to: ✅ Edit your document template to include Custom Fields ✅ Upload and test your updated template ✅ Ensure proper formatting for a professional look By leveraging Custom Fields, you can **personalize your templates**, streamline documentation, and ensure **every document is accurate and complete**. You can create Custom Fields in many areas in Ascora such as Customer, Jobs, Equipment, etc. Please see [🔠 Custom Fields](/kb/custom-fields) user guide for more details on adding Custom Fields but that can be easily accessed in **Administration → Custom Fields.** In order to auto-populate information from a Custom Field to your document template, you need to add a merge field in exactly the same format. ⚠️**Note:** The standard merge fields don't have spaces in between such as EquipmentType if you're adding equipment type in your equipment record but when writing Custom Fields as merge fields, always follow the exact format or spacing such as the example cited above. ## Editing your Document Template **1.**Go to **Administration → Document Templates**. **2.** Select the template where you'd like a merge field added to by clicking the **Pencil**icon. **3.** Click **Download Template.** **4.** Open the Template that you've just downloaded and start adding tables, rows, or columns where you need to add the merge fields. [](%F0%9F%97%82%EF%B8%8F%20How%20Custom%20Fields%20Work%20in%20Document%20Templates/image2021-5-25_0-0-19.png) **5.**On the **Insert**Menu in Word Document, click on **Quick Parts**, then **Fields**. [](%F0%9F%97%82%EF%B8%8F%20How%20Custom%20Fields%20Work%20in%20Document%20Templates/image2020-11-17_17-47-58.png) **6.**Select **MergeField** in the Field names area and enter the name of the custom field to be displayed then click **Ok**. Remember to follow exactly the same format so type **Install Quality** in the merge field name area. [](%F0%9F%97%82%EF%B8%8F%20How%20Custom%20Fields%20Work%20in%20Document%20Templates/image2020-11-17_17-48-44.png) **7.**Once added, you should find the merge field on the Word Document template in the location you selected as shown in the following photo. [](%F0%9F%97%82%EF%B8%8F%20How%20Custom%20Fields%20Work%20in%20Document%20Templates/image2020-11-17_17-52-30.png) **8.**After adding all necessary merge fields, go back to **Administration → Document Templates**→ find the document template and click the **Pencil**icon but this time, select **Upload a new Template.** ## Testing your Template **1.**Depending on which document template you're updating, access a job, a quote, or a customer to run a test and see if the updated template is working as expected by clicking "View Documents". **2.** Once the document is generated, details associated to that merge field will auto populate as shown below. [](%F0%9F%97%82%EF%B8%8F%20How%20Custom%20Fields%20Work%20in%20Document%20Templates/image2020-11-17_17-50-56.png) ✅**Note:** You can always play around the formatting such as changing font size and style and changing table highlight. --- # Sub Pages [🔠 Custom Fields](/kb/custom-fields) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📦 How do I Show Supplies and Labour in Kits as Line Items on the Job Cards Source: https://ascora.com.au/kb/how-do-i-show-supplies-and-labour-in-kits-as A kit enables you to have multiple supplies and labour grouped into one basket. This makes it easy to add multiple supplies and labour belonging to the kit in one go into a quote or a job. Kits can be displayed as a summary to only show the name of the kit on the Job Card. To do this untick **Explode Job Kits into Supplies and Labour.** --- This can be found via **Administration → Jobs → Job Card Settings** [](%F0%9F%93%A6%20How%20do%20I%20Show%20Supplies%20and%20Labour%20in%20Kits%20as%20Lin/image2020-10-29_7-42-36.png) Alternatively, you can choose to display all the supplies and labour as line items by ticking the **Explode Job Kits into Supplies and Labour.** This can be found via **Administration → Jobs → Job Card Settings** [](%F0%9F%93%A6%20How%20do%20I%20Show%20Supplies%20and%20Labour%20in%20Kits%20as%20Lin/image2020-10-29_7-42-59.png) --- # Sub Pages [🔨 Adding Supplies, Kits, and Write-Ins](/kb/adding-supplies-kits-and-write-ins) [⚒ How to Add Labour Charges to a Job](/kb/how-to-add-labour-charges-to-a-job) [⏲ How to Add Non-Chargeable Labour to a Job](/kb/how-to-add-non-chargeable-labour-to-a-job) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📲 How Enquiry Works Source: https://ascora.com.au/kb/how-enquiry-works Capturing and managing customer enquiries efficiently is key to winning more business and maintaining great customer relationships. **Ascora’s Enquiry Feature** allows you to automate this process by integrating an enquiry form directly into your website. This ensures that every customer request is logged, tracked, and actioned without any manual data entry. With this feature, you can: ✅ **Automatically capture enquiries** from your website, reducing admin work. ✅ **Customize the enquiry form** to match your branding and collect relevant details. ✅ **Set up instant customer notifications** so they receive confirmation emails after submitting an enquiry. ✅ **Quickly convert enquiries into quotes or jobs** with just a few clicks. ✅ **Track and categorize leads** with ratings and sources to improve your sales pipeline. Once configured, your enquiry form acts as a **24/7 lead-capturing tool**, ensuring that potential customers can reach you anytime. Whether you use a simple link, embed a form, or add a call-to-action button on your website, Ascora ensures every enquiry seamlessly integrates into your workflow. This guide walks you through **setting up, customizing, and optimizing** your enquiry system—so you can spend less time on admin and more time growing your business. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/cw6zyw7vus](https://ascora.wistia.com/medias/cw6zyw7vus) --- You can use the Enquiry Feature in Ascora to have Enquiries from your website created directly in Ascora which you can convert to Quotes or Jobs as needed. It works by having a web link embedded in your website or adding a web button which your customers can click, enter their query details or request, and when submitted, it will flow through to Ascora Enquiries page. In order to use this feature, you must first complete some configurations. **1.** Go to **Administration → Enquiries.** [](%F0%9F%93%B2%20How%20Enquiry%20Works/image2021-1-23_11-20-49.png) **2.**Copy the booking link and you can insert that into your website or perhaps add that in your email signature. If you need assistance in adding the link to your website, please contact your IT team or the one looking after your website. [](%F0%9F%93%B2%20How%20Enquiry%20Works/image2021-1-23_11-26-16.png) Alternatively, you can use a web button and simply copy the code which you will need to embed in your website. [](%F0%9F%93%B2%20How%20Enquiry%20Works/image2021-1-23_11-36-17.png) **3.** Configure your Enquiry Page by personalising or customising the details such as heading, summary, as well as changing the heading colours and background colours. The company logo would be your own logo uploaded in **Administration → Company Details.** [](%F0%9F%93%B2%20How%20Enquiry%20Works/image2021-1-23_11-44-58.png) Make sure to click the **Save**button at the right side of the screen after making the changes. **4.** Personalise your Enquiry Submitted Message and add images if necessary. You can also add more contents which will be displayed on the right-hand column on your Enquiry screen. [](%F0%9F%93%B2%20How%20Enquiry%20Works/image2021-1-23_12-40-36.png) Make sure to click the **Save**button at the right side of the screen after making the changes. **5.**Personalise the email message that will be sent to your customers once they've submitted an Enquiry from your website. [](%F0%9F%93%B2%20How%20Enquiry%20Works/image2021-1-23_12-1-4.png) Make sure to click the **Save**button at the right side of the screen after making the changes. ## Testing your Enquiry Page **1.**After completing the configurations, and after adding the booking link or web button to your website, you can test it to see from the customer's point of view and to determine if further changes are required. The following image is what your customer sees after accessing the link. This should reflect your personalised details as well as your own company logo. [](%F0%9F%93%B2%20How%20Enquiry%20Works/image2021-1-23_12-8-41.png) After clicking Submit button, three things occur; - your customer sees a message on the enquiry page. For example it could be a message "Thank you for your enquiry. We will get in touch with you as soon as we can." *Refer to step 4.* - your customer receives an email message which is something that you can personalise too. *Refer to step 5* - Customer query details will flow through to Ascora Enquires page **2.** In Ascora, go to **Enquires**and locate your customer enquiry and click **View**to access the details. [](%F0%9F%93%B2%20How%20Enquiry%20Works/image2021-1-23_12-10-49.png) **3.** You have a few options to select or complete from the Enquiry Details page. To convert enquiry click on**Convert Enquiry to Quote or Job** and you'll have the options to select Quote or Job, select existing customer or create a new customer as well as select a job template. [](%F0%9F%93%B2%20How%20Enquiry%20Works/image2021-8-7_14-5-35.png) ℹ️**Note:** Rating can be set up in *Administration → Sales*and Lead Source can be set up*in Administration → Customers.* Once converted to a Job or Quote, you can complete the rest of the steps such as adding supplies, adding booking, similar to a quote or job created within Ascora. ✅**Tips**ℹ You can add custom fields to Enquiry so you can personalise it more by adding the details unique to your business.ℹ Custom Fields can be added by going to **Administration → Custom Fields**→ select **Enquiry**from the list.ℹ Custom field created with the same name will flow from Enquiry to Quote to Job.ℹ To learn more about adding Custom Fields, please access[How to add a Custom Field](https://support.ascora.com.au/display/AS/How+to+add+a+Custom+Field)user guide. --- # Sub Pages [💬 Create a New Enquiry](/kb/create-a-new-enquiry) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📥 How Job Email Import Works Source: https://ascora.com.au/kb/how-job-email-import-works The **Job Email Importer** in Ascora streamlines job management by allowing customers to email job details directly to a designated mailbox, where Ascora automatically reads the information and creates a new job or quote. This feature reduces manual data entry, minimizes errors, and ensures job requests are captured efficiently. With proper setup, you can: ✔ **Automate job creation** based on predefined email formats. ✔ **Differentiate between job and quote requests** using keyword recognition. ✔ **Map email content to job fields** for structured data processing. ✔ **Customize import settings** to fit your business needs. This guide will walk you through configuring the importer, setting up email formats, and mapping job fields, ensuring that your workflow remains seamless and organized. ▶ [Job Email Import Configuration](#193c74d8-3182-80c9-ab90-df9198d4b88f) ▶ [Creating a Job Email Format](#193c74d8-3182-8024-b94d-d66eab158531) ▶ [Creating Fields for Mapping](#193c74d8-3182-807d-9b7c-c882a1776e5c) --- ## Job Email Import Configuration Configuration for the Job Email Importer can be found in **Administration** → **Job Import From Email** [](%F0%9F%93%A5%20How%20Job%20Email%20Import%20Works/2025-03-24_18-24-20.png) ✅**How to Configure Your Gmail Account****Please read********[📩 How To Configure Your Gmail Account / Set up Automatic Import for Supplier Invoices](/kb/how-to-configure-your-gmail-account-set-up-au)****** 1. Enable Importing 1. Choose if you want to connect to Office 365 or use your own email server 1. Enter in details 1. Click connect [](%F0%9F%93%A5%20How%20Job%20Email%20Import%20Works/2025-03-24_18-25-34.png) ℹ️***Note:****The Importer can be turned on and off at any time by ticking or unticking the****Job Importing****box.* ## Creating a Job Email Format To create a new format, simply click the **Create**button. [](%F0%9F%93%A5%20How%20Job%20Email%20Import%20Works/image2021-3-9_18-50-4.png) *Refer to the image below to complete steps A, B, C, and D.* **A.** Enter a *name for the format*, *a default Customer* to add as the Job Customer and *an email address* which will be sending the Jobs. **B. Enable**option is available to quickly turn the functionality on and off for a certain format. Tick the box to enable and untick the box to disable. *When the format is not enabled, any emails received from the email address will not be processed or imported.* **C.** **Import As -**is used to specify what entity type is being imported to Ascora and there are three options, Job, Quote and Quote And Job **Job –**the importing process ends on the creation of a Job **Quote**- the importing process ends on the creation of a Quote **Quote And Job** – depending on a ‘key word’ entered, the importer can either create a Quote or a Job. **D.**Click **Save**to Continue. *In this example we are are setting up an automatic job import for the emails coming from**[jmcptyltd@gmail.com](mailto:jmcptyltd@gmail.com.)**and once imported, jobs will be added to customer JMC PTY Ltd.* [](%F0%9F%93%A5%20How%20Job%20Email%20Import%20Works/image2021-3-9_20-2-51.png) ✅When you select **Job And Quote**in the field called **Import As**, you will need to set up a few more settings so that the importer can identify which emails will be imported as quotes and which ones will be imported as jobs. *Refer to the image below to complete steps A, B, C, and D when you choose to import the emails as****Job And Quote.*** **A. If Ascora finds the text**– is where you enter a key word or text which helps identify the information to be imported either as a job or a quote. **B. In the** – is where you set up where to look up for the key word and the options are Subject Line and Document. *Subject Line* – the email subject *Document*– any part of the PDF or email body **C. Then Ascora Will Create a**– you can select either Job or Quote depending on what you're trying to set up. **D**. Click **Save**to continue. *In this example, we selected the option to import the email as Job And Quote and configured it to identify the key word "job" from the subject line and import as job. If the importer cannot find the key word "job" then the email will be imported as quote.* [](%F0%9F%93%A5%20How%20Job%20Email%20Import%20Works/image2021-3-9_20-39-42.png) ## Creating Fields for Mapping Once the format has been created, mappings for the Jobs fields can be created. To add a new mapping, simply click **Add New Record** button to add a new row to the table below. The table contains the following columns: **A. Field -**use to select the Job Field that is to be mapped from the received email. **B. Token -**use to specify the specific wording or terminology used in the email to describe the Field selected. **C. Has Multiple Lines -**use to specify that the field may be separated over multiple lines of the email. **D. Read Whole Line –**reads the whole line, otherwise will read until the end token appears. **E. Has To Be Unique –**if the information of this token is already added on a quote or job, the import process stops and end up not creating any quote or job, only applies to purchase order and client order number **F. End Token –**a stop token when is reading a whole line. [](%F0%9F%93%A5%20How%20Job%20Email%20Import%20Works/image2021-3-9_21-5-27.png) *An example below.* [](%F0%9F%93%A5%20How%20Job%20Email%20Import%20Works/image2020-12-1_12-56-30.png) --- # Sub Pages [🗺 Create a Section Based Job](/kb/create-a-section-based-job) [💲 Pricing Methods - Stages](/kb/pricing-methods---stages) [🔄 How to Check In to Unscheduled Jobs in Android Mobile App](/kb/how-to-check-in-to-unscheduled-jobs-in-androi) [🔄 How to Check In to Unscheduled Jobs in Ascora App (iOS)](/kb/how-to-check-in-to-unscheduled-jobs-in-ascora) [📧 How to set up your Gmail account on Ascora and send emails from a different Email Address](/kb/how-to-set-up-your-gmail-account-on-ascora-an) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💻 How Price Updates Affects Kits in Ascora Source: https://ascora.com.au/kb/how-price-updates-affects-kits-in-ascora Kits in Ascora consist of multiple supply items bundled together for streamlined pricing and job costing. When **supplier prices change**, it’s important to understand how these updates affect your kits—especially when the pricing method is set to **"Sell Price of Components"** or **"Markup on Cost"**. With these pricing methods, **any changes to the cost of individual supplies will automatically adjust the total kit price**. This ensures that your **margins remain intact** and that **job costing remains accurate** without requiring manual updates. This guide demonstrates how price updates impact kit pricing, ensuring that **your financials stay aligned with supplier costs** and that **your quotes and invoices always reflect the most up-to-date pricing structure**. --- Here's the original Kit used prior to a Supplier Price Update: [](%F0%9F%92%BB%20How%20Price%20Updates%20Affects%20Kits%20in%20Ascora/2021-01-20_21-19-18_Kit_.png) When added to a Job the Kit Price is $154.01 with a cost of $68.69. Here's an example of the Kit added onto a Job: [](%F0%9F%92%BB%20How%20Price%20Updates%20Affects%20Kits%20in%20Ascora/2021-01-20_21-20-22_Kit_on_Job.png) We'll prepare a Supplier Price Import File and import this according to the: [](%F0%9F%92%BB%20How%20Price%20Updates%20Affects%20Kits%20in%20Ascora/2021-01-20_21-22-27_Supply_Price_Update.png) After the import we would expect the cost of our Kit to increase from $68.69 to $78.69 and the Kit Price to increase to maintain the Markup (as this was the option selected when importing the Supplier Price File) Adding another Kit to the same Job we can see the Pricing on the Kit has increased accordingly: [](%F0%9F%92%BB%20How%20Price%20Updates%20Affects%20Kits%20in%20Ascora/2021-01-20_21-31-49_Updated_Kit.png) --- # Sub Pages [🔨 Adding Supplies, Kits, and Write-Ins](/kb/adding-supplies-kits-and-write-ins) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📧 How Scheduler Email Works Source: https://ascora.com.au/kb/how-scheduler-email-works Ascora allows you to integrate your email account, whether it's Gmail, Office 365, or another email client, directly into the system. Once connected, you can configure how Scheduler emails are sent and managed, ensuring efficient communication with your clients and team. With flexible options for sender configurations, Ascora adapts to your business needs—whether emails are sent from a central account, individual users, or a custom address. This guide will help you: - Set up your email account in Ascora. - Configure email sender settings for quotes, jobs, purchase orders, invoices, and statements. - Test the Scheduler email functionality to ensure smooth communication. By optimizing your email settings, you can streamline job notifications, enhance client engagement, and maintain a professional, consistent brand presence. Ascora's email configuration also allows you to customize reply-to addresses, ensuring responses are directed to the right team members or departments. Let’s explore how to set up and leverage Scheduler email settings effectively to maximize your workflow efficiency and client satisfaction! --- ## Email Settings 1. Go to **Administration → System Settings.** In this example, Gmail account is connected although email address is not shown. With Office 365, you can see the email address connected right below Email Settings. [](%F0%9F%93%A7%20How%20Scheduler%20Email%20Works/image2020-12-15_10-40-32.png) 2. Under **Email Options**, you can select from three configurations on email sender and you can configure this for*Quotes, Jobs & Purchase Orders,*and *Invoice & Statements.* A.**Send from Default** - emails are sent from your email account connected to Ascora. B. **Send From User**- emails are sent from user who is signed in. C.**Send From** - emails are sent from a specific email address that you can specify. In this example, we are configuring to have **Jobs & Purchase Orders** related emails sent from a specific email sender which is [support@ascora.com.au](mailto:support@ascora.com.au.) and this also works by having replies sent to that email address. [](%F0%9F%93%A7%20How%20Scheduler%20Email%20Works/image2020-12-15_12-5-4.png) ## Testing Scheduler Email 1. Go to **Scheduler → Job Scheduler → Email Schedules** [](%F0%9F%93%A7%20How%20Scheduler%20Email%20Works/image2020-12-15_11-27-4.png) 2. Select your template and tick the box beside the recipient's name and enter your email message. Once done, click **Send Emails.** [](%F0%9F%93%A7%20How%20Scheduler%20Email%20Works/image2020-12-15_11-32-24.png) 3. Access your email and you should have received one from [noreply@ascora.com.au.](mailto:noreply@ascora.com.au.) [](%F0%9F%93%A7%20How%20Scheduler%20Email%20Works/image2020-12-15_11-37-18.png) 4. After clicking Reply button, the recipient's email address will auto populate depending on settings. In this example, we configured to use [support@ascora.com.au](mailto:support@ascora.com.au) for Jobs related emails and thus it's the default recipient when replying to email. [](%F0%9F%93%A7%20How%20Scheduler%20Email%20Works/image2020-12-15_11-40-33.png) ℹ️**⚠ Note:***If you don't configure the Email Options, default recipient email address for replies would be your main email account connected to Ascora.* --- # Sub Pages [📅 Scheduling Guides](/kb/scheduling-guides) [💬 Booking Confirmation (Manual)](/kb/booking-confirmation-manual) [💬 Booking Notification (Auto)](/kb/booking-notification-auto) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📲 How SMS Works Source: https://ascora.com.au/kb/how-sms-works Ascora’s SMS functionality allows businesses to communicate efficiently with customers and team members by sending job-related updates directly from the system. Since Ascora operates with multiple mobile numbers for outbound messages, you may notice that SMS messages come from different numbers. This is due to Ascora automatically selecting the next available sender number from its pool. To streamline communication and ensure you receive replies, you can configure a designated **email address or mobile number** to capture incoming SMS responses. This ensures that important details such as customer name, contact number, and job/quote reference are included, allowing for quick follow-ups. This guide will walk you through setting up SMS in Ascora, managing replies, and ensuring the correct permissions are in place for team members to send SMS via both the **web portal** and **mobile app**. --- 1. Go to **Administration → System Settings → SMS Settings** and enter an email address or mobile number. [](%F0%9F%93%B2%20How%20SMS%20Works/image2020-11-26_22-16-44.png) 2. When you receive a reply, important information are included such as name, contact number, and job or quote details so that you can contact the person directly if necessary. [](%F0%9F%93%B2%20How%20SMS%20Works/image2020-11-26_22-19-24.png) **Note:**To send further SMS message or reply, you need to go to the corresponding job or quote screen and click **Send SMS** button where you can compose your message and click **Send**. You can do this both in Ascora web and mobile app depending on your permission level. 1. From Ascora web, go to job or quote screen and click **Send SMS.** [](%F0%9F%93%B2%20How%20SMS%20Works/image2020-11-26_22-27-48.png) 2. From your Android Mobile App, tap on the 3 dots located on the upper right area, select SMS, and tap Add Mobile Number. Complete the other details such as Message if you need to edit or input manually, and once done, tap **Process**. [](%F0%9F%93%B2%20How%20SMS%20Works/image2020-11-27_12-3-26.png) **Note:** A mobile user needs to have Full Access with permissions enabled in order to send SMS. Go to Administration → Users → click View beside the User Name and enable the following permissions. - Can Send SMS - Can send SMS (On Approach can still be send if this is Off) [](%F0%9F%93%B2%20How%20SMS%20Works/image2020-11-27_12-19-34.png) --- # Sub Pages [📲 How to Create SMS Templates](/kb/how-to-create-sms-templates) # Translations --- # 📲 How SMS Works Source: https://ascora.com.au/kb/how-sms-works-2 Ascora’s SMS functionality allows businesses to communicate efficiently with customers and team members by sending job-related updates directly from the system. Since Ascora operates with multiple mobile numbers for outbound messages, you may notice that SMS messages come from different numbers. This is due to Ascora automatically selecting the next available sender number from its pool. To streamline communication and ensure you receive replies, you can configure a designated **email address or mobile number** to capture incoming SMS responses. This ensures that important details such as customer name, contact number, and job/quote reference are included, allowing for quick follow-ups. This guide will walk you through setting up SMS in Ascora, managing replies, and ensuring the correct permissions are in place for team members to send SMS via both the **web portal** and **mobile app**. --- 1. Go to **Administration → System Settings → SMS Settings**, enter an email address or mobile number, then click Save. 2. When you receive a reply, important information are included such as name, contact number, and job or quote details so that you can contact the person directly if necessary. [](../../../%E2%98%91%20Help%20How%20to%20Articles%20&%20Troubleshooting%20Guides/%F0%9F%93%B2%20How%20SMS%20Works/image2020-11-26_22-19-24.png) **Note:**To send further SMS message or reply, you need to go to the corresponding job or quote screen and click **Send SMS** button where you can compose your message and click **Send**. You can do this both in Ascora web and mobile app depending on your permission level. 3. From Ascora web, go to job or quote screen and click **Send SMS.** 4. From your Android Mobile App, tap on the 3 dots located on the upper right area, select SMS, and tap Add Mobile Number. Complete the other details such as Message if you need to edit or input manually, and once done, tap **Process**. [](../../../%E2%98%91%20Help%20How%20to%20Articles%20&%20Troubleshooting%20Guides/%F0%9F%93%B2%20How%20SMS%20Works/image2020-11-27_12-3-26.png) **Note:** A mobile user needs to have Full Access with permissions enabled in order to send SMS. Go to Administration → Users → click View beside the User Name and enable the following permissions. - Can Send SMS - Can send SMS (On Approach can still be send if this is Off) [](../../../%E2%98%91%20Help%20How%20to%20Articles%20&%20Troubleshooting%20Guides/%F0%9F%93%B2%20How%20SMS%20Works/image2020-11-27_12-19-34.png) --- # Sub Pages [📲 How to Create SMS Templates](/kb/how-to-create-sms-templates) # Translations --- # 🧮 How Supplies are Calculated in Job Profitability Source: https://ascora.com.au/kb/how-supplies-are-calculated-in-job-profitabil Understanding how supplies impact job profitability is crucial for maintaining **accurate cost control, optimizing margins, and improving financial forecasting**. In Ascora, supply costs are categorized into **Budgeted, Committed, and Actual** values, giving you a **real-time snapshot of job profitability** at any stage. By tracking supplies through **purchase orders, supplier invoices, and recorded usage**, you gain **full visibility into where costs are allocated** and **prevent unexpected budget overruns**. Whether you're managing a simple job or a large-scale project, these insights help you **maintain accurate pricing, streamline supplier management, and enhance decision-making for future jobs**. This guide walks you through how Ascora classifies supply costs, how they impact job profitability, and how to use this data to **improve efficiency and profitability in your business**. --- ### Job Profitability The Job Profitability breakdown is displayed in the main Details tab of a Job. Supply costs and sell amounts are distributed into three categories: Budget, Committed and Actual. The below image shows the Job Profitability for an example Job which will be used to demonstrate how the values are derived. [](%F0%9F%A7%AE%20How%20Supplies%20are%20Calculated%20in%20Job%20Profitability/BCA_Job_Example_-_Details.png) ### Flowchart [](%F0%9F%A7%AE%20How%20Supplies%20are%20Calculated%20in%20Job%20Profitability/BCA.drawio.png) ### Example Job Breakdown The below images show the 6 supplies that make up the example job, as well as the Purchase Orders and Supplier Invoices. [](%F0%9F%A7%AE%20How%20Supplies%20are%20Calculated%20in%20Job%20Profitability/BCA_Job_Example_-_Supplies_and_POs.png) [](%F0%9F%A7%AE%20How%20Supplies%20are%20Calculated%20in%20Job%20Profitability/BCA_Job_Example_-_Invoices.png) The table below describes how each supply’s cost is categorized. The example is intended to be straightforward and so does not contain any supplies that have costs split across multiple categories. **Supply****Description****Budgeted****Committed****Actual**Supply AIs **Actual** because it is on the accepted Supplier Invoice Ref001$15.00Supply BIs **Actual** because it is recorded as used$100.00Supply CIs **Committed** because it is on PO30975$10.00Supply DIs **Budgeted** because it is not on a Supplier Invoice or Purchase Order and is not recorded as used$21.00Write In AIs **Actual** because it is on the accepted Supplier Invoice Ref001$27.00Write In BIs **Actual** because it not marked as Must Be Ordered and is a Write In$32.50**Totals**$21.00$10.00$174.50 ### Frequently Asked Questions **• Can a supply have an amount split between Budget, Committed and Actual?** Yes. For example, if a supply has a quantity of 7 on a Purchase Order while the supply itself is a quantity of 10 then 7 will be committed and 3 will be budgeted. **• How do kits fit into the calculations?** The supplies and write ins within each kit on the job are subject to the same calculation as regular supplies and write ins. The difference is just that supplies and write ins within kits take the quantity of the kit into consideration. **• For reports with date ranges, how is the date determined?** Reports spanning a date range must consider when a supply becomes a Budgeted, Committed and Actual amount. This date is determined as follows: **Condition****Date**On Accepted Supplier InvoiceThe Supplier Invoice dateUsage recordedThe date when the usage was recordedOn Purchase OrderThe date the Purchase Order was createdOtherwiseThe date the supply was added to the Job A supply can have both a usage recorded and be on an accepted Supplier Invoice. In this case the Supplier Invoice date takes precedence. Note that this does mean that if a supply is recorded as used in one month and then part of an accepted Supplier Invoice the next month the actual date will initially be the first month and then effectively moved to the next month once the Supplier Invoice is accepted. In this case the used date is considered provisional. --- # Sub Pages --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📄 How to access all Purchase Orders from the iPad Mobile App Source: https://ascora.com.au/kb/how-to-access-all-purchase-orders-from-the-ip Keeping track of purchase orders is essential for managing supplies and ensuring smooth job completion. In the Ascora iOS app, you can easily access all purchase orders, filter them by user or status, and make necessary updates directly from your device. This guide will walk you through how to locate, review, and modify purchase orders efficiently, ensuring your team stays organized and on top of supply management. --- **1.** Tap M**enu**and select **Purchase Orders.** [](%F0%9F%93%84%20How%20to%20access%20all%20Purchase%20Orders%20from%20the%20iPad%20/image2021-2-2_21-18-39.png) **2.** A list of purchase orders will be displayed which you can filter by user, or by PO status by tapping the corresponding buttons on the left side of the screen. To access the PO details and menus, simply tap on the PO reference number and you can make the same adjustments such as changing the delivery option and status, putting instructions and notes, and adjusting quantity ordered and quantity received. [](%F0%9F%93%84%20How%20to%20access%20all%20Purchase%20Orders%20from%20the%20iPad%20/image2021-2-2_21-21-5.png) --- # Sub Pages [📄 How to create Purchase Orders on iPad App](/kb/how-to-create-purchase-orders-on-ipad-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🖥️ How to access Custom Form Source: https://ascora.com.au/kb/how-to-access-custom-form Custom Forms in Ascora allow you to standardize data collection, ensuring accuracy and consistency across your jobs. Whether you’re reviewing an existing form or testing a newly created one, it’s essential to verify that the fields, formatting, and responses work correctly before deploying them in the field. This guide walks you through the **steps to download, review, and test a Custom Form**—both on the web and within the Ascora mobile app. Proper testing ensures that updates are applied, responses are captured correctly, and forms generate as expected in a **PDF format**. --- **1.**Go to **Advanced → Custom Forms.** **2.** Search for the Custom Form name and then click **View.** **** ## Testing your Custom Form on your Mobile App **1.**Access your job or a test job from the mobile app. [](%F0%9F%96%A5%EF%B8%8F%20How%20to%20access%20Custom%20Form/image2021-2-12_7-32-23.png) **2.** Navigate to **Custom Forms**tab and tap the **+ button.** *Search for the form you are wanting to test or simply select from the list.* [](%F0%9F%96%A5%EF%B8%8F%20How%20to%20access%20Custom%20Form/image2021-2-12_7-34-20.png) **3.** Scroll down to see the Custom Form details and questions and look for any adjustments that may be required. Once ready to complete the test, click **Generate**and it should create a PDF version. [](%F0%9F%96%A5%EF%B8%8F%20How%20to%20access%20Custom%20Form/image2021-4-16_13-16-29.png) ✅***Note:****Do not to use a draft or previously saved custom form to do the testing. Always tap the****+****button to test a new one. The reason for this is any updates/changes made on the custom form would not take effect on drafts previously created using the previous custom form version.* --- # Sub Pages [💻 How to update a Custom Form](/kb/how-to-update-a-custom-form) [📄 How to access Custom Form from the Android App](/kb/how-to-access-custom-form-from-the-android-ap) [📄 How to Access Custom Form from the iOS App](/kb/how-to-access-custom-form-from-the-ios-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📄 How to access Custom Form from the Android App Source: https://ascora.com.au/kb/how-to-access-custom-form-from-the-android-ap The Ascora Android app allows you to access, complete, and test custom forms directly from your mobile device. This ensures that job-specific documentation is accurate, up-to-date, and seamlessly integrated with the web platform. Whether you're filling out a form for a job in progress or testing updates made to a custom form, the app provides a simple and efficient way to manage your forms on the go. It’s important to always synchronize your mobile app before working with custom forms to ensure you’re using the most current version. Follow the steps below to access and complete a custom form from the Android app. ***Note:****Make sure to synchronise your mobile app first before completing or testing your custom form.* **1.**Access your job from the mobile app or use the search icon to locate a specific job where you want your custom form to be linked. [](%F0%9F%93%84%20How%20to%20access%20Custom%20Form%20from%20the%20Android%20App/image2021-2-12_7-32-23.png) **2.** Navigate to **Custom Forms** tab and tap the **+ button.** ***Note:****Do not use a draft or previously saved custom form to do the testing. Always tap the + button to test a new one since previous drafts won't be able to pick up the updates that you've made on the custom form.* [](%F0%9F%93%84%20How%20to%20access%20Custom%20Form%20from%20the%20Android%20App/image2021-2-12_7-34-20.png) **3.**Search and select the custom form that you need to test and in this example, it's called **JSA Custom Form - Test.** [](%F0%9F%93%84%20How%20to%20access%20Custom%20Form%20from%20the%20Android%20App/34c3d8d0-f353-430a-ba3b-e952632bfcf5.png) **4.**Once the custom form is displayed, enter the necessary details and once done, tap **GENERATE**and it will create the form as PDF. [](%F0%9F%93%84%20How%20to%20access%20Custom%20Form%20from%20the%20Android%20App/image2021-3-12_13-57-57.png) **5.**A PDF file is generated containing the information we've entered. [](%F0%9F%93%84%20How%20to%20access%20Custom%20Form%20from%20the%20Android%20App/image2021-3-12_14-25-56.png) ***ℹ Note:****This PDF form is accessible in Ascora web by going to the Job screen →****Attachments****tab.* [](%F0%9F%93%84%20How%20to%20access%20Custom%20Form%20from%20the%20Android%20App/image2021-3-12_14-38-21.png) --- # Sub Pages [📷 How to Add a Photo on your Custom Form](/kb/how-to-add-a-photo-on-your-custom-form) [✍️ How to Add a Signature on your Custom Form](/kb/how-to-add-a-signature-on-your-custom-form) [📄 How to Access Custom Form from the iOS App](/kb/how-to-access-custom-form-from-the-ios-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📄 How to Access Custom Form from the iOS App Source: https://ascora.com.au/kb/how-to-access-custom-form-from-the-ios-app Custom forms in the Ascora iOS app allow you to standardize data collection, ensuring that important job details, safety procedures, and compliance requirements are properly recorded. Whether you're filling out a form for a specific job or testing updates made to a custom form, accessing and completing forms in the mobile app is quick and straightforward. Follow the steps below to create and generate a PDF version of your custom form, which will automatically be stored in Ascora for future reference. --- ***Note:****Make sure to synchronise your mobile app first before completing or testing your custom form.* **1.**Access your job from the mobile and tap on **Forms**. [](%F0%9F%93%84%20How%20to%20Access%20Custom%20Form%20from%20the%20iOS%20App/image2021-3-12_15-27-44.png) **2.** Tap on the + icon. ***Note:****Do not use a draft or previously saved custom form to do the testing. Always tap the + button to test a new one since previous drafts won't be able to pick up the updates that you've made on the custom form.* [](%F0%9F%93%84%20How%20to%20Access%20Custom%20Form%20from%20the%20iOS%20App/image2021-3-12_15-30-54.png) **3.**Search and select the custom form that you need to test and in this example, it's called **SWMS - ASCORA.** [](%F0%9F%93%84%20How%20to%20Access%20Custom%20Form%20from%20the%20iOS%20App/image2021-3-12_15-32-56.png) **4.**Once the custom form is displayed, enter the necessary details and once done, tap **GENERATE**and it will create the form as PDF. [](%F0%9F%93%84%20How%20to%20Access%20Custom%20Form%20from%20the%20iOS%20App/image2021-3-12_16-16-35.png) **5.**A PDF file is generated containing the information we've entered. [](%F0%9F%93%84%20How%20to%20Access%20Custom%20Form%20from%20the%20iOS%20App/image2021-3-12_16-42-26.png) ***ℹ Note:****This PDF form is accessible in Ascora web by going to the Job screen →****Attachments****tab.* --- # Sub Pages [📷 How to Add a Photo on your Custom Form](/kb/how-to-add-a-photo-on-your-custom-form) [✍️ How to Add a Signature on your Custom Form](/kb/how-to-add-a-signature-on-your-custom-form) [👩‍💻Custom Form User Guide](/kb/custom-form-user-guide) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔤 How to access Equipment Custom Fields in Android App Source: https://ascora.com.au/kb/how-to-access-equipment-custom-fields-in-andr The Ascora Android app allows you to view and manage custom fields for equipment directly from the job screen. Custom fields can be configured in Ascora's administration area and assigned to either the **Details** or **Custom Details** sections, depending on how you prefer to organize equipment information. This guide will show you how to access and edit equipment custom fields within the Android app, ensuring that your field teams have the necessary information at their fingertips. When we add Custom Fields in **Administration → Custom Fields**area, we have the option to either add them in the **Details**area or in **Custom Details** area. If you don't have much information in the **Details**area then it's a good place to add your custom fields otherwise, you might want to add your custom fields in the **Custom Details** area. [](%F0%9F%94%A4%20How%20to%20access%20Equipment%20Custom%20Fields%20in%20Android/image2021-7-15_18-56-34.png) --- ## Accessing Equipment Custom Fields in Android App **1.**Tap **Equipment**tab from the Job screen and tap on the equipment name until the **box is checked** indicating you've selected the equipment and tap on the **Pencil icon.** [](%F0%9F%94%A4%20How%20to%20access%20Equipment%20Custom%20Fields%20in%20Android/image2021-7-15_17-58-39.png) **2. Equipment**tab displays by default and it's where you'll see your Custom Fields added in Details area. [](%F0%9F%94%A4%20How%20to%20access%20Equipment%20Custom%20Fields%20in%20Android/image2021-7-15_18-9-47.png) **3.**Tap on **Details**tab to see the Custom Fields added in Custom Details area. [](%F0%9F%94%A4%20How%20to%20access%20Equipment%20Custom%20Fields%20in%20Android/image2021-7-15_18-16-22.png) --- # Sub Pages [📦 Equipment & Barcodes](/kb/equipment-barcodes) [💻 How to add a Custom Field](/kb/how-to-add-a-custom-field) [▶️ How Custom Fields Work in Custom Forms](/kb/how-custom-fields-work-in-custom-forms-2) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🖥 How to Access the Customer Portal Source: https://ascora.com.au/kb/how-to-access-the-customer-portal The Ascora **Customer Portal** is a secure online gateway that allows your customers or clients to view and manage their own **Jobs**, **Quotes**, and **Equipment**, all in one place. Once a contact has been set up with portal access, they’ll receive an email containing login details—enabling them to create new jobs or quotes, update company information, and even track job progress and documents. By granting specific permissions to each contact, you can tailor what they can see and do, ensuring that only the right people have access to sensitive information. With the Customer Portal, your customers (depending on the permissions granted) can: - **Maintain Company Details**: Update addresses, contact information, and other essential records. - **View & Create Quotes**: Generate new quotes or review existing ones, streamlining back-and-forth communication. - **Access & Schedule Jobs**: See scheduled jobs, add new ones if needed, and keep track of job status and details. - **Manage Equipment**: Review existing equipment records or add new assets to ensure accurate service and maintenance. - **Browse Job Photos & Documents**: Easily access attached images and files for better transparency and record-keeping. Below, you'll find a detailed walkthrough of how the portal looks, what your customers can do in each section, and how they can navigate tasks like creating a new quote or job. By customizing permissions and setting up user-specific roles, the Customer Portal can become a powerful self-service tool—reducing administrative workload while enhancing customer satisfaction. [Example Welcome Email](#184c74d8-3182-8053-8345-c82ab5a17aa5)[My Details](#184c74d8-3182-80a5-bea9-f0cc439ececf)[Quotes](#184c74d8-3182-801c-9c8b-d6c0ded1488f)[Jobs](#184c74d8-3182-80af-a032-d8df931a1486)[Equipment](#184c74d8-3182-8081-9bbe-d203997d4ae6)[Job Photos](#184c74d8-3182-8089-aff3-d77431ee39cd)[Sub Pages](#184c74d8-3182-80b0-b873-f531daba51ef) ### Example Welcome Email Here's an example of the welcome email sent once you've been granted access to the Ascora Customer Portal. It contains all the details you'll need to login and get started in the Customer Portal. [](%F0%9F%96%A5%20How%20to%20Access%20the%20Customer%20Portal/image2021-6-25_8-12-17.png) Once you've clicked the login link you'll be able to jump into the Ascora Customer Portal by entering the Username and Password which can also be found in the email. [](%F0%9F%96%A5%20How%20to%20Access%20the%20Customer%20Portal/image2020-12-10_6-14-6.png) Once you’ve logged into the Ascora Customer Portal, you’ll find several **navigation links** at the top of the page. These links provide quick access to all the key areas of your account. ### My Details Under **My Details**, you can view and edit your company information, such as addresses, phone numbers, and other contact details. Keeping this section up-to-date ensures smooth communication and accurate records. [](%F0%9F%96%A5%20How%20to%20Access%20the%20Customer%20Portal/image2021-6-24_16-24-15.png) ### Quotes Within **Quotes**, you can view your existing quotes and, if permissions allow, create new ones. This feature lets you get a head start on potential work or services without waiting for office staff. [](%F0%9F%96%A5%20How%20to%20Access%20the%20Customer%20Portal/image2021-6-24_16-29-59.png) ✅**Tip**When creating a quote in the Customer Portal, you’ll enter some basic information (e.g., description, price estimate). Once saved, the quote becomes visible in Ascora’s web interface for office staff to finalize details like assigned users, scheduling, or additional information. Here's an example of the details displayed when creating a new Quote from the Ascora Customer Portal. [](%F0%9F%96%A5%20How%20to%20Access%20the%20Customer%20Portal/image2020-12-10_6-25-37.png) ### Jobs Under **Jobs**, you can browse existing jobs and potentially create new ones, depending on your permissions. Clicking on a job will display important details such as: - **Time Logged**: How many hours have been recorded. - **Date Booked**: When the job is scheduled. - **Work Undertaken**: A summary of what was done or needs to be done. [](%F0%9F%96%A5%20How%20to%20Access%20the%20Customer%20Portal/image2021-6-24_16-33-6.png) ### Equipment In the **Equipment** section, you can review any assets or plant items linked to your account, such as air conditioners or vehicles. You can also add new equipment if your permissions allow, making it easy to keep track of all items that require servicing or maintenance. [](%F0%9F%96%A5%20How%20to%20Access%20the%20Customer%20Portal/image2021-6-24_16-34-56.png) ### Job Photos Any photos or documents attached to a job are visible in **Job Details**. You can view or download these items to stay informed about the progress and specifics of your projects. [](%F0%9F%96%A5%20How%20to%20Access%20the%20Customer%20Portal/image2021-6-25_8-6-5.png) By offering these self-service options in the Customer Portal, Ascora helps reduce administrative overhead and ensures clear, direct communication between you and your customers or clients. Each section can be tailored to individual permissions, allowing you to give the right level of access to every contact. --- # Sub Pages --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📱 How to Activate Automatic Updates in iOS App Source: https://ascora.com.au/kb/how-to-activate-automatic-updates-in-ios-app On your iPhone / iPad, go to **Settings → iTunes & App Store**. Under this you should turn ON 1. App Updates 2. Automatic Downloads [](%F0%9F%93%B1%20How%20to%20Activate%20Automatic%20Updates%20in%20iOS%20App/image2020-11-5_21-27-31.png) --- # Sub Pages [📱 How to check Mobile App Version](/kb/how-to-check-mobile-app-version-2) [📱 iOS App](/kb/ios-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📞 How to Add a Callout Fee from your iPad Source: https://ascora.com.au/kb/how-to-add-a-callout-fee-from-your-ipad Adding a Callout Fee from your iPad is a quick and straightforward process, ensuring accurate job costing while on-site. This feature works seamlessly for both jobs and quotes, allowing you to apply the correct fee based on the service provided, such as after-hours or emergency callouts. Following the steps below, you’ll be able to add, adjust, or remove callout fees directly from the iPad app, keeping job details accurate and up to date. --- **1.** From the main screen or from the job screen, tap the job number to display the details. [](%F0%9F%93%9E%20How%20to%20Add%20a%20Callout%20Fee%20from%20your%20iPad/image2021-1-15_19-25-41.png) **2.**Tap **Labour**located on the left side of the iPad screen. [](%F0%9F%93%9E%20How%20to%20Add%20a%20Callout%20Fee%20from%20your%20iPad/image2021-1-15_19-27-0.png) **3.** Tap **Callout Fee**button. [](%F0%9F%93%9E%20How%20to%20Add%20a%20Callout%20Fee%20from%20your%20iPad/image2021-1-15_19-57-41.png) **4.**From this screen, select the corresponding Callout Fee from the list. In this example, we're choosing **After Hours Callout.** [](%F0%9F%93%9E%20How%20to%20Add%20a%20Callout%20Fee%20from%20your%20iPad/image2021-1-15_19-56-8.png) **Note:***To add a Callout Fee to a quote from your iPad, simply open the quote details screen and tap Labour. The rest of the steps are similar to how we add it to a job.* --- # Sub Pages [💲 Adding a Callout Fee to a Job](/kb/adding-a-callout-fee-to-a-job) [📲 Add a Callout Fee to a Quote](/kb/add-a-callout-fee-to-a-quote) [📱 iOS App](/kb/ios-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💻 How to add a Custom Field Source: https://ascora.com.au/kb/how-to-add-a-custom-field ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/ysz0zp87ny](https://ascora.wistia.com/medias/ysz0zp87ny) ### **Contents** - [Overview](https://support.ascora.com.au/display/AS/How+to+add+a+Custom+Field#HowtoaddaCustomField-Overview) - [Adding a Custom Field](https://support.ascora.com.au/display/AS/How+to+add+a+Custom+Field#HowtoaddaCustomField-AddingaCustomField) - [Rearranging Custom Fields](https://support.ascora.com.au/display/AS/How+to+add+a+Custom+Field#HowtoaddaCustomField-RearrangingCustomFields) - [Testing Custom Fields](https://support.ascora.com.au/display/AS/How+to+add+a+Custom+Field#HowtoaddaCustomField-TestingCustomFields) - [Quick Steps](https://support.ascora.com.au/display/AS/How+to+add+a+Custom+Field#HowtoaddaCustomField-QuickSteps) - [Viewing Custom Fields in the Ascora Mobile App (Android)](https://support.ascora.com.au/display/AS/How+to+add+a+Custom+Field#HowtoaddaCustomField-ViewingCustomFieldsintheAscoraMobileApp(Android)) - [Adding Custom Field to Equipment](https://support.ascora.com.au/display/AS/How+to+add+a+Custom+Field#HowtoaddaCustomField-AddingCustomFieldtoEquipment) - [Adding Custom Field to Job](https://support.ascora.com.au/display/AS/How+to+add+a+Custom+Field#HowtoaddaCustomField-AddingCustomFieldtoJob) - [Viewing Custom Fields in the Ascora Mobile App in iOS](https://support.ascora.com.au/display/AS/How+to+add+a+Custom+Field#HowtoaddaCustomField-ViewingCustomFieldsintheAscoraMobileAppiniOS) - [Adding Custom Field to Equipment in iOS](https://support.ascora.com.au/display/AS/How+to+add+a+Custom+Field#HowtoaddaCustomField-AddingCustomFieldtoEquipmentiniOS) - [Adding Custom Field to Job in iOS](https://support.ascora.com.au/display/AS/How+to+add+a+Custom+Field#HowtoaddaCustomField-AddingCustomFieldtoJobiniOS) # **Overview** Depending on the industry or the type of business that you run, you may have additional set of information that you want to be shown on Job, Quote, Customer, Equipment, Purchase Order, or Invoice. The option to add your preferred information is made easy by using “Custom Field” feature. This guide will help you learn on how to add Custom Field under Quotes and be able to use similar steps in adding Custom Fields for Invoices, Jobs, Equipment, and many more. These custom fields will be shown on the app as well. Custom field created with the same name will flow from Enquiry to Quote to Job. You can add Custom Fields for any of the following: [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image.png) --- # **Adding a Custom Field** **1.**Log into your Ascora Web Portal and click on **Administration** and then select **Custom Fields.** **2.** In the **Custom Fields** area, select from the drop down menu the module you would like to add your custom fields to. In this example, we’ll select **Quote**and we’ll add a Custom Field called **Site Inspection Date.** You will see two tabs namely **Details** and **Custom Details.** 1. **Details** – is the main Details tab. 1. **Custom Details** – can be used for a whole new tab specially for large number of fields. **3.** Let’s create a custom field in the Custom Details Tab. To proceed, click on **Custom Details,** and then click on **Add Field.** **4.**After clicking **Add Field** a pop up box appears for you to complete. - **Name** – type the name of the custom field you are creating. - **Type** – select from a variety of types whether they are Date, Text, Area, or Dropdown list. - **Required** – tick this if the field must always be filled in. - **Required Message** – where you can put some quick notes if you have important instructions to be followed. - **Save**– click this once all of the above details are already entered. **NOTE:**You can also add a Heading to break up the Custom Fields into clear areas. You can do it by clicking **Add Field** and complete the following.· **Name** – where you type the name of the Heading. In the example shown below, we name our heading “Additional Details.”· **Type** – select Heading and click on **Save**. --- # **Rearranging Custom Fields** **1.** Your added **Custom Field** will now appear at the bottom of the right panel. Just drag and drop it to the left side under **Custom Details** tab or wherever you like to position it and click on **Save Changes.** **NOTE:**You can always rearrange any of the fields by dragging them to their desired location. --- # **Testing Custom Fields** **1.** After adding the **Custom Field**, we now need to check and confirm the changes made. To do so, Click on **Quotes** tab and select a Quote (or create a new one). **2.** Click on **Custom Details** tab and you will see the newly added **Site Inspection Date** field located on the top most section the way it was positioned while making the changes earlier. **Congratulations!** You’ve just learned how to add **Custom Field** for **Quote**. You can repeat the above steps to add Custom Field for any of the other modules in Ascora. # **Quick Steps** - Go to **Administration à Custom Fields.** - Choose where you would like to add a **Custom Field** from the dropdown - Click on **Custom Details àAdd Field** - Enter the necessary information and click on **Save** - **Drag and Drop** your Custom Field into position and click **Save Changes** - **Test** your changes by creating a new Entity or opening an existing one. **NOTE:**Changes made will also appear in Ascora Mobile Apps. If you create these fields in the same name, the answer of these custom fields will flow from **Enquiry** **->Quote** **→Job** --- # **Viewing Custom Fields in the Ascora Mobile App (Android)** To test the newly created Custom Field, log in to the Ascora Mobile App on your phone or tablet. The screenshots below are based on the Android version of the Ascora Mobile App. This will work in a similar way on your iOS version of the Ascora mobile App. (*Refer to page 15 for the iOS version)* **1.** **Log in** to the Mobile App by entering your User email address and assigned Pin Code and tap the icon beside Schedule**.** [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2020-10-26_19-29-44.png) **2.** Tap **Quotes** and then tap the **+ icon** on the upper right. [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2020-10-26_19-30-25.png) **3.**Tap **Customer** to select the Site Customer and input the necessary details then click **Save**. Swipe left to reveal the hidden tabs on the right and look for **Custom Details.** [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2020-10-26_19-31-4.png) **4.**Tap **Custom Details** and you should see the newly added Custom Field called **Site Inspection Date**positioned under Additional Details heading. [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2020-10-26_19-31-34.png) **5.**If you added Custom Fields under Details tab, you can also see it in your Android mobile app. This is applicable if you don’t have much information to put in Custom Details tab and instead, you add custom fields under Details tab. **6.**To proceed, tap **Details**from the main Quote screen then scroll down and tap **Customer Name**. [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2020-10-26_19-32-13.png) **7.**Scroll down and you will find your newly added Custom Field. In the following example, we’ve added Custom Field named “**Comments** **or** **Special** **Instructions**” in **Details** tab under a heading named Additional Details. [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2020-10-26_19-33-9.png) --- # **Adding Custom Field to Equipment** Following the same steps, you can add Custom Fields to Equipment. This is helpful when you need to add certain information unique to your equipment. **1.** Repeat steps 1, 2, and 3, but choose Equipment from the dropdown menu. After saving the changes in Ascora web, you should be able to see the same information in your Android mobile app. **2.** From your Android mobile app, select an existing job, a quote, or a customer, and scroll to the right and tap **Equipment** and then the **+ icon** located at the lower left portion of the screen. In this example, we choose from one of the existing jobs. [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2020-10-26_19-34-33.png) **3.** Tap the **+ icon** again and tap **Details tab**. You should see the newly added custom field. In the following example, we added the custom field named **Testing Completion Date** under Equipment module. [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2020-10-26_19-35-1.png) --- # **Adding Custom Field to Job** You can also add Custom Fields to Job. After saving the changes in Ascora web, you should be able to see the same information from the mobile app. **1.** Tap an existing job and you should see the newly added Custom Field right away. In this example, we added the custom field named **Additional Tasks Completed** under Details tab. [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2020-10-26_19-36-16.png) **2.** If you’ve added it in Custom Details tab, simply scroll to the right and tap **Custom Details** tab where you can see your newly added custom field. [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2020-10-26_19-36-46.png) --- # **Viewing Custom Fields in the Ascora Mobile App in iOS** To test the newly created Custom Field, log in to the Ascora Mobile App on your iPhone. The screenshots below are based on the iOS version of the Ascora Mobile App. **1.** **Log in** to the Mobile App on your iPhone by entering your User Email Address and assigned Pin Code and tap the icon located on the upper left. [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2021-2-19_19-48-50.png) **2.** Tap **Quotes** and then tap the **+ icon** on the upper right. [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2021-2-19_19-49-22.png) **3.** Tap **Site Customer** and input the necessary details then click **Save**. Scroll down and look for the heading **Custom** **Details**. Your newly added custom field will appear. [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2021-2-19_19-49-59.png) **4.** If you added Custom Fields under Details tab, you can see it right below **Details** tab or under a heading if you’ve also added one. In the following example, we’ve added a custom field named **“Comments or Special Instructions”** under a new header called **“Additional Details.”** [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2021-2-19_19-50-34.png) --- # **Adding Custom Field to Equipment in iOS** Following the same steps, you can add Custom Fields to Equipment. This is helpful when you need to add certain information unique to your equipment or perhaps you just need to rearrange some fields. **1.** Repeat steps 1, 2, and 3, but choose Equipment from the dropdown menu. After saving the changes in Ascora web, you should be able to see the same information in your iOS mobile app. **2.**From your iPhone mobile app, select an existing job, a quote, or a customer, and tap **Menu** located at the upper right portion of the screen. In this example, we choose from one of the existing jobs. [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2021-2-19_19-51-35.png) **3.**Tap **Equipment** and then tap **Equipment Details** to show more information. [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2021-2-19_19-52-7.png) **4.** Scroll down and look until you see Custom Details tab. In the following example, we added the custom field named **Testing Completion Date** under Equipment module. [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2021-2-19_19-52-38.png) --- # **Adding Custom Field to Job in iOS** You can also add Custom Fields to Job. After saving the changes in Ascora web, you should be able to see the same information from the mobile app. **1.** Tap an existing job and you should see the newly added custom field right away. In this example, we added the custom field named **Additional Tasks Completed** under Details tab. If you’ve added it in Custom Details tab, simply scroll down further down and you should see the **Custom Details** section. [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2021-2-19_19-53-20.png) **2.** In the following example, we added a custom field called **Special Instructions** under **Custom Details** tab. [](%F0%9F%92%BB%20How%20to%20add%20a%20Custom%20Field/image2021-2-19_19-53-44.png) --- # Sub Pages [▶️ How Custom Fields work in Custom Forms](/kb/how-custom-fields-work-in-custom-forms) [🗂️ How Custom Fields Work in Document Templates](/kb/how-custom-fields-work-in-document-templates) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🗒️ How to Add a Merge Field in your Document Template Source: https://ascora.com.au/kb/how-to-add-a-merge-field-in-your-document-tem-2 Merge fields allow you to **automatically populate key details** in your document templates, eliminating manual entry and ensuring accuracy across your invoices, quotes, job cards, and other templates. By correctly inserting merge fields, you can dynamically pull data from Ascora, saving time and maintaining a **professional, branded look** for your documents. **Why Use Merge Fields?** ✔ **Reduce Manual Data Entry** – Automate key information such as job details, customer names, and totals. ✔ **Ensure Accuracy** – Prevent errors by pulling real-time data directly from Ascora. ✔ **Customize Templates Easily** – Tailor your invoices, quotes, and reports with the exact fields you need. **Important Considerations** ⚠ **Merge fields must be inserted correctly** to function properly. Incorrect formatting can cause templates to fail, prevent data from auto-populating, or result in errors like "Error 500." ⚠ **Copying and pasting merge fields** does not work. Each field must be inserted manually using the steps outlined in this guide. --- This guide will walk you through the correct way to: ✅ Insert merge fields into document templates ✅ Format them properly for seamless integration ✅ Upload and test your updated template Following these steps ensures your document templates remain **professional, accurate, and fully functional**. **Note:*********This is the proper way of adding a merge field for it to work when creating or editing document templates. If done incorrectly, document templates will either fail to generate or data will not auto populate or at times, you will get error 500.* ## Adding a Merge Field **1.**Go to **Administration → Document Templates**. **2.** Select the template where you'd like a merge fields added to by clicking the **Pencil**icon. *In this example we are editing the invoice template called*Invoice - Itemised (Grey)*.* **3.** Click Download Template. **3.1**Depending on your computer settings, it will either download automatically which you will need to open from your Downloads Folder or it might ask you to save the file manually. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%9D%20Document%20Templates%20Guides/%F0%9F%97%92%EF%B8%8F%20How%20to%20Add%20a%20Merge%20Field%20in%20your%20Document%20Templ/image2021-4-13_16-39-26.png) **4.** Open the downloaded template and click **Enable Editing** if prompted and position your mouse cursor in the area where you want to add the merge field or perhaps add it in a table format if preferred. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%9D%20Document%20Templates%20Guides/%F0%9F%97%92%EF%B8%8F%20How%20to%20Add%20a%20Merge%20Field%20in%20your%20Document%20Templ/image2021-4-13_16-47-59.png) **5.**On the **Insert**Menu in Word Document, click on **Quick Parts**, then **Fields**. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%9D%20Document%20Templates%20Guides/%F0%9F%97%92%EF%B8%8F%20How%20to%20Add%20a%20Merge%20Field%20in%20your%20Document%20Templ/image2021-2-17_19-57-44.png) **6.**Select **MergeField** in the Field names area and enter the name of the field to be displayed then click **Ok**. In this example, we are adding the merge field called WorkUndertaken. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%9D%20Document%20Templates%20Guides/%F0%9F%97%92%EF%B8%8F%20How%20to%20Add%20a%20Merge%20Field%20in%20your%20Document%20Templ/image2021-2-17_19-58-1.png) ✅**Note:** The field name needs to be in exactly the same format as listed in the table of available fields*. See**[📃 Document Template User Guide](/kb/document-template-user-guide)**for a list of available field names.* **7*****.***After adding the merge field, you should see it in a unique format like the one shown below and when you click on it, it should automatically highlight the entire merge field. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%9D%20Document%20Templates%20Guides/%F0%9F%97%92%EF%B8%8F%20How%20to%20Add%20a%20Merge%20Field%20in%20your%20Document%20Templ/image2021-2-17_19-58-12.png) ***Note:****Copying and pasting the merge field and changing it to a different name does not work as it only changes the physical component of the merge field but not the actual command associated with it.* Repeat steps 1 and 2 when adding another merge field. **8.**Once you've finalised the changes, save the template in your computer by clicking **File → Save As** and you might edit the file name to indicate it's an updated copy. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%9D%20Document%20Templates%20Guides/%F0%9F%97%92%EF%B8%8F%20How%20to%20Add%20a%20Merge%20Field%20in%20your%20Document%20Templ/image2021-4-13_16-51-47.png) **9.** Go back to Ascora page in **Administration → Document Templates**→ and click **Upload a New Template** and select the updated version that you just saved. Make sure to click **Save**button to finalise the updates. We've just completed the process of adding a merge field to a document template. ✅**Note:** *You can follow exactly the same steps when you need to add merge fields to other document template types which could be a quote template, job card, purchase order template, etc.**To see a list of available merge fields, see user**[📃 Document Template User Guide](/kb/document-template-user-guide)**and look for Detail Fields.* ## Video Guide - *How to Add a Merge Field* Video guide (to be re-embedded): How to Add a Merge Field --- # Sub Pages [🗒️ How to Edit a Merge Field](/kb/how-to-edit-a-merge-field) [🗂️ How Custom Fields Work in Document Templates](/kb/how-custom-fields-work-in-document-templates) [📝 Document Templates Guides](/kb/document-templates-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🗒️ How to Add a Merge Field in your Document Template Source: https://ascora.com.au/kb/how-to-add-a-merge-field-in-your-document-tem Merge fields allow you to **automatically populate key details** in your document templates, eliminating manual entry and ensuring accuracy across your invoices, quotes, job cards, and other templates. By correctly inserting merge fields, you can dynamically pull data from Ascora, saving time and maintaining a **professional, branded look** for your documents. **Why Use Merge Fields?** ✔ **Reduce Manual Data Entry** – Automate key information such as job details, customer names, and totals. ✔ **Ensure Accuracy** – Prevent errors by pulling real-time data directly from Ascora. ✔ **Customize Templates Easily** – Tailor your invoices, quotes, and reports with the exact fields you need. **Important Considerations** ⚠ **Merge fields must be inserted correctly** to function properly. Incorrect formatting can cause templates to fail, prevent data from auto-populating, or result in errors like "Error 500." ⚠ **Copying and pasting merge fields** does not work. Each field must be inserted manually using the steps outlined in this guide. --- This guide will walk you through the correct way to: ✅ Insert merge fields into document templates ✅ Format them properly for seamless integration ✅ Upload and test your updated template Following these steps ensures your document templates remain **professional, accurate, and fully functional**. **Note:*********This is the proper way of adding a merge field for it to work when creating or editing document templates. If done incorrectly, document templates will either fail to generate or data will not auto populate or at times, you will get error 500.* ## Adding a Merge Field **1.**Go to **Administration → Document Templates**. **2.** Select the template where you'd like a merge fields added to by clicking the **Pencil**icon. *In this example we are editing the invoice template called Invoice Itemised 3 by adding a merge field called WorkUndertaken but you can certainly add other merge fields based on the available list of merge fields.* **3.** Click **Download Template**. **3.1**Depending on your computer settings, it will either download automatically which you will need to open from your Downloads Folder or it might ask you to save the file manually. [](%F0%9F%97%92%EF%B8%8F%20How%20to%20Add%20a%20Merge%20Field%20in%20your%20Document%20Templ/image2021-4-13_16-39-26.png) **4.** Open the downloaded template and click **Enable Editing** if prompted and position your mouse cursor in the area where you want to add the merge field or perhaps add it in a table format if preferred. [](%F0%9F%97%92%EF%B8%8F%20How%20to%20Add%20a%20Merge%20Field%20in%20your%20Document%20Templ/image2021-4-13_16-47-59.png) **5.**On the **Insert**Menu in Word Document, click on **Quick Parts**, then **Fields**. [](%F0%9F%97%92%EF%B8%8F%20How%20to%20Add%20a%20Merge%20Field%20in%20your%20Document%20Templ/image2021-2-17_19-57-44.png) **6.**Select **MergeField** in the Field names area and enter the name of the field to be displayed then click **Ok**. In this example, we are adding the merge field called WorkUndertaken. [](%F0%9F%97%92%EF%B8%8F%20How%20to%20Add%20a%20Merge%20Field%20in%20your%20Document%20Templ/image2021-2-17_19-58-1.png) ✅**Note:** The field name needs to be in exactly the same format as listed in the table of available fields*. See**[📃 Document Template User Guide](/kb/document-template-user-guide)**for a list of available field names.* **7*****.***After adding the merge field, you should see it in a unique format like the one shown below and when you click on it, it should automatically highlight the entire merge field. [](%F0%9F%97%92%EF%B8%8F%20How%20to%20Add%20a%20Merge%20Field%20in%20your%20Document%20Templ/image2021-2-17_19-58-12.png) ***Note:****Copying and pasting the merge field and changing it to a different name does not work as it only changes the physical component of the merge field but not the actual command associated with it.* Repeat steps 1 and 2 when adding another merge field. **8.**Once you've finalised the changes, save the template in your computer by clicking **File → Save As** and you might edit the file name to indicate it's an updated copy. [](%F0%9F%97%92%EF%B8%8F%20How%20to%20Add%20a%20Merge%20Field%20in%20your%20Document%20Templ/image2021-4-13_16-51-47.png) **9.** Go back to Ascora page in **Administration → Document Templates**→ and click **Upload a New Template** and select the updated version that you just saved. Make sure to click **Save**button to finalise the updates. We've just completed the process of adding a merge field to a document template. ✅**Note:** *You can follow exactly the same steps when you need to add merge fields to other document template types which could be a quote template, job card, purchase order template, etc.**To see a list of available merge fields, see user**[📃 Document Template User Guide](/kb/document-template-user-guide)**and look for Detail Fields.* ## Video Guide - *How to Add a Merge Field* Video guide (to be re-embedded): How to Add a Merge Field --- # Sub Pages [🗒️ How to Edit a Merge Field](/kb/how-to-edit-a-merge-field) [📝 Document Templates Guides](/kb/document-templates-guides) [📃 How to Update a Document Template](/kb/how-to-update-a-document-template) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📷 How to Add a Photo on your Custom Form Source: https://ascora.com.au/kb/how-to-add-a-photo-on-your-custom-form Ascora allows you to enhance your Custom Forms by incorporating **photos**, either taken directly from a mobile device or uploaded from the photo library. This feature is especially useful for capturing job site conditions, proof of work, or other essential visual documentation. This guide will walk you through: - **How to insert a photo placeholder into a Custom Form** - **How to configure photo fields in Ascora** - **How to test and use the photo upload feature in the Ascora mobile app (Android & iOS)** By following these steps, you can ensure your forms are structured to capture and display images correctly, improving record-keeping and job documentation. --- **1.** Go to **Advanced → Custom Forms**and click **View**for the form you want to edit. **** **2.**Under "Quick Add", select Photo to create the field. 3. Fill out the details of the field and drag and drop it among others to choose its placement. ![](/kb/media/1952) ## Testing your Custom Form on your Android Mobile App Make sure to synchronise your mobile app first before running the test. **1.**Access your job from the mobile app. [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-2-12_7-32-23.png) **2.** Navigate to **Custom Forms** tab and tap the **+ button.** *The form that appears should already be the updated version.* ***Note:****Do not use a draft or previously saved custom form to do the testing. Always tap the + button to test a new one.* [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-2-12_7-34-20.png) **3.**Select the custom form that you need to test and in this example, it's called **Custom Form test by Ascora.** [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/72831a67-7414-4429-9136-0604cd367854.png) **4.**Once the custom form is displayed, you're able to add a photo by tapping either of the two options. **New Photo** - allows you to take a photo from your phone camera and add it to the job. **Select Photo** - allows you to select a photo that you may have previously saved in your phone library. [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-3-7_13-59-26.png) **5.**When you add photos for the first time, make sure to tap **ALLOW**when you see the following pop up box. [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-3-7_14-2-3.png) **6.** In this example, we tap **Select Photo** to select one that is already saved in photo gallery. [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-3-7_13-55-34.png) ***7.***After selecting the photo or adding a new photo, a preview will be shown and to continue, click **GENERATE**. [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-3-7_14-6-45.png) **8.**A PDF file is generated which now contains the photo that we've just added. [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-3-7_14-9-50.png) ## Testing your Custom Form on your iPad App Make sure to synchronise your mobile app first before running the test. **1.**Access your job from the mobile app by tapping **Menu → Jobs.** [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-3-8_17-54-9.png) **2.**Tap one of the jobs to access more details and menus. Alternatively, you can use the search button to search for a specific job. [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-3-8_18-4-9.png) **3.**Tap **Forms**button which is located on the left side of the screen. [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-3-8_18-8-16.png) **4.**Tap **Add** button. [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-3-8_18-33-6.png) **5.**Search for the Custom Form by typing its name. *In this example, we are accessing the custom form called****Custom Form Test by Ascora.*** [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-3-8_18-33-34.png) **6.**Once the custom form is displayed, you're able to add a photo by tapping either of the two options. **New Photo** - allows you to take a photo from your phone camera and add it to the job. **Select Photo** - allows you to select a photo that you may have previously saved in your phone library. [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-3-8_19-0-35.png) **7.**When you add photos for the first time, make sure to tap **OK**when you see the following pop up box. [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-3-8_19-19-48.png) **8.**In this example, we tap **Photo Library** to select one of the photos that was already saved. [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-3-8_20-3-28.png) **9.** After selecting the photo or adding a new photo, a preview will be shown and to continue, click **GENERATE**. [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-3-8_19-11-25.png) **10.** A PDF file is generated which now contains the photo that we've just added. [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-3-8_19-18-12.png) **Note:***This PDF form is accessible in Ascora web by going to the Job screen →****Attachments****tab.* [](%F0%9F%93%B7%20How%20to%20Add%20a%20Photo%20on%20your%20Custom%20Form/image2021-3-7_12-10-27.png) --- # Sub Pages [🔄 How to Automate a Custom Form at Job Check-in or at Job Completion](/kb/how-to-automate-a-custom-form-at-job-check-in) [💻 How to add a Custom Field](/kb/how-to-add-a-custom-field) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📞 How to Add Callout Fee from the Android Mobile App Source: https://ascora.com.au/kb/how-to-add-callout-fee-from-the-android-mobil Easily add Callout Fees on the go with the Ascora Android app. Whether you’re working on a job or preparing a quote, this feature ensures accurate billing for emergency or after-hours services. Follow the steps below to quickly apply the appropriate Callout Fee, keeping your invoicing accurate and hassle-free. --- **1.** From the main screen, search for the job and tap it to access the Details screen and tap on **Labour**. [](%F0%9F%93%9E%20How%20to%20Add%20Callout%20Fee%20from%20the%20Android%20Mobile%20A/image2021-1-15_19-45-47.png) **2.**Tap **Add**beside Callout and select from the list by tapping the corresponding item. In this example, we're adding **After Hours Callout** to this job. [](%F0%9F%93%9E%20How%20to%20Add%20Callout%20Fee%20from%20the%20Android%20Mobile%20A/image2021-1-15_19-16-55.png) **Note:***To add a Callout Fee to a quote from your Android Mobile App, simply open the quote details screen and tap Labour. The rest of the steps are similar to how we add it to a job.* --- # Sub Pages [📞 How to Add a Callout Fee from your iPad](/kb/how-to-add-a-callout-fee-from-your-ipad) [💲 Adding a Callout Fee to a Job](/kb/adding-a-callout-fee-to-a-job) [📲 Add a Callout Fee to a Quote](/kb/add-a-callout-fee-to-a-quote) [📱 Android App](/kb/android-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💬 How to add Common Phrases Source: https://ascora.com.au/kb/how-to-add-common-phrases In Ascora, **Common Phrases** are a convenient way to quickly populate job descriptions and work undertakings without retyping the same content every time. Whether you’re working from the web interface or using Ascora’s mobile apps, these pre-defined phrases save valuable time and ensure consistency across multiple jobs or quotes. By simply selecting relevant phrases from a list, you can expedite the process of documenting your work, maintain standardized messaging, and reduce errors or omissions. This guide walks you through setting up Common Phrases in **Administration → Jobs**, and shows how to access them from both Android and iOS devices for seamless, on-the-go updates. ## 📽 Watch the video guides ⤵ **Website Guide** [https://ascora.wistia.com/medias/ce4cs6k4pd](https://ascora.wistia.com/medias/ce4cs6k4pd) **Mobile Guide** [https://ascora.wistia.com/medias/sq9db1p2pn](https://ascora.wistia.com/medias/sq9db1p2pn) --- ### Setting Up Common Phrases in Ascora **Access the Common Phrases Settings** - Navigate to **Administration → Jobs** in Ascora’s main menu. This is where you can add, edit, or remove your standard phrases. [](%F0%9F%92%AC%20How%20to%20add%20Common%20Phrases/image2020-12-15_17-3-57.png) **Add a New Phrase** - Click **Add New** to create a phrase you frequently use for job descriptions or work notes. - Type the phrase in the provided field, then click **Save**. [](%F0%9F%92%AC%20How%20to%20add%20Common%20Phrases/image2020-12-15_17-1-40.png) You've now added your common phrases which can be accessed from the mobile app. ℹ️**Tip:** Use concise, descriptive phrases (e.g., “Completed safety inspection” or “Performed routine maintenance”) to maintain clarity and consistency across multiple jobs. --- ### **Using Common Phrases from your Mobile App (Android)** **Open the Job** - From the main **Jobs** screen on your Android device, locate and tap the job you want to update. - Select the **Summary** tab to access key job details. [](%F0%9F%92%AC%20How%20to%20add%20Common%20Phrases/image2020-12-15_17-19-53.png) **Insert a Common Phrase** - Next to **Job Description** (or **Work Undertaken**), tap **Add Phrase**. - Choose the relevant phrase from your predefined list; it will automatically populate the text box. [](%F0%9F%92%AC%20How%20to%20add%20Common%20Phrases/image2020-12-15_17-30-42.png) ℹ️**Note:** Phrases you add are auto-saved. If you need to edit or remove any text, simply adjust it after inserting the phrase. --- ### **Using Common Phrases from your Mobile App (ipad)** **Select the Job or Quote** - Open Ascora on your iPad and choose the job or quote you wish to update. - Scroll to the **Job Description** or **Work Undertaken** section. [](%F0%9F%92%AC%20How%20to%20add%20Common%20Phrases/image2020-12-15_19-7-25.png) **Tap to Insert a Phrase** - Tap **Add Phrase** and pick from the list of available options. - The phrase will populate immediately into your text field. [](%F0%9F%92%AC%20How%20to%20add%20Common%20Phrases/image2020-12-15_19-11-39.png) ℹ️**Pro Tip:** Keep a set of standard phrases for common tasks (e.g., inspections, routine checks). This helps maintain uniform reporting across multiple devices and saves significant time on data entry. ✅To access a tutorial video about Common Phrases you can click the link below:*[https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-Jobs-CommonPhrases](https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-Jobs-CommonPhrases)* --- # Sub Pages [🏢 Admin](/kb/admin) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ➕ How to add Inclusions and Exclusions to Quotes Source: https://ascora.com.au/kb/how-to-add-inclusions-and-exclusions-to-quote In Ascora, you can streamline your quoting process by defining common **inclusions** (items or services typically covered) and **exclusions** (items or services not included). Once set up, these lists can be quickly added to any quote and displayed in your final quote document. By configuring your **Quote Template** to reference these lists, you’ll save time on repetitive data entry, maintain consistency in what you promise customers, and enhance clarity around the scope of work. Follow the steps below to create and manage inclusions/exclusions, customize your quote templates, and then test the final quote document to ensure it accurately reflects the details you want to share with your clients. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/nqxe7vt2wh](https://ascora.wistia.com/medias/nqxe7vt2wh) --- There are two steps to complete in order to add Inclusion and Exclusion to Quotes. First is to configure your list of inclusions and exclusions in**Administration → Quotes** and once done, configure your Quote Template in order to pick up inclusion and exclusion details automatically. ### Setting up Inclusions/Exclusions 1. Go to **Administration → Quotes.** [](%E2%9E%95%20How%20to%20add%20Inclusions%20and%20Exclusions%20to%20Quotes/image2020-12-8_14-57-54.png) 2. Click **Add Inclusions Group** and enter "Inclusions" as name. Click the **+ icon** to add individual inclusion lines and once done, click **Save**. You can also click the **Pen icon** to edit or **Trash icon** to delete. [](%E2%9E%95%20How%20to%20add%20Inclusions%20and%20Exclusions%20to%20Quotes/image2020-12-8_15-23-39.png) ℹ️**Note:** You can repeat the above steps to add Exclusions. ### Configuring your Quote template 1. Go to **Administration → Document Templates**and edit your Quote template following the steps below. [](%E2%9E%95%20How%20to%20add%20Inclusions%20and%20Exclusions%20to%20Quotes/image2020-12-8_15-35-41.png) **Step 3 Reference** When editing your Quote template, please ensure to add the corresponding tables and merge fields for inclusions and exclusions as indicated in the image below. [](%E2%9E%95%20How%20to%20add%20Inclusions%20and%20Exclusions%20to%20Quotes/image2020-12-8_15-42-23.png) ℹ️*To learn more about adding and editing merge fields, please click here*** Congratulations, you've now successfully set up your Inclusions and Exclusions for Quotes. ### Testing your Quote Template with Inclusions and Exclusions 1. Go to Quotes tab and access the quote that you need to test. From the Details tab, scroll down and look for Inclusions and Exclusions area. Click A**dd Existing Inclusion** and select from your existing list**.**You can follow the same steps to add exclusions in Exclusions area. [](%E2%9E%95%20How%20to%20add%20Inclusions%20and%20Exclusions%20to%20Quotes/image2020-12-8_16-2-52.png) ℹ️**Note:**If you want to add a completely new inclusion or just a once off, click **"Add New Inclusion** and it allows you to enter one which is not part from the list. 2. After adding inclusions and exclusions, go back to the main Quote screen and select the quote template configured to pick up inclusions/exclusions and click **View Quote.** [](%E2%9E%95%20How%20to%20add%20Inclusions%20and%20Exclusions%20to%20Quotes/image2020-12-8_16-14-27.png) 3. You should now see inclusions in your quote document. In this example, we added 3 inclusions which are shown once quote document is generated. [](%E2%9E%95%20How%20to%20add%20Inclusions%20and%20Exclusions%20to%20Quotes/image2020-12-8_16-19-52.png) --- # Sub Pages [🗎 Quotes](/kb/quotes) [ℹ Add Details to a Quote](/kb/add-details-to-a-quote) [📄 How to Create a New Quote](/kb/how-to-create-a-new-quote) [📃 Creating a Quote from a Template](/kb/creating-a-quote-from-a-template) [📃 Importing Quotes](/kb/importing-quotes) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💼 How to Add Labour Charges from the Android Mobile App Source: https://ascora.com.au/kb/how-to-add-labour-charges-from-the-android-mo The Ascora Android app allows you to easily add labour charges directly from your mobile device, ensuring that job costing is accurate and up to date. Whether you're working on a job or preparing a quote, the app lets you assign labour roles, track time, and manage costs efficiently. This guide walks you through the simple steps to add labour charges, helping you keep your records organized and ensuring that billing aligns with the work completed. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/onlcph00lw](https://ascora.wistia.com/medias/onlcph00lw) --- **1.** From the main screen, search for the job and tap it to access the Details screen and tap on **Labour**. [](%F0%9F%92%BC%20How%20to%20Add%20Labour%20Charges%20from%20the%20Android%20Mobil/image2021-1-15_19-45-47.png) **2.** Tap **Add**beside Labour and select the user as well as **Labour Role**. In this example, we've added Builder Role to user Courtney. [](%F0%9F%92%BC%20How%20to%20Add%20Labour%20Charges%20from%20the%20Android%20Mobil/image2021-1-15_18-41-57.png) **Note:** *To add labour charges to a quote from your Android App, simply access the quote details screen and the rest of the steps are the same.* --- # Sub Pages [💲 How to Add Labour Charges to a Quote](/kb/how-to-add-labour-charges-to-a-quote) [⚒ How to Add Labour Charges to a Job](/kb/how-to-add-labour-charges-to-a-job) [⏲ How to Add Non-Chargeable Labour to a Job](/kb/how-to-add-non-chargeable-labour-to-a-job) [👷‍♀️ How to Add Labour Charges from iPad](/kb/how-to-add-labour-charges-from-ipad) [💵 How to Set Up Rates & Charges](/kb/how-to-set-up-rates-charges) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⚒ How to Add Labour Charges to a Job Source: https://ascora.com.au/kb/how-to-add-labour-charges-to-a-job Efficiently tracking and managing labour costs is crucial for ensuring accurate job costing and billing. Ascora streamlines this process by allowing users to capture labour charges in real time, whether through check-ins/check-outs at job sites, manual entries, or mobile app inputs. This ensures that all labour activities are accurately recorded and appropriately charged (or not charged) to customers as needed. Labour charges can be added, edited, and tracked directly from the **Labour & Callout Tab** on the Job Card, where all timesheet information is conveniently displayed. You can also customize labour roles, rates, and charge settings to align with your operational and financial requirements. Ascora offers multiple ways to add labour charges: 1. **Web Application:** Add or edit charges directly from the Job Card. 1. **Mobile App (Android & iPad):** Quickly log labour details on-site, ensuring flexibility and accuracy for field staff. With the ability to integrate with your accounting system, Ascora also automates the flow of labour costs into your financial records, reducing administrative effort and errors. By leveraging these tools, businesses can maintain transparency, improve efficiency, and enhance job profitability. Follow the steps below to learn how to add, edit, and manage labour charges from both the web and mobile platforms. ▶ [Adding Labour Charges via the Web](#185c74d8-3182-80fa-bee5-ea99907e5ecd) ▶ [Adding Labour Charges from the Mobile App (Android)](#185c74d8-3182-80ff-ae1b-cac8558cb157) ▶ Adding Labour Charges from the Mobile App (ipad) --- ## Adding Labour Charges via the Web **Navigate to the Labour Section:** - Choose the **Labour & Callout Tab** on the Job Card and scroll down to the Labour section. - Existing time-sheet information added by users will be displayed here for review. [](%E2%9A%92%20How%20to%20Add%20Labour%20Charges%20to%20a%20Job/image2021-1-15_18-48-34.png) **Add Labour Charges:** - Click the **+Add Labour** button to open the Add Labour Item pop-up window. [](%E2%9A%92%20How%20to%20Add%20Labour%20Charges%20to%20a%20Job/image2021-1-15_18-54-24.png) **Fill Out Labour Details:** - **User:** Select the relevant staff member from the dropdown menu. - **Role:** Assign a labour role to determine the rate (e.g., Builder, Electrician). - **Date:** Specify the date of the work. - **Description:** Provide a brief description of the work performed. - **Labour Hours:** Enter the number of hours worked. - **Chargeable Toggle:** Check or uncheck the toggle to indicate whether the charge is billable to the customer. - Click **Save** to finalize the entry. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FAdd_Labour_Window.png) ℹ️**Tip:** Labour roles and rates can be customized in **Administration → Rates & Charges** for better accuracy and alignment with your business model. ℹ️To learn more about Rates & Charges, please access the ***How to set up Rates and Charges*** user guide. --- ## Adding Labour Charges from the Mobile App (Android) **Locate the Job:** - On the main screen, search for the relevant job and tap it to access the **Details** screen. - Tap the **Labour** section. [](%E2%9A%92%20How%20to%20Add%20Labour%20Charges%20to%20a%20Job/image2021-1-15_19-45-47.png) **Add Labour Entry:** - Tap the **Add** button beside Labour. - Select the user and assign the relevant **Labour Role**. In this example, we've added Builder Role to user Courtney. [](%E2%9A%92%20How%20to%20Add%20Labour%20Charges%20to%20a%20Job/image2021-1-15_18-41-57.png) ℹ️**Note:** Labour charges for quotes can be added in the same way by accessing the quote details screen. --- ## How to Add Labour Charges from the Mobile App (iPad) **Open the Job Details:** - From the main screen or job screen, tap the job number to display the details. [](%E2%9A%92%20How%20to%20Add%20Labour%20Charges%20to%20a%20Job/image2021-1-15_19-25-41.png) **Access Labour Section:** - Tap the **Labour** tab located on the left side of the iPad screen. [](%E2%9A%92%20How%20to%20Add%20Labour%20Charges%20to%20a%20Job/image2021-1-15_19-27-0.png) **Add Labour:** - Tap the **Add Labour** button to open the entry form. [](%E2%9A%92%20How%20to%20Add%20Labour%20Charges%20to%20a%20Job/image2021-1-15_19-29-5.png) **Complete Labour Details:** - Select the **User** and **Labour Role**. - Manually adjust the duration or rates if needed. - Tap **Save** to confirm the entry. [](%E2%9A%92%20How%20to%20Add%20Labour%20Charges%20to%20a%20Job/image2021-1-15_19-35-38.png) ℹ️**Note:** The same steps apply for adding labour charges to quotes from an iPad. --- # Sub Pages [⏲ How to Add Non-Chargeable Labour to a Job](/kb/how-to-add-non-chargeable-labour-to-a-job) [👷‍♀️ How to Add Labour Charges from iPad](/kb/how-to-add-labour-charges-from-ipad) [💲 How to Add Labour Charges to a Quote](/kb/how-to-add-labour-charges-to-a-quote) [💼 How to Add Labour Charges from the Android Mobile App](/kb/how-to-add-labour-charges-from-the-android-mo) [📝 How to Add Timesheet Details, Supply Details, and Labour Details in a Custom Form](/kb/how-to-add-timesheet-details-supply-details-a) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💲 How to Add Labour Charges to a Quote Source: https://ascora.com.au/kb/how-to-add-labour-charges-to-a-quote In Ascora, accurately capturing labour charges is essential for creating transparent and professional quotes. Labour charges can be customized based on roles, hours worked, and whether the charges are billable to the customer. By following this guide, you’ll learn how to add detailed labour charges directly to a quote, ensuring your customers have a clear understanding of the work being quoted and its associated costs. Additionally, you’ll find options for customizing labour roles and rates within your settings for more flexibility. Use this guide to streamline your quoting process and maintain consistency in your labour pricing. --- **1.**On the Quote Card, choose the **Supplies Tab** and then scroll down the screen to the Labour section. [](%F0%9F%92%B2%20How%20to%20Add%20Labour%20Charges%20to%20a%20Quote/image2021-1-15_20-32-3.png) **2.**Click the **+Add Labour** button. [](%F0%9F%92%B2%20How%20to%20Add%20Labour%20Charges%20to%20a%20Quote/image2021-1-15_18-54-24.png) **3.**The Add Labour Item pop-up window will display. - Select a Role from the dropdown menu - Enter a description for the Labour charge - Enter the quoted number of labour hours - Check or un-check the toggle box to identify the Labour charges as chargeable to the customer or not - Click the **Save**button when you are ready [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FAdd_Labour_Item.png) ℹ️**Note:** You can create or add Labour Roles & Rates by going to **Administration → Rates & Charges.** ℹ️ℹ To learn more about Rates & Charges, please access the [💵 How to Set Up Rates & Charges](/kb/how-to-set-up-rates-charges) user guide. --- # Sub Pages [💵 How to Set Up Rates & Charges](/kb/how-to-set-up-rates-charges) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🛠 How to add New Equipment and access Equipment Details in iOS App Source: https://ascora.com.au/kb/how-to-add-new-equipment-and-access-equipment You can add new equipment in iOS App either from the customer screen or from the job screen. In this user guide, we add equipment from the Job screen. This is the same area where you can access the equipment details and enter the necessary information if you are using custom fields. **1.** Log into your Ascora App and from here you will see the Jobs listed for the day. **2.**Tap on the Job to display more details. [](%F0%9F%9B%A0%20How%20to%20add%20New%20Equipment%20and%20access%20Equipment%20De/image2021-1-18_21-41-14.png) **3.**Tap on **Menu**and select **Equipment**. [](%F0%9F%9B%A0%20How%20to%20add%20New%20Equipment%20and%20access%20Equipment%20De/image2021-9-9_18-41-43.png) **4.** Tap on **+ icon** to add new equipment. [](%F0%9F%9B%A0%20How%20to%20add%20New%20Equipment%20and%20access%20Equipment%20De/image2021-9-9_18-43-47.png) **5.**After adding the equipment, you'll see it added to the list of existing equipment and you can tap on it to display more details such as accessing the custom details fields. [](%F0%9F%9B%A0%20How%20to%20add%20New%20Equipment%20and%20access%20Equipment%20De/image2021-9-9_18-45-12.png) **Note:**In iPad screen, main equipment details are shown in the left panel while custom details are shown in the right panel. [](%F0%9F%9B%A0%20How%20to%20add%20New%20Equipment%20and%20access%20Equipment%20De/image2021-9-9_18-53-55.png) ✅Once equipment details are added in the mobile app, you can generate an equipment record and use any of your available templates.Equipment record can be generated either in the app or in Ascora web. In Ascora web you can generate equipment record by clicking the arrow and select the corresponding template. The amount of information displayed in the template depends on template configurations and if you are using custom fields, your template must be configured to display such custom fields. In the following example, we have an Equipment Record displaying custom fields for this equipment type **Evaporative AC System.** [](%F0%9F%9B%A0%20How%20to%20add%20New%20Equipment%20and%20access%20Equipment%20De/image2021-9-9_19-8-52.png) To learn more about adding custom fields, please see [🔣 Custom Fields](/kb/custom-fields-2) user guide. --- # Sub Pages [🛢️ Equipment Guides](/kb/equipment-guides) [🔣 Custom Fields and Equipment](/kb/custom-fields-and-equipment) [▶️ How Custom Fields work in Custom Forms](/kb/how-custom-fields-work-in-custom-forms) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⏲ How to Add Non-Chargeable Labour to a Job Source: https://ascora.com.au/kb/how-to-add-non-chargeable-labour-to-a-job Efficiently tracking labour costs is essential for accurate job costing and resource management. Ascora provides the flexibility to capture and manage **Non-Chargeable Labour**, allowing you to account for internal time spent on tasks that do not need to be billed to the customer. Whether you are setting up a specific non-chargeable labour role or updating existing roles, this feature ensures that labour entries are properly categorized while maintaining clarity in your job costing and invoicing processes. This guide will walk you through the steps to: - Create or update non-chargeable labour roles. - Assign non-chargeable roles to users. - Ensure accurate tracking of non-chargeable hours without affecting customer invoices. - Customize role names and rates for easy identification and reporting. By leveraging Ascora’s tools for managing non-chargeable labour, you can maintain precise control over your project costs while providing transparency for internal tasks. Follow the detailed steps below to set up and manage non-chargeable labour roles seamlessly. --- 1. Go to **Administration → Rates & Charges** to manage existing roles or create new ones. [](%E2%8F%B2%20How%20to%20Add%20Non-Chargeable%20Labour%20to%20a%20Job/image2023-5-26_15-58-0.png) **Edit or Add a Labour Role** 1. Locate the relevant labour role in the list and click **Edit** to modify it, or click **Add** to create a new role. 1. Ensure the role is easily identifiable by using a descriptive name, such as "Builder - Non-Chargeable Labour." [](%E2%8F%B2%20How%20to%20Add%20Non-Chargeable%20Labour%20to%20a%20Job/image2023-5-26_15-58-53.png) **Mark the Role as Non-Chargeable** 1. In the role settings, **untick** the box beside **Is Chargeable** to ensure that hours logged under this role will not be billed to customers. 1. Set the charge to $0.00, if preferred, for clear internal reference. 1. Click the **Save** button to finalize the changes. [](%E2%8F%B2%20How%20to%20Add%20Non-Chargeable%20Labour%20to%20a%20Job/image2022-3-14_19-3-7.png) **Assign the Role to Users** 1. Go to **Administration → Users** to manage user-specific settings. [](%E2%8F%B2%20How%20to%20Add%20Non-Chargeable%20Labour%20to%20a%20Job/image2023-5-26_15-59-48.png) ### **Update User Settings** 1. Locate the user from the list and click **View** beside their name. [](%E2%8F%B2%20How%20to%20Add%20Non-Chargeable%20Labour%20to%20a%20Job/image2023-5-26_16-0-9.png) 1. Select the non-chargeable labour role in the **Standard Labour Role** field to ensure it is automatically applied when the user logs hours. 1. Click **Save** to apply the changes. ℹ️**Tip:** Use descriptive role names to simplify identification in reports and job records. [](%E2%8F%B2%20How%20to%20Add%20Non-Chargeable%20Labour%20to%20a%20Job/image2023-5-26_16-0-20.png) **Track Non-Chargeable Hours** 1. When users add timesheet hours, the **Chargeable** column will display **N** for non-chargeable entries, ensuring no amounts are included in customer invoices. 1. Labour costs will still be tracked internally, allowing you to monitor overall project costs accurately. [](%E2%8F%B2%20How%20to%20Add%20Non-Chargeable%20Labour%20to%20a%20Job/image2023-5-26_16-0-30.png) **Automate Non-Chargeable Labour Tracking** 1. When users check in and out of jobs using the Ascora app, the system will automatically tag their timesheet hours as non-chargeable based on the assigned labour role. 1. Labour rates will still be recorded for internal purposes, providing transparency in cost management. ℹ️Additional Notes:Renaming roles or adding zero-dollar charges can make job costing reports easier to interpret.Non-chargeable roles are especially useful for tasks like internal reviews, training, or rework that aren't billable but contribute to accurate project tracking. --- # Sub Pages [⚒ How to Add Labour Charges to a Job](/kb/how-to-add-labour-charges-to-a-job) [👷‍♀️ How to Add Labour Charges from iPad](/kb/how-to-add-labour-charges-from-ipad) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📀 How to add Optional Items on a Quote Source: https://ascora.com.au/kb/how-to-add-optional-items-on-a-quote Including optional supplies in your quotes is a great way to provide customers with additional choices while maintaining a clear and professional presentation. Optional items allow you to offer flexibility for customers who may want to add or omit specific materials or supplies, without impacting the overall quote structure. This guide will walk you through the process of adding optional supplies to a quote, tagging them appropriately, and configuring your quote templates to display these items seamlessly. With proper setup, your quotes will reflect optional supplies in a dedicated section, ensuring customers have a transparent view of their choices. Follow the steps below to add optional supplies, configure your quote template, and test your setup for accurate and efficient quoting. --- 1. Go to **Quotes**tab and access the quote that you need an optional supply added to and click **+ Add Supplies.** [](%F0%9F%93%80%20How%20to%20add%20Optional%20Items%20on%20a%20Quote/image2020-12-12_20-43-50.png) 2. Search the supply item then enter the required quantity and click **Save**. [](%F0%9F%93%80%20How%20to%20add%20Optional%20Items%20on%20a%20Quote/image2020-12-12_21-37-3.png) 3. Your supply item is now shown under Supplies area and under column called **"Optional",**the default answer is No and simply click it to change to **Yes**. [](%F0%9F%93%80%20How%20to%20add%20Optional%20Items%20on%20a%20Quote/image2020-12-12_21-52-44.png) Supply item is now set as optional and if you have other supplies to tag as optional, simply repeat step number 3. ### Configuring Quote Template Access your quote template in **Administration → Document Templates**and make sure to add a table for**Optional Items.** In the following example, we have a quote template that picks up optional supply details such as supply image, part number, description, quantity, unit price, and total amount. [](%F0%9F%93%80%20How%20to%20add%20Optional%20Items%20on%20a%20Quote/image2020-12-12_21-5-10.png) 💡⚠**Note:***It is important that you add the correct merge fields so that your quote template can automatically pick up the corresponding information.* ### Generating Quote Template Once you've already added an optional supply item and configured your quote document template, access your quote and run a test to see if details are populating successfully. 1. Go back to **Quotes**tab and access the quote that you've just edited. Click **Details**and select the corresponding **Quote Template** and click **View Quote.** [](%F0%9F%93%80%20How%20to%20add%20Optional%20Items%20on%20a%20Quote/image2020-12-12_21-17-44.png) . Quote document should now show the optional supply item that we've added earlier which is PVC Cleaning Fluid Clear with amount $54.75. [](%F0%9F%93%80%20How%20to%20add%20Optional%20Items%20on%20a%20Quote/image2020-12-12_21-26-12.png) --- # Sub Pages [📄 How to Create a New Quote](/kb/how-to-create-a-new-quote) [📃 Creating a Quote from a Template](/kb/creating-a-quote-from-a-template) [📃 Document Template User Guide](/kb/document-template-user-guide) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📝 How to Add Timesheet Details, Supply Details, and Labour Details in a Custom Form Source: https://ascora.com.au/kb/how-to-add-timesheet-details-supply-details-a Ascora allows you to enhance your **Custom Forms** by integrating essential job-related details such as **Timesheets, Labour, and Supply information**. This feature ensures that all job records are comprehensive, reducing manual data entry and improving reporting accuracy. This guide will cover: - **How to add Timesheet details to a Custom Form** - **How to capture Supply details in a Custom Form** - **How to test the updated form in the Ascora mobile app** By following these steps, you can **automate data collection** for job-related resources, making it easier for technicians and staff to **track work hours, costs, and materials used** on each job. **1.**Download your custom form by going to **Advanced → Custom Forms** and click **View**beside the Custom Form Name which is basically the form that you need to update. **2.**Under "Quick Add", select Job Timesheets to create the field. 3. Fill out the details of the field and drag and drop it among others to choose its placement. PS: You can follow the same steps to add Job Supplies and Job Labour fields. **** ## Testing your Custom Form on your Mobile App Make sure to do synchronisation first before running a test. **1.**Access your job from the mobile app. [](%F0%9F%93%9D%20How%20to%20Add%20Timesheet%20Details,%20Supply%20Details,%20an/image2021-2-12_7-32-23.png) **2.** Navigate to **Custom Forms**tab and tap the **+ button**and select the form that you are testing. [](%F0%9F%93%9D%20How%20to%20Add%20Timesheet%20Details,%20Supply%20Details,%20an/image2021-2-12_7-34-20.png) **3.** Tap **Go**button in Timesheets if you're adding timesheet details, and the other Go buttons buttons if you're also adding labour and supply details. Click **Generate**and it should create a PDF version. [](%F0%9F%93%9D%20How%20to%20Add%20Timesheet%20Details,%20Supply%20Details,%20an/image2021-5-20_16-39-6.png) **4.** After generating the form, you should immediately see timesheet details and also labour and supply details if you've added them. [](%F0%9F%93%9D%20How%20to%20Add%20Timesheet%20Details,%20Supply%20Details,%20an/64aac243-030d-4103-9084-4cf89e6cf427.png) ***ℹ Note:****This PDF form is also accessible in Ascora web by going to the Job screen →****Attachments****tab.* --- # Sub Pages [💻 How to update a Custom Form](/kb/how-to-update-a-custom-form) [🔄 How to Automate a Custom Form at Job Check-in or at Job Completion](/kb/how-to-automate-a-custom-form-at-job-check-in) [⏏️ How to edit Timesheets](/kb/how-to-edit-timesheets) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔖 How to Allow Additional Booking Source: https://ascora.com.au/kb/how-to-allow-additional-booking Ascora's Scheduler empowers you to create multiple bookings for a single job, ensuring your business can accommodate reattends, split shifts, or additional appointments. Whether you're managing complex projects or responding to evolving client needs, this feature streamlines your scheduling process and improves team efficiency. With the ability to assign multiple bookings directly from the Scheduler or at the Job level, you can: - Seamlessly allocate tasks across multiple team members or days. - Ensure visibility and consistency by syncing bookings between the Scheduler and Job details. - Easily edit or update bookings as required to adapt to changing circumstances. This guide will walk you through enabling and managing additional bookings, offering flexibility to tailor your operations and provide exceptional client service. By leveraging Ascora’s tools, you can maintain clarity, reduce double-booking risks, and keep your schedule running smoothly. --- 1. Go to **Scheduler**and right click on the job and select **Allow Additional Booking.** [](%F0%9F%94%96%20How%20to%20Allow%20Additional%20Booking/image2020-11-25_12-57-6.png) 2. Click Multi **Scheduler/Reattends**located on the left side of the Scheduler screen. [](%F0%9F%94%96%20How%20to%20Allow%20Additional%20Booking/image2020-11-25_12-59-54.png) 3. Drag and drop the job to the area beside the staff name to whom you'll assign another booking. In this example, we created another booking for JobJ126852 and assigned it to another user. [](%F0%9F%94%96%20How%20to%20Allow%20Additional%20Booking/image2020-11-25_14-30-4.png) ℹ️**Note:** You can also add additional booking by going to **Jobs**→ open the Job where you need to create another booking → click **Bookings**→ **Add New**. When you add another booking from the Scheduler, it also automatically adds the booking details on the Job level which you can edit if necessary. [](%F0%9F%94%96%20How%20to%20Allow%20Additional%20Booking/image2020-11-25_14-44-34.png) --- # Sub Pages [🔄 How to Set Up Consecutive Days Job Bookings](/kb/how-to-set-up-consecutive-days-job-bookings) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📊 How to Apply a Discount on a Quote Source: https://ascora.com.au/kb/how-to-apply-a-discount-on-a-quote Offering discounts on quotes is an effective way to provide value to customers while maintaining a clear and transparent pricing structure. In Ascora, you can easily apply a discount by changing the pricing method to **Fixed Price**, which allows you to directly adjust the quote’s total amount. This process ensures the discount is accurately reflected in the final pricing, without the need for manual calculations. This guide will walk you through the steps to calculate a discounted amount, switch to the Fixed Price method, and adjust the total to apply the discount seamlessly. By following these instructions, you’ll ensure that the discount is correctly displayed and automatically calculated within the quote, providing a professional and customer-friendly experience. --- ### Calculating the discounted amount Calculate the *discounted amount* or *reduced amount* as you will need it when adjusting the Total Amount Ex Tax. In this example, we have a Quote with**Total Amount Ex Tax** equivalent to **$405.00** and we're applying a **20%** discount. Therefore, our discounted amount is $405.00 - 20% = **$324.00.** ℹ️**Note:***You may have different ways of calculating discounts but the goal here is to determine what would be the new amount after applying the discount.* [](%F0%9F%93%8A%20How%20to%20Apply%20a%20Discount%20on%20a%20Quote/image2021-2-2_18-52-32.png) ### Changing the Pricing Method to Fixed Price Change the Pricing Method to **Fixed Price** since this is the only pricing method that allows you to edit quote totals or allow you to apply a discount. [](%F0%9F%93%8A%20How%20to%20Apply%20a%20Discount%20on%20a%20Quote/image2021-2-2_19-1-42.png) Click **Yes**when you see the following box. [](%F0%9F%93%8A%20How%20to%20Apply%20a%20Discount%20on%20a%20Quote/image2021-2-2_17-50-16.png) ### Applying the Discount After changing the pricing method to Fixed Price, the fields called Amount Ex Tax and Total Inc Tax can already be adjusted. To apply the discount, edit the **Amount Ex Tax** by entering the discounted amount which is **$324.00**calculated by (Original Amount Ex Tax $405.00 - Discount Amount $81.00 or discount of 20%) Once you've entered the discounted amount in **Amount Ex**Tax field, the discount amount automatically shows in the **Discount**field. [](%F0%9F%93%8A%20How%20to%20Apply%20a%20Discount%20on%20a%20Quote/image2021-2-2_19-8-44.png) --- # Sub Pages [📉 How to apply a Discount on an Invoice](/kb/how-to-apply-a-discount-on-an-invoice) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📉 How to apply a Discount on an Invoice Source: https://ascora.com.au/kb/how-to-apply-a-discount-on-an-invoice Offering discounts can be an effective way to manage customer relationships, encourage repeat business, or apply agreed-upon pricing adjustments. In Ascora, applying discounts is simple and ensures accuracy in your invoicing while maintaining a professional and transparent financial record. By following these steps, you can apply discounts efficiently while keeping your invoicing process streamlined and professional. --- ## Calculating the discounted amount **1.** Calculate the *discounted amount* or *reduced amount* as you will need it when adjusting the Total Ex Tax. In this example, we have an invoice with a Total Ex Tax of **$500.00** and we're applying a**20%** discount. Therefore, our discounted amount is $500.00 - 20% = **$400.00** ℹ️**Note:***You may have different ways of calculating discounts but the goal here is to determine what would be the new amount after applying the discount.* [](%F0%9F%93%89%20How%20to%20apply%20a%20Discount%20on%20an%20Invoice/image2021-2-2_19-35-59.png) ## Changing the Pricing Method to Fixed Price **2.** Change the Pricing Method to **Fixed Price** since this is the only pricing method that allows you to edit invoice Total Ex Tax or allow you to apply a discount. ℹ️**Note:***It will not change the job pricing method and you can still select which document template to use to generate the information such as Invoice summary or invoice itemised.* [](%F0%9F%93%89%20How%20to%20apply%20a%20Discount%20on%20an%20Invoice/image2021-2-2_19-41-22.png) **2.1** Click **Yes**when you see the following box. [](%F0%9F%93%89%20How%20to%20apply%20a%20Discount%20on%20an%20Invoice/image2021-2-2_17-50-16.png) ## Applying the Discount **3.**After changing the pricing method to Fixed Price, the fields called **Total Ex Tax** can already be adjusted. To apply the discount, edit the **Total Ex Tax** by entering the discounted amount which is **$400.00**calculated by (Original Amount Ex Tax $500.00 - Discount Amount $100.00 or discount of 20%) Once you've entered the discounted amount in **Total Ex**Tax field, the discount amount automatically shows in the **Discount Applied**field. [](%F0%9F%93%89%20How%20to%20apply%20a%20Discount%20on%20an%20Invoice/image2021-2-2_19-47-45.png) ✅You can also update your invoice template to show the discount amount and to do that, simply add the merge field called **<>**.*Refer to the image below as an example.* [](%F0%9F%93%89%20How%20to%20apply%20a%20Discount%20on%20an%20Invoice/image2021-6-23_9-43-1.png) --- # Sub Pages [📊 How to Apply a Discount on a Quote](/kb/how-to-apply-a-discount-on-a-quote) [📄 Generate and Send an Invoice](/kb/generate-and-send-an-invoice) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🌏 How to auto populate address search details based on location Source: https://ascora.com.au/kb/how-to-auto-populate-address-search-details-b If you are using Ascora outside Australia, you can configure it to auto populate address details when searching for addresses based on location. It could be in Customers tab where you set up customer address or any other areas where address details are used. Address search in Ascora is powered by Google. 1. Go to **Administration -> Defaults** and untick the box beside “*We don’t use Country, please hide it*.” [](%F0%9F%8C%8F%20How%20to%20auto%20populate%20address%20search%20details%20base/image2020-10-27_21-31-28.png) 2. Go **to Administration -> Company Details** and Country field will now be visible for you to enter the corresponding information then click **Save**. In the following example, we entered United States as country. [](%F0%9F%8C%8F%20How%20to%20auto%20populate%20address%20search%20details%20base/image2020-10-27_21-31-47.png) 3. When you use tabs that involve address search, it should now auto populate address details based on your location. As we’ve set the country to United States, when we’re adding a new customer for example, US address details will now appear. [](%F0%9F%8C%8F%20How%20to%20auto%20populate%20address%20search%20details%20base/image2020-10-27_21-32-1.png) --- # Sub Pages # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 How to Automate a Custom Form at Job Check-in or at Job Completion Source: https://ascora.com.au/kb/how-to-automate-a-custom-form-at-job-check-in A custom form such as SWMS, JSA, Take 5, etc. can be setup to automatically pops up as a compulsory form to be filled in by the technicians on the Ascora App: - At First Check in For Job; - At First Check in For Day; - At First Check in For Week; - At Completion of Job This is set up based on **Job Type**. 1. To set this up, you will first need to create a **Job Type** via go to **Administration → Jobs → Add New** in the **Job Type** section 2. Once a job type is created, click**Edit**beside****the job type name**.** 3. On the Edit Job Type popup screen, scroll down and find the area called **“Required Forms.”** 4. Click on **Add** 5. Select your custom form and when they are required accordingly and save. 6. After the above are setup, when a technician checks into a job that belongs to that job type on the mobile app, the following screen will appear prompting to complete the required form. This effectively makes the form a compulsory form to be filled in prior to checks in or at job completion based on the settings done. [](%F0%9F%94%84%20How%20to%20Automate%20a%20Custom%20Form%20at%20Job%20Check-in%20or/image2020-10-27_15-44-1.png) *Reference Note: Custom Forms can be set up in****Advanced → Custom Forms.*** --- # Sub Pages [📥 How Job Email Import Works](/kb/how-job-email-import-works) [🗺 Create a Section Based Job](/kb/create-a-section-based-job) [💲 Pricing Methods - Stages](/kb/pricing-methods---stages) [🔄 How to Check In to Unscheduled Jobs in Android Mobile App](/kb/how-to-check-in-to-unscheduled-jobs-in-androi) [📄 How to Edit a Custom Form Question - (Changing Answer Type)](/kb/how-to-edit-a-custom-form-question---changing) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📱 How to change mobile app filter in Android App Source: https://ascora.com.au/kb/how-to-change-mobile-app-filter-in-android-ap The Mobile App filter in Ascora is a powerful tool that helps users customize their view of jobs, quotes, invoices, and other information based on their specific needs and permissions. By applying the right filters, mobile users can streamline their workflow, reduce clutter, and focus on the tasks that matter most. This guide will walk you through the different filtering options available in the Android Mobile App, including quick filters, date and status filters, user-based filters, and advanced filters. Whether you're managing your own workload or overseeing multiple users, these filters will ensure you have the right information at your fingertips. --- ## Quick Filter 1. To apply Quick Filter, tap **Funnel** icon and choose one from the three options either **My Jobs, Not Scheduled,** and **My Unscheduled Jobs**and tap **Apply Filters.** [](%F0%9F%93%B1%20How%20to%20change%20mobile%20app%20filter%20in%20Android%20App/image2020-12-1_9-5-57.png) ## Filter by Date and by Status 1. To apply filters by date and by status, tap the **Funnel** icon and you have the option to tap only specific tabs or perhaps all of the available tabs depending on your requirement. Once done, tap **Apply Filters.** [](%F0%9F%93%B1%20How%20to%20change%20mobile%20app%20filter%20in%20Android%20App/image2020-12-1_9-5-25.png) ## Filter by User 1. If you have the permission to view quotes or jobs assigned to other users, you can use Filter by User. To do it, **tap your name** and tick the box beside the user name with information you want to view and then tap **Done**. [](%F0%9F%93%B1%20How%20to%20change%20mobile%20app%20filter%20in%20Android%20App/image2020-12-1_9-3-54.png) You have the option to untick your name if you only want to show the information that belongs to that user that you choose. To put it back to displaying your own information, simply repeat the steps but this time, select your name and tap **Done**. ## Advanced Filter 1. Advanced Filter can let you view a wider range of information whether jobs or quotes for a specific period, as well as job types. To enable Advanced Filter, simply slide the button to the right. [](%F0%9F%93%B1%20How%20to%20change%20mobile%20app%20filter%20in%20Android%20App/image2020-12-1_9-3-9.png) In Advanced Filter, you can tap **Quotes** to display quotes or tap **Both** to display both **Jobs and Quotes**. You can also swipe up to see job types and add such filter. [](%F0%9F%93%B1%20How%20to%20change%20mobile%20app%20filter%20in%20Android%20App/image2020-12-1_9-2-22.png) **Note:**If you still can’t view your jobs or quotes after applying the corresponding filters or even using Advanced Filter, contact your Client Admin to make sure you are granted the needed permissions. For Admin Clients, go to **Administration → Users →**click**View**beside the user name and grant or adjust Permissions and Permission Level. --- # Sub Pages [🔄 How to Check In to Unscheduled Jobs in Android Mobile App](/kb/how-to-check-in-to-unscheduled-jobs-in-androi) [🔃 How to Clear Data on Android Mobile App](/kb/how-to-clear-data-on-android-mobile-app) [📲 How to Make Payments on Android Mobile App](/kb/how-to-make-payments-on-android-mobile-app) [🔄 How to Synchronise Mobile App (Android)](/kb/how-to-synchronise-mobile-app-android) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⏺ How to Change Mobile App Filter in iOS Source: https://ascora.com.au/kb/how-to-change-mobile-app-filter-in-ios Mobile App filter is important as it helps to either limit or increase the number of information that a mobile user can view whether it is related to jobs, quotes, invoices, or other information depending on the permission levels granted. --- ## Quick Filter, Date, and Status To apply Quick Filter, tap **Filter** and choose one from the three options either **My Jobs, Not Scheduled,** and **My Unscheduled Jobs**and tap You have the option to also show jobs according to timeline whether past or future ones as well as show jobs according to status whether in progress, completed, and others. Just tap the corresponding tabs and tap **Apply**. [](%E2%8F%BA%20How%20to%20Change%20Mobile%20App%20Filter%20in%20iOS/image2020-12-1_9-11-40.png) ## Filter by User If you have the permission to view quotes or jobs assigned to other users, you can use Filter by User. To do it, **tap your name** and tick the white circle beside the user name with information you want to view and then tap **Done**. You have the option to untick your name if you only want to show the information that belongs to that user that you choose. To put it back to displaying your own information, simply repeat the steps but this time, selectyour name and tap Done. [](%E2%8F%BA%20How%20to%20Change%20Mobile%20App%20Filter%20in%20iOS/image2020-12-1_9-12-47.png) ## Advanced Filter Advanced Filter can let you view a wider range of information whether jobs or quotes for a specific period, as well as job types. In Advanced Filter, you can tap Quotes to display quotes or tap Both to display both Jobs and Quotes. You can also swipe up to see job types and add such filter. To enable Advanced Filter, simply slide the button to the right. [](%E2%8F%BA%20How%20to%20Change%20Mobile%20App%20Filter%20in%20iOS/image2020-12-1_9-16-44.png) **Note:**If you still can’t view your jobs or quotes after applying the corresponding filters or even using Advanced Filter, contact your Client Admin to make sure you are granted the needed permissions. For Admin Clients, go to **Administration → Users →**click**View**beside the user name and grant or adjust Permissions and Permission Level. --- # Sub Pages [🔄 How to Synchronise Mobile App (iOS)](/kb/how-to-synchronise-mobile-app-ios) [📱 iOS App](/kb/ios-app) [📱 How to Activate Automatic Updates in iOS App](/kb/how-to-activate-automatic-updates-in-ios-app) [↔️ Checking In and Out on iOS](/kb/checking-in-and-out-on-ios) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💲 How to change Pricing Method Source: https://ascora.com.au/kb/how-to-change-pricing-method When you create a job, you can easily change the pricing method by going to the **Details**tab and select from the drop down list in the **Pricing Method**field**.** There are four pricing methods available namely, **Time & Materials, Fixed Price, Stages,**and **Sections.** [](%F0%9F%92%B2%20How%20to%20change%20Pricing%20Method/image2021-6-22_11-3-37.png) --- ## Pricing Methods **Time & Materials**- this pricing method allows you to add a varying amount of supplies and labours which keeps updating the job total. This is helpful when your jobs are always comprised of varying supply quantities and varying labour charges. **Fixed Price**- this pricing method allows you to set a specific amount for the job value or job total. You can still add supplies and labour charges but they won't impact the overall job value which is set as a fixed price. You can also configure your templates in order not to show the breakdown of supplies and labour but only show the overall total job value. **Sections**- this pricing method is used for larger projects involving multiple jobs. To learn more about this, please access [🗺 Create a Section Based Job](/kb/create-a-section-based-job) user guide. **Stages**- this pricing method is an alternative to Sections that allows a single view of all child areas. To learn more about this, please access [💲 Pricing Methods - Stages](/kb/pricing-methods---stages) user guide. ## Effects of Changing Pricing Methods If your job has Time & Materials pricing method and you change it to Fixed Price, ✅**Tip**You can set your default pricing method in **Administration → Defaults.** [](%F0%9F%92%B2%20How%20to%20change%20Pricing%20Method/image2021-6-22_10-57-4.png) --- # Sub Pages [💲 Pricing Methods - Stages](/kb/pricing-methods---stages) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ➿ How to Change Scheduler View Source: https://ascora.com.au/kb/how-to-change-scheduler-view The Scheduler View in Ascora is designed to adapt to your unique business requirements, giving you full control over how information is displayed. Whether you need a streamlined view of unscheduled jobs, want to include after-hours bookings, or prefer a specific column layout, Ascora makes it easy to tailor the Scheduler to match your operational needs. Key benefits of customizing the Scheduler View include: - Reducing visual clutter by showing only relevant information. - Enhancing scheduling efficiency by focusing on unscheduled or incomplete jobs. - Simplifying team coordination by adjusting visible timeframes or job categories. This guide will walk you through configuring the Scheduler settings, toggling key options such as after-hours visibility, and fine-tuning the grid layout to prioritize the details that matter most to your business. By making these adjustments, you can optimize your Scheduler to save time, improve workflow clarity, and better manage your team's day-to-day operations. Explore the steps below to transform your Scheduler View into a powerful tool tailored to your business! --- There are a few settings that you can enable or disable in Scheduler View depending on your requirements. From showing all incomplete jobs to viewing with after hours and many more. ℹ️**Note:** *Changes made is applied to the overall account and not per user.* 1. You an enable/disable settings in **Administration → Scheduling.** [](%E2%9E%BF%20How%20to%20Change%20Scheduler%20View/image2020-11-24_9-55-52.png) 2. You can enable or disable a few settings and this depends on your preferred configuration when accessing the Scheduler area. The most commonly used areas are highlighted below. - **Show All Incomplete Jobs for Scheduling rather than just Unscheduled on the main Scheduler grid**. - you can disable this if you have too many incomplete jobs and just want to see unscheduled ones. - **View Scheduler With After Hours**you can disable this if after hours is not applicable or if you want to free up some space and just need to see the usual working hours. [](%E2%9E%BF%20How%20to%20Change%20Scheduler%20View/image2020-11-24_10-25-14.png) 3. After enabling/disabling your preferred settings, click **Save**and you can go to Scheduler and immediately see the changes. *In this example, we have disabled "View Scheduler With After Hours" which makes the Scheduler only show the Work Hours specified in User Settings area.* [](%E2%9E%BF%20How%20to%20Change%20Scheduler%20View/image2020-11-24_10-31-48.png) ℹ️**Note:** You can also click a couple of options from the Scheduler area itself such as Jump to Date area wherein you can choose to show schedules Today, Two Days, or Week view. [](%E2%9E%BF%20How%20to%20Change%20Scheduler%20View/image2020-11-24_10-35-24.png) ### How to show or hide columns in the Scheduler Grid located on the left side of the Scheduler The grid on the left side on the Scheduler contains as list of jobs which you can toggle between Unscheduled Jobs, Unscheduled Quotes, Multi Schedule Reattends, and Incomplete Jobs. You can also configure to limit the amount of columns appearing or simply show columns that you mostly need and hide the ones that you don't need. [](%E2%9E%BF%20How%20to%20Change%20Scheduler%20View/image2021-7-5_10-13-27.png) Go to **Administration → Scheduling**and tick the boxes for the columns that you want to show and untick the boxes for the columns that you want to hide. In this example, we are showing columns Customer Name, Expected Date, etc., and when we access Scheduler, these are the columns being displayed as well. [](%E2%9E%BF%20How%20to%20Change%20Scheduler%20View/image2021-7-5_10-5-52.png) ## --- # Sub Pages [🤼 How to use Scheduler Groupings](/kb/how-to-use-scheduler-groupings) ➿ How to Change Scheduler View --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🧾 How to Change Statement Reference Fields Source: https://ascora.com.au/kb/how-to-change-statement-reference-fields Statement Document format is standard across Ascora accounts which means that formatting cannot be changed unlike Document Templates such as Invoice and Quote document template. However, you can change the Statement Reference Fields and there is a few of available options to choose from. --- 1. Go to **Administration**→ and click **Statement Settings**under Settings area. 2. Point the mouse cursor on the panel below Statement Reference Description where you want to add the fields and click the field name located on the right panel below Invoice Fields to add it. In this example, we've added the fields called **SiteContactFirstName**and **InvoiceWorkUndertaken**below JobAddressLine1. Once happy with the changes, Click **Save.** 3. Go to **Administration**→ and click **Send Statements**under Accounting area. 4. Click**View Details** beside the Customer name and click on **Download Statement.** 5. You should now see the new reference fields we've added which are **SiteContactFirstName**and **InvoiceWorkUndertaken**. You can repeat the process to either remove or add more reference fields. [](%F0%9F%A7%BE%20How%20to%20Change%20Statement%20Reference%20Fields/image2020-11-27_17-12-56.png) --- # Sub Pages [🔢 Statement Settings](/kb/statement-settings) # --- # 📲 How to check Current Ascora App Version Source: https://ascora.com.au/kb/how-to-check-current-ascora-app-version Keeping your Ascora mobile app updated is essential to ensuring smooth operation, accessing the latest features, and maintaining compatibility with system updates. Regular updates include **performance improvements, bug fixes, and new functionality** that enhance your experience and productivity. By checking the **current version of the Ascora app** used by your team, you can: ✅ **Ensure compatibility** with the latest system improvements. ✅ **Minimize technical issues** by running the latest stable version. ✅ **Access new features** as soon as they’re released. ✅ **Troubleshoot efficiently** by confirming whether users are on outdated versions. This guide walks you through **checking the app version in Ascora Web, identifying the latest available update, and ensuring your team is using the most recent release.** --- **1.**Go to **Administration → Users.** **2.**Change the display filter to **Mobile Access** and check column **App Version** where it displays the current version being used. ## How to tell which version is the latest? Newest versions are announced in the **Release Notes** section in Ascora. **1.**Click **Need Help?** in the top navbar, then select **Product Updates****.** **2.**You'll be redirected to the **Release Notes** page. ✅When you access the **Apple Store**for iOS or **Play Store** for Android and search for Ascora App, you'll be able to see Update button to indicate that your App is not the most updated version. Additionally, the log in screen in the Asocra App also displays the current App version. ✅When one user is using multiple devices perhaps iPhone and iPad or combination or Android phone and iPad, the information you'll see in Ascora web will refer to the device with the latest sync completed. --- # Sub Pages [📲 How to add Mobile Users & Grant Permissions](/kb/how-to-add-mobile-users-grant-permissions) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 How to Check In to Unscheduled Jobs in Android Mobile App Source: https://ascora.com.au/kb/how-to-check-in-to-unscheduled-jobs-in-androi The Ascora Android app allows users to easily manage unscheduled jobs, ensuring that work is accurately tracked even when it's not pre-booked in the system. By accessing the **My Unscheduled Jobs** section, you can quickly find, check in, and check out of jobs as needed, ensuring accurate timesheet recording and job tracking. This feature is particularly useful for last-minute callouts, follow-ups, or jobs that were not scheduled through the web platform. Follow the steps below to efficiently manage unscheduled jobs using the Ascora Android app. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/xtle4sg6o7](https://ascora.wistia.com/medias/xtle4sg6o7) --- **1. Log in** to the Mobile App by entering your User email address and assigned Pin Code and tap on the **Funnel** icon on the upper right. [](%F0%9F%94%84%20How%20to%20Check%20In%20to%20Unscheduled%20Jobs%20in%20Android%20M/image2020-10-27_21-24-6.png) **2.**Tap on **My Unscheduled** **Jobs** and choose from the list and tap it to show more details. [](%F0%9F%94%84%20How%20to%20Check%20In%20to%20Unscheduled%20Jobs%20in%20Android%20M/image2020-10-27_21-24-46.png) **3.**You can find the **Check In** button on the lower right. To check in, simply tap it and it will automatically change to a **Check Out** button for you to check out after completing the job. [](%F0%9F%94%84%20How%20to%20Check%20In%20to%20Unscheduled%20Jobs%20in%20Android%20M/image2020-10-27_21-25-18.png) --- # Sub Pages [☑️ Checking In and Out on Android](/kb/checking-in-and-out-on-android) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 How to Check In to Unscheduled Jobs in Ascora App (iOS) Source: https://ascora.com.au/kb/how-to-check-in-to-unscheduled-jobs-in-ascora The Ascora iOS app allows users to easily manage unscheduled jobs, ensuring that work is accurately tracked even when it's not pre-booked in the system. By accessing the **My Unscheduled Jobs** section, you can quickly find, check in, and check out of jobs as needed, ensuring accurate timesheet recording and job tracking. This feature is particularly useful for last-minute callouts, follow-ups, or jobs that were not scheduled through the web platform. Follow the steps below to efficiently manage unscheduled jobs using the Ascora iOS app. --- **1. Log in** to the Mobile App by entering your User email address and assigned Pin Code and tap on the **Filter** icon on the upper right. [](%F0%9F%94%84%20How%20to%20Check%20In%20to%20Unscheduled%20Jobs%20in%20Ascora%20Ap/image2020-10-27_21-26-38.png) **2.**Tap on **My Unscheduled** **Jobs** and choose from the list and tap it to show more details. [](%F0%9F%94%84%20How%20to%20Check%20In%20to%20Unscheduled%20Jobs%20in%20Ascora%20Ap/image2020-10-27_21-27-26.png) 3. In the **Details** screen, scroll down to see the **Check In** To check in, simply tap it and it will automatically change to a **Check Out** button for you to check out after completing the job. --- # Sub Pages [↔️ Checking In and Out on iOS](/kb/checking-in-and-out-on-ios) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📍 How to check Location Settings in Android Source: https://ascora.com.au/kb/how-to-check-location-settings-in-android When setting up Ascora App for the first time, a notification appears to allow or deny access to location. It is important to allow access so that functionalities that require location services such as map and navigation as well as automatic check in will work as expected. After downloading the Android App, ensure to press **"Allow"** when you see the following notification. [](%F0%9F%93%8D%20How%20to%20check%20Location%20Settings%20in%20Android/image2020-12-3_16-31-20.png) 1. To check if Location is enabled, access your mobile phone settings and tap **Apps**. [](%F0%9F%93%8D%20How%20to%20check%20Location%20Settings%20in%20Android/image2020-12-3_16-33-24.png) 2. Look for **Ascora App** and tap it to display some settings. [](%F0%9F%93%8D%20How%20to%20check%20Location%20Settings%20in%20Android/image2020-12-3_16-49-4.png) 3. The following screen appears and just swipe up to reveal a few more information and setting. [](%F0%9F%93%8D%20How%20to%20check%20Location%20Settings%20in%20Android/image2020-12-3_16-37-16.png) 4. Tap **Permissions**but if location is enabled, you will immediately see it as per example below. [](%F0%9F%93%8D%20How%20to%20check%20Location%20Settings%20in%20Android/image2020-12-3_16-39-13.png) 5. Location permission can be enabled from the following screen. [](%F0%9F%93%8D%20How%20to%20check%20Location%20Settings%20in%20Android/image2020-12-3_16-43-9.png) --- # Sub Pages [📍 How to check Location Settings on iOS](/kb/how-to-check-location-settings-on-ios) [📱 Android App](/kb/android-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📍 How to check Location Settings on iOS Source: https://ascora.com.au/kb/how-to-check-location-settings-on-ios When setting up Ascora App for the first time, a notification appears to allow or deny access to location. It is important to allow access so that functionalities that require location services such as map and navigation as well as automatic check in will work as expected. ## iOS App For iPhones, follow the steps below. **1. Go to Settings > Privacy,**then select **Location Services**. [](%F0%9F%93%8D%20How%20to%20check%20Location%20Settings%20on%20iOS/image2022-3-15_8-4-53.png) **2.** Select the **Ascora**app and select an option either While Using the App or Always. - **Never**: Prevents access to Location Services information. - **Ask Next Time**: This allows you to choose Always While Using App, Allow Once, or Don't Allow. - **While Using the App:** Allows access to Location Services only when the app or one of its features is visible on screen. If an app is set to While Using the App, you might see your [status bar turn blue](https://support.apple.com/kb/HT207354#statusbar) with a message that an app is actively using your location. - **Always:** Allows access to your location even when the app is in the background. From here, apps should provide an explanation of how the app will use your location information. Some apps might offer only two options. References for iOS: [https://support.apple.com/en-us/HT207092](https://support.apple.com/en-us/HT207092) --- # Sub Pages [📱 How to check Mobile App Version](/kb/how-to-check-mobile-app-version-2) [📱 iOS App](/kb/ios-app) [🔄 How to Synchronise Mobile App (iOS)](/kb/how-to-synchronise-mobile-app-ios) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📱 How to check Mobile App Version Source: https://ascora.com.au/kb/how-to-check-mobile-app-version For Client Admin role, you can check the mobile app version as this is helpful in a scenario when one mobile user keeps experiencing issues like app crashing, some information not populating or anything similar. --- 1. Start by clicking **Administration → Users →** and change the filter to Display **Mobile Access.** [](%F0%9F%93%B1%20How%20to%20check%20Mobile%20App%20Version/image2020-11-24_22-29-46.png) 2. Check if the user is a few versions behind and you can tell by looking at the numbers. The 6 series pertains to iOS while 4 series pertains to Android. For example, one user has app version 4.37 while other user has 4.27. This means the latter is using an older version which may explain why app is having an issue. [](%F0%9F%93%B1%20How%20to%20check%20Mobile%20App%20Version/image2020-11-24_22-31-2.png) --- # Sub Pages [🔄 How to Check In to Unscheduled Jobs in Android Mobile App](/kb/how-to-check-in-to-unscheduled-jobs-in-androi) [🔃 How to Clear Data on Android Mobile App](/kb/how-to-clear-data-on-android-mobile-app) [📱 How to change mobile app filter in Android App](/kb/how-to-change-mobile-app-filter-in-android-ap) [🔄 How to Synchronise Mobile App (Android)](/kb/how-to-synchronise-mobile-app-android) [📲 How to Make Payments on Android Mobile App](/kb/how-to-make-payments-on-android-mobile-app) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📱 How to check Mobile App Version Source: https://ascora.com.au/kb/how-to-check-mobile-app-version-2 For Client Admin role, you can check the mobile app version as this is helpful in a scenario when one mobile user keeps experiencing issues like app crashing, some information not populating or anything similar. --- 1. Start by clicking **Administration → Users →** and change the filter to Display **Mobile Access.** [](../%F0%9F%93%B1%20Android%20App/%F0%9F%93%B1%20How%20to%20check%20Mobile%20App%20Version/image2020-11-24_22-29-46.png) 2. Check if the user is a few versions behind and you can tell by looking at the numbers. The 6 series pertains to iOS while 4 series pertains to Android. For example, one user has app version 4.37 while other user has 4.27. This means the latter is using an older version which may explain why app is having an issue. [](../%F0%9F%93%B1%20Android%20App/%F0%9F%93%B1%20How%20to%20check%20Mobile%20App%20Version/image2020-11-24_22-31-2.png) ## How to tell which version is the latest? Newest versions are announced in the **Release Notes** section in Ascora. **1.**Click the **circle**which is one of the icons on the left side of your email address and select **Release Notes.** [](https://support.ascora.com.au/download/attachments/17400718/image2021-7-19_17-2-26.png?version=1&modificationDate=1626685346337&api=v2&effects=border-simple,blur-border) **2.**You'll be redirected to the **Release Notes** page where you can click on the title to display more information. In this example we clicked **15 Jul 2021 - Android Release 4.45**where it displays more information about it. [](https://support.ascora.com.au/download/attachments/17400718/image2021-7-19_17-9-12.png?version=1&modificationDate=1626685752767&api=v2&effects=border-simple,blur-border) When you access the **Apple Store**for iOS or **Play Store** for Android and search for Ascora App, you'll be able to see Update button to indicate that your App is not the most updated version. Additionally, the log in screen in the Asocra App also displays the current App version. When one user is using multiple devices perhaps iPhone and iPad or combination or Android phone and iPad, the information you'll see in Ascora web will refer to the device with the latest sync completed. --- # Sub Pages [⏺ How to Change Mobile App Filter in iOS](/kb/how-to-change-mobile-app-filter-in-ios) [🔄 How to Synchronise Mobile App (iOS)](/kb/how-to-synchronise-mobile-app-ios) [🔄 How to Synchronise Mobile App (Android)](/kb/how-to-synchronise-mobile-app-android) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔃 How to Clear Data on Android Mobile App Source: https://ascora.com.au/kb/how-to-clear-data-on-android-mobile-app Clearing data on the Ascora Android Mobile App is useful when switching between user accounts, troubleshooting issues, or managing shared company devices. This process resets the app without uninstalling it, ensuring a clean slate for the next login. ⚠ **Important:** Always synchronize your data before clearing the app to avoid losing any unsaved information, such as job updates, timesheets, or attachments. --- 1. Tap on the **3 dots**located on the upper right side of the mobile app screen. [](%F0%9F%94%83%20How%20to%20Clear%20Data%20on%20Android%20Mobile%20App/image2020-11-23_20-10-25.png) 2. Tap **Settings**from the menu. [](%F0%9F%94%83%20How%20to%20Clear%20Data%20on%20Android%20Mobile%20App/image2020-11-23_20-12-11.png) 3. Scroll up to reveal the rest of the settings and under CLEAR DEVICE DATA tap **Clear Data.** [](%F0%9F%94%83%20How%20to%20Clear%20Data%20on%20Android%20Mobile%20App/image2020-11-23_20-16-22.png) 4. You will see the following screen with warning message so make sure that you have already completed synchronisation before proceeding. To proceed, tap **Continue**. [](%F0%9F%94%83%20How%20to%20Clear%20Data%20on%20Android%20Mobile%20App/image2020-12-11_11-7-35.png) --- # Sub Pages [🔄 How to Check In to Unscheduled Jobs in Android Mobile App](/kb/how-to-check-in-to-unscheduled-jobs-in-androi) [📱 How to change mobile app filter in Android App](/kb/how-to-change-mobile-app-filter-in-android-ap) [📲 How to Make Payments on Android Mobile App](/kb/how-to-make-payments-on-android-mobile-app) [🔄 How to Synchronise Mobile App (Android)](/kb/how-to-synchronise-mobile-app-android) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ✅ How to Close a Job and Unlock a Closed Job Source: https://ascora.com.au/kb/how-to-close-a-job-and-unlock-a-closed-job When a job is finished, you can mark it as completed and then close it in Ascora, preventing further changes and signaling that all work has been finalized. This process helps maintain accurate records and keeps your jobs list organized. If you need to make additional changes or updates after a job has been closed, Ascora also allows you to quickly reopen the job. Follow the steps below to learn how to close a completed job and then unlock it again if necessary. --- ### How to Close a Job 1. **Locate the Job**Use the instructions in [🔎 Search for an Existing Job](/kb/search-for-an-existing-job) to find the job you want to close. 1. **Mark the Job as Completed** *(If Not Already)*If the job’s status is still in progress, click the **Mark as Completed** button on the Job Card. This indicates all work is finished. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FMark_Completed_Jobs.png) 1. **Close the Job** - Once the job is marked as completed, click the **Close Job** button. The job’s status will change to **Closed**, preventing any further modifications. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FClose_Job_Button.png) ### Reopen a Closed Job If you need to make changes or add details to a job that has already been closed: 1. **Click Reopen Job**On the Job Card, select **Reopen Job**. The job will be unlocked and can be edited again. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FRe-Open_Job_Button.png) By following these steps, you can easily finalize completed jobs or unlock them for further updates whenever needed. --- # Sub Pages [🔎 Search for an Existing Job](/kb/search-for-an-existing-job) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ➿ How to Combine or Merge Customers Source: https://ascora.com.au/kb/how-to-combine-or-merge-customers Merging customers is sometimes necessary to clean up duplicate records or consolidate data under a single customer entry. In Ascora, you can quickly combine two customer records, transferring **all associated quotes, jobs, and other details** from the **source** customer to the **destination** customer. Keep in mind that the source customer record will be archived and cannot be restored once the merge is complete. However, any jobs and quotes from the source will remain accessible under the destination customer, ensuring you don’t lose important historical data. Below are the steps to combine customers, along with important tips and considerations to keep in mind before proceeding. **1.**Go to **Customers**tab and click **Combine**. [](%E2%9E%BF%20How%20to%20Combine%20or%20Merge%20Customers/image2021-1-12_18-14-56.png) **2.**Select your source customer which is the one with jobs and quotes that you'd like to transfer then select your destination customer. **A.**Click the box beside **Source**to select your source customer and in this example, we've selected Company ABC. **B.**Click the little triangle beside **Destination**to select your destination customer or you can search the customer name from there and in this example, we've selected JMC Pty Ltd. ℹ️*******Destination****customer is the customer we are keeping.* **C.** Click **Combine**once ready to proceed. [](%E2%9E%BF%20How%20to%20Combine%20or%20Merge%20Customers/image2021-1-12_18-24-54.png) **3.**A box with a warning message appears and click **Confirm**to continue. [](%E2%9E%BF%20How%20to%20Combine%20or%20Merge%20Customers/image2021-1-12_18-32-47.png) ℹ️**Important:** Once the merge is complete, the Source Customer record is archived and can’t be retrieved. However, all linked jobs, quotes, and associated data from the Source will now be available under the Destination Customer, ensuring nothing important is lost. --- # Sub Pages # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 How to Combine Purchase Orders Source: https://ascora.com.au/kb/how-to-combine-purchase-orders Ascora provides flexible options for managing **Purchase Orders**, allowing you to **combine** them across jobs, within job sections, or keep them separate. You can configure these settings based on your business needs to streamline procurement and maintain accurate tracking. From the **Administration → Defaults** section, you can customize whether Purchase Orders should be merged across all jobs, limited to specific job sections, or never combined. This ensures that your ordering process aligns with your workflow, preventing duplication while optimizing supply management. --- **1.**Go to **Administration → Defaults**to access the Default Settings area. [](%F0%9F%94%84%20How%20to%20Combine%20Purchase%20Orders/image2021-1-8_17-58-6.png) **2.**On the left panel, scroll down and look for the **Purchase Orders** area. - Here, you can find a few settings such as setting your default PO delivery location, default PO template, and even enabling approval required. To select your settings on whether to combine purchase orders or never combine, click on the arrow to access the list of options. [](%F0%9F%94%84%20How%20to%20Combine%20Purchase%20Orders/image2021-1-9_7-13-14.png) ## Four Options to Select From [](%F0%9F%94%84%20How%20to%20Combine%20Purchase%20Orders/image2021-1-8_18-49-15.png) **1. Across All Open Purchase Orders**- select this option if you want all of your open purchase orders to be combined across all jobs per supplier. Sample Scenario: You have two Jobs **J120**with supply item worth $200.00 and **J121** with the same supply item worth $200.00 and both supplies are under one supplier. - You create a PO on Job J120 and a unique PO number is assigned for a total amount of $200.00. - When you create a PO on Job J121, the same PO number will be assigned and amount increases to $400.00 by adding another supply for the same supplier. - This means that all open purchase orders for the same supplier are combined as per setting selected. **2. Only On Open Purchase Orders For Job And Child Sections** - select this option if you want to combine purchase orders under the same supplier for jobs with **Sections**as pricing method. Sample Scenario: You have a Sections based job with 2 sections and and each section has a supply item for the same suppler. Section 1 has a supply item worth $500.00, Section 2 has a supply item worth $200.00. - You create a PO on Section 1 and a unique PO number is assigned for a total amount of $500.00. - When you create a PO on Section 2, the same PO number will be assigned and amount increases to $700.00 by adding another supply item worth $200.00 for the same supplier. - This means that open purchase orders for Job Sections are combined as per setting selected. **3. Only On The Current Job Or Job Section** - select this option if you only want to combine purchase orders on job level and if section based, on section level. - For example, if you have a job with Time & Materials as Pricing Method, and you have total of 5 supply items under one supplier, then they will be combined in one PO. - If you have Sections based jobs, and Section 1 has 5 supply items under one supplier, then they will be combined in one PO only for that section. - If Section 2 has another set of supply items for the same supplier then another PO will be assigned/created. **4. Never** - select this option if you want to never combine purchase orders. ℹ️**Note:***Depending on your business structure or requirements, you may choose to "Never " combine Purchase Orders or use one of the settings on how Purchase Orders are combined.* --- # Sub Pages [✨ Using the Purchase Order Wizard](/kb/using-the-purchase-order-wizard) [🛒 Create a Blank Purchase Order](/kb/create-a-blank-purchase-order) [🔧 How to Create a Purchase Order for Supplies added on a Job](/kb/how-to-create-a-purchase-order-for-supplies-a) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🛍️ How to complete a Stock Take Source: https://ascora.com.au/kb/how-to-complete-a-stock-take Conducting a **stock take** is an essential part of inventory management, ensuring that stock levels in Ascora align with the actual quantities in your warehouses, storage areas, or service vehicles. Regular stock takes help maintain accuracy, prevent discrepancies, and allow for efficient inventory tracking. If you're just starting with **Inventory Tracking**, a stock take can also be used to **reset all stock levels to zero** before entering new quantities. This ensures a clean slate and accurate tracking moving forward. With Ascora, stock takes can be performed **per location** and updated in bulk using the **stock take template**. Whether you're adjusting stock levels to match physical counts or zeroing out stock for a fresh start, this guide will walk you through the process step by step. By following the below guide, you can **streamline stock adjustments, improve inventory accuracy, and reduce manual errors**, helping your business maintain a well-organized and efficient inventory system. ## 📽 Watch the video guides ⤵ **Stock Takes** [https://ascora.wistia.com/medias/r11w3ofqgm](https://ascora.wistia.com/medias/r11w3ofqgm) **Reordering Stock** [https://ascora.wistia.com/medias/cpeir0o6oi](https://ascora.wistia.com/medias/cpeir0o6oi) --- **1.**Export Supplies list by going to **Inventory → Supplies → Import/Export → Export Supplies.** [](%F0%9F%9B%8D%EF%B8%8F%20How%20to%20complete%20a%20Stock%20Take/image2021-7-3_16-36-25.png) **2.**Create stock take for location by going to **Inventory → Stock Take** and click **New**. [](%F0%9F%9B%8D%EF%B8%8F%20How%20to%20complete%20a%20Stock%20Take/image2021-7-3_17-22-46.png) **3.**Select location and click **Commence Stock Take.** [](%F0%9F%9B%8D%EF%B8%8F%20How%20to%20complete%20a%20Stock%20Take/image2021-7-3_17-29-53.png) **4.**Download stock take Template (can be used multiple times if necessary) [](%F0%9F%9B%8D%EF%B8%8F%20How%20to%20complete%20a%20Stock%20Take/image2021-7-3_16-50-38.png) **5.**Copy the Part Number and/or description from supplies list and paste into stock take template and set quantities to zero but if you are updating stock levels, simply put the actual updated quantities. Save the file as you will use it for the import process in the next step. ✅**Note:***If you're not using part numbers, you can copy descriptions instead and If needed, remove any supplies that shouldn't be affected.* [](%F0%9F%9B%8D%EF%B8%8F%20How%20to%20complete%20a%20Stock%20Take/image2021-7-3_17-6-10.png) ❌**Important Note**When importing the stocktake file, please ensure that you are using the standard template as per above photo showing five columns.Using other templates such as the one from the export file won't work. **6.**Go back to the Stock Take screen and click**Import/Export**→ **Import Stocktake**and select the stocktake file that you've saved. [](%F0%9F%9B%8D%EF%B8%8F%20How%20to%20complete%20a%20Stock%20Take/image2021-7-3_17-36-59.png) **7.**After completing the stocktake, this should update all stock on hand at the stock take location or revert stocks to zero if you indicated zero quantities in the template. ℹ️Repeat the above process for other locations if applicable. --- # Sub Pages [🔃 Adjusting Stock Levels](/kb/adjusting-stock-levels) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📩 How To Configure Your Gmail Account / Set up Automatic Import for Supplier Invoices Source: https://ascora.com.au/kb/how-to-configure-your-gmail-account-set-up-au **Note*****:***Google has recently made some changes to their authentication methods for Gmail. Starting in autumn of 2024, you and your users must use OAuth with third-party apps to access Gmail, Google Calendar, and Google Contacts. OAuth is a more secure access method, and you will no longer use a password for access (with the exception of app passwords). Google is turning off access to less secure apps—non-Google apps that can access Google Accounts with a username and password (basic authentication). You will now need to follow the steps below to configure your Gmail account to use the supplier import function or any SMTP connection within Ascora. --- ### How to enable POP Access in Gmail **1.**Click the **Gear**icon in the top right corner of the screen and click**See all Settings.** [](%F0%9F%93%A9%20How%20To%20Configure%20Your%20Gmail%20Account%20Set%20up%20Autom/image2021-11-3_21-11-22.png) **2.**Click the **Forwarding and POP/IMAP** tab on the settings screen and under **POP Download**click **Enable POP for all mail**and click **Save Changes.** [](%F0%9F%93%A9%20How%20To%20Configure%20Your%20Gmail%20Account%20Set%20up%20Autom/image2021-11-3_21-15-9.png) ## How to turn on 2-Step Verification and create App Password for SMTP Server Configuration **1.** Log-in to your **Google Account → Security → 2-Step Verification.** [](%F0%9F%93%A9%20How%20To%20Configure%20Your%20Gmail%20Account%20Set%20up%20Autom/Untitled_design_(7).png) [](%F0%9F%93%A9%20How%20To%20Configure%20Your%20Gmail%20Account%20Set%20up%20Autom/1.png) **2.** On your Google Account page, click on ****Then click on **2-Step Verification**option which if it is set as off. **3.**Once done, go back to the Google Account page and now the 2-Step Verification option should indicate that it’s ON. **4.**Next is to click on **App passwords**option to generate the password that you will use when you configure the SMTP Server in Ascora. - If you don’t see this option type **"App passwords"** into the search bar [](%F0%9F%93%A9%20How%20To%20Configure%20Your%20Gmail%20Account%20Set%20up%20Autom/3.png) **5.**On this page, click on **App name**and complease the name**.**You can use **“Ascora Connection”**as your custom name since you’ll be using it for your SMTP login in Ascora and click **Create**below. [](%F0%9F%93%A9%20How%20To%20Configure%20Your%20Gmail%20Account%20Set%20up%20Autom/4.png) **6.**Copy the 16-character password shown. You will use this instead of your usual password for the email address login. This password will be required to complete the setup of your SMTP within Ascora. ## **Connecting your Email Account** 1. Go to **Administration → System Settings.** [](%F0%9F%93%A9%20How%20To%20Configure%20Your%20Gmail%20Account%20Set%20up%20Autom/image2021-11-3_20-3-12.png) **2.** Under the Automatic Import Email Settings area, do steps A, B, and C with some references below. A. Tick the **Supplier Invoice Importing** checkbox B. Configure the required email settings. - Email: Your Email Address**Password: Your App Password**Server: pop.gmail.comPort: 995Use SSL: Yes If you don't have your email settings available such as server name and port number, you must contact your company IT or your email provider to obtain these details. C. Ensure you use the App Password generated earlier—do not use your Gmail account password here. D. Click the **Connect**button when you're ready to proceed. [](%F0%9F%93%A9%20How%20To%20Configure%20Your%20Gmail%20Account%20Set%20up%20Autom/5.png) **3.**Connection between your Ascora account and your email account will be established and you'll see the following pop up box indicating it's testing your email settings. [](%F0%9F%93%A9%20How%20To%20Configure%20Your%20Gmail%20Account%20Set%20up%20Autom/image2021-11-3_20-29-19.png) **4.** Another pop up box appears confirming that connection is successful. [](%F0%9F%93%A9%20How%20To%20Configure%20Your%20Gmail%20Account%20Set%20up%20Autom/image2021-11-3_20-25-59.png) If connection is unsuccessful, please refer to the following list of the most common reasons why it fails and complete the required resolution. **Reason****Resolution**Incorrect SettingsCheck with your Email Provider or company IT to verify the correct server name and port numberIncorrect Credentials EnteredMake sure you enter your correct email user name and **App Password**. You may need to test it by logging out from your email account and then log in again.Server Cannot Be FoundCheck if you have the correct server name and if needed, contact your IT or email provider.Your Email Account is restricting Ascora to establish a connectionContact your Email Provider to allow Ascora to access your Email account. Sometimes you just need to check your mailbox and click a link to authenticate or "allow access" to your email. Another reason is your email account may have stricter settings/configurations that prevent any app from accessing and please contact your email provider for assistance.Unable to Connect to Gmail Account. POP Access not enabled, and Less Secure Apps not enabledThis only applies if you are connecting a Gmail Account. You will need to go to Gmail Settings to Enable POP Access. **Note:***It's Google's verification method and Ascora has no control over this and thus you need to manually change/adjust your settings in your Gmail account and contact Google if you encounter further issues.* ❌**NOTE:** Automatic Importing should be assigned to a dedicated inbox as all emails will be marked as deleted once they have been processed by the importer. If you need a copy of each supplier invoice, you can configure your email account to automatically forward copies to a different mailbox. Alternatively you can configure your email to keep the deleted emails in the DELETED folder after a certain period. **5.** Click the **Save**button located on the upper right part of the screen once your Automatic Import Email Settings are successfully configured. [](%F0%9F%93%A9%20How%20To%20Configure%20Your%20Gmail%20Account%20Set%20up%20Autom/image2021-11-3_20-9-48.png) ## Configuring the Supplier Record After successfully connecting your email account for supplier invoice automatic import, you will need to configure your supplier record to ensure that emails will be imported correctly. **1.** Choose the **Inventory Icon** on the Top Menu and select the **Suppliers** option. [](%F0%9F%93%A9%20How%20To%20Configure%20Your%20Gmail%20Account%20Set%20up%20Autom/image2021-11-3_22-26-18.png) **2.** Locate the applicable Supplier in the list then click to display the details. In this example we select Reece which is one of the supported formats. [](%F0%9F%93%A9%20How%20To%20Configure%20Your%20Gmail%20Account%20Set%20up%20Autom/image2021-11-3_22-42-56.png) **3.** The Supplier’s Details Screen will display. Scroll down to the **Supplier Invoice Format** option and select the applicable format from the list. [](%F0%9F%93%A9%20How%20To%20Configure%20Your%20Gmail%20Account%20Set%20up%20Autom/image2021-11-3_22-50-30.png) ❌***Note:****If the Supplier Format you're after is not shown in the list, we can create this format for you by creating a special processor that understands the format the invoice has been sent in - where to read elements like the Supplier Invoice Number, Order Reference, Invoice Date and the various lines on the Invoice. The Processor can read invoices in both CSV or PDF format (providing the PDF is not generated as an unreadable image). Due to the length of time it can take to create, test and deploy the Supplier Invoice processor we charge $350 EX GST per Supplier Format. You can purchase one by accessing the**[Ascora Shop](https://www.ascora.com.au/ShoppingCart/Shop)**.* **4.** Under the Automatic Supplier Invoice Importing section in the Supplier screen, tick the checkbox beside **Enable the automatic import from Ascora inbox**. The inbox you configured in Step 2 will be displayed in brackets and the Email Sender textbox will appear. Enter the email address used by the Supplier to send your Invoices in the Email Sender textbox. Ascora is now configured to automatically import and process Supplier Invoices for the particular Supplier. Repeat these steps for any other Suppliers for which you wish to enable Automatic Supplier Invoice Importing. [](%F0%9F%93%A9%20How%20To%20Configure%20Your%20Gmail%20Account%20Set%20up%20Autom/image2021-11-3_22-40-59.png) As a summary, the requirements for setting up automatic import for supplier invoices are: 1. Supplier must have a supported format available. 1. You account is successfully connected to a dedicated mailbox that receives supplier invoices type of emails. 1. You have configured the necessary settings in the supplier details screen. Congratulations! You have now successfully configured automatic import for your supplier invoices which helps save a huge amount of time compared to manually creating/importing your supplier invoices. --- # Sub Pages [📧 How to set up your Gmail account on Ascora and send emails from a different Email Address](/kb/how-to-set-up-your-gmail-account-on-ascora-an) [🔄 Automatic Supplier Invoice Importing](/kb/automatic-supplier-invoice-importing) [📦 Suppliers & Supplier Invoices Guides](/kb/suppliers-supplier-invoices-guides) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🖥 How to Create a Customer Portal Source: https://ascora.com.au/kb/how-to-create-a-customer-portal **The Ascora Customer Portal** provides a convenient self-service platform for your customers to create, view, and manage their **Jobs** and **Quotes**. Through customizable permissions, you can grant individual **Contacts** access to all jobs tied to their company or limit visibility to those where they’re the primary contact. This flexibility ensures each user sees only the relevant information. You can also configure **Job Notifications** based on specific **Job Types**, so your team is instantly alerted whenever a new job is created via the portal. ℹ️Personalize your customer’s experience by adding your **branding image** under **Administration → Company Details**. This logo or banner will appear on your Customer Portal pages and the dedicated branded login page. Continue reading to learn how to adjust your portal settings, invite contacts, and control which attachments and photos are visible to your customers. --- ### Customer Portal Settings All general, high-level settings for the Customer Portal are available under **Administration → Customer Portal**. These settings govern how your customers interact with their portal, what data is visible, and who receives notifications. [](%F0%9F%96%A5%20How%20to%20Create%20a%20Customer%20Portal/image2021-2-6_10-58-27.png) ### **Key Settings** The **Key Settings** within the Customer Portal configuration allow you to fine-tune exactly what your customers can see and who gets notified when important actions occur. By adjusting these options, you can limit the age of visible jobs, specify which team members receive email alerts for new portal contacts or job creations, and control whether certain administrative details are displayed to your customers. - **Contact Notifications**Enter one or more email addresses that should receive notifications when **Contacts** are invited to the Customer Portal. This helps your team stay informed of new portal users who may need support or follow-up. - **Visibility Settings****Limit Job Visibility by Age**: Restrict customers from viewing older jobs by specifying a cutoff date.**Hide Tasks & Admin Details**: Decide whether tasks and certain “admin-only” fields (like invoicing preferences) are visible to portal users. This helps maintain a clean, customer-friendly interface. - **Job Notifications****Job Type Notifications**: Assign specific email addresses to receive alerts whenever a new job is created for certain job types (e.g., Maintenance, Installation).**Global Notification List**: Set an overall list of recipients to be notified for all new jobs, regardless of type. [](%F0%9F%96%A5%20How%20to%20Create%20a%20Customer%20Portal/image2021-2-6_11-0-17.png) ### Inviting Contacts Once the global portal settings are configured, the next step is to invite specific contacts to use the portal. Each **Contact** can have individualized permissions and their own login credentials. 1. **Open Customer Details**Go to **Customers** and select the relevant customer record.In the **Contacts** tab, you can view, create, or edit the contacts associated with this customer. [](%F0%9F%96%A5%20How%20to%20Create%20a%20Customer%20Portal/image2021-2-6_11-2-0.png) 1. **Create or Edit a Contact** - Click **+New** (or select an existing contact to update). - Complete the required fields:**Contact Name****Email Address** (this becomes the login username)**Permissions**: Check which areas (Jobs, Quotes) this contact can view, edit, or create.**Password**: Must meet Ascora’s complexity requirements.**Email Notification**: Opt to send the contact an auto-generated email with their login details, or plan to provide them the details manually.Click **Save** to finalize [](%F0%9F%96%A5%20How%20to%20Create%20a%20Customer%20Portal/image2021-2-6_11-3-27.png) ### Accessing the Customer Portal After you save the contact with portal access: **Invitation Email** - If you chose to send an automatic invite, the contact receives an email containing their **Username**, **Password**, and a link to the **Customer Portal**. - This contact will be able to view the Jobs to which the parent customer is linked, either as a Site or Billing Customer. Based on their permissions you can also restrict the display of Jobs to only those for which the Contact is selected as the primary Contact on the Quote or the Job. [](%F0%9F%96%A5%20How%20to%20Create%20a%20Customer%20Portal/image2021-6-25_8-12-34.png) **Portal Login** - The contact clicks the link, enters their credentials, and clicks **Log In**. - Depending on the **Permissions** set, they can view or create **Jobs**, **Quotes**, and more. [](%F0%9F%96%A5%20How%20to%20Create%20a%20Customer%20Portal/image2020-12-10_6-14-6.png) **Quote Creation & More** - If permitted, the contact can create new quotes by entering basic details like description and estimated costs. Once saved, the quote appears under **Quotes** in Ascora’s web interface for the office team to finalize (assigning users, scheduling, etc.). [](%F0%9F%96%A5%20How%20to%20Create%20a%20Customer%20Portal/image2020-12-10_6-20-34.png) ℹ️**Note**: Basic information is all that’s required initially. Office staff can then build on this quote with additional details or scheduling information. [](%F0%9F%96%A5%20How%20to%20Create%20a%20Customer%20Portal/image2020-12-10_6-25-37.png) ### Sharing Job Photos Ascora allows you to control which documents and images are visible to portal users. By default, **Job Photos** and other files are hidden from customers until you explicitly enable them. 1. **Open the Attachments Tab**Within the job’s **Attachments** tab, locate the file(s) you want to share. 1. **Enable Portal Visibility**Check the box next to each file you wish to share, then click **Viewable in Customer Portal**.The “Customer View” column will change to “Y,” indicating the selected files are now visible. [](%F0%9F%96%A5%20How%20to%20Create%20a%20Customer%20Portal/image2021-2-6_11-7-28.png) **That’s it!** You’ve now configured your **Customer Portal Settings**, invited **Contacts** to access it, and learned how to share **Job Photos** with your customers. By leveraging these options, you can offer a convenient self-service experience that reduces administrative tasks and improves communication between your team and your clients. --- # Sub Pages [👨‍🏫 Customer Portal](/kb/customer-portal) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🏭 How to create a New Inventory Location Source: https://ascora.com.au/kb/how-to-create-a-new-inventory-location Proper inventory location management ensures **accurate stock tracking and efficient supply allocation** across different warehouses, vehicles, or storage areas. In **Ascora**, you can: ✔ **Create and manage multiple inventory locations** – Organize stock across different storage points. ✔ **Set a default inventory location** – Ensure stock is automatically allocated to the correct location for streamlined operations. ✔ **Enhance job efficiency** – Assign specific locations to track supply availability for mobile teams or warehouse storage. This guide will walk you through the **step-by-step process of adding new inventory locations and setting a default location**, ensuring **seamless inventory tracking and job allocation**. --- **1.** Go to **Administration → Inventory.** [](%F0%9F%8F%AD%20How%20to%20create%20a%20New%20Inventory%20Location/image2021-1-5_18-20-45.png) **2.** Click **Add New** and enter the location name. In this example, we call it *Default Warehouse.* ✅**Note:** *To set up as default location, simply tick the corresponding box.* [](%F0%9F%8F%AD%20How%20to%20create%20a%20New%20Inventory%20Location/image2021-1-5_18-24-39.png) **3.** Once done, click **Save**button located at the upper right part of the page. [](%F0%9F%8F%AD%20How%20to%20create%20a%20New%20Inventory%20Location/image2021-1-5_18-33-5.png) --- # Sub Pages [📦 Inventory Guide](/kb/inventory-guide) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⚒ How to Create a New Job Source: https://ascora.com.au/kb/how-to-create-a-new-job Creating a new job in Ascora can be done in several ways, depending on your workflow and the specific needs of your business. Whether you're adding a job directly from the Job List, linking it to an existing customer, converting a quotation into a job, or quickly scheduling it from the calendar, Ascora provides multiple options to make job creation easy and efficient. New Jobs can be created in a number of different ways in Ascora: 1. From the Job List 1. From the Customer Details 1. By Converting a Quotation 1. By Clicking and Dragging on the Schedule ℹ️Depending upon your particular workflow, one way may be faster/easier for you - for example recording a new Maintenance Job over the phone with the Customer is usually easier from the Scheduler as you can create the Customer, Job and Booking all in one go. [📽 Watch the video guide ⤵](#1d2c74d8-3182-807e-bf87-cf937ac03ea8)[Creating a New Job from the Jobs Screen](#184c74d8-3182-8008-a2c9-f40e0c91505d)[Creating a New Job from a Customer Card](#184c74d8-3182-80ef-b87e-e9c83436f0fa)[Creating a New Job from the Scheduler](#184c74d8-3182-80c5-a2a3-f7d2260a8481)[📽 Watch the video guide ⤵](#1d5c74d8-3182-8080-ae8e-fc6c1071f959)[Sub Pages](#184c74d8-3182-8032-90c6-c2ca4ea120c9) ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/o1lyc3x5kg](https://ascora.wistia.com/medias/o1lyc3x5kg) --- ## Creating a New Job from the Jobs Screen 1. Click **Jobs**in the side navbar to display the Jobs List. 1. Click the **+New** button to create a new Job and follow the steps. --- ## Creating a New Job from a Customer Card 1. Click **Customers**in the side navbar to display the Customers List, and select a customer. ℹ️If the Job is for an existing Customer, find their record in the Customer List and click the **View**button located next to the Customer Name. See Search for an Existing Customer for assistance. If the Job is for a new Customer, create a new Customer record by clicking the **+New** button. See Create a New Customer for assistance. 2. Click the **New Job** button in the toolbar to create a new Job. The new Job Details will display with the Customer information automatically populated. --- ## Creating a New Job from the Scheduler ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/c5s56cdwbc](https://ascora.wistia.com/medias/c5s56cdwbc) 1. Choose the **Scheduler icon** from the side navbar to display the Scheduler. 2. Hold the mouse pointer over the time and User for which you want to schedule the Job. Click-and-Drag to schedule the Job for your chosen duration. When you release the mouse button the Customer Selection screen will display. ℹ️If the Job is for an existing Customer, find their record in the Customer Selection list. Click on the Customer then click the**Next->** button. See Search for a Customer for assistance. If the Job is for a new Customer, click the **Create New** Customer button to create a new Customer record. See Create a New Customer for assistance. The Job Details screen will display. 3. Enter the details for the Job. To display the Job Details, right-click the Job in the Scheduler then click the **View Full Job Details** button. --- # Sub Pages [⚒ Jobs Guides](/kb/jobs-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📊 How to create a New Price Level Source: https://ascora.com.au/kb/how-to-create-a-new-price-level Managing pricing effectively is crucial for customer satisfaction and business profitability. **Price levels in Ascora** allow you to apply special pricing structures for different customers, ensuring **customized discounts and pricing adjustments** without manual changes every time you generate a quote or job. With price levels, you can offer **exclusive discounts to VIP customers**, apply **custom rates for different labor roles**, and **automatically adjust supply pricing** based on predefined customer categories. Whether you’re offering a **fixed discount, percentage reduction, or custom rates for specific services**, price levels streamline the process, ensuring consistency and efficiency. This guide walks you through **creating and managing price levels**, applying them to **supplies, labor, and specific customers**, and ensuring that every transaction reflects the correct pricing **automatically**. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/2xrlr1rdpt](https://ascora.wistia.com/medias/2xrlr1rdpt) --- **1.**Go to **Administration → Supplies**and under the **Price Levels**section, click **Add New** then give it a descriptive name and set the standard pricing for this level. In this example we’ve created a new pricing level for Seniors with a 0% discount on the standard pricing. we’ll adjust the Labour Rates I want to give special pricing with later. [](%F0%9F%93%8A%20How%20to%20create%20a%20New%20Price%20Level/image2021-6-17_11-4-47.png) **2.**Click the **Save** button to save your changes. [](%F0%9F%93%8A%20How%20to%20create%20a%20New%20Price%20Level/image2021-6-17_10-51-5.png) ## Adjusting the Price for a Particular Role/Supply You can then edit any existing Supply, Labour Role or Callout fee and adjust the Pricing. A table displaying the various Price Levels setup in Ascora will now be displayed. We access role in **Administration → Rates & Charges.** In this example, we are accessing the Electrician Level 1 role where it automatically displays the list of pricing levels but in this instance, we select the pricing level called **Seniors**. > *The Hourly Rate for an Electrician – Level 1 has been set to $80 Ex Tax for any Customer on the Seniors pricing level.* [](%F0%9F%93%8A%20How%20to%20create%20a%20New%20Price%20Level/image2020-10-29_17-24-50.png) ## Specifying the Price Level per Supply Item Go to **Inventory → Supplies**and open the supply item that you need to edit. Price levels will automatically show and you can edit the discount amount as well as charge ex tax and charge inc tax per price level. In this example, we set 20% discount for the price level called "Seniors." Once we've set this price level for a certain customer and create job and add this particular supply, this special pricing will be applied which is 20% less or with reduced charge ex tax of $551.76. [](%F0%9F%93%8A%20How%20to%20create%20a%20New%20Price%20Level/image2021-6-17_10-39-31.png) ✅When you add this supply item to a job for a customer without a pricing level set, the standard price applies. This means that if you are giving a discount or special pricing for specific customers, you must first create a price level and then select the price level in the Customer card. *Refer to the steps below.* ## Specifying the Price Level for a Customer **** You can set which Price Level applies to the Customer under the **Customer Details** screen. 1. Open the Customer to which you want to set the Price Level. 1. Select the **Price Level** 1. Click **Save** In this example we selected a different price level called "**Seniors**" but it should allow you to select any price level added in **Administration → Supplies → Price Level.** [](%F0%9F%93%8A%20How%20to%20create%20a%20New%20Price%20Level/image2020-10-29_17-25-56.png) ## Adding Labour with the special pricing When creating a Quotation for this Customer, the special pricing due to the Price Level now takes effect: [](%F0%9F%93%8A%20How%20to%20create%20a%20New%20Price%20Level/image2020-10-29_17-26-23.png) ## Adding Supply with the special pricing Below is an example of a job for a customer with "Seniors" pricing level set. I've added the supply item we've modified earlier and the special pricing takes effect which is 20% less or equivalent to $551.76 (the reduced price.) [](%F0%9F%93%8A%20How%20to%20create%20a%20New%20Price%20Level/image2021-6-17_10-58-57.png) ✅If you have more supply items that you need to add with special pricing for specific customers, just go to **Inventory → Supplies**→ find the supply item you need to modify and set the discount amount from there. --- # Sub Pages # [💵 How to Set Up Rates & Charges](/kb/how-to-set-up-rates-charges) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📄 How to Create a New Quote Source: https://ascora.com.au/kb/how-to-create-a-new-quote Creating quotes in Ascora is easy and flexible, with multiple ways to add new quotes to your system. Whether you prefer to create a quote directly from the **Quotes Screen**, link it to an existing **Customer Card**, or quickly schedule it from the **Scheduler**, Ascora offers a range of options to suit your workflow. By choosing the method that works best for you, you can efficiently generate accurate quotes, track job details, and ensure that your clients receive timely and professional proposals. This guide will walk you through each method of creating a new quote, so you can get started quickly and manage your quoting process with ease. **Table of Contents** [Create a New Quote from the Quotes Screen](#184c74d8-3182-8093-8b57-fda03bcef582)[Create a New Quote from a Customer Card](#184c74d8-3182-804d-928e-cbe44c65ec98)[Create a New Quote from the Scheduler](#184c74d8-3182-805f-9a2a-ee8efd3bc9dd)[Sub Pages](#184c74d8-3182-8051-b866-e8113d25ffbc) ## Create a New Quote from the Quotes Screen 1. Choose the **Quotes Icon** in the side navbar to display the Quotes List. 1. Click the **+New** button to create a new Quote. The new Quote Card will display. ## Create a New Quote from a Customer Card Choose the**Customers Icon** in the Top Menu to display the Customers List. **1.** If the Quote is for an existing Customer, find their record in the Customer List and click the **View**button located next-to the Customer Name. See Search for a Customer for assistance. If the Quote is for a new Customer, create a new Customer record by clicking the **+New** button. See Create a New Customer for assistance. **2.** Click the **New Quote** button to create a new Quote. The new Quote Card will display. ## Create a New Quote from the Scheduler 1. Choose the **Scheduler icon** from the side navbar to display the Scheduler. 2. Hold the mouse pointer over the time and User for which you want to schedule the Job. Click-and-Drag to schedule the Job for your chosen duration. When you release the mouse button the Customer Selection screen will display. ℹ️ If the Quote is for an existing Customer, find their record in the Customer Selection list. Click on the Customer then click the**Next->** button. See Search for a Customer for assistance. If the Quote is for a new Customer, click the **Create New** Customer button to create a new Customer record. See Create a New Customer for assistance. The Quote Details screen will display. 3. Select the tab "Qutote" and fill out its fields. To display the Quote Details, right-click the Job in the Scheduler then click the **View Full Quote Details** button. --- # Sub Pages [👨 Creating a New Customer](/kb/creating-a-new-customer) [🗎 Quotes](/kb/quotes) [📃 Creating a Quote from a Template](/kb/creating-a-quote-from-a-template) [📃 Importing Quotes](/kb/importing-quotes) --- # 🔧 How to Create a Purchase Order for Supplies added on a Job Source: https://ascora.com.au/kb/how-to-create-a-purchase-order-for-supplies-a When job supplies are added in Ascora, you can generate a **Purchase Order** directly from the **Job Details** screen. This ensures that materials are ordered efficiently and linked to the correct job, reducing manual tracking and procurement errors. If multiple suppliers are involved, Ascora will automatically create separate **Purchase Orders** for each one, streamlining the purchasing process. You can also modify, remove, or adjust ordered quantities before finalizing the order. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/5iqdyq7ggv](https://ascora.wistia.com/medias/5iqdyq7ggv) --- Once you have added Supplies to a Job, you can generate a Purchase Order for those Supplies directly from the Job Details. 1. On the Job Details, choose the **Supplies Tab**. [](%F0%9F%94%A7%20How%20to%20Create%20a%20Purchase%20Order%20for%20Supplies%20adde/image2020-10-29_15-34-27.png) 2. Supplies that have been added to the Job will display in the Supplies List. Create a Purchase Order for these Supplies by clicking the **Create Purchase Orders** button. If the Supplies for your Job are from multiple Suppliers, Ascora will generate a separate Purchase Order for each Supplier. [](%F0%9F%94%A7%20How%20to%20Create%20a%20Purchase%20Order%20for%20Supplies%20adde/image2020-10-29_15-35-12.png) The relevant Purchase Order(s) is now displayed in the Purchase Orders List. [](%F0%9F%94%A7%20How%20to%20Create%20a%20Purchase%20Order%20for%20Supplies%20adde/image2020-10-29_15-41-6.png) ## How to Edit the Details of a Purchase Order To view a Purchase Order’s details, or to edit the Purchase Order, click the **Pencil**icon located next to the Purchase Order Number. [](%F0%9F%94%A7%20How%20to%20Create%20a%20Purchase%20Order%20for%20Supplies%20adde/image2020-10-29_15-37-30.png) Here you can include additional information such as Date and Time Required, as well as select a Deliver To location from the drop down menu. [](%F0%9F%94%A7%20How%20to%20Create%20a%20Purchase%20Order%20for%20Supplies%20adde/image2020-10-29_15-43-38.png) Scroll down to the Purchase Order Lines section to: **Add additional Supplies** on to the Purchase Order by clicking the +New button. When you receive the new Item(s) as part of the Supplier Invoice you can choose to allocate the Item(s) to the same Job (default) or select a different Job to allocate the new Item(s) to. **Remove Supplies** from the Purchase Order by selecting the Item in the list and then clicking the Delete button. These Items will remain in the Supplies List for the Job and you can create a Purchase Order for them at any time by repeating the Create a Purchase Order for Supplies Added to a Job process. **Adjust the Quantity Ordered** for any given Item by clicking in the Qty Ordered field for that item and either typing the required quantity or adjusting the quantity using the up and down arrows. If you order less of a particular item than you have added to the Job, Ascora will include the balance the next time you generate a Purchase Order for that Job. [](%F0%9F%94%A7%20How%20to%20Create%20a%20Purchase%20Order%20for%20Supplies%20adde/image2020-10-29_15-46-19.png) When you are ready, click the **Save**button near the top of the screen. [](%F0%9F%94%A7%20How%20to%20Create%20a%20Purchase%20Order%20for%20Supplies%20adde/image2020-10-29_15-47-13.png) --- # Sub Pages [🗺 Create a Section Based Job](/kb/create-a-section-based-job) [💲 Pricing Methods - Stages](/kb/pricing-methods---stages) [🔃 How to Reassign a Purchase Order](/kb/how-to-reassign-a-purchase-order) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔂 How to Create a Recurring Job Source: https://ascora.com.au/kb/how-to-create-a-recurring-job Recurring Jobs in Ascora let you automate tasks that repeat at regular intervals—whether weekly, monthly, quarterly, or any custom frequency. By creating a Recurring Job Template, you ensure that jobs are generated automatically according to your preferred schedule. This saves time, reduces manual work, and helps maintain clear records of ongoing services. Use Recurring Jobs for scenarios like: - **Regular Maintenance** (e.g., weekly inspections, monthly servicing). - **Contract Work** (e.g., quarterly air-conditioning checkups). - **Subscription-Based Services** (e.g., monthly security monitoring or cleaning services). You are able to create these jobs in the*Job Templates* section in Ascora. This can be found under *Advanced*on the top menu. Follow the steps below to set up Recurring Jobs in Ascora. Once configured, new jobs will be automatically created according to your schedule, allowing your team to focus on delivering quality service. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/4vwfsc3428](https://ascora.wistia.com/medias/4vwfsc3428) --- ## Creating a Recurring Job Template **Access Job Templates** - From the top menu in Ascora, click **Advanced → Job Templates**. [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_19-22-16.png) **Add a New Template** - Click **+ New** in the top right-hand corner. - By default, your new template is **On Demand**. Select **Recurring** to set it to automatically repeat over time [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_19-27-43.png) [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_19-29-37.png) **Fill in Basic Details** - Provide the core job information in the **Details** section, just as you would a regular job (e.g., Job Name, Customer, Description). - Assign a **Site Customer** and (optionally) a different **Billing Customer** to ensure invoices go to the correct recipient. Please refer to the image below as a reference but a detailed explanation can be found in the succeeding steps. [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2023-1-17_9-7-25.png) The best place to start is in the **Details**section. Here you will see the same options you see when creating a standard job. Set your recurring job out like you normally would any regular job. [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_19-33-16.png) ℹ️It is recommended that you organise your Site Customer and Billing Customer. The address will automatically come from the site customer. If you need to enter an address other than that, you are able to manually input that address, if you so wish; just like you would on a standard job. [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_19-35-32.png) Set up your Job Description. This will populate onto all future jobs that recur from this template. So instead of having to come back to this job template to know what the job is about, you will be able to input that here and see it across all jobs. [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_19-37-15.png) Set up the specific settings of the recurring job. [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_19-39-23.png) ℹ️There are 5 main parts to this section. And they will be broken down to best understand how they each work. The first section is to set when you want this job to start recurring from. In this example, we’ll have the job start on 01/01/2019. [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_19-41-19.png) **FREQUENCY:**Next you will want to decide how frequently this job will be created. This will be done in the *Frequency*section. In the frequency section you can see that there are different options to choose from. a. You can choose a broad recurring time. b. You can choose that it occurs on a specific date of particular months. c. Or on the last day of a specific number of months. [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_19-46-55.png) **A.** Here you can see that you are able to choose the recurrence frequency to be Days, Weeks, Month and Years. To the left of the drop down shown is a frequency number. So, for example, you can set that to 8 if you want it to recur every 8 days, every 8 week, every 8 months, or once every 8 years when paired with the corresponding drop down. [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_19-53-4.png) **B**. This second option allows you to choose a specific date of any sequence of months for the job to recur. As you can see here, it is set to create jobs on the 5th of every 3 months. So, if they job was to start in January, it would make a job on the 5th of January, then the next would be the 5th of April; 3 months later. [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_19-50-53.png) **C.**The next frequency option is to have it create the new job on the last day of a set number of months. In this example, this template would create a job on the last day of every 6 months. [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_19-55-44.png) **CREATE AS**: Once you have decided how frequently you would like the job to be created, the next step is to decide from the format in which you would like the jobs to be created as. The 3 options we have in this section allow you to create a job that has no particular booking, a specified booking, or is immediately Closed and Invoiced. [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2023-1-17_10-41-25.png) **A.** **Unscheduled**. The "Unscheduled" option will allow the jobs to be created without a particular booking but will be viewable in your Unscheduled jobs list in Scheduler. These jobs are also available in the jobs list to modify and create bookings on like a standard job. **B. Booked In At, For.** The specified booking can be made in the Book In At box. Here you can choose what time you would like the job to be booked when it is created, who will do the job, and how long it will take them. So, if you have a job that is set to be created every 3 weeks in frequency, you can also set that it be booked in for a specific time on that day (in this example 9am), and which staff member will do this job every time it comes up (in this example Courtney Smith). You can also set an estimated duration so that when the job is created you can see it in the Scheduler. So, in this example, Courtney Smith will have 4-hour job every 3 weeks at 9am. This means the job will appear in the Scheduler as the above. You can modify it if need be, but this just allows you to set a preferred time and day. ✅**Tip**If you don't know yet who will be doing the recurring job, you can set up a "No Access" user and call it "Recurring Jobs" and that way you'll have jobs assigned to that generic user and also visible in the scheduler. You can easily rebook it for actual users once determined who will do the job.To do this, go to **Administration → Users** and create a new user as per usual steps but select "No Access" level.[](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2023-1-17_10-14-52.png)Once you access the Scheduler, you'll see recurring jobs booked for that No Access user and you can easily rebook it for the corresponding user (once determined) to complete the job.Please see example below.[](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2023-1-17_10-21-7.png) **C.** **Invoiced**. The last option is "Invoiced" and you have the option to also close the job or just leave it open. This is the option that allows you to generate a recurring invoice let's say every month and you can also tick the box "Close Job" so it doesn't clutter the Schedule or job list. ℹ️**Note**: Invoice will be generated on the same date the job is scheduled to be created. This type of invoicing is popular amongst security companies and other services where you pay by the month/quarter regardless of any jobs being performed. For example, it allows you to create an invoice for monthly security monitoring. You can also set the Job description with text to dynamically change – for example “Security monitoring for October 2018”. There’s also a setting under *Administration → Settings* that will trigger Ascora to automatically email off the invoice when it is generated from the template. **REPEAT:** Next you will want to set for how long you would like this Recurring job to run for. There are 3 options in this field too. [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_20-4-18.png) a. ***Until***allows you to choose a specific date that this Recurring Job will finish. It will not create any further jobs after that date. This is good if you have a contract or agreement with an expiry of a specific date or month. b. ***Times***allows you to choose how many times the job is created in total before the job stops recurring. This is good if you have a set number of jobs that you have agreed upon with your customer. So, if they have only agreed to have you do the job 12 times, you are able to specify that. (This will not include Cancelled jobs. To elaborate, if you agree upon 12 jobs with your customer, and on the 7th recurrence of that job they have to cancel, and you cancel it in Ascora, that 7th job will not be counted as part of the 12 overall jobs. What was meant to be the 8th recurrence is now counted as the 7th, and the sequence will carry on from there) c. ***Until Stopped*** is simply that the job will recur indefinitely until you manually come back to the job template and stop the recurring. You can just hit the *Stop Recurring* button to do that. But if that customer comes back and wants that job to be continued at a later date, you are able to come back into that Job Template and *Start Recurring* button and it will start of from where you left off with the same settings; saving you from recreating the Job Template if they wanted your services again after having stopped them. **JOBS IN ADVANCE:** [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_20-8-19.png) This section is able to help you with how many Jobs you would like to appear in your Scheduler in Advance. There may be situations in which you would like to see 2 or 3 jobs in your Scheduler for this template at once, to help you book them ahead of times, there may be situations where you will only need to see 1; this part of the Job Template will help you choose that. Simply toggle the Number box to choose how many jobs you would like to have active at any given time. [This setting often goes hand-in-hand with *“Recurring Jobs / Maintenance Jobs Creation.”* Information on this setting can be found in the Hints & Tips section of this manual.] **Recur from Job Completion** [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_20-14-5.png) Just to give a little explanation to what this is, basically, you can have a job to recur as frequently as you wish and set it to, but when this check box is clicked, it will only recur the job from the day the current job is fully completed. If you would like them to be set for the same time without change, untick this box. But if you would only like a job to be created once the previous one is finished, you’ll want to check this box. Once you have filled all those fields in, and click **Save**, you will find that new tabs will appear above the Details. These are the same tabs you would see on a normal job. This is the point where you would treat this template like a regular job. (You will notice there are no bookings created yet in the Jobs tab. No need to worry, they will be discussed in the next step) Any Supplies, Labour or Callouts, Equipment that you need on all the jobs of this template, add them here, and they will be included in each job that is created from this template. Click **Save**. [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_20-18-24.png) Once you have completed all the steps up to this point, and you have the template exactly how you would like each job to be and all the information is correct, you will now be able to create the bookings and start the Job Template to create the recurring jobs. To do this, you will click *Start Recurring* in the top right-hand corner of the template. [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_20-20-41.png) When you have clicked *Start Recurring,* a new set of buttons will appear in that same place on the template. [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_20-23-3.png) Now that these new buttons have appeared, in order to activate the template to start running based on the settings you’ve included, you will now need to click *Run Recurring*. A pop up will appear confirming this action. To which you would just click *Yes, Run This Job Template to confirm.* [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_20-24-5.png) There will then be a pop up to advise you that the change has been accepted by Ascora, you will just need to click OK. You will now be able to see the next bookings/jobs that are created. If you have set for 2 to be set in advance, 2 jobs will be in the jobs tab. You can go to the specific jobs and change or modify them from there, if needed/wanted. The jobs that are created from Job Templates are exactly like regular jobs from this point, and can be treated as you would any other job. **You have now finished creating a Recurring Job.** ## **Hints/Tips:** ### Recurring Jobs / Maintenance Jobs Creation There is an additional setting that you are able to choose. This can be found in the *Defaults*section in the *Administration*menu. At the bottom of the left-hand column of the page you can choose a custom setting for recurring jobs [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_20-27-29.png) Once you check the box for *Use Customer Recurring Job Creation Settings* you will be given the option to set how many days in advance recurring jobs are created. For example, if you have your recurring job to create 1 in advance, and the next job isn’t for 3 months, and you don’t want to be able to see it in your Scheduler or job list yet, you can have it set to be created a certain number of days before it’s due. You can have it be created the day before it’s due, so that you will be able to see it in your scheduler and book it in from there. Or even 7 days before, so you have more time to create a booking for it. It’s up to you. This is just to help with it not clogging your Scheduler with jobs that you don’t need to see far in advance. --- ### Delete Jobs vs. Cancel Jobs When looking at the job list in a recurring job template, you will notice in the top right-hand corner of the table two buttons. *Delete Jobs* and *Cancel Jobs.* [](%F0%9F%94%82%20How%20to%20Create%20a%20Recurring%20Job/image2020-12-3_20-29-59.png) Each of these two buttons have entirely different functions, and it’s incredibly important to remember the differences, as it could be quite devastating to scheduling to mistake them. ***Delete Jobs:*** This button means that you are able to delete the jobs from your schedule. They will be removed and archived; meaning that when it comes time for that job to occur, it will still be available for regeneration. An example of when this feature might be used is if you have Run Recurring and it has created too many jobs in advance because the setting wasn’t correct before selecting the Run Recurring button. You are able to delete the unwanted jobs so that they don’t appear in the Scheduler ahead of when you desire them to, fix the settings, and run recurring, and they will be created at the correct time according to the settings. To give a more specific example, say you wanted to create 2 jobs on a template in advance, and all others are set to be created at the completion of a job (this means that there will always be 2 jobs for this template active at any time), but for some reason you accidentally set it for 3 and clicked Run Recurring Client Demonstration 10 September 6, 2018 and 3 were created, you are able to delete that 3rd job, fix the Jobs in Advance setting to reflect the desired amount, then save and Run Recurring again. This will fix how many jobs in Advance are created without removing that deleted job from the sequence. It will still appear according to new settings. ***Cancel Jobs:*** This button means that you are able to completely cancel that job from the sequence so that it doesn’t appear again. This would be used if you are, for example, set to do a job monthly, and on a particular month your customer advises you not to worry about the next upcoming job, but come back the following month and all months from then on. You are able to go into the Jobs tab of the Job Template and find that particular month and Cancel that job. That way it won’t regenerate in the sequence, it will be completely removed as a job from the system. It is important to remember the distinction between these two buttons. While selecting the Delete button when actually wanting to Cancel isn’t so bad because the job will just regenerate and you will be able to cancel it from there, if you Cancel a job when you only wanted to Delete it, you will not be able to get that job back. So please be careful when removing jobs from your template for any reason. --- # Sub Pages # [❌ Cancel or Delete a Recurring Job](/kb/cancel-or-delete-a-recurring-job) [🦺 How to Create Job Types](/kb/how-to-create-job-types) [✅ How to Close a Job and Unlock a Closed Job](/kb/how-to-close-a-job-and-unlock-a-closed-job) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📲 How to Create Customer Contacts Source: https://ascora.com.au/kb/how-to-create-customer-contacts Keeping track of individual contacts within an organization helps ensure that you always reach the right person at the right time. In Ascora, each **Contact** record is associated with a specific **Customer**, and can represent anyone from a receptionist to a property manager or business owner. You can also assign a **Contact Role** to describe each person’s relationship with the customer, making your records more organized and searchable. **Why Use Customer Contacts?** - Maintain multiple points of communication for each customer. - Designate default contacts for quick reference or service requests. - Grant or restrict **Customer Portal** access to specific individuals. - Clearly identify each contact’s role (e.g., principal, property manager, agent) for better organization. Use the following steps to create new contacts, assign roles, and set up permissions, so you can manage your customer relationships with greater efficiency. Choose the **Customers Icon** in the Top Menu to display the Customer List then select the applicable Customer from the Customers List. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FCustomers%2FTop_Menu-Customers.png) **1.** On the Customer Card, choose the **Contacts Tab**. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FCustomers%2FCustomer_Contacts_Tab.png) **2.** Click the **+New** button to open the Create Contact pop-up window. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FCustomers%2FAdd_New.png) **3.** Enter the Contact's Details and select a Contact Role from the dropdown menu. If the required Contact Role doesn't exist, you can create a new Contact Role by clicking the **+Add New** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FCustomers%2FContact_Details.png) **4.** Work through the list of available Permissions options to set the Contact as the Default Contact (if required) and allow or restrict access in the Customer Portal by ticking the applicable Permissions checkboxes. **5.** If you are granting the Contact access to the Customer Portal, set a Customer Portal Password and optionally choose to send the Contact an email with their Customer Portal Password information. **6.** Once you are ready, click the **Save** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FCustomers%2FContact_Permissions.png) [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FCustomers%2FCustomer_Portal_Password_Requirements_New.png) --- # Sub Pages [👨 Creating a New Customer](/kb/creating-a-new-customer) [👨 Customer Guides](/kb/customer-guides) [👨‍🏫 Customer Portal](/kb/customer-portal) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📧 How to Create Email Templates Source: https://ascora.com.au/kb/how-to-create-email-templates Ascora lets you send emails from various parts of the system—such as Scheduler, Jobs, Quotes, Customers, Invoices, and Enquiries—to ensure that your communications are both consistent and professional. This guide explains how to configure your Email Templates so that your messages automatically include the right details, images, and signatures. By following these steps, you'll be able to build templates that streamline your workflow and enhance clarity in your communications. ## 📽 Watch the video guides ⤵ **Email Templates - Jobs** [https://ascora.wistia.com/medias/tp0b7a67d5](https://ascora.wistia.com/medias/tp0b7a67d5) **Email Templates - Invoices** [https://ascora.wistia.com/medias/ged36tvfvp](https://ascora.wistia.com/medias/ged36tvfvp) **Email Templates - Quotes** [https://ascora.wistia.com/medias/0oyecz23g4](https://ascora.wistia.com/medias/0oyecz23g4) --- **1.** Go to **Administration → Email Templates.** **2.** Enter a template name. In this example, we call it Job 1. You can use dynamic fields by selecting "Insert Field". Click Save to proceed. **Note:** *It is important that you do not manually type the Email Fields as they won't work that way. Always click "Insert Fields".* **** **3.** After building your Email template, you can start using it when you need to send an email whether from the Job screen, Quote screen, any other areas where email functionality is available. In this example, we created a Job Confirmation email template and we can use it by opening a job, and then click **Email Job.** **** **4.**Select the template (in this example Job Confirmation) and the message should auto populate based on the template selected. Tick the customer's email address and you have the option to add an additional recipient or carbon copy. To proceed, click **Send**. **Note:***You can repeat steps 2 - 3 to build your Email templates for the other areas such as Invoice, Enquiry, Customers, etc.* --- ## How to add Images and Signatures as well as Web Links You can add Email Signatures that could be a mix of images and web links by following the steps below. **1.**While in the Email Template screen, click **Select Files** located under Images and Signatures. **2.**Select the image from your computer and in this example, we are adding the Ascora logo. [](%F0%9F%93%A7%20How%20to%20Create%20Email%20Templates/image2021-7-13_11-12-10.png) **3.** The image will appear inside the white box and you can add as many images as needed. If you need to replace an image or delete it, just hover the mouse cursor on top of it and click the Trash Bin icon to delete. **4.**To insert the image in the Email Template, click the area where you want to place the image and click on the image you want to add then click **Insert**box. **Note:**You have the option to adjust width and height by putting the corresponding numbers but it's best to save your image as the desired file size so you won't keep adjusting the size every time you add it to the email template. **** **5.** You can also add your website URL or Facebook page by pasting the links in the Email Template. **6.**Once you're happy with the changes, click **Save**. ✅To access a tutorial videos about Email Templates, you can click the link below:[https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-EmailTemplates-Job](https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-EmailTemplates-Job)[https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-EmailTemplates-Quotes](https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-EmailTemplates-Quotes)[https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-EmailTemplates-Invoices](https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-EmailTemplates-Invoices) --- # --- # 🏦 How to Create Employee Leaves Source: https://ascora.com.au/kb/how-to-create-employee-leaves Effectively managing employee leave is essential for maintaining smooth scheduling and resource allocation. With **Ascora**, you can create custom leave types, assign leave to users, and ensure that leave periods are accurately reflected in the scheduler. This feature helps businesses track time off, prevent scheduling conflicts, and maintain visibility over employee availability. By configuring leave settings correctly, you can streamline workforce management and ensure accurate payroll processing. ▶ [Creating Employee Leave](#18fc74d8-3182-80f3-b358-f4c9690a4aff) ▶ Applying Leave to a User --- ### Creating Employee Leave **1.**To create the different types of leave, go to **Administration → Scheduling → Leave Types →**click **Add New.** [](%F0%9F%8F%A6%20How%20to%20Create%20Employee%20Leaves/image2021-11-5_9-36-46.png) [](%F0%9F%8F%A6%20How%20to%20Create%20Employee%20Leaves/image2021-11-5_9-37-57.png) **2.**In the new field that appears, type the name of the leave type that you’re adding and it will automatically saves it. That new leave type will now become an available dropdown option when applying a leave for a user from the user screen. [](%F0%9F%8F%A6%20How%20to%20Create%20Employee%20Leaves/image2021-11-5_9-39-22.png) ### Applying Leave for a User **1.** Go to **Administration → Users →**click**View**beside the****User Name. [](%F0%9F%8F%A6%20How%20to%20Create%20Employee%20Leaves/image2021-11-5_9-41-58.png) **2.** Scroll down and look for the area called “**Upcoming Leave**” and click **Add**. [](%F0%9F%8F%A6%20How%20to%20Create%20Employee%20Leaves/image2021-11-5_9-44-4.png) **3.** Complete the following fields and once done, click **Save**. 1. Select the leave type 1. For **Full Day Leave**, Tick *From Start of First Day.*For **Half Day Leave**, untick this box to enter start time of leave. 1. Enter the leave start date 1. For **Full Day Leave** for the last day, Tick *From End of Last Day.*For **Half Day Leave**, untick this box to enter end time of leave. 1. Enter the leave end date 1. If you tick this, you’ll be given an option to set frequency or number of occurrences 1. You tick this if you want to apply the same leave for everyone in the same Scheduler Group (for example, a public holiday which applies to all users or staff). 1. You can indicate the number of hours per day such as 8 hours 1. This field automatically calculates the number of hours depending on dates and duration selected. 1. Enter notes if necessary [](%F0%9F%8F%A6%20How%20to%20Create%20Employee%20Leaves/image2021-11-5_9-52-20.png) **4.**Once saved, you will now see the leave details as shown below. [](%F0%9F%8F%A6%20How%20to%20Create%20Employee%20Leaves/image2021-11-5_9-53-50.png) **5.** Go to **Scheduler** and you’ll see the user’s schedule blocked out. If you hover the mouse over the leave area, notes will also appear. You will not be able to make bookings for users whose schedule is blocked out by leave. [](%F0%9F%8F%A6%20How%20to%20Create%20Employee%20Leaves/image2021-11-5_9-58-10.png) Note: If your leave spans over multiple weeks, please use the Repeat method, this will ensure that the leave does not include weekends. [](https://support.ascora.com.au/download/attachments/2097386/image2025-4-2_10-4-20.png?version=1&modificationDate=1743559418411&api=v2) --- # Sub Pages [👨‍🏫 Creating a New User](/kb/creating-a-new-user-2) [➿ Payroll Integration with Xero](/kb/payroll-integration-with-xero) [➿ Payroll Integration with MYOB](/kb/payroll-integration-with-myob) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🦺 How to Create Job Types Source: https://ascora.com.au/kb/how-to-create-job-types Defining **Job Types** in Ascora helps you standardize and streamline your workflow by automatically applying default descriptions, checklists, custom forms, and even color-coding for different categories of work. This not only ensures consistency across quotes and jobs but also saves time by reducing repetitive data entry. Whether you’re setting up a job for maintenance, installation, inspection, or any custom category, Ascora’s Job Types feature offers flexibility and clarity for your entire team. By configuring Job Types, you can: - **Automate Default Checklists and Descriptions**: Ensure your team follows the correct steps every time. - **Assign Custom Forms**: Prompt required forms at check-in or completion for better compliance and record-keeping. - **Color-Code Job Types**: Quickly identify job categories at a glance. - **Integrate with Accounting**: Optionally link unique account codes for more precise financial tracking. Use the steps below to set up new Job Types, customize default content, and enhance your overall job management experience in Ascora. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/lrecmflsmz](https://ascora.wistia.com/medias/lrecmflsmz) ## 📽 **Job Types (Working with Job Types)**video guide ⤵ [https://ascora.wistia.com/medias/9urvne59sj](https://ascora.wistia.com/medias/9urvne59sj) --- **1.** Go to **Administration → Jobs.** [](%F0%9F%A6%BA%20How%20to%20Create%20Job%20Types/image2021-4-23_15-8-20.png) **2.** Click **+ Add New** button. [](%F0%9F%A6%BA%20How%20to%20Create%20Job%20Types/image2021-4-23_15-10-22.png) **3.** Enter the Job Type name, select the default checklist, and add a default description. ℹ️*When creating quotes, you are able to select the same list of job types so you can also put your default Quote Description.* Once done with the configurations, click **Save**to proceed and when you create a job or a quote, you'll be able to select the job type that you've created. [](%F0%9F%A6%BA%20How%20to%20Create%20Job%20Types/image2021-4-23_15-15-17.png) ✅***Note:****You can also assign a default color for the job type as well as select a Custom Form which you can set as a required form before First Check In or after Job Completion.* ℹ️To learn more about adding a default Custom Form per job type, please see user guide. ℹ️*You can also set up unique income codes for each job type if necessary or preferred. Please see****FAQ for more details.* ✅To access a tutorial videos about Job Types you can click the link below:[https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-Jobs-JobTypes(Setup)](https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-Jobs-JobTypes(Setup))[https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-Jobs-JobTypes(WorkingwithJobTypes)](https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-Jobs-JobTypes(WorkingwithJobTypes)) --- # Sub Pages [Can I Setup a Unique Account Code for Jobs and Supplies FAQ](/kb/frequently-asked-questions) [🔄 How to Automate a Custom Form at Job Check-in or at Job Completion](/kb/how-to-automate-a-custom-form-at-job-check-in) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🏨 How to Create Multiple Sites for a Customer Source: https://ascora.com.au/kb/how-to-create-multiple-sites-for-a-customer If your customer operates across multiple locations—such as different branches, warehouses, or project sites—you can easily manage all these locations within a single **umbrella customer card** in Ascora. This approach allows you to group related sites under one main customer (e.g., **XYZ Pty Ltd**), yet still create jobs, invoices, and other records specifically tied to each individual site. As a result, you can maintain a clear overview of all the work completed for the main customer without losing visibility into each site’s unique details. In this guide, you’ll learn how to: - Create new site entries under an existing customer. - Distinguish site records using the company name or address fields. - Quickly initiate jobs for a site or look up a site in the Customer List. By organizing multiple sites under a single customer, you’ll streamline job creation, reporting, and invoicing across all locations while keeping your database clean and user-friendly. --- 1. **Open the Customer List** - Click on the **Customers** icon in the top menu to display all existing customers. - Locate and select the **umbrella (main) customer** that needs additional sites. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FCustomers%2FTop_Menu-Customers.png) 1. **Access the Sites Tab** - In the **Customer Card**, switch to the **Sites** tab. - Click **+ New Site Customer** to begin adding a new site [](%F0%9F%8F%A8%20How%20to%20Create%20Multiple%20Sites%20for%20a%20Customer/image2022-1-19_12-31-18.png) 1. **Enter Site Details** - **Company Name**: Use a clear identifier to distinguish this location (e.g., “Warehouse,” “East Branch”). - **Address Fields**: Include the precise address in Line 1 to make it easy for field staff to locate. - **Contacts** (Optional): Add site-specific contacts if necessary. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FCustomers%2FCreate_New_Site_Customer_Popup_d.png) ℹ️**Tip:** Using a descriptive name or address ensures the site is quickly recognizable for scheduling, quoting, and invoicing. 1. **Review and Save** - After entering all relevant site information, click **Save**. - The new site record will appear under the **Sites** tab for that umbrella customer. 1. **Create Jobs or Search for the Site** - From the **Sites** tab, click **+ New Job** next to the site to schedule work directly at that location. - Alternatively, you can find this site in the **Customer List** and treat it like a stand-alone customer (e.g., for job creation, quoting, or invoicing). [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FCustomers%2FNew_Site_Job_Button.png) **Example of Multiple Sites** Below, “ABC Enterprises” has two different branches. Each site’s unique information is stored under the main customer record, allowing you to track work and invoices for each location while maintaining an overarching view of the entire business. [](%F0%9F%8F%A8%20How%20to%20Create%20Multiple%20Sites%20for%20a%20Customer/image2022-1-19_12-44-32.png) By organizing locations in this way, you can streamline both billing and project management, ensuring each site’s data remains clearly associated with its parent customer while retaining a detailed history of work completed. --- # Sub Pages [🏙️Using Multiple Companies in Ascora](/kb/using-multiple-companies-in-ascora) [🖇️ Linking a Supply to Multiple Suppliers in Ascora](/kb/linking-a-supply-to-multiple-suppliers-in-asc) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🏖️ How to create Public Holiday Leave for Users Source: https://ascora.com.au/kb/how-to-create-public-holiday-leave-for-users Managing **public holidays** efficiently ensures your entire team is aligned with scheduled non-working days without manual entry for each user. **Ascora** simplifies this process by allowing you to apply **Public Holiday Leave** to all employees at once, ensuring that holidays are properly reflected in schedules and payroll calculations. With this feature, businesses can: ✅ **Save time** by applying public holidays in bulk instead of manually adding leave for each employee. ✅ **Improve accuracy** by ensuring all affected users have their schedules updated consistently. ✅ **Enhance visibility** with a clear view of scheduled holidays in the **Scheduler** to prevent unnecessary job assignments. ✅ **Reduce scheduling conflicts** by preventing jobs from being booked during public holidays. By using **Scheduler Groups**, you can further streamline the process by applying holidays to **specific teams or regions** (e.g., state-based public holidays). This guide walks you through **setting up Public Holiday Leave**, ensuring your workforce is organized and your operations run smoothly during designated holidays. --- **1.**Go to **Administration → Users**screen**.** [](%F0%9F%8F%96%EF%B8%8F%20How%20to%20create%20Public%20Holiday%20Leave%20for%20Users/image2022-9-7_10-5-27.png) **2.** Click **View**beside the user name to access the user details page where we can add leaves. [](%F0%9F%8F%96%EF%B8%8F%20How%20to%20create%20Public%20Holiday%20Leave%20for%20Users/image2022-9-7_14-19-32.png) **3.** In the **Upcoming Leave** section located in the lower part of the page, click on the **+ Add**button. [](%F0%9F%8F%96%EF%B8%8F%20How%20to%20create%20Public%20Holiday%20Leave%20for%20Users/image2022-9-7_10-12-16.png) **4.**Select "**Public Holiday**" as Leave Type but if you haven't added that leave type yet, click on the **+** icon to add it to the list. ✅If you need to edit the leave types, you can do it in **Administration → Scheduling.** Complete the rest of the required or applicable fields and ensure to tick the box **"Apply this to everyone in my Scheduler Group"** to add Public Holiday to the team. You can refer to the following references. **a.** This is where you can select the leave type **b.** Tick the box to automatically use the default work start time or untick it to enter a specific start time **c.** Select the Start Date **d.** Select the End Date **e.** Tick the box to schedule a daily, weekly, monthly, or yearly repetition and also set when to end the occurrences. **f.** Tick the box to apply the leave to all users that belong to the same scheduler group. If you need to set up groups you can do it in **Administration → Scheduler Groups.** **g**. Enter the number of leave hours per day and it will automatically calculate the total hours in the Calculated Hours field. **h.** Click **Save**once ready to proceed. [](%F0%9F%8F%96%EF%B8%8F%20How%20to%20create%20Public%20Holiday%20Leave%20for%20Users/image2022-9-7_10-24-9.png) **5.**Go to **Scheduler**and filter by Group and you'll see the Public Holiday leave applied to all users in that group. In this example, we've added a public holiday to the West Group. [](%F0%9F%8F%96%EF%B8%8F%20How%20to%20create%20Public%20Holiday%20Leave%20for%20Users/image2022-9-7_14-23-35.png) **6.**You may need to check **Administration → Scheduler Groups** to see add a user to the corresponding group. Users who are not part of any group are listed in the "Select Users" area and adding leaves with the option "apply to everyone else in the scheduler group" enabled will apply the same leave to all users in that list. [](%F0%9F%8F%96%EF%B8%8F%20How%20to%20create%20Public%20Holiday%20Leave%20for%20Users/image2022-9-7_14-26-50.png) To learn more about Scheduler Groups, you can access the following user guide link. [🤼 How to use Scheduler Groupings](/kb/how-to-use-scheduler-groupings) --- # Sub Pages [🏦 How to Create Employee Leaves](/kb/how-to-create-employee-leaves) [👨‍💼 Users Guides](/kb/users-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💲 How to Create Purchase Order on Android Mobile App Source: https://ascora.com.au/kb/how-to-create-purchase-order-on-android-mobil The Ascora Android app simplifies purchase order (PO) management, allowing you to create, edit, and track purchase orders directly from your mobile device. Whether you're generating a new PO for job supplies or managing existing orders, the app ensures seamless procurement and delivery tracking. This guide walks you through creating purchase orders, adjusting quantities, and accessing the full PO list, making it easier to stay on top of your supply needs while on the go. --- **1.** Tap one of your jobs to display more details or menus and scroll to reveal the rest of the tabs on the right then look for for **Purchase Orders**. [](%F0%9F%92%B2%20How%20to%20Create%20Purchase%20Order%20on%20Android%20Mobile%20A/image.png) **2.**Tap on **Purchase Orders** and you can either tap **+ Blank PO** to generate a blank PO or tap **Generate All**to generate PO for supply items marked as "Must Be Ordered." [](%F0%9F%92%B2%20How%20to%20Create%20Purchase%20Order%20on%20Android%20Mobile%20A/image%201.png) **3.**You can tap on the **PO number** to access more information and make amendments such as changing the delivery option or add instructions or notes if necessary. [](%F0%9F%92%B2%20How%20to%20Create%20Purchase%20Order%20on%20Android%20Mobile%20A/image%202.png) **4.** From the following screen, you can make adjustments on quantity ordered and quantity received. You can also receive all items from there. Click **Save changes** when ready to proceed. [](%F0%9F%92%B2%20How%20to%20Create%20Purchase%20Order%20on%20Android%20Mobile%20A/image2021-2-1_18-2-53.png) --- ## How to access all Purchase Orders from the Android Mobile App **1.** Tap the **menu**button on the upper left side of the screen and select **Purchase Orders.** [](%F0%9F%92%B2%20How%20to%20Create%20Purchase%20Order%20on%20Android%20Mobile%20A/image%203.png) **2.** A list of purchase orders will be displayed which you can filter by user, or by PO status. To access the PO details and menus, simply tap on the PO reference number. [](%F0%9F%92%B2%20How%20to%20Create%20Purchase%20Order%20on%20Android%20Mobile%20A/image2021-2-1_18-23-40.png) --- # Sub Pages [🛒 Create a Blank Purchase Order](/kb/create-a-blank-purchase-order) [📃 Purchase Order Guides](/kb/purchase-order-guides) [✨ Using the Purchase Order Wizard](/kb/using-the-purchase-order-wizard) [✅ How to Enable Purchase Order Approval](/kb/how-to-enable-purchase-order-approval) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📄 How to create Purchase Orders on iPad App Source: https://ascora.com.au/kb/how-to-create-purchase-orders-on-ipad-app Managing purchase orders efficiently ensures that required materials and supplies are available when needed, preventing job delays. In the Ascora iOS app, you can quickly create, adjust, and track purchase orders directly from your job screen. Whether you need to generate a PO for items marked as "Must Be Ordered" or create a blank PO for custom orders, this guide will walk you through the process. --- **1.** Tap on one of your jobs to display more details or menus. This should be the job where you need to create a purchase order. [](%F0%9F%93%84%20How%20to%20create%20Purchase%20Orders%20on%20iPad%20App/image2021-2-2_20-58-37.png) **2.**Tap on **Supplies**tab located on the left side of the screen. [](%F0%9F%93%84%20How%20to%20create%20Purchase%20Orders%20on%20iPad%20App/image2021-2-2_21-0-20.png) **3.**Tap on **Create PO** to generate a purchase order for supply items marked as "Must Be Ordered." To create a blank purchase order, tap on **Create Blank PO.** [](%F0%9F%93%84%20How%20to%20create%20Purchase%20Orders%20on%20iPad%20App/image2021-2-2_21-5-33.png) **4.** Select a supplier and in this example, we select Reece. [](%F0%9F%93%84%20How%20to%20create%20Purchase%20Orders%20on%20iPad%20App/image2021-2-2_21-9-5.png) **5.** A Purchase Order will be created and you can tap on the reference number to see more details. [](%F0%9F%93%84%20How%20to%20create%20Purchase%20Orders%20on%20iPad%20App/image2021-2-2_21-11-17.png) **5.** From the following screen, you can make adjustments such as changing the delivery option and status, putting instructions and notes, and adjusting quantity ordered and quantity received. [](%F0%9F%93%84%20How%20to%20create%20Purchase%20Orders%20on%20iPad%20App/image2021-2-2_21-26-0.png) --- # Sub Pages [📄 How to access all Purchase Orders from the iPad Mobile App](/kb/how-to-access-all-purchase-orders-from-the-ip) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📲 How to Create SMS Templates Source: https://ascora.com.au/kb/how-to-create-sms-templates Ascora simplifies communication by allowing you to send SMS messages from various areas of the system—whether it's Scheduler, Jobs, Quotes, Customers, Invoices, or Enquiries. Mobile users with full access can also send SMS directly from the Ascora mobile app. To streamline this process, you can create and customize SMS templates that automatically include dynamic fields (such as customer names and job details) to ensure your messages are consistent and accurate. The following guide outlines the steps to set up, customize, and use SMS templates effectively within Ascora. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/zh0a2vz1ut](https://ascora.wistia.com/medias/zh0a2vz1ut) --- **1.** To send SMS more quickly, you can set up your SMS templates by going to **Administration → SMS Templates.** **2.** Click **Add New**to start creating your SMS template. **3.** Select your *Template Type* and enter a template name. In this example, we call it Job 1. You can use dynamic fields by selecting "Insert Field". Click **Save**to proceed. **4.** After building your SMS template, you can start using it when you need to send a notification via SMS. You can go to the Job screen and click **Send SMS.** **5.**Select the template and the message will autopopulate based on the template. Once ready, click **Send**. **Note:***You can repeat steps 2 - 3 to build your SMS templates for the other areas such as Invoice, Enquiry, Customers, etc.* --- # # --- # 📰 How to do Bulk Job Invoicing Source: https://ascora.com.au/kb/how-to-do-bulk-job-invoicing Managing multiple jobs for the same customer? Instead of generating separate invoices for each job, **Ascora allows you to consolidate them into a single bulk invoice**—saving time and reducing administrative effort. **Why Use Bulk Job Invoicing?** - **Simplifies Billing** – Issue one invoice for multiple jobs rather than tracking separate invoices. - **Improves Customer Experience** – Reduce confusion and streamline payments for your clients. - **Enhances Efficiency** – Cut down on manual work with easy bulk selection and invoicing. - **Customizable Settings** – Choose whether jobs are automatically closed after invoicing and define invoice line details. This guide will walk you through the **step-by-step process** of selecting jobs, generating a bulk invoice, and configuring settings to fit your business needs. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/j36aoms1f2](https://ascora.wistia.com/medias/j36aoms1f2) --- 1. Go to **Jobs**and search for the customer name and select the jobs you want to bulk invoice by clicking the corresponding boxes on the left side of the job details. [](%F0%9F%93%B0%20How%20to%20do%20Bulk%20Job%20Invoicing/image2020-11-16_13-4-55.png) 2. Click on **Bulk Actions** and select **Bulk Job Invoicing.** [](%F0%9F%93%B0%20How%20to%20do%20Bulk%20Job%20Invoicing/image2020-11-16_13-8-4.png) 3. You will see the following prompt and click **Confirm**. You also have the option to tick or untick the box to **"Close jobs after invoice."** [](%F0%9F%93%B0%20How%20to%20do%20Bulk%20Job%20Invoicing/image2020-11-16_13-29-20.png) 4. There are a couple of settings that you can enable in **Administration → Jobs**that affect bulk job invoicing. If you wish to enable these settings, tick the boxes otherwise, leave them un-ticked. Once done with the changes, click Save. - **Close Jobs when they are bulk invoiced** - enable this setting if you want jobs to be automatically closed once bulk invoiced. - **Bulk invoices to be created from Supplies and Labour on the Job** - enable this setting if you want the bulk invoices to be created from job supplies and labour. [](%F0%9F%93%B0%20How%20to%20do%20Bulk%20Job%20Invoicing/image2020-11-16_13-11-49.png) ℹ️**Note:** When Jobs are bulk invoiced, a single Invoice Line is created for each Job. You can define the format of the Job details you would like displayed on the Invoice Line. --- # Sub Pages [📄 Invoicing Guides](/kb/invoicing-guides) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📄 How to Edit a Custom Form Question - (Changing Answer Type) Source: https://ascora.com.au/kb/how-to-edit-a-custom-form-question---changing Custom Forms in Ascora can be tailored to capture different types of information by modifying **Answer Types**. Whether you need users to **select from a predefined list** or **manually enter data**, adjusting the answer type ensures the best user experience. This guide focuses on **changing an Answer Type** (e.g., from **Multiple Choice** to **Text**) and explains when each type is most effective. It also includes steps to test and ensure that the changes are correctly applied in the Ascora Mobile App. - **Multiple Choice answer type**allows a mobile app user to select their name from a list of technicians and this is more applicable to a smaller team. - **Text as answer type** - allows the a mobile app user to manually type their name when completing the custom form and this is more applicable to a bigger team where a job can be assigned to any technician so it's not efficient to have a long list of names to select from when completing the custom form. --- **1.** Go to **Advanced → Custom Forms**and click **View**for the form you want to edit.******** **2.**Click the field you want to edit and update its settings. 3. Save your changes. ## Testing your Custom Form on your Android Mobile App Once you've made the necessary changes in Ascora Form Question, and template if applicable, you can test it in the Mobile App by going to Custom Form tab → select the Form and test the question that you've updated. ℹ️***Note:****Make sure to synchronise your mobile app first before running the test.* **1.**Access your job from the mobile app. [](%F0%9F%93%84%20How%20to%20Edit%20a%20Custom%20Form%20Question%20-%20(Changing%20A/image2021-2-12_7-32-23.png) **2.** Navigate to **Custom Forms** tab and tap the **+ button.** *The form that appears should already be the updated version.* ℹ️***Note:****Do not use a draft or previously saved custom form to do the testing. Always tap the + button to test a new one.* [](%F0%9F%93%84%20How%20to%20Edit%20a%20Custom%20Form%20Question%20-%20(Changing%20A/image2021-2-12_7-34-20.png) **3.**Select the custom form that you need to test and in this example, it's called **Custom Form test by Ascora.** [](%F0%9F%93%84%20How%20to%20Edit%20a%20Custom%20Form%20Question%20-%20(Changing%20A/5c058440-0601-4759-891a-0ae5979b3c29.png) 4. The following example shows the question called Technician which allows manual entry of information as we have changed the Answer Type to Text. [](%F0%9F%93%84%20How%20to%20Edit%20a%20Custom%20Form%20Question%20-%20(Changing%20A/image2021-3-12_11-14-5.png) --- # Sub Pages [⏏️ How to edit Timesheets](/kb/how-to-edit-timesheets) [💻 How to add a Custom Field](/kb/how-to-add-a-custom-field) [🔄 How to Automate a Custom Form at Job Check-in or at Job Completion](/kb/how-to-automate-a-custom-form-at-job-check-in) [🕝 Timesheet Reporting Options](/kb/timesheet-reporting-options-2) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🗒️ How to Edit a Merge Field Source: https://ascora.com.au/kb/how-to-edit-a-merge-field If your document template (such as an invoice, quote, or job card) is **not displaying information correctly**, the issue is often related to incorrect formatting or improper merge field insertion. This guide will help you **identify and fix** merge field errors to ensure your templates pull the right data. **Common Reasons Merge Fields Fail** 🔹 **Incorrect Merge Field Format** – The field name does not match the system’s expected format. (e.g., `WorkUndertaken` should not include spaces.) 🔹 **Manually Edited Merge Fields** – Copying and pasting merge fields or renaming them manually can break functionality. 🔹 **Incorrect Field Selection** – The merge field might be linked to the wrong data field in Ascora. **How to Fix Merge Field Issues** This guide walks you through: ✅ Identifying problematic merge fields ✅ Editing them correctly in Microsoft Word ✅ Uploading and testing the updated template By following these steps, you can **ensure all fields auto-populate correctly**, keeping your documents professional and accurate. --- If your document template such as invoice template, quote template, and job card are not displaying the information despite adding the merge fields and tables, you can check or edit the merge fields if they've been added correctly. Oftentimes, the reason why it's not working is either the merge field format is incorrect or it was not added in incorrect way. **1.**Go to **Administration → Document Templates**. **2.** Select the template where you'd like a merge fields added to by clicking the **Pencil**icon. **3.** Click Download Template. **3.1**Depending on your computer settings, it will either download automatically which you will need to open from your Downloads Folder or it might ask you to save the file manually. [](%F0%9F%97%92%EF%B8%8F%20How%20to%20Edit%20a%20Merge%20Field/image2021-4-13_16-39-26.png) **4.** Open the downloaded template and click **Enable Editing** if prompted. [](%F0%9F%97%92%EF%B8%8F%20How%20to%20Edit%20a%20Merge%20Field/image2021-8-7_12-5-25.png) **5.**Find the merge field that fails to display the information when you generate the document. **Right click**on the merge field and select **Edit Field**and another box appears where the hidden component is shown. *In this example, our Work Undertaken is not working because the hidden component is JobDescription instead or WorkUndertaken.* [](%F0%9F%97%92%EF%B8%8F%20How%20to%20Edit%20a%20Merge%20Field/image2021-8-7_12-28-41.png) ❌**Important Notes**The field name needs to be in exactly the same format as listed in the table of available fields*. For example, Work Undertaken is written as WorkUndertaken which is without space.**See**[📃 Document Template User Guide](/kb/document-template-user-guide)**for a list of available field names.*Copying and pasting the merge field and changing it to a different name does not work as it only changes the physical component of the merge field but not the actual command associated with it. Repeat step 5 if you have more merge fields not displaying the correct information or not working at all. **6.**Once you've finalised the changes, save the template in your computer by clicking **File → Save As** and you might edit the file name to indicate it's an updated copy. [](%F0%9F%97%92%EF%B8%8F%20How%20to%20Edit%20a%20Merge%20Field/image2021-4-13_16-51-47.png) **7.** Go back to Ascora page in **Administration → Document Templates**→ and click **Upload a New Template** and select the updated version that you just saved. Make sure to click **Save**button to finalise the updates. --- # Sub Pages [🗒️ How to Add a Merge Field in your Document Template](/kb/how-to-add-a-merge-field-in-your-document-tem) [📃 How to Update a Document Template](/kb/how-to-update-a-document-template) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⏏️ How to edit Timesheets Source: https://ascora.com.au/kb/how-to-edit-timesheets Managing and editing timesheets effectively ensures accurate payroll processing, job costing, and labor tracking. Ascora provides a flexible and intuitive way to modify timesheet entries, whether you're making adjustments for a specific job or reviewing timesheets for an entire pay period. With **Timesheet Editing**, users can modify work hours, update check-in types, adjust meal breaks, apply labor roles, and even include allowances—all from the **Job Screen** or the **Reports Area**. The Reports Area is ideal for making bulk edits or reviewing a specific timeframe, while the Job Screen allows for job-specific adjustments, ensuring that labor hours and costs align accurately with project budgets. By leveraging these tools, businesses can streamline payroll accuracy, reduce administrative overhead, and maintain a transparent record of labor costs. Learn how to make precise adjustments to timesheets and ensure your workforce data remains reliable and up to date. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/iwkoihg1il](https://ascora.wistia.com/medias/iwkoihg1il) --- ## **Editing via the Reports Area** 1. To edit timesheet, go to **Reports -> Timesheet Editing.** [](%E2%8F%8F%EF%B8%8F%20How%20to%20edit%20Timesheets/image2020-11-2_7-10-40.png) 2. Select a date range for the timesheets and you can also select a particular User to filter back the timesheet records displayed further. Find the timesheet to be modified and click **Edit**. [](%E2%8F%8F%EF%B8%8F%20How%20to%20edit%20Timesheets/image2020-11-2_7-11-22.png) 3. A new screen appears where you can see details such as Start Time and End Time that you can override or edit. After making the changes, click **Save**. [](%E2%8F%8F%EF%B8%8F%20How%20to%20edit%20Timesheets/image2020-11-2_7-12-7.png) *You can also edit and adjust:* 1. ***Meal Break****– whether the standard meal break time is subtracted from the total time. The standard meal break can be set under****Administration****à****Defaults****à****Break********Time****.* 1. ***Check In Type****– if the Time is allocated to a Job, Travel, Quotation or a General Time entry.* 1. ***Rate Type****– set whether the rate is normal, time and a half, double time etc. The related Cost for these rates is set under the User.* 1. ***Labour Role****– the Labour Role that is generated from the Time Entry.* 1. ***Allowances****– if any allowances are included in this Timesheet.* 1. ***Details****– the general notes on what was achieved in the time entry.* ℹ️***Important Notes:****Editing the Timesheet will also recalculate the related Labour on the Job.**If you change the Job from one to another the Labour will be recalculated on both Jobs.* --- # Sub Pages [➿ Payroll Integration with Xero](/kb/payroll-integration-with-xero) [➿ Payroll Integration with MYOB](/kb/payroll-integration-with-myob) [➿ Payroll & Payroll Settings](/kb/payroll-payroll-settings) [🟢 Timesheet Rules](/kb/timesheet-rules) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔀 How to enable Inventory Tracking Source: https://ascora.com.au/kb/how-to-enable-inventory-tracking Effective inventory management is essential for maintaining operational efficiency, reducing waste, and ensuring that supplies are always available when needed. By enabling **Inventory Tracking** in Ascora, you gain greater control over stock movements, allowing for accurate tracking of materials used on jobs, real-time updates on stock levels, and seamless inventory adjustments. Once enabled, Ascora will automatically track supplies as they are received, transferred between locations, or used on jobs. This eliminates the need for manual stock adjustments and ensures that your business maintains an up-to-date view of inventory across multiple locations, including warehouses and service vehicles. ❌Note: Once enabled, Tracking will apply to all jobs created after this point. Supplies and kit items that exist on jobs created prior to Tracking being enabled will not be included i.e.: Tracking will not retroactively apply to jobs with a previous Job Creation date. Additionally, tracking inventory helps prevent over-ordering, reduces stock discrepancies, and provides more accurate financial reporting. With better visibility into stock availability, your team can work more efficiently, reducing time spent searching for supplies and improving overall job completion rates. This guide will walk you through the simple process of enabling **Inventory Tracking** in Ascora so you can start managing your stock with confidence. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/9wi3fyvfnf](https://ascora.wistia.com/medias/9wi3fyvfnf) --- ℹ Inventory Tracking is not enabled by default but you can enable it by going to **Administration → Defaults.** [](%F0%9F%94%80%20How%20to%20enable%20Inventory%20Tracking/2025-02-03_15-36-45.png) **1.** On the left panel, scroll down and look for the field called ***Enable Inventory Tracking***and tick the box beside it. [](%F0%9F%94%80%20How%20to%20enable%20Inventory%20Tracking/image2021-1-5_17-58-5.png) **2.**Once enabled, click **Save**button located at the upper right part of the screen. [](%F0%9F%94%80%20How%20to%20enable%20Inventory%20Tracking/image2021-1-5_18-0-2.png) **3.** When you click **Inventory**from the menu, you should now see the rest of the options related to inventory tracking as indicated in the image below. [](%F0%9F%94%80%20How%20to%20enable%20Inventory%20Tracking/image2021-1-5_18-3-29.png) --- # Sub Pages [📦 Inventory Guide](/kb/inventory-guide) [🏭 How to create a New Inventory Location](/kb/how-to-create-a-new-inventory-location) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ✅ How to Enable Purchase Order Approval Source: https://ascora.com.au/kb/how-to-enable-purchase-order-approval For businesses that require **financial oversight**, **Purchase Order (PO) approvals** ensure that spending remains within set limits. By enabling **Purchase Order Approval** in **Ascora**, you can restrict users from sending POs beyond a certain value, requiring managerial approval before processing. **Why Use Purchase Order Approval?** ✅ **Prevent Overspending** – Restrict purchase limits for specific users. ✅ **Automated Approvals** – Approve or reject POs with a single click. ✅ **Email Notifications** – Get alerts when a PO exceeds the approval limit. ✅ **Centralized Review** – View all pending approvals in the **Purchase Order List** for faster processing. Once enabled, you can **set approval limits per user, enable notifications for exceeded limits, and approve or decline POs directly within Ascora.** This feature ensures **financial accountability** while maintaining efficiency in procurement. --- ## Enabling Purchase Order Approval Browse to **Administration**→ **Defaults** 1. In the **Purchase Order**section tick the Option for **Purchase Orders Require Approval.**[](%E2%9C%85%20How%20to%20Enable%20Purchase%20Order%20Approval/PO_Approval.png) ## Enabling Email Notification You can also enable the setting to receive automated email notifications when a Purchase Order exceeds the approval limit. Still in **Administration → Defaults**, look for the setting "Notify by email if Purchase Order exceeds approval limit" and select Yes and enter the corresponding email address. [](%E2%9C%85%20How%20to%20Enable%20Purchase%20Order%20Approval/image2021-10-14_7-59-50.png) ## Setting Up Approval Limit per user 1. For each User under **Administration**→ **Users**you can set the maximum value of Purchase Orders they can send. [](%E2%9C%85%20How%20to%20Enable%20Purchase%20Order%20Approval/image2021-10-14_8-9-7.png) ## Approving Purchase Orders Open the Purchase Order Details Click **Approve Purchase Order** [](%E2%9C%85%20How%20to%20Enable%20Purchase%20Order%20Approval/Approve.png) ✅**Tip:**You can also view all Purchase Orders that require approval under the Purchase Order List which is done by clicking Inventory → Purchase Orders. --- # Sub Pages [✨ Using the Purchase Order Wizard](/kb/using-the-purchase-order-wizard) [🛒 Create a Blank Purchase Order](/kb/create-a-blank-purchase-order) [📃 Purchase Order Guides](/kb/purchase-order-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 How to Force Sync in iOS Source: https://ascora.com.au/kb/how-to-force-sync-in-ios iOS App is configured to do segmental sync but it is important to note that a complete sync can take some time depending on the amount of data added on the mobile app whether photos or job details. A new feature called **Force Sync** allows you to**force sync**a job if for whatever reason the details aren't pushed off your iOS device and this also includes Custom Forms. ## iPhone Force Sync In your iPhone, access the job screen and press on **Menu**and select **Force Sync.** [](%F0%9F%94%84%20How%20to%20Force%20Sync%20in%20iOS/image2021-6-8_13-10-50.png) ## iPad Force Sync In your iPad, access the job screen and you can press **Menu**and select **Force Sync**located on the upper right part of the screen. [](%F0%9F%94%84%20How%20to%20Force%20Sync%20in%20iOS/image2021-6-8_13-10-14.png) --- # Sub Pages [📱 How to check Mobile App Version](/kb/how-to-check-mobile-app-version-2) [📱 iOS App](/kb/ios-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📄 How to get a Copy of my Monthly Invoice Source: https://ascora.com.au/kb/how-to-get-a-copy-of-my-monthly-invoice You will be able to retrieve a copy of your invoice by following the below steps. 1. Once logged into Ascora, please click on your **Email Address** on the top right corner and click on **MyAccount.** **2.**On this page, you'll find all your payment settings and invoices. --- # Sub Pages [🏢 Admin](/kb/admin) [⚙ System Settings](/kb/system-settings) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ℹ How to Import and Export Customer Data Source: https://ascora.com.au/kb/how-to-import-and-export-customer-data Choose the**Customers** **Icon**in the Top Menu to display the Customer List and click the **Import/Export** button to display the available Customer List Import and Export options. Efficiently managing your customer information is vital for maintaining accurate records and streamlining your business processes. Ascora offers multiple import and export options, allowing you to quickly transfer customer details into or out of the system. By choosing the method that best suits your workflow — whether it’s exporting all customer records, selectively exporting specific lists, or importing from an accounting package or Excel template — you can keep your customer database both current and organized. Below is an overview of Ascora’s import/export tools, which let you: - **Generate complete customer lists** for reporting or backup purposes. - **Export only what you need** from the currently displayed list. - **Prepare and import** customer data from other systems using a dedicated Excel template. - **Integrate with your accounting package** to effortlessly bring in existing records. Continue reading to learn how to use each option and ensure your customer data is always in the right place. --- [](%E2%84%B9%20How%20to%20Import%20and%20Export%20Customer%20Data/image2021-2-10_17-8-45.png) ### **Five Export Options** Below are five powerful options for importing and exporting your customer data in Ascora. Each method is designed to fit a specific need—whether you’re migrating from another system, updating a portion of your database, or integrating with an accounting package: **Option****What It Does****When to Use****1. Export Details for All Customers**Generates a **comprehensive Excel file** containing every customer’s full details, along with any associated **contacts** and **equipment**.Ideal for **creating a complete backup**, sharing data for **external reporting**, or **transferring** all records to another system.**2. Export Details for the Displayed List**Creates an **Excel file** based on the currently **filtered** or displayed customers in your list view.Perfect for exporting a **subset of data**—such as those in a specific region, status, or date range—without sifting through your entire database.**3. Download Customer Details Template**Provides an **Excel template** formatted for Ascora’s import requirements.Use this template to **organize existing customer data** (from spreadsheets, other job management software, or paper-based records) before importing, ensuring correct formatting and field matching.**4. Import Customer Data from Your Accounting Package**Seamlessly **pulls in customer information** from integrated accounting software (e.g., Xero, MYOB).Best if you’ve set up **accounts integration** in Ascora and keep **up-to-date** customer records in your accounting package. This method **saves time** and keeps both systems **in sync**.**5. Import Customer Data from Excel**Lets you **upload customer records** from a spreadsheet—especially useful if you’ve prepared the **Customer Details Template**.Ideal for **bulk migrations** from non-integrated sources. If you have a **clean, well-structured** spreadsheet, this is the **fastest** way to bring all data into Ascora. By choosing the right import or export method, you can efficiently manage your customer data, keep records current, and streamline your workflow in Ascora. --- --- # Sub Pages [🔄 Importing Guides](/kb/importing-guides) [🔄 How to Manually Import Customers and Sites](/kb/how-to-manually-import-customers-and-sites) [👨 Creating a New Customer](/kb/creating-a-new-customer) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ℹ How to Import Customers from Accounting Package Source: https://ascora.com.au/kb/how-to-import-customers-from-accounting-packa Connecting Ascora to your preferred accounting software—such as Xero, MYOB, or another platform—streamlines your workflow by keeping financial and customer data synced in real time. Instead of manually transferring information between systems, you can import customer records directly from your accounting package into Ascora. This guide walks you through the step-by-step process of establishing the integration, logging in to your accounting account, selecting your account codes, and importing your customer data. Once set up, you’ll have a unified, accurate view of customer details across both Ascora and your accounting platform, helping you save time and reduce errors. [Access the Integration Settings](#184c74d8-3182-80e6-8359-c8b41002036e) [Authorize Ascora in Your Accounting Software](#184c74d8-3182-803a-b864-c166684a73fd) [Map your Account Codes](#184c74d8-3182-8050-a84c-ebfb277df2bf) [Initial Customer Import](#184c74d8-3182-809e-bc0a-ce597d84584c)[Importing Customer Data Manually](#184c74d8-3182-803b-9a7a-d8075f50a11d) [Final Checks and Next Steps](#184c74d8-3182-8079-87e1-cf6b5dfefadc) --- ### Access the Integration Settings 1. Navigate to **Administration → Accounts Integration** in Ascora. 1. In the **Accounting Package** dropdown, select your platform (e.g., **Xero**, **MYOB**, etc.). 1. Click **Connect to Accounting Package**. ℹ️Tip: Ensure you have the appropriate login credentials and the necessary permissions in your accounting software before proceeding. [](%E2%84%B9%20How%20to%20Import%20Customers%20from%20Accounting%20Package/image2020-12-8_17-33-53.png) In this example, we are connecting Xero. [](%E2%84%B9%20How%20to%20Import%20Customers%20from%20Accounting%20Package/image2020-12-8_17-42-29.png) ### Authorize Ascora in Your Accounting Software 1. Enter your login details when prompted by your accounting package. 1. If using Xero, for example, you’ll see a screen asking you to **Allow access** to your account. 1. Once authorized, you’ll be redirected back to Ascora to finalize the integration. 3. Enter your Accounting Package log-in details and click the **Log in** button. Xero will ask you to allow Ascora access to your Xero Account. [](%E2%84%B9%20How%20to%20Import%20Customers%20from%20Accounting%20Package/image2020-12-8_17-51-35.png) 4. Click the**Allow access** button to allow Ascora to integrate with Xero. You will be redirected back to Ascora to finish the integration. [](%E2%84%B9%20How%20to%20Import%20Customers%20from%20Accounting%20Package/image2020-12-8_17-53-40.png) ### Map Your Account Codes After a successful connection, Ascora will display a list of **Account Code** options. This step tells Ascora how to categorize income, expenses, and other financial transactions when syncing data with your accounting software. 1. Review each entry in the list (e.g., **Sales**, **Materials**, **Services**). 1. Select the corresponding account codes from your accounting package’s chart of accounts. 1. Click **Save Accounting Settings** to confirm. [](%E2%84%B9%20How%20to%20Import%20Customers%20from%20Accounting%20Package/image2020-12-8_17-56-29.png) ℹ️**Best Practice:** Ensure that your accounting package’s chart of accounts is set up correctly and consistently named. This makes mapping easier and improves reporting accuracy. ### Initial Customer Import When the setup is complete, Ascora will prompt you to **import your existing customers** from the accounting package. 1. Click **Yes, import all my customers** to begin immediately. 1. Ascora will pull in customer data—such as names, contact info, and addresses—directly from your accounting software. ℹ️**Tip:** If you’re not ready to import at this stage, choose **Not right now**. You can always import later from the top menu in Ascora. ### Importing Customer Data Manually If you opted out of the initial import or need to re-import data: 1. Go to the **Customers** menu in Ascora. 1. Click **Import/Export** and select **Import From Accounting Package**. 1. Ascora will fetch and synchronize contacts from your accounting software. [](%E2%84%B9%20How%20to%20Import%20Customers%20from%20Accounting%20Package/image2020-12-8_18-4-40.png) Ascora will now read your contacts in Xero and please wait for the importer to complete the process. [](%E2%84%B9%20How%20to%20Import%20Customers%20from%20Accounting%20Package/image2020-12-9_7-12-36.png) Once the importer finishes, your newly added customers will appear in the **Customers** list. [](%E2%84%B9%20How%20to%20Import%20Customers%20from%20Accounting%20Package/image2020-12-9_7-46-8.png) ### Final Checks and Next Steps - **Verify Customer Records**: Confirm that essential data (names, contact details) is accurate and complete. - **Set Up Integrations**: If needed, further customize your accounting link by exploring advanced features like invoice syncing and payment tracking. - **Maintain Ongoing Sync**: Continue to add or update customers in either system, and let Ascora handle the automatic synchronization to keep both databases current. By completing these steps, you’ll have a streamlined process that keeps customer information consistent between Ascora and your accounting package—helping you save time, reduce errors, and maintain a clear financial overview. --- # Sub Pages [🔄 Importing Guides](/kb/importing-guides) [🔄 How to Manually Import Customers and Sites](/kb/how-to-manually-import-customers-and-sites) [👨 Creating a New Customer](/kb/creating-a-new-customer) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📷 How to insert Photo Attachments in a Quote Document Source: https://ascora.com.au/kb/how-to-insert-photo-attachments-in-a-quote-do You can **insert photos or images** into your quote templates to visually enhance your documents. This can be useful for displaying **product images, project references, or any relevant attachments**. To ensure images display correctly, you must **add the appropriate merge fields** and adjust the resolution to fit your layout. --- 1. Start by accessing your Quote template via **Administration > Document Templates > Edit > Download Template**; then, add a table containing the following merge fields. A. «TableStart:Attachment» - B. «Image:AttachmentImage»320,320 – add in the middle of the table C. «Name»«TableEnd:Attachment» A table similar to the following print screen is the expected result and you can just place it in your desired area or section in your quote. You can also hide the borders to make it look neat. Continue with step 2 and 3 to complete the process. [](%F0%9F%93%B7%20How%20to%20insert%20Photo%20Attachments%20in%20a%20Quote%20Docum/worddavdea99e1b7e10628e4f83a7e5ff7698d6.png) **Note:**Do not copy and paste a merge field as it won't work unless added correctly. **2.**To properly add a merge field in a Word document template, click the area where you want the details to be shown, and then click on **Insert**, **Quick Parts** then select **Field**. [](%F0%9F%93%B7%20How%20to%20insert%20Photo%20Attachments%20in%20a%20Quote%20Docum/worddav8564775834c2b4a99eba7f93d999e239.png) [](%F0%9F%93%B7%20How%20to%20insert%20Photo%20Attachments%20in%20a%20Quote%20Docum/worddav071e7ece5ec94d27e69d773e4cadfab8.png) 1. Select **MergeField**from the categories and type **Image:AttachmentImage**as field Name. [](%F0%9F%93%B7%20How%20to%20insert%20Photo%20Attachments%20in%20a%20Quote%20Docum/worddavc7768fd59a52fd7419ef3c63543f1c55.png) **Note:** Step 6 is where you can change the resolution by increasing the number to make the image bigger or decreasing the number to make the image smaller. A resolution of 320,320 fits 2 photos in a single page. **4.**Save the changes and re-upload your template into Ascora. When you generate a new quote with photo attachments, it should already show photos similar to the following image. [](%F0%9F%93%B7%20How%20to%20insert%20Photo%20Attachments%20in%20a%20Quote%20Docum/worddav0b3fc10e2c3f775265c3c56345d7ceb0.png) --- # Sub Pages [📃 How to Update a Document Template](/kb/how-to-update-a-document-template) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📄 How to Link a Third-Party Billing Customer to a Site Customer Source: https://ascora.com.au/kb/how-to-link-a-third-party-billing-customer-to Sometimes the party responsible for paying the invoices is different from the site or property where the work is carried out. In Ascora, you can easily link a **Site Customer** (e.g., a tenanted property) to a **Billing Customer** (e.g., a real estate agency or property manager). This setup keeps your records organized and your invoices directed to the correct payer, without losing track of the work performed on-site. Use the following steps to link two separate customer records—one for the service location, and another for billing—so that jobs, quotes, and invoices flow through Ascora as seamlessly as possible. ## 📽 Watch the video guides ⤵ [https://ascora.wistia.com/medias/veznl496p2](https://ascora.wistia.com/medias/veznl496p2) [https://ascora.wistia.com/medias/55l9aqk14n](https://ascora.wistia.com/medias/55l9aqk14n) --- 1. **Open the Customer Card** - Click the **Customers** icon in the top menu to display the Customer List. - Select the **Site Customer** (e.g., the tenanted property) for which you want to add a separate **Billing Customer**. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FCustomers%2FTop_Menu-Customers.png) 1. **Access the Details Tab** - Within the selected customer record, go to the **Details** tab. - Scroll down to the **Admin** section. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FCustomers%2FCustomer_Details_Tab.png) 1. **Select the Billing Customer** - Click the **Select** button to open the **Select Billing Customer** popup. - Either search for the **existing** Billing Customer or click **Create New** if you need to add a new customer record for billing purposes. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FCustomers%2FSelect_Billing_Customer.png) 1. **Confirm and Save** - Once chosen, the Billing Customer’s details will appear in the **Admin** section of the Customer Card. - Confirm the information is accurate, then save your changes. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FCustomers%2FBilling_Customer_Details.png) ℹ️**Tip:** Linking a third-party Billing Customer ensures invoices are automatically directed to the correct payer. This setup can be especially useful for properties managed by a real estate agency or other third-party entities, keeping your records organized and payment processes efficient. --- # Sub Pages [👨 Customer Guides](/kb/customer-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🎉 How to Make Changes to a Quote That Has Already Been Marked as Won Source: https://ascora.com.au/kb/how-to-make-changes-to-a-quote-that-has-alrea **Step 1:** From within the **job**, select the associated quote. [](%F0%9F%8E%89%20How%20to%20Make%20Changes%20to%20a%20Quote%20That%20Has%20Already%20/Job_-_Quote.png) Alternatively, open the **Quotes**tab from the menu and filter down to **Won Quotes**to locate the required quote. [](%F0%9F%8E%89%20How%20to%20Make%20Changes%20to%20a%20Quote%20That%20Has%20Already%20/Job_-_Quote.png) [](%F0%9F%8E%89%20How%20to%20Make%20Changes%20to%20a%20Quote%20That%20Has%20Already%20/10.png) **Step 2:**Select **“Mark as Open.”** [](%F0%9F%8E%89%20How%20to%20Make%20Changes%20to%20a%20Quote%20That%20Has%20Already%20/11.png) **Step 3:**Make the necessary changes to the quote. **Step 4:**Select **“Convert to Job.”** [](%F0%9F%8E%89%20How%20to%20Make%20Changes%20to%20a%20Quote%20That%20Has%20Already%20/12.png) **Step 5:**Choose the option that best suits your needs: - **Option 1:** Re-connect Existing – This will re-connect the existing job with the quote, and no changes will be made to the job. [](%F0%9F%8E%89%20How%20to%20Make%20Changes%20to%20a%20Quote%20That%20Has%20Already%20/13.png) - **Option 2:** Convert Quote to New Job – This will cancel the existing job and create a new one based on the quote. [](%F0%9F%8E%89%20How%20to%20Make%20Changes%20to%20a%20Quote%20That%20Has%20Already%20/14.png) **Example of a Quote Converted Using Option 1:** - **Quote Audit Log:** Status changed from **in progress** to **won**: J291149 on 16/10/2024 at 07:54 AM. [](%F0%9F%8E%89%20How%20to%20Make%20Changes%20to%20a%20Quote%20That%20Has%20Already%20/15.png) - **Job Audit Log:** Job created on 15/10/2024 at 09:48 AM. [](%F0%9F%8E%89%20How%20to%20Make%20Changes%20to%20a%20Quote%20That%20Has%20Already%20/16.png) Since **Option 1** was selected, the quote was converted without any changes to the existing job. If **Option 2** had been selected, both the status change and the creation date/time would match. This means the job would reflect all updates from the quote, but the original job would be marked as **cancelled**, and a new job would be created automatically. --- # Sub Pages [🔎 Online Quote Viewing and Acceptance](/kb/online-quote-viewing-and-acceptance) [🗎 Quotes](/kb/quotes) [📄 Quotations Guides](/kb/quotations-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📲 How to Make Payments on Android Mobile App Source: https://ascora.com.au/kb/how-to-make-payments-on-android-mobile-app The Ascora mobile app allows you to easily process payments on the go, ensuring seamless transactions while on-site. Before accepting payments, you'll need to set up your preferred payment gateway (Eway, Stripe, or Virtual Payment Client (MIGS)) in **Administration → Payments & Tax → Real-Time Credit Card Payments**. Once the setup is complete, you can collect payments directly through the mobile app, helping to streamline your workflow and reduce outstanding invoices. The guide below walks you through the process of accepting payments within the Ascora mobile app. --- 1. On your mobile app, Go to **Invoices** and look for outstanding invoice with payment that you need to process. [](%F0%9F%93%B2%20How%20to%20Make%20Payments%20on%20Android%20Mobile%20App/image2020-11-24_22-48-27.png) 2. Tap **Summary** and then **Add Payment.**On the next screen, enter the payment details such as payment method, payment date and amount. Once done, tap **OK**. [](%F0%9F%93%B2%20How%20to%20Make%20Payments%20on%20Android%20Mobile%20App/image2020-11-24_22-55-54.png) --- # Sub Pages [🔄 How to Check In to Unscheduled Jobs in Android Mobile App](/kb/how-to-check-in-to-unscheduled-jobs-in-androi) [🔃 How to Clear Data on Android Mobile App](/kb/how-to-clear-data-on-android-mobile-app) [📱 How to change mobile app filter in Android App](/kb/how-to-change-mobile-app-filter-in-android-ap) [🔄 How to Synchronise Mobile App (Android)](/kb/how-to-synchronise-mobile-app-android) [🔄 How to Synchronise Mobile App (iOS)](/kb/how-to-synchronise-mobile-app-ios) [💰 Applying a Payment to an Invoice](/kb/applying-a-payment-to-an-invoice) [💳 Applying a Payment to Multiple Invoices](/kb/applying-a-payment-to-multiple-invoices) [💳 Payments & Tax](/kb/payments-tax) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 How to Manually Import Customers and Sites Source: https://ascora.com.au/kb/how-to-manually-import-customers-and-sites Managing customer data efficiently is crucial, especially if your business deals with multiple sites under a single billing entity. Ascora allows you to import both **customers** and **site locations**, ensuring your technicians can be assigned to the correct job locations while maintaining clear billing records. This guide will help you: - Import customers using Ascora’s **standard template** or **custom data mapping**. - Link multiple sites to a single billing customer. - Understand when to use **Customers Menu Import** vs. **Import Menu** for custom fields and alternative file formats. By using the correct import method, you can ensure accurate data entry, streamline job assignments, and maintain a well-organized customer database within Ascora. --- You are able to import customers as well as site customers in Ascora. This is helpful if you have customers with multiple sites which means that your technicians could be assigned to any of the sites that belong to a particular customer which is also the main billing customer. *For example, Company ABC may have five sites in total (sites 1, 2, 3, 4 , 5) and jobs could be assigned to any or all of these sites.* ## Two ways to Import Customers There are two ways to import Customers in Ascora. ### Option 1 This is done by accessing **Customers →** **Import/Export → Import.** ℹ️***Note:****When you choose to import this way, it is important to use the standard Ascora Import Template which you can also download from the same screen by clicking Download Import Template.* [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-11-2_20-10-29.png) ### Option 2 This is done by going to the **Import→ Import Customers.** ℹ️***Note:****You only need to choose this option if you are using a different import file format or if you need to import some custom fields.* [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-11-2_20-13-52.png) --- ## Importing Customers from Customers Menu **1.**Go to **Customers → Import/Export→ Download Import Template.** [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-5-5_9-22-49.png) **2.**Open the import template and enter the customer details in all columns and skip the ones that are not applicable. If you have another file containing these information, transfer the data into the Ascora import template and make sure to enter the data in the correct columns. [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-5-9_23-50-56.png) **3.** Once your customer import file is complete, save the file and go back to **Customers→ Import/Export** → but this time, click on **Import.** [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-5-5_9-39-23.png) **4.**The following pop up box appears confirming that import is successful and depending on the amount of data from the import template, it could take to a few seconds to a few minutes for the data to appear. Click **OK**to proceed. [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-11-2_20-24-43.png) --- ## Importing Sites from Customers Menu Once you've already imported your customers, you can now import sites by following the steps below. **1.**Go to **Customers → Import/Export→ Download Import Template.** [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-5-5_9-22-49.png) **2.** Open the import template and enter the site details in all columns and skip the ones that are not applicable. In column E, enter the Billing Customer for each sites. In this example, we are adding **site 1, site 2, site 3, site 4, and site 5** under the customer called **Customer ABC.** [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-5-9_23-32-52.png) ℹ️**Note:***You may also put the line address 1 in column B which belongs to the site details to easily identify the sites. In our example below, column B contains the line address 1 of the sites.* [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-5-31_0-11-49.png) **3.** After adding all details, save your customer import template and go back to **Customers→ Import/Export** → but this time, click on **Import.** [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-5-5_9-39-23.png) 4. After importing site details, you can go to Customers tab and display the details and navigate to **Sites**tab. In this example, Customer ABC has now five sites added as we've imported earlier. [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-5-9_23-43-23.png) ✅You can also import Contacts and Equipment using the same import template but enter the information in the corresponding sheets.Unique identifier would be the customer name. [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-5-9_23-57-49.png) --- ## Importing Customers from Import Menu There are two reasons why you must import your customers from the Import Menu. ▶ One is if you have your own import file with all of your customer information already in it. ▶ Two, if you are importing custom fields. **1.**Go to **Import**and choose **Import Customers.** [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-11-2_20-37-2.png) **2.**Click **Select files...**. to select your import file and then click **Begin Import.** [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-11-2_20-39-7.png) **3.** The Data Mapping screen appears for you to map the fields or double check if fields are mapped correctly and adjust if needed. A. Choose **Yes**if your data has headers otherwise, choose **No**. B. Check your Imported Data and drag the boxes and drop to the corresponding fields in the right panel. Please note that most fields should already be mapped. > In the following example, data called "COMPANY NAME, FIRST NAME, and LAST NAME are already mapped to the correct fields but if you find some data mapped incorrectly, simply transfer them to the correct field. C. Once you're happy with the mapping and everything looks correct, click **Import**to proceed. ℹ️**Note:**You also have the option to save the mapping and that's helpful if you anticipate to import using the same import file format in the future. [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-11-2_20-50-47.png) **4.** Import Results box appears confirming the number of successfully imported files and if an error occurred, you'll also see some details about it. [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-11-2_21-3-12.png) --- ## Importing Sites from Import Menu You can follow the same steps above and the only difference is your import file must contain a column called Billing Customer so that sites will be linked to the correct customer. In this example, we have a column called Billing Customer and we are importing 5 sites under Customer ABC. [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-5-9_23-32-52.png) After importing the file, you'll see the Data Mapping screen for you to manually map the fields if needed. In the following example, all fields are mapped correctly so no adjustments are needed and to proceed, we just need to click **Import**. [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-11-2_22-49-53.png) The expected result is five sites added under Customer ABC just like what is shown in the image below. [](%F0%9F%94%84%20How%20to%20Manually%20Import%20Customers%20and%20Sites/image2021-5-9_23-43-23.png) --- # Sub Pages [🔄 Importing Guides](/kb/importing-guides) [🛢️ Equipment Overview](/kb/equipment-overview) [ℹ How to Import and Export Customer Data](/kb/how-to-import-and-export-customer-data) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📄 How to manually push Invoices across to Accounting Package Source: https://ascora.com.au/kb/how-to-manually-push-invoices-across-to-accou Invoices are being pushed across to accounting package every 30 minutes interval but there might be some instances when you need to push invoices across to accounting package manually. --- 1. Log into your Ascora Web Portal and click on **Invoices** and then select invoice status **To Be Sent To Accounting Package.** 2. Select the Invoice by **ticking the box** on the left side and then click on **Send To Accounting Package.**You can select multiple invoices at a time. ***NOTE***Only invoices that are not sent to the accounting package will be shown on this list. This may take a while for it to run in the background so don’t double click to send twice. If the invoices are pushed across successfully, they will no longer be shown on this screen. --- # What if the Invoice Still did not Push Across to Your Accounting Package? 1. Check the message in the **Message** column and it will show the reason why it failed and help determine the actions required to rectify. 2. If Message column is not available, simply **click on the 3 dots**from any of the existing columns, select **Columns**, and then **tick the box beside Message.**After completing these steps, the Message column will already become visible. 3. Complete the necessary action based on the message that appears. Once corrected, repeat steps 1 and 2. If you require assistance, please contact Ascora Support team. --- # Sub Pages [🧮 Accounting](/kb/accounting) [📶 Accounting Package Connection Troubleshooting](/kb/accounting-package-connection-troubleshooting) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ✅ How to Mark a Job as Complete in the Android App Source: https://ascora.com.au/kb/how-to-mark-a-job-as-complete-in-the-android ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/7nu1x40rnw](https://ascora.wistia.com/medias/7nu1x40rnw) --- Follow these simple steps to mark a job as completed: 1. Open the job you wish to complete in the Ascora Android app. 1. Tap on the **three-dot menu icon** located in the top-right corner of the screen.[](%E2%9C%85%20How%20to%20Mark%20a%20Job%20as%20Complete%20in%20the%20Android%20App/image.png) 1. From the dropdown menu, tap **"Mark Completed"**.[](%E2%9C%85%20How%20to%20Mark%20a%20Job%20as%20Complete%20in%20the%20Android%20App/image%201.png) 1. The job status will now be updated to "Completed". Ensure you've filled out any required job details before marking as completed. --- # Sub Pages [🔄 How to Check In to Unscheduled Jobs in Android Mobile App](/kb/how-to-check-in-to-unscheduled-jobs-in-androi) [🔃 How to Clear Data on Android Mobile App](/kb/how-to-clear-data-on-android-mobile-app) [📱 How to change mobile app filter in Android App](/kb/how-to-change-mobile-app-filter-in-android-ap) [🔄 How to Synchronise Mobile App (Android)](/kb/how-to-synchronise-mobile-app-android) [📲 How to Make Payments on Android Mobile App](/kb/how-to-make-payments-on-android-mobile-app) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔃 How to Reassign a Purchase Order Source: https://ascora.com.au/kb/how-to-reassign-a-purchase-order Reassigning a **Purchase Order (PO)** ensures that materials and costs are accurately tracked against the correct job or job section. In **Ascora**, you can reassign a **PO as long as it remains open and has no supplier invoice lines attached**. This is particularly useful when: - A job scope changes and materials need to be allocated elsewhere. - A Purchase Order was created under the wrong job or section. - A project is restructured, and supplies need to be reassigned efficiently. **Key Benefits of Reassigning a Purchase Order in Ascora:** ✅ **Maintains Accuracy** – Ensures that all purchases are correctly allocated, reducing billing discrepancies. ✅ **Enhances Flexibility** – Easily move POs between jobs or job sections without needing to cancel and recreate them. ✅ **Saves Time** – Prevents duplicate POs and allows quick adjustments in procurement workflows. To **reassign a Purchase Order**, navigate through **Inventory → Purchase Orders** or access it directly from the **Supplies Tab** in the Job Screen. With a few simple steps, you can update the assigned job, keeping procurement records clean and ensuring accurate cost tracking. ℹ️**Note:** *You must have permissions to edit Purchase Orders and edit Jobs. This can be enabled in****Administration → Users →****click****View****beside the User Name****→ Permission Level.*** --- To proceed in re-assigning a Purchase Order, follow the steps below. 1. Access the Purchase Order by going to **Inventory → Purchase Orders →** then open the PO that you want to reassign. ℹ️**Note:** You can also access PO from the job screen itself by going to **Supplies → Purchase Order.** [](%F0%9F%94%83%20How%20to%20Reassign%20a%20Purchase%20Order/image2020-11-30_11-59-12.png) 2. Once you've opened the PO details, click on **Reassign**button and click the white arrow and enter the new Job Number on the Search Bar. Job number has to be the one you need your PO reassigned to. [](%F0%9F%94%83%20How%20to%20Reassign%20a%20Purchase%20Order/image2020-11-30_12-0-43.png) 3. Once you've entered the new Job number, click on the job number that matches the information. In this example, we are reassigning a PO from a Parent Job J125663 to a Job Section J125663.01. [](%F0%9F%94%83%20How%20to%20Reassign%20a%20Purchase%20Order/image2020-11-30_12-9-13.png) 4. Click on **Assign Job** button and **Confirm**. [](%F0%9F%94%83%20How%20to%20Reassign%20a%20Purchase%20Order/image2020-11-30_12-12-9.png) 5. Wait for the screen to refresh and you should see the new job number showing in the PO screen. [](%F0%9F%94%83%20How%20to%20Reassign%20a%20Purchase%20Order/image2020-11-30_12-14-40.png) --- # Sub Pages [✨ Using the Purchase Order Wizard](/kb/using-the-purchase-order-wizard) [🛒 Create a Blank Purchase Order](/kb/create-a-blank-purchase-order) [🔧 How to Create a Purchase Order for Supplies added on a Job](/kb/how-to-create-a-purchase-order-for-supplies-a) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🎥 How to record the screen on your Android device Source: https://ascora.com.au/kb/how-to-record-the-screen-on-your-android-devi he screen recording feature on Android devices allows you to capture your phone's activity, making it easier to demonstrate issues, share workflows, or provide feedback regarding the Ascora app. This is especially useful when reporting bugs, showcasing features that are not functioning correctly, or seeking support from the Ascora team. This guide will walk you through the process of recording your screen, saving the recording, and sharing it with the Ascora support team. --- **Tip**If some features are not available or not working, please check that you have the correct mobile access level and the right permissions. See [📲 How to add Mobile Users & Grant Permissions](/kb/how-to-add-mobile-users-grant-permissions) for more information. To proceed with screen recording, complete the following steps. **1.** Swipe down twice from the top of your screen to access Quick Settings and tap**Screen recorder** and you might need to swipe right to find it. **Note:***If the Screen recorder is not visible, you will need to add it to your Quick Settings first.* [](https://support.ascora.com.au/download/attachments/22873264/image2022-2-2_7-32-37.png?version=1&modificationDate=1643758358260&api=v2&effects=drop-shadow) *When it's your first time using screen recording you will be prompted to allow permissions. Just tap on Settings and allow the corresponding permissions such as access to the microphone to record audio.* **2.** Tap on **Media sounds and mic** and then tap on **Start recording.** **Note:***If you want to record without sound, select the "No sound" option.* [](https://support.ascora.com.au/download/attachments/22873264/image2022-2-1_21-54-14.png?version=1&modificationDate=1643723655820&api=v2&effects=drop-shadow) **3.**Wait for the three-second countdown or tap on **Skip countdown**to record immediately. [](https://support.ascora.com.au/download/attachments/22873264/image2022-2-1_21-55-18.png?version=1&modificationDate=1643723719013&api=v2&effects=drop-shadow) **4.**Access your Ascora App and complete the steps that will show the issue that you are reporting such as accessing a job or a PO or trying to send an email. **Note:***If you're reporting an issue such as App cashing or App not completing a sync, encountering an error message, or some features not working, please ensure to capture this in the recording.* [](https://support.ascora.com.au/download/attachments/22873264/image2022-2-1_22-1-27.png?version=1&modificationDate=1643724088680&api=v2&effects=drop-shadow) **5.**To stop recording, tap on the square icon located on the upper right part of the screen. This will stop the recording and automatically save the file in your phone gallery. [](https://support.ascora.com.au/download/attachments/22873264/image2022-2-1_22-1-48.png?version=1&modificationDate=1643724109237&api=v2&effects=drop-shadow) **6.** Go to the Photos app and access your screen recording. [](https://support.ascora.com.au/download/attachments/22873264/image2022-2-1_23-2-58.png?version=1&modificationDate=1643727778947&api=v2&effects=drop-shadow) **7.** Select the file and tap on **Share**and send it to [support@ascora.com.au](mailto:support@ascora.com.au) including the details of your query. [](https://support.ascora.com.au/download/attachments/22873264/image2022-2-1_16-48-59.png?version=1&modificationDate=1643705339750&api=v2&effects=drop-shadow) **Tip**If the screen recording file is too large and cannot be sent via email, please upload it into your Dropbox or Google Drive or any other online storage platform that you're using and then email the link to Ascora. References obtained from [https://support.google.com/android/answer/9075928?hl=en](https://support.google.com/android/answer/9075928?hl=en) --- # Sub Pages [📱 Android App](/kb/android-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📽 How to record the screen on your iOS device Source: https://ascora.com.au/kb/how-to-record-the-screen-on-your-ios-device You can record the screen on your iPhone or iPad using the built-in screen recording option on iOS devices. This is helpful if you need to report an issue or some features that are not working or not available in your Ascora App. ✅**Tip**If some features are not available or not working, please check that you have the correct mobile access level and the right permissions. See for more information. To proceed with screen recording, complete the following steps. **1.** With iOS 14 or later, go to **Settings → Control Centre**, then tap the Add button next to Screen Recording. After adding the Screen Recording, you should have it set up in your Control Centre. [](https://support.apple.com/library/content/dam/edam/applecare/images/en_US/il/ios13-add-icon.png) **2.** Access your iPhone Control Centre and touch and hold the grey Record button . [](https://support.apple.com/library/content/dam/edam/applecare/images/en_US/il/ios14-record-icon.png) [](%F0%9F%93%BD%20How%20to%20record%20the%20screen%20on%20your%20iOS%20device/image2022-2-1_15-36-43.png) **3.**Tap on **Microphone**if you also need to record audio then tap on **Start Recording** and wait for the three-second countdown. [](%F0%9F%93%BD%20How%20to%20record%20the%20screen%20on%20your%20iOS%20device/image2022-2-1_15-44-53.png) **4.**Access your Ascora App and complete the steps that will show the issue that you are reporting such as accessing a job or a PO or trying to send an email. **Note:***If you're reporting an issue such as App cashing or App not completing a sync, encountering an error message, or some features not working, please ensure to capture this in the recording.* **5.**To stop recording, open Control Centre, then tap the red Record button or tap the red status bar at the top of your screen and tap Stop. [](https://support.apple.com/library/content/dam/edam/applecare/images/en_US/il/ios11-control-center-screen-record-icon.png) [](%F0%9F%93%BD%20How%20to%20record%20the%20screen%20on%20your%20iOS%20device/image2022-2-1_15-51-38.png) **6.** Go to the Photos app and access your screen recording video file. **7.** Send the file to [support@ascora.com.au](mailto:support@ascora.com.au) including the details of your query. ✅**Tip**If the screen recording file is too large and cannot be sent via email, please upload it into your Dropbox or Google Drive or any other online storage platform that you're using and then email the link to Ascora. **Note:** *Some apps may not allow you to record audio. You can't record your screen and use screen mirroring at the same time.* References obtained from [https://support.apple.com/en-au/HT207935](https://support.apple.com/en-au/HT207935) --- # Sub Pages [🔄 How to Upload Database from iOS Mobile App](/kb/how-to-upload-database-from-ios-mobile-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📄 How to Remove Everything After a Specific Character - Excel Source: https://ascora.com.au/kb/how-to-remove-everything-after-a-specific-cha **Step 1:**Decide which character you need to format. **Step 2:**Use an empty column to start writing your formula. **Step 3:**Use the following formula to remove everything after (and including) the specified character: **=LEFT(Cell, FIND(":", Cell) - 1)** **Step 4:**Copy the newly formatted data and Paste as Values to retain the results without the formula. ## Example: We want to keep only "CABLE TERMINATION" from the following: CABLE TERMINATION: Glands, Terminals, Lugs, Links & Connectors Formula Applied in Cell A2: =LEFT(A1, FIND(":", A1) - 1) Cell A1Cell A2CABLE TERMINATION: Glands, Terminals, Lugs, Links & ConnectorsCABLE TERMINATION [](%F0%9F%93%84%20How%20to%20Remove%20Everything%20After%20a%20Specific%20Charac/2024-10-16_16-04-37.png) --- # Sub Pages [🔄 Importing Guides](/kb/importing-guides) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🗝 How to Reset Password Source: https://ascora.com.au/kb/how-to-reset-password Passwords can be reset via the Forgot Password link – this is displayed at the bottom of the login screen. --- ***Note:****If user has been locked out due to multiple unsuccessful log in attempts, access will automatically unlock after 30 minutes. Make sure to use the latest password if it has been reset.* 1. Access [https://www.ascora.com.au/login](https://www.ascora.com.au/login) and click on **"Forgot your Password?"** link located below Log In tab. 2. Enter your email address to receive the reset instructions. 3. Access your email and find the email from [support@ascora.com.au](mailto:support@ascora.com.au) and click on **Reset** link. 4. Enter a new password, confirm, and click on **Set Password.** If you have troubles resetting your password even after following the above steps, contact your Administrator to reset the password for you. ## Users with Administrator Role 1. For users with Administrator roles, you can reset passwords in **Administration → Users.** 2. Click **View**beside the user name. 3. Click **Permissions> Change Password** and set the new password details, then click **Save**. **** --- # Sub Pages [🔐 Account Locked due to Issue in Processing Monthly Invoice](/kb/account-locked-due-to-issue-in-processing-mon) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔓 How to Reset Passwords Source: https://ascora.com.au/kb/how-to-reset-passwords Maintaining secure access to your **Ascora account** is essential for smooth operations. If you **forget your password** or **get locked out** due to multiple failed login attempts, you can quickly reset your password using the **Forgot Password** option. Administrators also have the ability to reset passwords for team members when needed. This guide will walk you through the steps to regain access efficiently and securely. --- Passwords can be reset via the Forgot Password link – this is displayed at the bottom of the login screen. ***Note:****If user has been locked out due to multiple unsuccessful log in attempts, access will automatically unlock after 30 minutes. Make sure to use the latest password if it has been reset.* 1. Access [https://www.ascora.com.au/login](https://www.ascora.com.au/login) and click on **"Forgot your Password?"** link located below Log In tab. [](%F0%9F%94%93%20How%20to%20Reset%20Passwords/image2020-12-13_10-57-6.png) 2. Enter your email address to receive the reset instructions. [](%F0%9F%94%93%20How%20to%20Reset%20Passwords/image2020-12-13_10-58-3.png) 3. Access your email and find the email from [support@ascora.com.au](mailto:support@ascora.com.au) and click on **Reset** link. [](%F0%9F%94%93%20How%20to%20Reset%20Passwords/image2020-10-28_16-7-59.png) 4. Enter a new password, confirm, and click on **Set Password.** [](%F0%9F%94%93%20How%20to%20Reset%20Passwords/image2020-10-28_16-14-28.png) ‼If you have trouble with resetting your password even after following the above steps, contact your Administrator to reset the password for you. ## Users with Administrator Role 1. For users with Administrator roles, you can reset passwords in **Administration → Users.** [](%F0%9F%94%93%20How%20to%20Reset%20Passwords/image2020-10-28_16-21-8.png) 2. Click **View**beside the user name. [](%F0%9F%94%93%20How%20to%20Reset%20Passwords/image2020-10-28_16-24-3.png) 3. Click **Change Password** and set the new password details then click **Save**. [](%F0%9F%94%93%20How%20to%20Reset%20Passwords/image2020-10-28_16-26-36.png) **4.** Provide the new password to the corresponding user. --- # Sub Pages [👨‍🏫 Creating a New User](/kb/creating-a-new-user-2) [🙅‍♂️ Disabling User or Removing Duplicate Users](/kb/disabling-user-or-removing-duplicate-users) [💻 User Web Roles](/kb/user-web-roles) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📸 How to Resolve your Logo Issues in your Document Template Source: https://ascora.com.au/kb/how-to-resolve-your-logo-issues-in-your-docum If the logo on your quote or invoice is stretched or blurry, it’s probably because your placeholder on your quote or invoice template were stretched. You can follow the following steps to fix this. --- **1.**Access your Document Templates page in **Administration → Document Templates.** **2.**Select the Document Template that has the Logo issue and click **Download Template.** **3.** Once the Template has been downloaded. Open the file and select the **Logo placeholder**. [](%F0%9F%93%B8%20How%20to%20Resolve%20your%20Logo%20Issues%20in%20your%20Document/image2021-1-18_20-29-40.png) **4.**Right click on the Logo placeholder and select **Size and Position**. [](%F0%9F%93%B8%20How%20to%20Resolve%20your%20Logo%20Issues%20in%20your%20Document/image2021-1-18_20-58-20.png) **5.**The **Size and Position** window will now pop up. In the **Size** tab, check that the **Lock aspect ratio** is unticked. If it is ticked, simply click on the tick to unmark it. [](%F0%9F%93%B8%20How%20to%20Resolve%20your%20Logo%20Issues%20in%20your%20Document/image2021-1-18_21-16-9.png) **6.** Enter in **100%** for both **Height**and **Width** and click **OK**and you will see that the Logo has adjusted accordingly. [](%F0%9F%93%B8%20How%20to%20Resolve%20your%20Logo%20Issues%20in%20your%20Document/image2021-1-18_21-9-20.png) **7.** Save this amended template into your local drive and return to **Administration → Document Template.**Replace the old template with this new template by clicking **Upload a new Template. Click Save.** **** ℹ You have now successfully resolved your Logo issues! --- --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📅 How to Schedule Non-Chargeable Job or Task Source: https://ascora.com.au/kb/how-to-schedule-non-chargeable-job-or-task A job is always allocated to a customer but sometimes, you may want to assign a non-chargeable job or task to your staff whether it’s a team meeting, ad hoc tasks, etc. To do this, follow the steps below. --- 1. Create a dummy or internal customer type by going to **Administration**, then click **Customers**. [](%F0%9F%93%85%20How%20to%20Schedule%20Non-Chargeable%20Job%20or%20Task/image2020-10-23_17-17-52.png) 2. Click **Add New**, enter the new customer name which is **“Internal Customer”**in this example or you can name it as something you prefer for allocating non-chargeable jobs or tasks. [](%F0%9F%93%85%20How%20to%20Schedule%20Non-Chargeable%20Job%20or%20Task/image2020-10-23_17-18-11.png) ***NOTE***You can also generate reports with this new type of customer added. For example, if you use Internal Customer for allocating non-chargeable task such as team meetings, then you can generate a report to show details such as total time spent per month. 3. Now, let’s create the internal customer profile and this could be a non-actual or non-existing customer. In some cases you may use your own information if you have a recurring non-chargeable task or job assigned to your staff. To proceed, click **Customers**, and then **New**. Make sure to **select Internal Customer** as Customer Type or depending on the actual name you have assigned. [](%F0%9F%93%85%20How%20to%20Schedule%20Non-Chargeable%20Job%20or%20Task/image2020-10-23_17-18-46.png) [](%F0%9F%93%85%20How%20to%20Schedule%20Non-Chargeable%20Job%20or%20Task/image2020-10-23_17-19-29.png) [](%F0%9F%93%85%20How%20to%20Schedule%20Non-Chargeable%20Job%20or%20Task/image2020-10-23_17-19-51.png) 4. After creating an Internal Customer, let’s create an **Internal Job** **type** by clicking **Administration**, **Jobs**. [](%F0%9F%93%85%20How%20to%20Schedule%20Non-Chargeable%20Job%20or%20Task/image2020-10-23_17-20-6.png) 5. Click **Add New**, enter the Job Name and other necessary details and click **Save**. You can also colour code the internal job for quick reference. [](%F0%9F%93%85%20How%20to%20Schedule%20Non-Chargeable%20Job%20or%20Task/image2020-10-23_17-20-38.png) 6. After creating Internal Customer type and **Internal Job type**, we can now create a non-chargeable job or task by going to **Jobs** and click [](%F0%9F%93%85%20How%20to%20Schedule%20Non-Chargeable%20Job%20or%20Task/image2020-10-23_17-20-55.png) 7. Enter the necessary information such as Job Name, assigned user, and select the newly added job type which is **Internal** **Job** in this example. You can also tick the boxes for No charge for Labour and No charge for Supplies and once all information is complete, click **Save**. [](%F0%9F%93%85%20How%20to%20Schedule%20Non-Chargeable%20Job%20or%20Task/image2020-10-23_17-21-22.png) 8. Go to Scheduler and allocate the job if necessary and you should see the details with the colour coding assigned and information created for the purpose of allocating a non-chargeable job or task. [](%F0%9F%93%85%20How%20to%20Schedule%20Non-Chargeable%20Job%20or%20Task/image2020-10-23_17-21-54.png) --- # Sub Pages [📥 How Job Email Import Works](/kb/how-job-email-import-works) [🗺 Create a Section Based Job](/kb/create-a-section-based-job) [💲 Pricing Methods - Stages](/kb/pricing-methods---stages) [🔄 How to Check In to Unscheduled Jobs in Android Mobile App](/kb/how-to-check-in-to-unscheduled-jobs-in-androi) [🔄 How to Check In to Unscheduled Jobs in Ascora App (iOS)](/kb/how-to-check-in-to-unscheduled-jobs-in-ascora) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔎 How to Search for an Existing Customer Source: https://ascora.com.au/kb/how-to-search-for-an-existing-customer Keeping track of your customers efficiently is essential for smooth operations. Ascora’s **Customer List** provides multiple ways to locate, view, and edit your customers, ensuring you can quickly find the information you need. Whether you’re filtering by **Customer Type**, **Lead Source**, or using the **Global Search** box, Ascora offers flexible methods to refine your results and streamline daily tasks. In this guide, you’ll learn how to: - **View Customer Details** and make updates directly from the Customer List. - **Filter by Customer Type or Lead Source** to narrow down groups of similar customers. - **Use the Global Search** to find specific customers by name, address, or any relevant keyword. Follow the steps below to master Ascora’s searching and filtering tools, and effortlessly stay on top of your customer data. --- Choose the **Customers Icon** in the Top Menu to display the Customer List. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FCustomers%2FTop_Menu-Customers.png) ### View a Customer's Details - In the Customer List, locate the customer you want to update or review. - Click **View** next to the customer’s name to open and edit their full profile. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FCustomers%2FView_Customer_Details.png) ℹ️**Tip:** From the Customer Details screen, you can modify addresses, add contacts, and access additional tabs for sites or billing. ### Filter by Customer Type or Lead Source - Use the dropdown menus to **filter** the Customer List by a specific **Customer Type** or **Lead Source**. - This method is ideal for segmenting and managing groups of customers—like those generated by a particular marketing channel or classified into a certain category. [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FCustomers%2FFilter_Customer-Type.png) ℹ️**Best Practice:** Consistently label customers with the correct type or lead source to take full advantage of these filters and streamline reporting. ### Search Using the Global Search Box - Enter any relevant keyword (e.g., **name**, **suburb**, or **company**) in the **Global Search** field. - As you type, the Customer List narrows to match your input. For instance, typing “Fre” will display only those customers with “Fre” in their details (like “Fremantle”). - [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FCustomers%2FGlobal_Search_Box.png) ℹ️**Pro Tip:** This real-time search functionality allows you to locate specific records quickly, even if you only remember partial details such as a street name or suburb. --- # Sub Pages [🔎 Search for an Existing Invoice](/kb/search-for-an-existing-invoice) [🔎Search for an Existing Enquiry](/kb/search-for-an-existing-enquiry) [🔎 Search for an Existing Quote](/kb/search-for-an-existing-quote) [👨 Customer Guides](/kb/customer-guides) [📲 How to Create Customer Contacts](/kb/how-to-create-customer-contacts) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 👷 How to separate Suppliers from Contractors Source: https://ascora.com.au/kb/how-to-separate-suppliers-from-contractors In **Ascora**, you can add **contractors as suppliers** to simplify your procurement and invoicing processes. This allows you to: ✅ **Raise purchase orders (POs) directly to contractors** – Streamline job-related material or service procurement. ✅ **Receive supplier invoices against contractors** – Easily track and manage payments. ✅ **Push contractor invoices to Xero** – Automate your accounting workflow for accuracy and efficiency. ✅ **Track contractor expenses within jobs** – Maintain clear visibility on project costs. By integrating contractors into your **supplier management workflow**, you can ensure accurate cost tracking, avoid manual data entry, and enhance overall financial transparency. --- **1.** Go to **Inventory → Suppliers**and click on**New.** [](%F0%9F%91%B7%20How%20to%20separate%20Suppliers%20from%20Contractors/image2021-1-5_20-25-26.png) **2.** Enter the necessary details like you normally do with supplier but this time, enter the contractor information such as name, address, etc. Once done, click **Save**. [](%F0%9F%91%B7%20How%20to%20separate%20Suppliers%20from%20Contractors/image2021-1-5_20-30-36.png) **3.**You can add a Write In and select the Contractor as Default Supplier and raise PO. Access one of your jobs and to go **Supplies**tab and **Add Write In.** [](%F0%9F%91%B7%20How%20to%20separate%20Suppliers%20from%20Contractors/image2021-1-6_7-0-33.png) **4.**Add the necessary details, tick the box beside **Must Be Ordered** and select the Contractor Name and once done, click **Save**. [](%F0%9F%91%B7%20How%20to%20separate%20Suppliers%20from%20Contractors/image2021-1-6_7-9-17.png) **5.**Click **Create Purchase Orders.** [](%F0%9F%91%B7%20How%20to%20separate%20Suppliers%20from%20Contractors/image2021-1-6_7-10-57.png) **6.**A PO gets generated and access it to view more details. [](%F0%9F%91%B7%20How%20to%20separate%20Suppliers%20from%20Contractors/image2021-1-6_7-13-30.png) **7.**From the Purchase Order screen, you have the option to Email it to the contractor. [](%F0%9F%91%B7%20How%20to%20separate%20Suppliers%20from%20Contractors/image2021-1-6_7-15-47.png) **8.** Receive the Supplier Invoice against the Contractor and you can have them pushed across to your Accounting Package. ✅**Note:** *In some cases you will also add subcontractors as mobile users so you can schedule and have job details flow back into Ascora rather than being keyed in externally.* --- # Sub Pages [📲 How to add Mobile Users & Grant Permissions](/kb/how-to-add-mobile-users-grant-permissions) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 How to Set Up Consecutive Days Job Bookings Source: https://ascora.com.au/kb/how-to-set-up-consecutive-days-job-bookings Efficiently manage jobs that need to be performed on consecutive or specific days using Ascora’s repeating job booking feature. This tool allows you to configure a job to repeat for a designated number of days, ensuring seamless scheduling and reducing manual effort. Once set, the repeating jobs appear on the Scheduler, helping you plan and allocate resources effectively. **Why Use Repeating Bookings?** - **Consistency:** Automatically schedule recurring tasks without creating separate bookings for each day. - **Flexibility:** Easily customize the number of repetitions, time frames, and specific details for each job. - **Simplified Updates:** Make changes or cancellations directly from the Job Booking tab, which instantly reflects on the Scheduler. This feature is ideal for businesses managing ongoing projects, regular maintenance, or multi-day jobs, providing greater control and clarity over your schedule. Explore the steps below to set up repeating bookings and optimize your scheduling workflow. --- ℹ️**Note:**When you need to remove or cancel certain bookings, you can do this from the Job Booking tab and it automatically updates Scheduler. 1. Access the Job screen and open the job where you need to add repeat bookings and click **Bookings**. [](%F0%9F%94%84%20How%20to%20Set%20Up%20Consecutive%20Days%20Job%20Bookings/image2020-11-25_11-58-20.png) 2. Click **New**and enter the necessary details such as Start Time and End Time, number of repetition and once done, click **Save**. In the following example, we are creating a booking that repeats for 5 days with a time frame of 01:00 PM - 3:00 PM. [](%F0%9F%94%84%20How%20to%20Set%20Up%20Consecutive%20Days%20Job%20Bookings/image2020-11-25_12-2-50.png) 3. Access **Scheduler**and you can see the the same repeating as what has been set up. [](%F0%9F%94%84%20How%20to%20Set%20Up%20Consecutive%20Days%20Job%20Bookings/image2020-11-25_12-13-8.png) --- # Sub Pages # [📅 How to Schedule Non-Chargeable Job or Task](/kb/how-to-schedule-non-chargeable-job-or-task) [🔄 How to Check In to Unscheduled Jobs in Ascora App (iOS)](/kb/how-to-check-in-to-unscheduled-jobs-in-ascora) [🔄 How to Check In to Unscheduled Jobs in Android Mobile App](/kb/how-to-check-in-to-unscheduled-jobs-in-androi) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💵 How to Set Up Rates & Charges Source: https://ascora.com.au/kb/how-to-set-up-rates-charges This guide explains how to configure labour roles and rates in Ascora, which directly impact the cost calculations on your Quotes and Jobs. By setting up accurate pay rates and estimated costs for each role, you can ensure that your quotations reflect profitability correctly and that job costing is precise. Follow the step-by-step instructions below to add new labour roles, update technician pay rates, and understand how different rate types are calculated. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/eap6q4x1dl](https://ascora.wistia.com/medias/eap6q4x1dl) --- When working with Quotes and Jobs, the labour details and calculations are based on what you set in the Labour Roles and Rates section. 1. To set up Labour Roles and Charges, go to **Administration -> Labour & Callouts ->****Add (Labour Role).** 2. Add the necessary details and once complete, click **Save**. **A** – Enter the **Role Name** **B** – Enter the **Hourly Rate Ex Tax** and this is what will be charged to your customer which is shown in Job Labour details. **C** – Enter the **Hourly Estimated Cost** for the role – this is how much a person in this role generally costs. **D** – Tick if you need it **taxable** and untick if tax does not apply **E** – Tick if **Chargeable** and untick if not chargeable. **F** – Set up an **account income code** that will override the default code set up in Administration -> Accounts Integration. If you don’t set up an account code in this area, the default account code set up in Account Integration area will be used. **Important Notes**The **Hourly Estimated Cost** is used when calculating the profitability on your Quotations. This has no impact on Job Profitability which is determined by the Pay Rates and Employment costs of the related Users.If a Role is marked as **Non-Chargeable** it will NOT add to the value of the Quotation or Job.**Account Income Codes** should only be set on Labour in special cases. Generally it is enough to have this based on the Job Type or a general Default value. --- ## How to set up Rates per Technician/Staff When you hire staff, depending on the role and experience level, you need to set up the corresponding pay rates for each User which flows to the cost of their time on Jobs captured from their timesheets. 1. Go to **Administration -> Users ->** click **View** for the particular User. 2. In the tab "Pay Template", enter the pay rate, employment cost and the rate for the 1.5 Time, Double Time and Double Time and a Half rates. **Note:** The Rates for 1.5, Double Time and Double Time and a Half will be calculated from the Pay Rate if left blank. --- ## Rate Types and Calculation The following rates will be used as the costs associated with the user’s time. **Rate Types****Calculation**NormalPay Rate **+** Employment Cost **x** Number of HoursTime and a Half1.5 Time Rate **x** Number of HoursDouble TimeDouble Time Rate **x** Number of HoursDouble Time and a HalfDouble Time and a Half Rate **x** Number of Hours In the following example, user has an hourly normal rate of **$91.55** (Pay Rate $41.55 + Employment Rate $50.00): - If user is paid **Time and a Half rate**then the hourly rate is **$62.32** - If user is paid **Double Time** **rate** then the hourly rate is **$83.10** - If user is paid **Double Time and a Half** **rate** then hourly rate is **$103.88** --- ## Timesheet Cost Calculation Example In the following Timesheet example, user has **three check in entries** and has different costs associated with each entry: 1. 2 hours at normal rate = $91.55 x 2 = **$183.10** 1. 2 hours at Time and a Half rate = $62.32 x 2 = **$124.64** 1. 3 hours at Double Time rate = $83.10 x 3**= $249.30** [](%F0%9F%92%B5%20How%20to%20Set%20Up%20Rates%20&%20Charges/image2020-11-2_7-43-53.png) ## Adding Labour Details to Quotes When adding labour to Quotes, the rates applied are based on what has been set in **Administration -> Labour & Callouts.** ****To add Labour and Callouts to a Quote, select the Supplies & Labour tab. **Note**: The **Hourly Estimated Cost** of the Labour Role is used when calculating the estimated profitability on the Quotation. ✅To access a quick tutorial about Rates and Charges you can click the link below:[https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-Accounting-RatesandCharges](https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-Accounting-RatesandCharges) --- # Sub Pages [👷‍♂️ Creating a New User](/kb/creating-a-new-user) [👨‍💼 Users Guides](/kb/users-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ♾️ How to set up recurring jobs for Equipment with service intervals Source: https://ascora.com.au/kb/how-to-set-up-recurring-jobs-for-equipment-wi Efficient equipment management is crucial for businesses that rely on routine servicing and compliance checks. With **service intervals in Ascora**, businesses can **automate job scheduling, reduce missed services, and streamline maintenance operations**. By setting up **customized service intervals** linked to **specific equipment types**, users can ensure that maintenance is carried out at the right time—whether it’s **monthly, quarterly, or annually**. These intervals act as templates, eliminating manual scheduling and ensuring consistent service delivery. With the ability to **group service jobs, automate job creation, and integrate pass/fail testing**, Ascora helps businesses **minimize downtime, maximize efficiency, and enhance customer satisfaction**. --- Equipment Types can have service intervals created and linked to them and they work like templates. You can also enable or toggle the following setting in **Administration → Defaults.** Use Service Intervals on Equipment Types as defaults for new Equipment [](%E2%99%BE%EF%B8%8F%20How%20to%20set%20up%20recurring%20jobs%20for%20Equipment%20with/image2023-1-19_12-18-54.png) We can create an Equipment Type of Aircon that has service intervals of Quarterly, Bi-Annual and Annual. When the service is being calculated and if the dates overlap, Ascora will choose the least often one. ℹ️***Note:****Before creating an Equipment Type that has Service Intervals, you will need to create a basic Job Template. This Job Template will be used for creating a Job whether Automatically or Manually created.* ## Creating a Basic Job Template **1.**Go to**Advanced → Job Templates** and click**New.** [](%E2%99%BE%EF%B8%8F%20How%20to%20set%20up%20recurring%20jobs%20for%20Equipment%20with/image2021-7-8_15-22-6.png) **2.**Enter the template name, add a job description and other details if applicable such as estimated duration, and assigned user. Select **On Demand** and click **Save**. [](%E2%99%BE%EF%B8%8F%20How%20to%20set%20up%20recurring%20jobs%20for%20Equipment%20with/image2021-7-8_15-28-42.png) After creating a job template, we will now create a service interval wherein one of the steps is to select a job template. ## Creating a Service Interval Creating service intervals in equipment types will function as a template. **1.**Go to **Equipment → Equipment Types** → and click the **Edit**box beside the equipment type which needs service intervals to be set up. [](%E2%99%BE%EF%B8%8F%20How%20to%20set%20up%20recurring%20jobs%20for%20Equipment%20with/image2021-7-8_15-37-17.png) **2.**Click **+ Add New.** ℹ️**Note:**If you previously created service intervals, you will see them listed and you can click on any of them if you need to edit the details such as changing frequency. [](%E2%99%BE%EF%B8%8F%20How%20to%20set%20up%20recurring%20jobs%20for%20Equipment%20with/image2021-7-8_15-41-15.png) The **Service Intervals** **Details**page appears and you need to complete some configurations. **a. Name**- Enter the Service Interval Name such as Monthly Service, Yearly Service, etc. **b. Job Template**- select a job template that must have been readily created in the **Advanced → Job Templates** area. **c. Frequency** – How often the Interval occurs. **d. Create Jobs** – Specify whether you want Ascora to automatically create the necessary Jobs based on the Service Interval or if they will be manually created via the Maintenance Planner. **e. Equipment Grouping** – Specify if a Job should be created for each piece of Equipment or if the multiple pieces of Equipment for the Customer that have the same Service Date should be grouped onto a single job. [](%E2%99%BE%EF%B8%8F%20How%20to%20set%20up%20recurring%20jobs%20for%20Equipment%20with/image2023-1-19_12-27-9.png) Once service interval is set and job template is already selected, jobs will be created automatically depending on the frequency selected. For example, if you selected a frequency of every 3 months ongoing, jobs will be created automatically after every 3 months. --- ## How to check a List of Jobs Created for the Equipment **1.** Go to **Equipment → Equipment List**→ and click on the equipment number beside the corresponding customer name. ℹ️**Note:** Customer name will be repeated if it has multiple equipments linked to it. For example, if Customer ABC has five equipments then you would see Customer ABC repeating five times with the unique equipment numbers on each line. [](%E2%99%BE%EF%B8%8F%20How%20to%20set%20up%20recurring%20jobs%20for%20Equipment%20with/image2021-7-8_21-16-52.png) **2.**Click **Job History**and you will see a list of jobs created for the said equipment. If you see letter Y in the column called "Created Automatically" that means job was created automatically as per service interval set and job template selected. [](%E2%99%BE%EF%B8%8F%20How%20to%20set%20up%20recurring%20jobs%20for%20Equipment%20with/image2021-7-8_21-44-25.png) **3.** Another way of checking all jobs created specifically for the customer's equipment is to open the customer details screen and click **Equipment**tab and click **Edit**beside the Equipment Name. [](%E2%99%BE%EF%B8%8F%20How%20to%20set%20up%20recurring%20jobs%20for%20Equipment%20with/image2021-7-8_16-22-35.png) **4.**Click **History**and you will see a list of jobs created for the said equipment. [](%E2%99%BE%EF%B8%8F%20How%20to%20set%20up%20recurring%20jobs%20for%20Equipment%20with/image2021-7-8_16-26-16.png) There is also a setting in **Administration → Defaults** → **Equipment Maintenance Jobs Creation** that allows you to set how sooner maintenance jobs are created. In the following example, servicing or maintenance jobs are configured to be created 1 day in advance so if we have a job recurring on every 1st of each month then these jobs are created and made visible a day prior. Jobs set to be created automatically are created at 1:00AM on the creation date. [](%E2%99%BE%EF%B8%8F%20How%20to%20set%20up%20recurring%20jobs%20for%20Equipment%20with/image2023-1-23_12-27-7.png) In the following image, job **J1743**was created on 8 July but expected date is 9 July. This is because our setting is to create a servicing/maintenance job one day in advance. [](%E2%99%BE%EF%B8%8F%20How%20to%20set%20up%20recurring%20jobs%20for%20Equipment%20with/image2021-7-8_22-5-46.png) If this job is also configured to have a frequency of every 3 months, then this will be created every after 3 months but one day in advance. ## A Few More Default Settings **Recurring From** - you have three options to select from when it comes to what's the basis of the next recurrence. **1.** Planned Maintenance Date - if you want the next recurrence to always be based on the service interval **2.** Job Completion Date - this is helpful in scenarios when it will take more days to complete a certain maintenance job and you'd like the next recurrence to be based on the job completion date. For example, planned maintenance date is 5/01/2023 with a monthly service interval so the next recurrence is 5/02/2023. If the job was completed only on 8/01/2023, the next recurrence will become 8/02/2023 with this default setting enabled. **3.** Equipment Test Date - if you want the next recurrence to always be based on the date equipment was last tested. This is when a user marks the equipment as pass or fail either in the app or in Ascora web [](%E2%99%BE%EF%B8%8F%20How%20to%20set%20up%20recurring%20jobs%20for%20Equipment%20with/image2023-1-23_14-54-2.png) **Group Equipment Services** You can group equipment either within the same calendar period or within x days of each other. This only works for automatic schedule and not for maintenance planner as the latter is a manual process. [](%E2%99%BE%EF%B8%8F%20How%20to%20set%20up%20recurring%20jobs%20for%20Equipment%20with/image2023-1-23_14-58-49.png) If you select "**Within same calendar period**" you have an extra option to select when it comes to grouping them with the same Day, Week, or Month. [](%E2%99%BE%EF%B8%8F%20How%20to%20set%20up%20recurring%20jobs%20for%20Equipment%20with/image2023-1-23_15-34-37.png) If you select "Within x days of each other" you have the option to indicate the x number of days to group equipment onto jobs. [](%E2%99%BE%EF%B8%8F%20How%20to%20set%20up%20recurring%20jobs%20for%20Equipment%20with/image2023-1-23_15-34-13.png) Allow new Equipment Services to be added to existing Service Jobs - if you add equipment that falls on the same day [](%E2%99%BE%EF%B8%8F%20How%20to%20set%20up%20recurring%20jobs%20for%20Equipment%20with/image2023-1-23_15-39-17.png) ℹ️**Note**: We use the same date across all Service Intervals for the Equipment as this is the most common use. If you want to have different dates we suggest utilising Job Templates to create the necessary recursion you're after. --- # Sub Pages [🛢️ Equipment Overview](/kb/equipment-overview) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📧 How to set up your Gmail account on Ascora and send emails from a different Email Address Source: https://ascora.com.au/kb/how-to-set-up-your-gmail-account-on-ascora-an This guide will walk you through the process of linking your **Gmail account to Ascora** so you can send emails directly from Ascora, including invoices, quotes, and purchase orders. You’ll also learn how to configure **sending emails from a different email address**, such as using a dedicated accounts or support email instead of your main Gmail address. 📌 **Key Features:** ✅ Send emails from Ascora using your **Gmail or G Suite account**. ✅ Configure **alternative email addresses** for different types of communication (e.g., invoices from accounts@yourbusiness.com). ✅ Manage **default email sending settings** to streamline your workflow. Follow the steps below to successfully connect and configure your Gmail account in Ascora. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/bg847pkcns](https://ascora.wistia.com/medias/bg847pkcns) --- # How to connect a Gmail account to Ascora **1.** To connect Ascora to a Google email service, you need to create a Gmail or G Suite account or if you have one already available, then go to **Administration → System Settings**, then click on the button **“Connect to Gmail”** **2.**A Google page will open asking to log into your email account. [](%F0%9F%93%A7%20How%20to%20set%20up%20your%20Gmail%20account%20on%20Ascora%20and%20s/image2020-11-26_15-35-41.png) **2.1** If you'll see the following screen after selecting your Gmail account, just click on **Advanced**. [](%F0%9F%93%A7%20How%20to%20set%20up%20your%20Gmail%20account%20on%20Ascora%20and%20s/image2021-8-7_13-30-52.png) **2.2**Click **Go to Ascora (unsafe)** to proceed. Please note that this prompt appears as a security measure in Google. [](%F0%9F%93%A7%20How%20to%20set%20up%20your%20Gmail%20account%20on%20Ascora%20and%20s/image2021-8-7_13-31-50.png) **3.**After entering in your email and password correctly, it will display the following message and please click **Allow** to continue. [](%F0%9F%93%A7%20How%20to%20set%20up%20your%20Gmail%20account%20on%20Ascora%20and%20s/image2020-11-26_15-37-9.png) ❌**NOTE:**You might also need to enable less secure apps by going to your Gmail and click a link from there. Alternatively you can use the following link to enable less secure apps. [https://myaccount.google.com/lesssecureapps](https://myaccount.google.com/lesssecureapps) **4.**After allowing Ascora to access your google account, the page will return to the Ascora **System Settings** Now the email settings will show that you are connected to Gmail. **5.** At this point you are able to test if this function is working by sending an email from Jobs, Quotes, Invoices or Enquiries to yourself. # How to set Ascora to send emails There are three ways to send an email from Ascora: 1. **Send From Default*:** Ascora allocates the email “Sent From”: by using the email account used to link Ascora to Gmail. 1. **Send From User:** Ascora allocates the email “Sent From”: by using the current User’s email address which is logged into Ascora. 1. **Send From:** Ascora allocates the email “Sent From”: by using the email address you have input into the space provided.The option **Send From Default**will always be set as the default option. # How to send emails from a different Email Address on Ascora. To send emails from another account in Gmail, you will need to follow the next steps as described below: **1.** Go to the Gmail account you used to set up your current email on Ascora and find **Settings** which is located within the right-hand side icon menu. [](%F0%9F%93%A7%20How%20to%20set%20up%20your%20Gmail%20account%20on%20Ascora%20and%20s/image2020-11-26_15-51-35.png) **2.** Once you are in **Settings**, go to the tab **Accounts and Imports.** Next, go to the option S**end mail as** and click on the **Add another email address** [](%F0%9F%93%A7%20How%20to%20set%20up%20your%20Gmail%20account%20on%20Ascora%20and%20s/image2020-11-26_15-52-26.png) **3.**When you click on this link, a window will pop up and ask which the email address you would like to add. [](%F0%9F%93%A7%20How%20to%20set%20up%20your%20Gmail%20account%20on%20Ascora%20and%20s/image2020-11-26_15-53-12.png) **4.**Enter in the email address to be added, then click **Next Step** and that will display a new window. This will then prompt you to **Send Verification**which will send an email to the email address you are trying to link. [](%F0%9F%93%A7%20How%20to%20set%20up%20your%20Gmail%20account%20on%20Ascora%20and%20s/image2020-11-26_15-57-51.png) **5.**After clicking on **Send Verification** a new window will pop up asking for some information in regards to the email account you are trying to link. [](%F0%9F%93%A7%20How%20to%20set%20up%20your%20Gmail%20account%20on%20Ascora%20and%20s/image2020-11-26_15-57-26.png) **6.**Next, you will need to log into the email address you are trying to link. After you login, you will find an email that was sent as part of the previous verification process. [](%F0%9F%93%A7%20How%20to%20set%20up%20your%20Gmail%20account%20on%20Ascora%20and%20s/image2020-11-26_15-59-3.png) **7.**After opening this email, you will need to click on the link to confirm access to this account. Next, copy the confirmation code shown. [](%F0%9F%93%A7%20How%20to%20set%20up%20your%20Gmail%20account%20on%20Ascora%20and%20s/image2020-11-26_16-0-14.png) **8.**After copying this code, go back to the main email account and paste that code into the **Enter and verify the confirmation code**space provided. Click on **Verify**. [](%F0%9F%93%A7%20How%20to%20set%20up%20your%20Gmail%20account%20on%20Ascora%20and%20s/image2020-11-26_16-1-47.png) **9.**The window will now close and show that you have linked a new email address in **Send mail as**. [](%F0%9F%93%A7%20How%20to%20set%20up%20your%20Gmail%20account%20on%20Ascora%20and%20s/image2020-11-26_16-2-27.png) **10.**To test if the configuration was successful, you can create a new email and the “From” option on the email to be sent, will have the two emails available to choose from- the Default email and the new email you just linked to your Gmail account. [](%F0%9F%93%A7%20How%20to%20set%20up%20your%20Gmail%20account%20on%20Ascora%20and%20s/image2020-11-26_16-3-30.png) **11.**After those steps are completed on Gmail, go back to your Ascora **System Settings** and select which email option you would like to set. # How to delegate other emails to be used as Ascora user. If using the **Send from User** option you would need to link the email addresses of any users who will be sending emails from Ascora using the above method. If using the set **Send From** to send from a specified and unchanging email account you would need to ensure the email address entered has been setup using this method. --- # Sub Pages [📥 How Job Email Import Works](/kb/how-job-email-import-works) [📩 Clients with More than One Email Address](/kb/clients-with-more-than-one-email-address) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 How to Synchronise Mobile App (Android) Source: https://ascora.com.au/kb/how-to-synchronise-mobile-app-android Synchronisation is important as it allows the changes or updates made on mobile app such as job photos or job notes that is newly added to appear in Ascora web. It also forces the changes made in Ascora web to appear in mobile app such as updates made on a custom form, job details, etc. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/kpa0dnrxh6](https://ascora.wistia.com/medias/kpa0dnrxh6) --- ## How to Sychronise data using Android 1. Tap the icon located on the left of the three dots. This will do synchronisation and a notification appears on the lower part of the screen **“synchronisation started”**and waits for it to show **“synchronisation finished.”** [](%F0%9F%94%84%20How%20to%20Synchronise%20Mobile%20App%20(Android)/image2020-11-24_22-23-0.png) 2. Alternatively, you can tap on the **3 dots** and select **“Settings”** and you can choose from 3 options to manually synchronise, automatically synchronise, or customise the interval. [](%F0%9F%94%84%20How%20to%20Synchronise%20Mobile%20App%20(Android)/image2020-11-24_22-23-45.png) --- ℹ️Please make sure that you are using the most updated version of the mobile app. Simply go to Play Store for Android and Apple Store for for iOS and update if necessary. Click here: [📱 How to check Mobile App Version](/kb/how-to-check-mobile-app-version) to learn how to check check mobile app version for a certain user. --- # Sub Pages [🔄 How to Check In to Unscheduled Jobs in Android Mobile App](/kb/how-to-check-in-to-unscheduled-jobs-in-androi) [🔃 How to Clear Data on Android Mobile App](/kb/how-to-clear-data-on-android-mobile-app) [📱 How to change mobile app filter in Android App](/kb/how-to-change-mobile-app-filter-in-android-ap) 🔄 How to Synchronise Mobile App (Android) [📲 How to Make Payments on Android Mobile App](/kb/how-to-make-payments-on-android-mobile-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 How to Synchronise Mobile App (iOS) Source: https://ascora.com.au/kb/how-to-synchronise-mobile-app-ios Synchronisation is important as it allows the changes or updates made on mobile app such as job photos or job notes that is newly added to appear in Ascora web. It also forces the changes made in Ascora web to appear in mobile app such as updates made on a custom form, job details, etc. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/kpa0dnrxh6](https://ascora.wistia.com/medias/kpa0dnrxh6) --- ## How to Sychronise data using iOS Mobile App Synchronisation is important as it allows the changes or updates made on mobile app such as job photos or job notes to appear in Ascora web. It also forces the changes made in Ascora web to appear in mobile app. 1. Tap the icon located on the left of the **+ icon**. This will do synchronisation and a notification appears on the lower part of the screen **“synchronisation started”** and waits for it to show **“synchronisation finished.”** [](%F0%9F%94%84%20How%20to%20Synchronise%20Mobile%20App%20(iOS)/image2020-11-24_22-25-40.png) 2. Alternatively, you can tap on the 3 lines on the upper left of the screen and select “Settings” and you can choose to enable automatic synchronisation or set specific interval. [](%F0%9F%94%84%20How%20to%20Synchronise%20Mobile%20App%20(iOS)/image2020-11-24_22-26-27.png) ℹ️Please make sure that you are using the most updated version of the mobile app. Simply go to Play Store for Android and Apple Store for for iOS and update if necessary. Click here: [📱 How to check Mobile App Version](/kb/how-to-check-mobile-app-version) to learn how to check check mobile app version for a certain user. --- --- # Sub Pages [📱 How to check Mobile App Version](/kb/how-to-check-mobile-app-version-2) [📱 iOS App](/kb/ios-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💳 How to take Credit Card Payments in Ascora Source: https://ascora.com.au/kb/how-to-take-credit-card-payments-in-ascora Managing payments efficiently is crucial for any business, and with **Ascora’s integrated credit card payment options**, you can securely process transactions both in the office and on the go. Whether you’re handling payments via the **web, mobile app (Android/iOS), or online customer invoices**, Ascora ensures a seamless and secure experience for both your team and your clients. **What You’ll Learn in This Guide:** - **Setting Up Payment Methods & Surcharges** – Configure credit card surcharges and payment methods in Ascora. - **Integrating Payment Gateways** – Connect with Eway, Virtual Payment Client (MIGS), or Stripe for seamless transactions. - **Processing Credit Card Payments** – Learn how to accept payments via the Ascora **web platform and mobile app**. - **Online Customer Payments** – Enable clients to pay their invoices online with an integrated "Pay Now" button or payment link. With this guide, you’ll be able to **streamline payment processing**, enhance **customer convenience**, and maintain **accurate financial records** in Ascora. --- ### Setting up Payment Method **1.**Go to **Administration → Payments & Tax.** [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_10-48-43.png) **2.** Under **Payment Methods**, you can adjust credit card surcharges and set up your surcharge income account code. In this example, we edit **Mastercard**as one of our payment methods by clicking **Edit**. [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_10-38-41.png) **3.** Another screen appears for us to set up some details. Tick the box beside Mastercard, enter your surcharge amount, surcharge percentage, and select your surcharge income account code. - Income code for the surcharge will be needed when pushing across to your accounting package. Once done entering the details, click **Save**. [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_10-43-19.png) ℹ️**Note:** *Once the surcharge is set on the Payment Method, you'll find that the surcharge will be calculated once a Payment Amount has been entered when processing a payment.* ### Setting up Payment Gateway We support three payment gateways namely; Eway, Virtual Payment Client (MIGS), and Stripe. [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_13-2-27.png) ### Eway You'll need to sign up with a merchant account from Eway. - If you already have an Internet Merchant Facility with your Bank you can sign-up for a [Gateway Only](https://www.eway.com.au/plans-pricing/gateway-plans-pricing) - Alternatively if you don't current have any facilities you can sign up with a [Full Payment Plan](https://www.eway.com.au/plans-pricing) Once you already have your account set up, enter your API key, Password, and Client Side Encryption Key as shown in the example below. [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_11-15-53.png) Virtual Payment Client (MIGS) Once you already have your account set up, enter your Merchant ID, Access Code, and Secure Hash Secret. [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_11-22-57.png) ### Stripe With Stripe, you need to complete the integration by clicking **Connect to Stripe.** [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_11-31-19.png) Sign in into your Stripe account and complete the set up. [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_11-33-27.png) We've now completed the steps in setting up Payment Gateway and mobile app users can already start accepting Credit Card payments on site. ### Taking Credit Card Payments from the Mobile App (Android) **1.** On your mobile app, Go to **Invoices** and look for outstanding invoice with payment that you need to process. [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_13-45-13.png) **2.**Tap **Summary** and then **Add Payment.**On the next screen, enter the payment details such as payment method, payment date and amount. Once done, tap **OK**. [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_13-46-25.png) ### Taking Credit Card Payments from the Mobile App (iPad) **1.** Tap **Menu**and then **Invoices.** [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_13-20-14.png) **2.** Search for the invoice and tap it to open the Invoice Details screen. [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_13-21-16.png) **3.** From the Invoice Details screen, scroll down to reveal the **Add Payment**button and tap it. [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_13-26-36.png) **4.** Enter the necessary details such as *Payment Date, Payment Method,*and *amount*. On the right part the screen, enter the Credit Card Details and once done, tap **Save**. [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_15-38-44.png) ### Taking Credit Card Payments from Ascora Web. **1.** Access your customer invoice from the Invoice tab or from the Customer tab and click on **Payments** tab and **+ Add Payment.** [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_13-54-15.png) 2. Enter the required information such as *Payment Date, Payment Method,* and enter a certain amount or click *Pay in Full* if customer is paying the full outstanding balance. - Click **Process Payment** and some fields will appear for you to enter the Credit Card Details such as *Name, card number, CVC, and Expiry Date.* - You also have the option to email a receipt as well email payment confirmation using one of your templates which are set up in*Administration → Email Templates.* Once ready to proceed with payment, click on **Save**. [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_14-16-4.png) You can also include a link in the Invoice email which would allow your customers to pay online directly. ℹ️**NOTE:** To confirm that a credit card payment has been successfully processed, you'll see a note stating *"This payment has been processed. Only comments may be altered"* and all other information except comments are locked for editing. *In the following example, a credit card payment of $2,126.80 has been successfully processed.* [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2021-7-3_16-8-36.png) ### Setting up Email Template and Adding Invoice Link for Customers to Pay Online To set up Email Templates go to **Administration → Email Templates.** **1.** Select **Invoice**from the drop down menu and select the invoice template that you need to edit and in this example, we select the template called **New Invoice Template.** [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_15-6-50.png) **2.**Under **Email Fields**, scroll down and look for**Invoice Link** and click it. [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_15-8-21.png) **3.** The following screen appears for you to enter a Text and in this example, we enter the text **PAY NOW.** Click **Insert**to proceed. [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_14-56-2.png) **4.**We've now added an invoice link to our invoice email template which the customer can click to make an online payment. [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_15-14-20.png) **5.**Once invoice is sent via email, your customer can click on invoice link and be able to enter their Credit Card details online. Below image is what the customer sees after clicking invoice link and then PAY NOW button. [](%F0%9F%92%B3%20How%20to%20take%20Credit%20Card%20Payments%20in%20Ascora/image2020-12-19_15-0-38.png) You can access a quick tutorial video to learn more about the settings in Administration → Payments & Tax [https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-Accounting-PaymentsandTax](https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-Accounting-PaymentsandTax) --- # Sub Pages [💰 Applying a Payment to an Invoice](/kb/applying-a-payment-to-an-invoice) [💳 Applying a Payment to Multiple Invoices](/kb/applying-a-payment-to-multiple-invoices) [💳 Allowing Customers to Pay Online](/kb/allowing-customers-to-pay-online) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📴 How to turn off autofill in some fields in Ascora? Source: https://ascora.com.au/kb/how-to-turn-off-autofill-in-some-fields-in-as-2 Autofill is driven by your browser settings which you can disable if it's causing unnecessary details to auto-fill every time you access some fields in Ascora such as address fields, contact number fields, etc. It's also best to disable auto-fill if it's causing latency whenever you access your Ascora screens to enter some information. In **Microsoft Edge** browser, this can be done in Settings as per the screenshot below. [](../../../%E2%98%91%20Help%20How%20to%20Articles%20&%20Troubleshooting%20Guides/%F0%9F%93%B4%20How%20to%20turn%20off%20autofill%20in%20some%20fields%20in%20Ascor/image2022-11-23_15-47-39.png) In **Google Chrome**, this can be done in the Settings area as well. Please refer to the image below. [](../../../%E2%98%91%20Help%20How%20to%20Articles%20&%20Troubleshooting%20Guides/%F0%9F%93%B4%20How%20to%20turn%20off%20autofill%20in%20some%20fields%20in%20Ascor/image2022-11-23_15-55-31.png) --- # 📴 How to turn off autofill in some fields in Ascora? Source: https://ascora.com.au/kb/how-to-turn-off-autofill-in-some-fields-in-as Autofill is driven by your browser settings which you can disable if it's causing unnecessary details to auto-fill every time you access some fields in Ascora such as address fields, contact number fields, etc. It's also best to disable auto-fill if it's causing latency whenever you access your Ascora screens to enter some information. In **Microsoft Edge** browser, this can be done in Settings as per the screenshot below. [](%F0%9F%93%B4%20How%20to%20turn%20off%20autofill%20in%20some%20fields%20in%20Ascor/image2022-11-23_15-47-39.png) In **Google Chrome**, this can be done in the Settings area as well. Please refer to the image below. [](%F0%9F%93%B4%20How%20to%20turn%20off%20autofill%20in%20some%20fields%20in%20Ascor/image2022-11-23_15-55-31.png) --- # 💻 How to update a Custom Form Source: https://ascora.com.au/kb/how-to-update-a-custom-form Custom Forms in Ascora offer flexibility to ensure your business processes are streamlined and efficient. Whether you need to **adjust formatting, add new fields, incorporate additional signatures, or enhance photo capture capabilities**, this guide walks you through the process step by step. This guide covers: - Formatting changes (e.g., font size, layout, colors) - Adding new content such as fields for signatures, checklists, and additional images - Ensuring updates are reflected in the Ascora Mobile App By following these steps, you can tailor your Custom Forms to align with your workflow, improving accuracy and ease of use for your team. --- **** **1.** Go to **Advanced → Custom Forms**and click **View**for the form you want to edit. 2. Here, you can add new questions, rearrange their order, delete existing fields, and edit any of them. Don't forget to save your changes. **** ## Testing your Custom Form on your Mobile App Make sure to do synchronisation first before running the testing. **1.**Access your job from the mobile app. [](%F0%9F%92%BB%20How%20to%20update%20a%20Custom%20Form/image2021-2-12_7-32-23.png) **2.** Navigate to **Custom Forms**tab and tap the **+ button.** *The form that appears should already be the updated version.* [](%F0%9F%92%BB%20How%20to%20update%20a%20Custom%20Form/image2021-2-12_7-34-20.png) **3.** Click **Generate**and it should create a PDF version. *Remember not to use a draft or previously saved custom form to do the testing. Always tap the + button to test a new one.* [](%F0%9F%92%BB%20How%20to%20update%20a%20Custom%20Form/image2021-2-12_8-17-36.png) **4.** After generating the form, you should immediately see the changes or updates. *In this example, we can confirm the changes that we've made on the JSA form such as increasing font size and changing some of the table headers highlights.* [](%F0%9F%92%BB%20How%20to%20update%20a%20Custom%20Form/image2021-2-12_8-22-59.png) **Note:** If you make changes to the forms on the website, on the app after synchronisation, you will need to reselect the form as if you are filling in a new form. Do not use back the same form that you previously saved which will normally show on the screen as a line item as this will not be updated with the latest adjustments. In a real scenario, you do not want your previous forms completed and saved a few days or weeks ago to have the latest adjustments which was not applicable previously. --- ## Content Changes Access the Word Document file and make the necessary content changes. *In this example, we will make a content change by adding a signature field. Other content changes that you can make are adding fields to add photos, creating a checklist or task list, etc.* **1.**To add a signature, you need to insert a Signature placeholder which could be an image file by going to Insert → Photos → then select your signature or image place holder. You may download the sample below and use it instead. [](%F0%9F%92%BB%20How%20to%20update%20a%20Custom%20Form/image2021-2-11_21-24-22.png) **2.**On your custom form, right click the image and select **Format Picture**. [](%F0%9F%92%BB%20How%20to%20update%20a%20Custom%20Form/image2021-1-20_21-8-18.png) **3.** Select **Alt Text** and under Title, enter a name which basically becomes your unique field code and click **Close**. In this example, our field code is **Signature**and it must be exactly the same format when we enter this in Ascora Form Question later. [](%F0%9F%92%BB%20How%20to%20update%20a%20Custom%20Form/image2021-1-20_21-26-58.png) **4.**Go back to Ascora Custom Form page and Click **New Question.** [](%F0%9F%92%BB%20How%20to%20update%20a%20Custom%20Form/image2021-1-20_20-56-11.png) **5.**Enter the **Field Name, Field Code**, and select **Signature**as your Answer Type and click **Save**. [](%F0%9F%92%BB%20How%20to%20update%20a%20Custom%20Form/image2021-1-20_20-58-33.png) ## Testing your Custom Form on your Mobile App Make sure to do synchronisation first before running the testing. **1.**Access your job from the mobile app. [](%F0%9F%92%BB%20How%20to%20update%20a%20Custom%20Form/image2021-2-12_7-32-23.png) **2.** Navigate to **Custom Forms** tab and tap the **+ button.** *The form that appears should already be the updated version.* [](%F0%9F%92%BB%20How%20to%20update%20a%20Custom%20Form/image2021-2-12_7-34-20.png) **3.**Once the custom form is displayed, you would be able to add your signature. Click **Generate**to proceed and it should create a PDF version. *Remember not to use a draft or previously saved custom form to do the testing. Always tap the + button to test a new one.* [](%F0%9F%92%BB%20How%20to%20update%20a%20Custom%20Form/image2021-2-12_7-36-52.png) **Note:** If you make other changes such as adding a field to add a photo, you can just follow the steps above but this time, assign a unique field code. You can then go back to Ascora Custom Form area and add a New Question and select the answer type as Photo. --- # *List of Answer Types that you can select when creating or adding a Custom Form question* **NUMBER** – restricts User input to numeric values only **TEXT** – use for short, alpha-numeric answers. For example, a Task Name or a short answer **MEMO** – use for questions which require longer answers **DATE** – use for date entry fields **MULTIPLE CHOICE** – use for Yes/No or multi-choice questions. When selected, an option list will display for you to enter the available options for te User to choose from (eg, Yes, No, etc) **MULTIPLE CHOICE, MULTIPLE ANSWER** – works in a similar fashion to Multiple Choice however the User is able to select more than one of the available options **SIGNATURE** – use to capture and insert a Signature **HEADING** – choose this Answer Type for all company names, logos, document titles, headings, etc **PHOTO** – used to capture and/or insert images. The user will have the option to take a photo using the mobile device, or attach a photo that already exists on the mobile device. --- # Sub Pages [🔄 How to Automate a Custom Form at Job Check-in or at Job Completion](/kb/how-to-automate-a-custom-form-at-job-check-in) [💻 How to add a Custom Field](/kb/how-to-add-a-custom-field) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🧾 How to Update a Document Template Source: https://ascora.com.au/kb/how-to-update-a-document-template-2 Document Templates are your quote templates, invoice templates, purchase order templates, job cards, etc. Document Templates use merge fields to auto populate certain information once generated. The rest of the information are hard coded such as headers, disclaimers, and other information that cannot be auto populated. In the following invoice template sample, the details in yellow highlight are merge fields while the details in green highlight are hard coded information. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%9D%20Document%20Templates%20Guides/%F0%9F%93%83%20How%20to%20Update%20a%20Document%20Template/image2021-5-13_21-52-51.png) Generally, a template has the following components: - Merge Fields - Logo or photo placeholder or a photo - Hard coded information - Tables You can make adjustments on your Document Template such as making formatting changes to fonts, adjusting the tables, removing or adding merge fields, and at times, fixing the template if it fails to auto populate the information. Follow the steps below when you want to make adjustments on your document template. In this user guide, we will cover the following scenarios. - Making formatting changes - Adding a merge field - Removing a merge field - Adding a Photo --- ## Making Formatting Changes **1.**Go to **Administration → Document Templates**. **2.** Select the template where you'd like a merge fields added to by clicking the **Pencil**icon. *In this example we are editing the invoice template called*Invoice - Itemised (Grey)*.* **3.** Click Download Template. **3.1**Depending on your computer settings, it will either download automatically which you will need to open from your Downloads Folder or it might ask you to save the file manually. Open the download template and complete the formatting changes whether increasing font sizes, changing font colours, aligning tables and applying table shading. In the following example, we show the invoice template prior to the formatting changes (left photo) and after applying formatting changes namely, table shading, increasing font sizes of some fields (right photo.) [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%9D%20Document%20Templates%20Guides/%F0%9F%93%83%20How%20to%20Update%20a%20Document%20Template/image2021-5-13_22-20-2.png) **5.** After updating your template, save it on your computer and go back to Ascora page in **Administration → Document Templates**→ and click **Upload a New Template** and select the updated version that you just saved. Make sure to click **Save**button to finalise the updates. --- # Sub Pages [🗒️ How to Add a Merge Field in your Document Template](/kb/how-to-add-a-merge-field-in-your-document-tem-2) [🗒️ How to Edit a Merge Field](/kb/how-to-edit-a-merge-field) [📷 How to insert Photo Attachments in a Quote Document](/kb/how-to-insert-photo-attachments-in-a-quote-do) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📃 How to Update a Document Template Source: https://ascora.com.au/kb/how-to-update-a-document-template You can modify your document templates to better reflect your brand and operational needs. Some common adjustments include: - **Formatting changes** (fonts, colors, spacing, and table alignment) - **Adding or removing merge fields** - **Inserting company logos and job images** - **Updating headers, disclaimers, and static text** This guide will walk you through the process of making these changes efficiently, ensuring your documents always present **clear, professional, and accurate information**. --- In the following invoice template sample, the details in yellow highlight are merge fields while the details in green highlight are hard coded information. [](%F0%9F%93%83%20How%20to%20Update%20a%20Document%20Template/image2021-5-13_21-52-51.png) Generally, a template has the following components: - Merge Fields - Logo or photo placeholder or a photo - Hard coded information - Tables You can make adjustments on your Document Template such as making formatting changes to fonts, adjusting the tables, removing or adding merge fields, and at times, fixing the template if it fails to auto populate the information. Follow the steps below when you want to make adjustments on your document template. ## Making Formatting Changes **1.**Go to **Administration → Document Templates**. **2.** Select the template where you'd like a merge fields added to by clicking the **Pencil**icon.** **3.** Click Download Template. **3.1**Depending on your computer settings, it will either download automatically which you will need to open from your Downloads Folder or it might ask you to save the file manually. Open the download template and complete the formatting changes whether increasing font sizes, changing font colours, aligning tables and applying table shading. In the following example, we show the invoice template prior to the formatting changes (left photo) and after applying formatting changes namely, table shading, increasing font sizes of some fields (right photo.) [](%F0%9F%93%83%20How%20to%20Update%20a%20Document%20Template/image2021-5-13_22-20-2.png) **5.** After updating your template, save it on your computer and go back to Ascora page in **Administration → Document Templates**→ and click **Upload a New Template** and select the updated version that you just saved. Make sure to click **Save**button to finalise the updates. We've just completed the process of adding a merge field to a document template. --- # Sub Pages [🗒️ How to Edit a Merge Field](/kb/how-to-edit-a-merge-field) [🗒️ How to Add a Merge Field in your Document Template](/kb/how-to-add-a-merge-field-in-your-document-tem-2) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 How to update iOS App Source: https://ascora.com.au/kb/how-to-update-ios-app Once a new iOS App version is available, it is recommended to update your app as soon as possible. To update, access Apple Store icon from your iPhone or iPad and search for Ascora App and tap on Update. > **NOTE:***Do not delete and reinstall the app as that could potentially cause data loss and should only be done as last resort if something goes wrong after installing the updates.* --- # Sub Pages [🔄 How to Synchronise Mobile App (iOS)](/kb/how-to-synchronise-mobile-app-ios) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💻 How to Update Markup for Certain Supply Categories Source: https://ascora.com.au/kb/how-to-update-markup-for-certain-supply-categ Keeping your supply pricing and markup rates updated ensures that your business maintains healthy profit margins while staying competitive. In Ascora, you can easily adjust the markup for specific supply categories without manually updating each item. Whether you need to **increase markup due to rising costs** or **standardize pricing across a category**, this process helps streamline bulk updates efficiently. This guide will walk you through: - **Exporting and filtering your supply list** to identify the category you need to update. - **Applying new markup percentages** using Excel formulas for quick calculations. - **Ensuring accurate data formatting** before re-importing the updated pricing into Ascora. - **Avoiding common mistakes** such as formula errors or header name changes that could disrupt the import. By following these steps, you can **quickly adjust markups for specific supply categories**, ensuring consistent pricing and profitability across your inventory. --- You can update markup for a certain supply category let's say from 40% markup you need to change it to 50% markup. **1.** Go to **Inventory → Supplies → Import/Export** then select **Export Supplies.** ℹ️***Note:****It's best to save a backup copy of your supply list prior to making changes so you'll have something to go back to if need to revert some changes.* [](%F0%9F%92%BB%20How%20to%20Update%20Markup%20for%20Certain%20Supply%20Categori/image2021-5-6_9-32-29.png) **2.**Depending on your computer settings, the file will either open automatically or you need to manually open it. [](%F0%9F%92%BB%20How%20to%20Update%20Markup%20for%20Certain%20Supply%20Categori/image2021-5-6_9-34-8.png) **3.**With the Excel file opened, click on **Data → Filter →** and select the category of supplies with markup you need to update. *In this example, we are selecting the category "backflow."* [](%F0%9F%92%BB%20How%20to%20Update%20Markup%20for%20Certain%20Supply%20Categori/image2021-5-6_9-40-4.png) **4.** Copy the data to a new Excel file and name the worksheet **"Supplies".** ℹ️***Note:****Do not change the header names as it will affect the importing process.* [](%F0%9F%92%BB%20How%20to%20Update%20Markup%20for%20Certain%20Supply%20Categori/image2021-5-6_9-42-29.png) **5.**With the data pasted in a new Excel sheet, edit the Sell Price in column J. For example, if you want to change the markup from 40% to 50% then you need to calculate and input the new price in column J. *In this example, our fist item has a sell price of $10.2 which is 50% markup. To update it to 60% markup, we can calculate by $10.00 X 60% + Cost Ex tax =****$16.00.****If you're using formulas to calcuate the new markup, make sure to paste the data as values prior to importing.* ***Prior to the change*** [](%F0%9F%92%BB%20How%20to%20Update%20Markup%20for%20Certain%20Supply%20Categori/image2021-5-6_10-45-29.png) **After updating column J Sell Price based on 60% markup** [](%F0%9F%92%BB%20How%20to%20Update%20Markup%20for%20Certain%20Supply%20Categori/image2021-5-6_10-48-4.png) **6.**Save the updated file and go back to **Inventory → Supplies →** but this time, select **Import** and markup for the selected supply category should update accordingly. [](%F0%9F%92%BB%20How%20to%20Update%20Markup%20for%20Certain%20Supply%20Categori/image2021-5-6_9-49-13.png) ℹ Process complete. You can repeat the above steps if you're updating markup for other supply categories. --- # Sub Pages [➡ Difference Between Margin and Markup](/kb/difference-between-margin-and-markup) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🚫 How to Update Terms & Conditions Source: https://ascora.com.au/kb/how-to-update-terms-conditions Keeping your Terms & Conditions up to date is essential for clear communication with your clients. Ascora allows you to upload a **PDF version** of your Terms & Conditions, which can be included in **quotes, invoices, and statements**. By centralizing your Terms & Conditions in the **Company Details** section, you can easily update them without manually editing document templates. > Important Notes:The file **must be in PDF format** and **under 1MB** in size.You can choose whether to display Terms & Conditions on **quotes, invoices, or statements**. The step-by-step guide below will walk you through how to upload and manage your Terms & Conditions in Ascora. --- **1. Go to Administration → Company Details.** **2.**Scroll down and find the **Terms & Conditions** area where you can upload your file as well as disable or enable some settings to whether show or not show your Terms & Conditions is shown in Quotes or Invoices/Statements. ✅To access a tutorial video about the Company Details screen, you can click the link below:[https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-CompanyDetails](https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-CompanyDetails) --- # Sub Pages [🏢 Admin](/kb/admin) [🏢 Company Details](/kb/company-details) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⚙️ How to Upload a Document Template Source: https://ascora.com.au/kb/how-to-upload-a-document-template Please see below a short tutorial video showing us how to upload and test a document template in Ascora whether it's an invoice template, quote template, or PO template. Video guide (to be re-embedded): Tutorial - Uploading A Document Template --- # Sub Pages [📃 Document Template User Guide](/kb/document-template-user-guide) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 How to Upload Database from iOS Mobile App Source: https://ascora.com.au/kb/how-to-upload-database-from-ios-mobile-app Uploading your iPhone or iPad database allows Ascora’s support team to assist with troubleshooting, data integrity checks, or performance-related issues. This process ensures that your latest data is securely shared with Ascora for review. If you’re experiencing syncing issues, missing records, or need technical support, follow the steps below to upload your database. Once the upload is complete, contact Ascora support for further assistance. --- **1.** Tap the **Menu**icon located on the upper left part of the screen and select **Settings**. [](%F0%9F%94%84%20How%20to%20Upload%20Database%20from%20iOS%20Mobile%20App/image2021-3-26_10-49-37.png) **2.** Tap on**Upload iPhone Database.** [](%F0%9F%94%84%20How%20to%20Upload%20Database%20from%20iOS%20Mobile%20App/image2021-3-26_10-27-15.png) **3.**Tap on **Start Uploading.** [](%F0%9F%94%84%20How%20to%20Upload%20Database%20from%20iOS%20Mobile%20App/image2021-3-26_10-28-46.png) **4.**Database will begin to upload and wait for it to complete. **5.**Contact Ascora after uploading the database for further assistance. **Note:** In iPad, you will see this setting in**Menu → Support Settings.** --- # Sub Pages [📱 How to check Mobile App Version](/kb/how-to-check-mobile-app-version-2) [📱 iOS App](/kb/ios-app) [🔄 How to Synchronise Mobile App (iOS)](/kb/how-to-synchronise-mobile-app-ios) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 How to Upload Database in Android Mobile App Source: https://ascora.com.au/kb/how-to-upload-database-in-android-mobile-app Uploading your database from the Ascora Android Mobile App ensures that all job details, timesheets, and other important data are securely backed up and accessible for troubleshooting or support. This feature is especially useful when encountering issues with syncing, job visibility, or data discrepancies. This guide walks you through the step-by-step process of uploading your database, ensuring that Ascora's support team can quickly assist you if needed. --- **1.** Tap on the **3 dots**located on the upper right side of the mobile app screen. [](%F0%9F%94%84%20How%20to%20Upload%20Database%20in%20Android%20Mobile%20App/image2020-11-23_20-10-25.png) **2.** Tap **Settings**from the menu. [](%F0%9F%94%84%20How%20to%20Upload%20Database%20in%20Android%20Mobile%20App/image2020-11-23_20-12-11.png) **3.**Tap on**Upload Database.** [](%F0%9F%94%84%20How%20to%20Upload%20Database%20in%20Android%20Mobile%20App/image2021-3-26_9-48-21.png) **4.**Tap**YES**when you get the following message. [](%F0%9F%94%84%20How%20to%20Upload%20Database%20in%20Android%20Mobile%20App/image2021-3-26_9-50-7.png) **5.**The following notifications appear while the system does a forced sync and compresses the database. [](%F0%9F%94%84%20How%20to%20Upload%20Database%20in%20Android%20Mobile%20App/image.png) **6.**Database will begin to upload and wait for it to complete indicated by the status **Upload Complete** and then tap **Done**. [](%F0%9F%94%84%20How%20to%20Upload%20Database%20in%20Android%20Mobile%20App/image%201.png) **7.**Contact Ascora after uploading the database for further assistance. 📞 1300 810 789 📩 [support@ascora.com.au](mailto:support@ascora.com.au) --- # Sub Pages [📱 Android App](/kb/android-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🤼 How to use Scheduler Groupings Source: https://ascora.com.au/kb/how-to-use-scheduler-groupings Scheduler Groups in Ascora provide a powerful way to organize and streamline your scheduling process. By grouping technicians based on roles (e.g., Apprentices vs. Tradesmen) or geographical areas (e.g., Plumbers North vs. Plumbers South), you can gain greater control over how your team is displayed and accessed in the Scheduler. This feature simplifies managing large teams and ensures you can quickly find the right technician for the job. ℹ️Unlike Teams, which filter both Jobs/Quotes and Technicians, Scheduler Groups focus solely on organizing and filtering the Technicians displayed, allowing for a more tailored scheduling experience. **Key benefits of Scheduler Groups include:** - **Improved organization:** Easily segment and display your team based on job type, skill level, or location. - **Custom ordering:** Set the display order of technicians within each group to match your operational needs. - **Enhanced flexibility:** Quickly filter technicians by group for faster scheduling decisions. Whether you're managing multiple locations, diverse skill sets, or large crews, Scheduler Groups are an essential tool for maximizing efficiency and ensuring smooth operations. Follow the steps below to set up Scheduler Groups and learn how to leverage this feature for optimal scheduling outcomes. --- **1.** To create a Scheduler Group go to **Administration → Scheduler Groupings** [](%F0%9F%A4%BC%20How%20to%20use%20Scheduler%20Groupings/image2020-10-28_7-57-3.png) **2.** Click on **Add Group**and enter a group name. In the following example, we added **Suburb 2** as group name. [](%F0%9F%A4%BC%20How%20to%20use%20Scheduler%20Groupings/image2020-10-28_7-57-23.png) **3.** Once the Group has been created, you can drag Users from the right panel into the Schedule Group. You can also drag the Users within the group to set the order in which they will appear on the Scheduler. [](%F0%9F%A4%BC%20How%20to%20use%20Scheduler%20Groupings/image2020-10-28_7-58-16.png) **4.** Click **Save** to record the changes made. If you view the Scheduler, you will now be able to see the new Scheduler Group. [](%F0%9F%A4%BC%20How%20to%20use%20Scheduler%20Groupings/image2020-10-28_7-58-39.png) ℹ️***Note:****If not filtering by Group, the users will be displayed from Left-Right in the Groups and Top-Bottom in each Group.* ### Creating Booking per Scheduler Group When creating a booking for a certain job, you have the option to book it for the rest of the users under the same group. For example, if Test User belongs to North Group, you can add the rest of the users under North Group by clicking **Add All Users In Group** as shown in the image below. [](%F0%9F%A4%BC%20How%20to%20use%20Scheduler%20Groupings/image2021-11-3_15-28-27.png) ℹ️**Note:** You can organize or adjust groupings in **Administration → Scheduler Groups.** --- # Sub Pages [➿ How to Change Scheduler View](/kb/how-to-change-scheduler-view) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔒 I got locked out due to multiple failed log in attempts, how can I unlock my account? Source: https://ascora.com.au/kb/i-got-locked-out-due-to-multiple-failed-log-i If you've been locked out due to multiple unsuccessful log in attempts, access will automatically unlock after 30 minutes. Make sure to use the latest password if it has been reset. --- # Sub Pages [🗝 How to Reset Password](/kb/how-to-reset-password) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 Importing Guides Source: https://ascora.com.au/kb/importing-guides Managing data efficiently is key to keeping operations smooth and minimizing manual work. Ascora's importing tools allow you to bring in essential business data—such as customers, jobs, quotes, supplier price lists, and timesheets—quickly and accurately. Whether you're importing data for the first time, making bulk updates, or setting up automated imports, these processes help streamline your workflow and maintain data integrity. With Ascora’s importing capabilities, you can: - **Easily migrate data** from accounting packages, spreadsheets, and external sources. - **Update information in bulk** to keep supply prices, job details, and customer records current. - **Automate imports** for supplier invoices and job emails, reducing repetitive data entry. - **Ensure consistency and accuracy** by following best practices for formatting and importing data. Use the categorized guides below to find the specific import process you need. By following these guides, you can ensure a smooth and efficient import process, keeping your business data accurate and up to date with minimal effort. --- ## Customer & Site Imports --- [ℹ How to Import Customers from Accounting Package](/kb/how-to-import-customers-from-accounting-packa) [ℹ How to Import and Export Customer Data](/kb/how-to-import-and-export-customer-data) [🔄 How to Manually Import Customers and Sites](/kb/how-to-manually-import-customers-and-sites) ## Pricing & Supply Imports --- [💻 How to Update Markup for Certain Supply Categories](/kb/how-to-update-markup-for-certain-supply-categ) [🔂 Importing Price Only Changes](/kb/importing-price-only-changes) [⤴️ Importing Supply Price List](/kb/importing-supply-price-list) ## Data Formatting & Best Practices --- [🖥️How to Remove Formulas or Paste Data as Values in Excel](/kb/how-to-remove-formulas-or-paste-data-as-value) [📄 How to Remove Everything After a Specific Character - Excel](/kb/how-to-remove-everything-after-a-specific-cha) [📃 Supply Import Template - References](/kb/supply-import-template---references) [📃 Supplier Invoice Format Supported](/kb/supplier-invoice-format-supported) ## Job & Quote Imports --- [📥 How Job Email Import Works](/kb/how-job-email-import-works) [⚒️ Importing Jobs](/kb/importing-jobs) [📃 Importing Quotes](/kb/importing-quotes) ## Timesheet & Invoice Imports --- [🔄 Automatic Supplier Invoice Importing](/kb/automatic-supplier-invoice-importing) [⤵️ Setting up Automatic Import for Supplier Invoices - Office 365](/kb/setting-up-automatic-import-for-supplier-invo) [⌚Importing Timesheets](/kb/importing-timesheets) [📩 How To Configure Your Gmail Account / Set up Automatic Import for Supplier Invoices](/kb/how-to-configure-your-gmail-account-set-up-au) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⚒️ Importing Jobs Source: https://ascora.com.au/kb/importing-jobs Transitioning to Ascora or updating your system with bulk job data doesn't have to be complicated. The **Job Import Template** ensures a smooth and efficient transfer of job details, keeping your records structured and aligned with Ascora’s workflow. By following this guide, you can: ✔ **Seamlessly migrate historical job data** from another software or spreadsheet-based system. ✔ **Maintain data accuracy and consistency** by adhering to Ascora’s structured import format. ✔ **Link job details with associated supplies and labor costs**, ensuring your financial records remain intact. ✔ **Customize job attributes**, including pricing methods, job statuses, booking dates, and assigned teams. ✔ **Reduce manual data entry**, saving valuable time and minimizing the risk of errors. Whether you’re importing a handful of jobs or thousands, this structured approach allows you to set up Ascora efficiently, ensuring you have all the necessary details at your fingertips to manage jobs with confidence. --- ## Import Process **1.**Go to **Jobs → Import/export → Download Import Template.** [](%E2%9A%92%EF%B8%8F%20Importing%20Jobs/image2021-2-16_20-23-46.png) **2.**Enter the information in the Excel template. If you have supply information associated to jobs, go to Supply tab and enter the information from there. Do the same for labour details by entering them in the Labour tab. [](%E2%9A%92%EF%B8%8F%20Importing%20Jobs/image2021-2-16_20-27-47.png) ✅The information you enter in the template must follow the format in Ascora Job screen. For example, in the column "Pricing Method" you need to enter the Ascora pricing methods either Time and Materials, Fixed Price, Sections, and Stages. See Below Guide for more information. **3.**After completing the necessary details, go back to**Jobs → Import/Export**but this time, click **Import**. [](%E2%9A%92%EF%B8%8F%20Importing%20Jobs/image2021-2-16_20-29-46.png) **4.** Select your Import file and click **Open**. [](%E2%9A%92%EF%B8%8F%20Importing%20Jobs/image2021-2-16_20-45-37.png) **5.**Once the data is already imported, you would see a notification similar to the below. [](%E2%9A%92%EF%B8%8F%20Importing%20Jobs/image2021-2-16_20-43-58.png) --- ## Template Guide **Compulsory Field**Default Value If Not SpecifiedPossible Values (If Applicable)Create If Not In Ascora**Notes**AJOB NUMBERNext Available Job NumberBJOB NAMECIS SECTION/STAGEFalseYes/NoSet to Yes/True for any Job that is a child of another. E.g. a section or stage of another Job. The parent job should always be set to No.DJOB STATUSIn ProgressSee Table BelowEDATE CREATEDCurrent DateFQUOTE NUMBERIf populated, the Job will be linked to the given Quote. The Quote must already exist in Ascora and not already be linked to another Job.GSITE CUSTOMERFor Section/Stage - No Otherwise - YesFor Section/Stage - Parent Quote Site CustomerYesIf Billing Customer has been provided but not Site Customer, the Billing Customer will be used for both.HSITE CONTACTYesIBILLING CUSTOMERSite CustomerYesJBILLING CONTACTYesKADDRESS LINE 1LADDRESS LINE 2MSUBURBNSTATEOPOSTCODEPPRICING METHODDefault SettingSee Table BelowQTOTAL AMOUNT EX TAX$0If Pricing Method is Time & Materials, the Total values will be recalculated based on Supplies and Labour values after import process has completedRTOTAL TAX$0As Above.SJOB DESCRIPTIONTWORK UNDERTAKENUPURCHASE ORDERVCLIENT ORDER NUMBERWJOB TYPEDefault SettingYesXASSIGNED TOYBOOKING DATEIf a Assigned To and a Booking Date has been imported, a new Booking will be created with these details. If either are missing, no Booking will be created.ZEXPECTED DATEAAEXPECTED DURATIONABINVOICE NUMBERACTEAMADESTIMATED DURATION --- ## Job Status When importing Job data, the mapping table below can be used to ensure the Job is imported as the expected Status. Job statuses are either automatically updated depending on which event or activity occurred or manually updated by selecting the corresponding status box from the Job Screen.The following table shows a list of job statuses and their status colours as well as trigger events. [](%E2%9A%92%EF%B8%8F%20Importing%20Jobs/image.png) ℹ️**NOTE**: There is a setting in **Administration → Defaults → Set Schedule Colours Only By Status**- if this is enabled, all your jobs and quotes will be colour coded according to default status colours which is standard across Ascora. If you disable this setting, you can colour code your jobs and you can do it in **Administration → Jobs → Edit → Choose Custom Colour.** The below image shows the default Ascora colours for quote and job statuses in the Scheduler area. [](%E2%9A%92%EF%B8%8F%20Importing%20Jobs/image2021-1-21_17-45-30.png) ### Pricing Method Time and MaterialsTime and Materials, Time and Material, Time, T&MFixed PriceFixed Price, Fixed, FPSectionsSections, SectionStagesStages, Stage --- # Sub Pages [💲 Pricing Methods - Stages](/kb/pricing-methods---stages) [🔄 Importing Guides](/kb/importing-guides) [🔄 How to Manually Import Customers and Sites](/kb/how-to-manually-import-customers-and-sites) [⤴️ Importing Supply Price List](/kb/importing-supply-price-list) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔂 Importing Price Only Changes Source: https://ascora.com.au/kb/importing-price-only-changes Keeping your **supply costs and pricing** up to date is crucial for accurate job costing and profitability. In Ascora, you can quickly update pricing using the **Import Supplier Pricing** feature. This allows you to efficiently apply cost updates while maintaining your markup strategies—without creating duplicate supply items. This process is particularly useful when supplier costs change regularly, ensuring that your sell prices remain accurate and consistent across jobs. Whether you need to **update all prices, adjust only for default markups, or keep sell prices unchanged**, this guide will walk you through each step to streamline your imports and avoid common errors. --- There is an option to update *Price Only Changes* in Ascora and you can do it by accessing the **Import**tab. When you select this option, it is important to note that: - It updates**Supply Cost** with options to update **Sell Price.** - It does not create new **Supplies.** --- ℹ **Important Tips:** - Use the **standard import template** which you can download from*Inventory → Supplies → Import/Export → Download Import Template.* - Make sure there are no formulas in the price file and if there are formula based data, paste them again as values. For more information, see: [🖥️How to Remove Formulas or Paste Data as Values in Excel](/kb/how-to-remove-formulas-or-paste-data-as-value) ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/mwb2ii3622](https://ascora.wistia.com/medias/mwb2ii3622) --- **1.** Start by accessing **Advanced tab,** and then **Import** [](%F0%9F%94%82%20Importing%20Price%20Only%20Changes/2025-03-24_14-43-19.png) **2.**Look for the field called**Import Supplier Prices** and click on it. [](%F0%9F%94%82%20Importing%20Price%20Only%20Changes/image2021-1-5_19-8-32.png) **3.** Click **Select Files** to select your CSV file or Excel spreadsheet and then click **Begin Import.** [](%F0%9F%94%82%20Importing%20Price%20Only%20Changes/image2021-1-5_19-14-53.png) **4.** Complete the configurations (following the references below) and once done, click **Import**. 1. Select **Yes**if your data has headers 1. Select Supplier if you're importing for only one supplier 1. Select from the 3 options namely, *Update All, Update Only For Default Markup, and Do Not Update Sell Price.**Update All**this is applicable when the costs are changing and we keep the mark up the same and adjust the sell price.**Update Only For Default Markup -**if you have certain items that are not changing but the rest of the items are set to a certain standard (eg. 20% mark up, 30% mark up.)**Do Not Update Sell Price -**will just maintain the cost price.* 1. Sort out mapping by dragging the items from the left panel to the corresponding field in the right panel. Click HERETo learn more about how mapping works. 1. Once done, click **Import**. [](%F0%9F%94%82%20Importing%20Price%20Only%20Changes/image2021-1-5_19-26-30.png) ℹ️**Note:***You have the option to save mapping by clicking****Save New Mapping****so you can select it the next time you do a similar import.* ## How Mapping Works Provided that you use the standard import template and there are no formulas in the import file, the importer is able to *read or identify the data* and *assign them to the corresponding fields.* - For example, if column A in your Excel sheet is the Part Number, the importer automatically maps it to the field called Part Number. *See image below as an example.* However, there are instances when some of the imported data need to be manually mapped and you can do it by dragging the data to the corresponding fields - In this example, we need to manually map the data for **Supplier.**To do this, click the box on the left panel then drag to the right panel and drop in the box called Supplier. [](%F0%9F%94%82%20Importing%20Price%20Only%20Changes/image2021-3-5_20-32-58.png) After clicking Import, you should see the Import Results such as number of records imported. If there is no error message, it means that all data have been imported successfully. [](%F0%9F%94%82%20Importing%20Price%20Only%20Changes/image2021-2-1_21-42-2.png) ## Identifying Error Messages After clicking **Import**, it should show you an indicator if successful with nil errors (just like the above example), otherwise, an error message will be shown and you can import again after making the necessary corrections. ## Examples of Error Messages **Cost Has Not Been Modified** [](%F0%9F%94%82%20Importing%20Price%20Only%20Changes/image2021-2-1_21-22-26.png) **Supply Not Found** [](%F0%9F%94%82%20Importing%20Price%20Only%20Changes/image2021-2-1_21-33-44.png) ℹ️**Note:***You might encounter other error messages not mentioned in this user guide but simply do the necessary changes and you should be able to successfully import the file again.* --- # Sub Pages [💻 How Price Updates Affects Kits in Ascora](/kb/how-price-updates-affects-kits-in-ascora) [🖥️How to Remove Formulas or Paste Data as Values in Excel](/kb/how-to-remove-formulas-or-paste-data-as-value) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📃 Importing Quotes Source: https://ascora.com.au/kb/importing-quotes Bringing your existing quotes into Ascora doesn’t have to be a time-consuming process. The **Quote Import Template** allows for a seamless transition, ensuring that historical quotes and their associated details are accurately reflected within the system. By following this guide, you can: ✔ **Efficiently migrate bulk quote data** from another software or spreadsheet-based system. ✔ **Ensure data consistency** by adhering to Ascora’s structured import format. ✔ **Import quotes along with supply and labor details**, keeping cost and pricing information intact. ✔ **Customize quote attributes**, such as pricing methods, status tracking, and assigned users. ✔ **Minimize manual data entry**, reducing errors and increasing efficiency. Whether you're setting up Ascora for the first time or updating your existing database, this process ensures that your quotes are imported accurately, allowing you to manage estimates, job conversions, and client communications with ease. --- ## Import Process **1.**Go to **Quotes → Import/export → Download Import Template.** [](%F0%9F%93%83%20Importing%20Quotes/image2021-3-4_19-5-37.png) **2.**Enter the information in the Excel template. If you have supply information associated to jobs, go to Supply tab and enter the information from there. Do the same for labour details by entering them in the Labour tab. [](%F0%9F%93%83%20Importing%20Quotes/image2021-3-4_19-17-35.png) ✅The information you enter in the template must follow the format in Ascora Quote screen. For example, in the column "Pricing Method" you need to enter the Ascora pricing methods either Time and Materials, Fixed Price, Sections, and Stages. **3.**After completing the necessary details, go back to**Quotes → Import/Export**but this time, click **Import**. [](%F0%9F%93%83%20Importing%20Quotes/image2021-3-4_19-20-18.png) **4.** Select your Import file and click **Open**. [](%F0%9F%93%83%20Importing%20Quotes/image2021-3-4_19-26-58.png) **5.**Once the data is already imported, you would see a notification similar to the below. [](%F0%9F%93%83%20Importing%20Quotes/image2021-3-4_19-29-11.png) ## Template Guide Column**Header/Column Name****Compulsory Field**Default Value If Not SpecifiedPossible Values (If Applicable)Create If Not In Ascora**Notes****A**QUOTE NUMBERNext Available Quote Number**B**QUOTE NAME**C**IS SECTION/STAGEFalseYes/NoSet to Yes/True for any Quote that is a child of another. E.g. a section or stage of another Quote. The parent Quote should always be set to False.**D**QUOTE STATUSIn ProgressSee Table Below**E**DATE CREATEDCurrent Date**F**QUOTE DATECurrent Date**G**DUE DATE**H**VALID UNTIL DATE**I**SITE CUSTOMERFor Section/Stage - No Otherwise - YesFor Section/Stage - Parent Quote Site CustomerYesIf Billing Customer has been provided but not Site Customer, the Billing Customer will be used for both.**J**SITE CONTACTYes**K**BILLING CUSTOMERSite CustomerYes**L**BILLING CONTACTYes**M**ADDRESS LINE 1**N**ADDRESS LINE 2**O**SUBURB**P**STATE**Q**POSTCODE**R**PRICING METHODDefault SettingSee Table Below**S**TOTAL AMOUNT EX TAX$0If Pricing Method is Time & Materials, the Total values will be recalculated based on Supplies and Labour values after import process has completed**T**TOTAL TAX$0As Above.**U**QUOTE DESCRIPTION**V**PURCHASE ORDER**W**CLIENT ORDER NUMBER**X**JOB TYPEDefault SettingYes**Y**ASSIGNED TO**Z**BOOKING DATEIf a Assigned To and a Booking Date has been imported, a new Booking will be created with these details. If either are missing, no Booking will be created.**AA**TEAM**AB**VARIATION FOR JOB NUMBERIf populated, the Quote will be created as a Variation for the given Job. The Job must already exist in Ascora for the link to be created, otherwise the Quote will be imported as a standard Quote. ## Quote Status When importing Quote data, the mapping table below can be used to ensure the Quote is imported as the expected Status. In ProgressIn Progress, Started, OpenSent To ClientSent To Client, SentWonConverted To Job, Won, Converted, Completed, AcceptedLostLost, Rejected, DeclinedCancelledCancelled ## Pricing Method Time and MaterialsTime and Materials, Time and Material, Time, T&MFixed PriceFixed Price, Fixed, FPSectionsSections, SectionStagesStages, Stage --- # Sub Pages [💲 Pricing Methods - Stages](/kb/pricing-methods---stages) [🔄 Importing Guides](/kb/importing-guides) [🔄 How to Manually Import Customers and Sites](/kb/how-to-manually-import-customers-and-sites) [⤴️ Importing Supply Price List](/kb/importing-supply-price-list) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⤴️ Importing Supply Price List Source: https://ascora.com.au/kb/importing-supply-price-list Accurate and up-to-date supply pricing is essential for maintaining **profitability, cost control, and efficient job quoting**. Ascora allows you to import supplier price lists directly into the system, streamlining the process of updating costs and ensuring that your supply database remains current. **Why Import Supplier Price Lists?** ✔ **Eliminate manual data entry** – Save time and reduce errors by bulk importing supplier price files. ✔ **Ensure accurate job costing** – Automatically update cost prices for accurate quoting and invoicing. ✔ **Maintain supplier flexibility** – Easily track pricing from multiple suppliers for the same supply item. ✔ **Keep up with price fluctuations** – Adjust pricing quickly to reflect supplier cost changes. **Methods for Importing Supply Price Lists** Ascora offers two ways to import price lists, depending on whether you need a **preview and mapping control** or a **direct import**: 1️⃣ **Import via the Advanced → Import → Import Supplies** – This method allows you to preview the data and manually map fields before importing. 2️⃣ **Import via "Inventory → Supplies"** – This method **directly imports the file** without a preview, making accuracy crucial. Follow the steps below to ensure a **smooth** and **error-free** supply price import process. ## 📽 Watch the video guide ⤵ Video guide (to be re-embedded): Tutorial - Importing A Supply Price List --- ### Import Tips Here are a few tips when working with a raw price file and the Ascora Import Template in Excel. 1. **Check for multiple description columns**Depending upon the source system and how old it is, the description for a particular part may be split across multiple columns. This can be joined together using a simple formula in Excel like **=B2 & " " & C2** This will join both cells together separated by a space. 1. **Check for the Your Price Column** Sometimes a price file can contain a retail price, base price and your price columns. You'll want to ensure that the Your Price column is used otherwise your pricing will be off (and potentially way too high). 1. **Check if the Your Price is per Unit or Per Box** Some price files will contain a Units Per Case Price or a **Your Price Per Unit**column. You'll want to ensure that you either grab the Your Price Per Unit column or divide the Your Price by the Number of Units. For example the Price may be for a 100m box of cable rather than a per M cable price. 1. **Check the Units Per Case** The **Units Per Case**will generally be the minimum quantity you can purchase the item. For example if cable can only be purchased in boxes of 100m there will usually be a column for **Units Per Case**. You'll want to import this as the Pack/Box Quantity in Ascora - when you create Purchase Orders the quantity ordered will be in multiples of the Pack/Box Quantity. As an example if 175m of cable is needed on a Job and the Pack/Box Quantity is 100, when the Purchase Order is generated the Quantity will be 200m. 1. **Apply Your Markup** After the Cost Price has been determined you can apply your markup directly in Excel. For example the formulae can be**=B2*1.40** to increase the cost price by 40%. If needed you can also add an IF statement to set different markups depending upon the cost price - for example a markup of 40% if less than $200 otherwise 30%. 1. **Set the Default Supplier** If only importing a single Supplier or importing the item for the first time, set the Supplier Name and Is Default Supplier to "Yes". Setting Default Supplier to "Yes" causes the import to use all of the columns on that row rather than just the Supplier Name, Supplier Part Number and Cost. **As a Summary check for the following columns:** SourceDestination in AscoraProduct CodePart NumberDescription 1, Description 2DescriptionYour Price Per Unit / Your PriceCost Ex TaxSales UOM, UOMUNIT OF MEASUREMENTUnits Per CasePack/Box Quantity --- ### **Using Standard Import Template and References** Once you have your price file sorted, it is important to transfer the data to Ascora Standard Import template which you can download from **Inventory → Supplies → Export/Import →**then select **Download Import Template.** [](%E2%A4%B4%EF%B8%8F%20Importing%20Supply%20Price%20List/image2020-11-19_19-12-29.png) **Important Reminders** - Make sure that your Import file does not contain formulas which means that data should be pasted as values. - Save a back up copy of your existing price list prior to importing updates. You can download a backup by selecting **Export Supplies** located above the Download Import template. - Make sure that Default Supplier (Column C ) is set to YES if you need all line items updated. Please refer to the following details when it comes to completing the details on each column. ℹ️**Note:** Highlighted in yellow are compulsory fields. **Column Label****Header****Compulsory Field****Notes****A**PART NUMBERYESWhen importing updated price list, Ascora uses part number to match and update the details and if part number is not available, Ascora uses description to match and update the details. It is important to have a unique part number for each supply item.**B**SUPPLIERYES**C**IS DEFAULT SUPPLIERYESIf Default Supplier is not set, only the Supplier information (**Supplier Part Number** and **Supplier Buy Price**) will be updated.**D**CATEGORYYES**E**SUB CATEGORYNO**F**CATEGORY TWONO**G**SUB CATEGORY TWONO**H**DESCRIPTIONYESIn the absence of part number, Ascora uses Description to match and update your price file and thus it's also important that each supply line item has a unique description.**I**COST EX TAXYESCost Ex Tax is Compulsory**J**LAST COST PRICE CHANGENO**K**SELL PRICEYESSell Price can be inclusive or exclusive of GST and is Compulsory**L**SELL PRICE INCLUSIVEYESIs Your Sell Price on Column J inclusive or exclusive of GST? Please enter Yes or No in this column**M**TAX APPLIESYESDoes Tax applies to your item? Please enter Yes or No in this column. Putting Y for Yes or N for No is also acceptable.**N**MUST BE ORDEREDYESDo you need to order this item once added to a job? Please enter Yes or No in this column. For example, if I don't keep stock for this item, please enter Yes in this column (ie. item needs to be ordered in). Putting Y for Yes or N for No is also acceptable.**O**IS FAVOURITENOWould you like to add this item into your favourite folder as it's a frequently used item? Please enter Yes or No in this column. Putting Y for Yes or N for No is also acceptable.**P**ACCOUNT INCOME CODENOAccount income code is Optional. Please enter your income code here only if you want to track income generated from this item separately in your accounting package. (For eg. This is normally for large items like rental of trucks and machinery)**Q**ANNOTATIONNOAnnotation is Option. Annotation is additional description you want to add to your item on top of the description in Column H**R**SUPPLIER PART NUMBERNO**S**UNIT OF MEASUREMENTNO**T**PACK OR BOX QUANTITYNOThe inventory item must be ordered in multiples of this amount. E.g. if 5 units per box or if stocked in per metre and comes in 5 metres rolls.**U**LOCATIONNOLocation is Optional. Location defines the placement of your items (For eg. Shelf 1, Shelf 2, Stock Room 1, Stock Room 2, etc)**V**ARCHIVEDNOArchived is Optional and is used ONLY if you would like to "delete" your supplies from the List. Please enter Yes if you wish to delete this supply, otherwise, please leave this column blank. Putting Y for Yes or N for No is also acceptable.**W**BARCODENOBarcode is Optional. Please enter your Barcode here if applicable.**X**WEIGHTED AVERAGE COSTNOAllow Weighted Average Cost to be imported for Supply**Y**I TRACK THIS ITEMNOYou won't have to set this up if you're already tracking items per job type and that uses the default account income codes set up in **Administration → Accounts Integration.****Z**PURCHASE OR COGS ACCOUNT INCOME CODENOYou'll need to set this up only if you want to track each of your supply items going to unique purchase account income code in your accounting package. --- ### How to Bulk Delete Supplies? You can bulk delete supplies and this is applicable when you need to import a completely new set of supply price list. **1.** Tick the box beside the header called Category → **Bulk Actions → Delete Supplies** [](%E2%A4%B4%EF%B8%8F%20Importing%20Supply%20Price%20List/image2020-11-19_20-11-50.png) **2.**Tick the box beside **Delete All X Number of Supplies**and click**Yes, I want to delete all of my Supplies.** [](%E2%A4%B4%EF%B8%8F%20Importing%20Supply%20Price%20List/image2020-11-19_20-12-42.png) --- # Sub Pages [💲 Pricing Methods - Stages](/kb/pricing-methods---stages) ⤴️ Importing Supply Price List [💻 How Price Updates Affects Kits in Ascora](/kb/how-price-updates-affects-kits-in-ascora) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 Integrating Ascora with EzzyBills Source: https://ascora.com.au/kb/integrating-ascora-with-ezzybills EzzyBills provides a **seamless way to automate supplier invoice processing** by extracting invoice details and pushing them directly into **Ascora**. This integration eliminates the need for manual data entry, reduces errors, and ensures that supplier invoices are efficiently allocated to jobs or purchase orders. With **multiple processing options**, including **manual uploads, direct supplier email submissions, and automatic mailbox sync**, businesses can streamline their accounts payable workflows. Additionally, **EzzyBills' approval workflow** ensures that only verified invoices are sent to Ascora, adding a layer of control and accuracy to your financial processes. ✅EzzyBills support an approval workflow and will only send the invoice details to Ascora once approval process is complete. This can be set up in the Workflow tab. This guide provides step-by-step instructions to **set up EzzyBills with Ascora**, generate an **API key**, configure workflows, and **manage invoice imports** effectively, helping you save time and improve invoice tracking accuracy. --- ## How to Integrate EzzyBills with Ascora **1.** Go to [http://www.ezzybills.com/](http://www.ezzybills.com/) and log into your EzzyBills account. If you don't have an account with EzzyBills, you can click on the **30 Days Free Trial** button to register. If you already have an account, proceed to step 5 after logging in. If you're creating a Trial account, proceed to step 2. [](%F0%9F%94%84%20Integrating%20Ascora%20with%20EzzyBills/image2022-9-9_13-39-29.png) **2.** After clicking **30 Days Free Trial** you'll see the following screen where you enter your details to create an EzzyBills account. In the field **Integrate With** make sure to select **Ascora**to create the correct Workflow and once all other details are complete, click**Register.** [](%F0%9F%94%84%20Integrating%20Ascora%20with%20EzzyBills/image2022-9-9_14-0-55.png) **3.** It will take a few seconds to complete the registration and once done, you'll see the following screen. You'll be assigned your unique EzzyBills mailbox which you can provide to your suppliers and they can send invoices to that mailbox. Alternatively, you can set up automatic sync with your mailbox by clicking the "sync" link. [](%F0%9F%94%84%20Integrating%20Ascora%20with%20EzzyBills/image2022-9-9_16-56-6.png) **4.** Click **Workflow**and you should see one that is readily built in the system as part of EzzyBills and Ascora integration. This is the standard workflow for EzzyBills and Ascora integration but if you want to update this workflow such as adding an approval process, you're able to do it by clicking **New Task.** [](%F0%9F%94%84%20Integrating%20Ascora%20with%20EzzyBills/image2022-9-9_17-4-44.png) ## How to add API Key to your EzzyBills account Your API key is the direct connection between your Ascora account and EzzyBills in order to sync both systems as part of the integration process. The next step is to obtain and copy your unique API Key in Ascora and paste it into the **EzzyBills**by going to the**Apps** tab. **5.** Access [https://ascora.com.au/](https://ascora.com.au/) and log into your Ascora account then go to **Administration → API Settings**. [](%F0%9F%94%84%20Integrating%20Ascora%20with%20EzzyBills/image2022-9-9_14-17-37.png) **6.**Click on **Generate New API Key**if you haven't generated one before otherwise, click on **Copy to Clipboard** if there's already one available. [](%F0%9F%94%84%20Integrating%20Ascora%20with%20EzzyBills/image2022-9-9_14-21-40.png) **7.**Go back to your **EzzyBills**account and navigate to the **Apps**tab and select **Ascora**. [](%F0%9F%94%84%20Integrating%20Ascora%20with%20EzzyBills/image2022-9-12_14-1-17.png) **8.**From the same screen after clicking on Ascora, scroll down and enter or paste the API key in the **Ascora API Key**field then click **Save**. [](%F0%9F%94%84%20Integrating%20Ascora%20with%20EzzyBills/image2022-9-12_14-3-49.png) ## Uploading an Invoice in EzzyBills Each EzzyBills account has a unique email address assigned which you can provide to your suppliers to where they can send the invoices to. EzzyBills also supports pulling invoices from Dropbox and Google Drive and also works with hyperlinks. **1.** Go to **Dashboard**and click on the **Select**box and search for your supplier invoice and click **Open**. [](%F0%9F%94%84%20Integrating%20Ascora%20with%20EzzyBills/image2022-9-9_14-44-20.png) **2.**EzzyBills processes the invoice and shows a preview in the Dashboard similar to what is shown in the image below. This is the same screen where the error displays if something went wrong during the upload or import process. [](%F0%9F%94%84%20Integrating%20Ascora%20with%20EzzyBills/image2022-9-9_14-48-46.png) **3.**You can hover the mouse cursor in the image preview to show more information or see the link to access the invoice on the Ascora screen. [](%F0%9F%94%84%20Integrating%20Ascora%20with%20EzzyBills/image2022-9-9_17-13-37.png) **4.** Invoice details are sent to your Ascora account which you can access in the **Inventory → Supplier Invoices** area. In this example, we see Bunnings invoice successfully imported in Ascora which was pushed from EzzyBills. [](%F0%9F%94%84%20Integrating%20Ascora%20with%20EzzyBills/image2022-9-9_14-55-17.png) ## Imports with Errors Encountered Invoices added to EzzyBills but encountered an error show as images with red background compared to successfully processed ones that appear in green background. The following example shows Bunning's Supplier Invoice that failed to process completely. [](%F0%9F%94%84%20Integrating%20Ascora%20with%20EzzyBills/image2022-9-9_15-12-11.png) Hover the mouse cursor in the image preview to see the details of the error. In this example, this invoice failed to push across to Ascora due to missing authorisation token which can be set up in the Apps tab. [](%F0%9F%94%84%20Integrating%20Ascora%20with%20EzzyBills/image2022-9-9_15-15-11.png) ### Tips ▶ If EzzyBills could not locate the supplier, it will create an Unknown Supplier but if it can locate the new supplier, it will be created automatically. ▶ Allocating supplier invoice line items to a job or PO must be done in Ascora **Inventory → Supplier** Invoices screen. --- # Sub Pages [📦 Suppliers & Supplier Invoices Guides](/kb/suppliers-supplier-invoices-guides) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📦 Inventory Source: https://ascora.com.au/kb/inventory This section allows you to manage your supply storage by assigning stock locations, which streamline inventory management and ensure that supplies are consistently tagged with the correct warehouse or storage area. --- 1. **Navigate to Administration → Inventory Settings:**From the Ascora Dashboard, click on **Administration**.Then select **Inventory Settings** to access the configuration options for supplies. 1. **Add a New Stock Location:**In the Stock Location area, click the **Add New** button.Enter the name for your new stock location (e.g., "Main Warehouse").Press **Save** to create the new location. 1. **Set Your Default Warehouse:**Locate the newly added stock location in the list.Tick the checkbox next to its name to designate it as your default warehouse.Confirm that the default setting is applied. Following these steps will ensure that every new supply record is automatically linked to the designated default warehouse, simplifying your inventory management process. --- # Sub Pages [📦 Inventory Guides](/kb/inventory-guides) [🏭 How to create a New Inventory Location](/kb/how-to-create-a-new-inventory-location) # Translations Inventory can be commonly know as Stock or Supplies. --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📦 Inventory Guide Source: https://ascora.com.au/kb/inventory-guide Effective inventory control ensures accurate tracking of stock levels across **warehouses, vans, and other storage locations**, enabling **seamless job execution and efficient supply management**. With **Ascora’s Inventory Tracking features**, you can: ✔ **Monitor stock movements** – Track stock transfers, received items, and supplies used on jobs in real time. ✔ **Prevent stock shortages & overages** – Keep inventory levels accurate with **stock takes and stock adjustments**. ✔ **Optimize job efficiency** – Ensure that mobile teams have the right materials by linking stock locations to specific users. ✔ **Simplify cost management** – Maintain accurate unit costs and weighted average values for better financial oversight. By following this guide, you’ll learn how to **enable inventory tracking, create stock locations, assign inventory to users, conduct stock takes, and make necessary stock adjustments**, ensuring your business operates with **greater accuracy and control**. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/xmltx9w9im](https://ascora.wistia.com/medias/xmltx9w9im) --- ## Enabling Inventory Tracking By default in Ascora Inventory tracking is not be turned on. To start tracking stock levels Inventory Tracking will need to be enabled. Inventory Tracking can be enabled under **Administration** → **Defaults**. [](%F0%9F%93%A6%20Inventory%20Guide/worddavfde4fa3acd438337debd66ac55e1d227.png) ✅**Note:**Once Inventory Tracking is enabled additional options will be displayed under the Inventory Menu (and also in the Supplies themselves). [](%F0%9F%93%A6%20Inventory%20Guide/worddavcd33781705f3ef363b1876c85186ab82.png) Once Inventory Tracking is enabled you will want to: 1. Create **Stock Locations** for the places you will store and track inventory 2. Set the **Default Stock Locations** for the Users who will be working with inventory (both for the mobile team and in-office). 3. Perform a **Stock Take** for the Stock Locations to have the starting balances correct for the current Inventory. 4. Create **Stock Adjustments** for minor corrections to stock for a particular Supply. ## Creating Stock Locations New Inventory Locations can be created under **Administration** → **Inventory**. [](%F0%9F%93%A6%20Inventory%20Guide/worddavda96c133a44993d595971bfd55154812.png) 1. Click **+ Add New** 1. Enter the **Name** of the new Inventory Location. 1. Once all necessary Locations have been created, click **Save**. ## Assigning Stock Locations to Users Ascora allows you to associate a Stock Location with a User. When they are performing inventory actions, the selected location will then be defaulted to the specified one. For example, you will want to set the Stock Location to the Van driven by a particular tradesman. 1. Navigate to the Users under **Administration** → **Users**. 2. Select the related User for which we want to set the Stock Location. [](%F0%9F%93%A6%20Inventory%20Guide/worddav62db90029b0c1779aeecd569539a2eee.png) 3. In the Details area select the **Stock Location** for the User. 4. Click **Save**. ✅**Note:** When Jobs are being completed on the Mobile Apps, the Stock used on the Job will automatically be taken out of the default Stock Location. ## Performing a Stock Take Stock Takes are used to correct the quantity of Supplies at a particular Location. Each Stock Take is performed for a single Location. Once that Stock Take has been committed, stock adjustments are created for each of the Supplies to set the current Quantity to the counted Quantity. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/r11w3ofqgm](https://ascora.wistia.com/medias/r11w3ofqgm) ✅***Note:****Stock Takes in Ascora are performed for a location in its entirety. This means that whatever counted quantity is entered will become the Stock on Hand quantity once the Stock Take is committed. If the Counted Quantity is zero for any items the Stock on Hand for those Supplies will be set to 0. In other words, it is not possible to do a partial Stock Take which only adjusts the Supplies counted – any items on the counted list will be set to zero.* 1. Navigate to the **Stock Takes** area under **Inventory** 2. Click **+ New**. 3. Select the **Stock Location** and Click **Commence Stock Take**. [](%F0%9F%93%A6%20Inventory%20Guide/worddaved3a2ec2e016d34367c3858f729a4b3a.png) ## Creating Stock Adjustments Stock Adjustments are corrections to the Stock on Hand at a particular Stock Location. They allow you to increase or decrease the quantity of stock at a particular Stock Location. To create a Stock Adjustment for an item: 1. Navigate to **Inventory** → **Supplies**. 2. Search and open the Supply **Details**. 3. Open the Stock Levels tab and click Stock Adjustment [](%F0%9F%93%A6%20Inventory%20Guide/worddavdc6c93baa6e45b187afbf85d36ce0a07.png) ✅***Note:****If you do not see the Stock Levels tab, Inventory tracking is not enabled in your Ascora account.* 4. Enter the Quantity for the Supply at each of the Stock locations. This quantity is the quantity that should exist at the location (in other words it is not the extra amount but rather the final amount right now which can be higher or lower than what exists). If necessary you can also adjust the Unit Cost – this will affect the Weighted Average Value of the Stock if additional stock is added. [](%F0%9F%93%A6%20Inventory%20Guide/worddav9b3b9a87995ec047eb2422105f659dac.png) 5. Click **Update Stock Levels** to save the changes. You will note the Stock Levels have adjusted to the entered values. [](%F0%9F%93%A6%20Inventory%20Guide/worddavf4e0c944985353e1fd6213dbbd590ee0.png) --- # Sub Pages [📦 Inventory](/kb/inventory) [📦 Inventory Guides](/kb/inventory-guides) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📦 Inventory Guides Source: https://ascora.com.au/kb/inventory-guides Effective **inventory management** is essential for maintaining **accurate stock levels, reducing costs, and ensuring job efficiency**. Ascora’s **inventory tools** help you track supplies, manage pricing, and monitor stock movement across multiple locations. Whether you need to **adjust stock levels, create price lists, track inventory movement, or streamline supplier invoicing**, these guides provide clear instructions to help you maintain a **well-organized and efficient inventory system**. Use the guides below to navigate different aspects of inventory management in Ascora. --- ## Inventory Setup & Tracking --- [📦 Inventory Guide](/kb/inventory-guide) [🏭 How to create a New Inventory Location](/kb/how-to-create-a-new-inventory-location) [🔀 How to enable Inventory Tracking](/kb/how-to-enable-inventory-tracking) ## Stock Management & Audits --- [🔃 Adjusting Stock Levels](/kb/adjusting-stock-levels) [🛍️ How to complete a Stock Take](/kb/how-to-complete-a-stock-take) ## Pricing & Stock Adjustments --- [📊 How to create a New Price Level](/kb/how-to-create-a-new-price-level) [💻 How Price Updates Affects Kits in Ascora](/kb/how-price-updates-affects-kits-in-ascora) [🔂 Importing Price Only Changes](/kb/importing-price-only-changes) [📦 Setting Up Pack or Box Quantity in Ascora](/kb/setting-up-pack-or-box-quantity-in-ascora) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🗂️ Invoicing Combined Source: https://ascora.com.au/kb/invoicing-combined The **Invoicing Combined** tab provides a **single, organized view** of all billable items—supplies, labor, and callouts—eliminating the need to switch between tabs. It ensures **accuracy and transparency** by capturing all costs before invoicing, while allowing for **quick edits** to pricing, quantities, or descriptions. --- The following image shows an example of an Invoicing Tab showing supply, callout, labour, as well as total amounts. [](%F0%9F%97%82%EF%B8%8F%20Invoicing%20Combined/image2020-12-14_20-10-5.png) ℹ️**Note:** *The items that you see are exactly the same items that you can see in individual tabs whether in Supply tab or Labour & Callout tab.* --- # Sub Pages [📄 Generate and Send an Invoice](/kb/generate-and-send-an-invoice) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📄 Invoicing Guides Source: https://ascora.com.au/kb/invoicing-guides Efficient invoicing is crucial for maintaining cash flow, ensuring accuracy, and keeping your financial records organized. With Ascora’s invoicing tools, you can generate, send, and manage invoices seamlessly—whether for individual jobs, progress claims, or bulk invoicing. **What Ascora’s Invoicing Tools Can Do for You:** - **Automated Invoice Generation:** Quickly generate invoices from jobs, progress claims, or multiple jobs at once. - **Flexible Payment Options:** Allow customers to pay online, apply discounts, and manage retentions effortlessly. - **Bulk Management:** Download, email, or apply payments to multiple invoices in one go, saving time on admin work. - **Comprehensive Tracking:** Easily search, review, and manage existing invoices to maintain financial oversight. With these guides, you’ll learn how to streamline your invoicing process, optimize payment collection, and ensure a smooth financial workflow. Explore the links below to take full advantage of Ascora’s invoicing features. ## 📽 Watch the video guides ⤵ **Website Guide** [https://ascora.wistia.com/medias/fzk8c2er0q](https://ascora.wistia.com/medias/fzk8c2er0q) **Mobile Guide** [https://ascora.wistia.com/medias/3kby36gyfv](https://ascora.wistia.com/medias/3kby36gyfv) --- ## Invoicing Features & Payments --- [💳 Allowing Customers to Pay Online](/kb/allowing-customers-to-pay-online) [💰 Applying a Payment to an Invoice](/kb/applying-a-payment-to-an-invoice) [💳 Applying a Payment to Multiple Invoices](/kb/applying-a-payment-to-multiple-invoices) [💳 How to take Credit Card Payments in Ascora](/kb/how-to-take-credit-card-payments-in-ascora) ## Progress Claims & Bulk Invoicing --- [📁 Generate a Progress Claim for a Fixed Price or Time & Materials Job](/kb/generate-a-progress-claim-for-a-fixed-price-o) [🏗️ Generate a Progress Claim for a Sections Based Job](/kb/generate-a-progress-claim-for-a-sections-base) [📰 How to do Bulk Job Invoicing](/kb/how-to-do-bulk-job-invoicing) [↔ Generating Progress Claims with Variation](/kb/generating-progress-claims-with-variation) ## Generating and Sending Invoices --- [📄 Generate and Send an Invoice](/kb/generate-and-send-an-invoice) [👨‍💻 Closing Jobs and Generating Invoices](/kb/closing-jobs-and-generating-invoices) [📉 How to apply a Discount on an Invoice](/kb/how-to-apply-a-discount-on-an-invoice) ## Managing & Tracking Invoices --- [📥 Download or Email Multiple Invoices at One Time](/kb/download-or-email-multiple-invoices-at-one-ti) [🗂️ Invoicing Combined](/kb/invoicing-combined) [💷 Managing Retentions](/kb/managing-retentions) [🔎 Search for an Existing Invoice](/kb/search-for-an-existing-invoice) --- # 📱 iOS App Source: https://ascora.com.au/kb/ios-app Welcome to the Ascora iOS App Knowledge Base. This section provides step-by-step guides and resources to help you get the most out of the Ascora iOS app. Whether you're a field worker managing jobs on-site or an admin overseeing operations, you'll find detailed instructions to streamline your workflow, troubleshoot issues, and maximize efficiency. The guides are organized into categories covering app setup, job management, equipment handling, and advanced features. Simply click on the relevant link to access the guide you need. --- ## Getting Started --- [📱 How to Activate Automatic Updates in iOS App](/kb/how-to-activate-automatic-updates-in-ios-app) [📱 How to check Mobile App Version](/kb/how-to-check-mobile-app-version-2) [📍 How to check Location Settings on iOS](/kb/how-to-check-location-settings-on-ios) [🔄 How to Synchronise Mobile App (iOS)](/kb/how-to-synchronise-mobile-app-ios) ## Billing & labour Management --- [📞 How to Add a Callout Fee from your iPad](/kb/how-to-add-a-callout-fee-from-your-ipad) [👷‍♀️ How to Add Labour Charges from iPad](/kb/how-to-add-labour-charges-from-ipad) ## Advanced Features & Troubleshooting --- [🔄 How to Upload Database from iOS Mobile App](/kb/how-to-upload-database-from-ios-mobile-app) [⏺ How to Change Mobile App Filter in iOS](/kb/how-to-change-mobile-app-filter-in-ios) [↩ Retrieving Customer Job History in iOS App](/kb/retrieving-customer-job-history-in-ios-app) [📸 Permission to Access Photos](/kb/permission-to-access-photos) [🔄 How to update iOS App](/kb/how-to-update-ios-app) [📽 How to record the screen on your iOS device](/kb/how-to-record-the-screen-on-your-ios-device) [🔄 How to Force Sync in iOS](/kb/how-to-force-sync-in-ios) ## Job & Task Management --- [↔️ Checking In and Out on iOS](/kb/checking-in-and-out-on-ios) [📄 How to Access Custom Form from the iOS App](/kb/how-to-access-custom-form-from-the-ios-app) [🔄 How to Check In to Unscheduled Jobs in Ascora App (iOS)](/kb/how-to-check-in-to-unscheduled-jobs-in-ascora) ## Purchase Orders & Inventory --- [📄 How to create Purchase Orders on iPad App](/kb/how-to-create-purchase-orders-on-ipad-app) [📄 How to access all Purchase Orders from the iPad Mobile App](/kb/how-to-access-all-purchase-orders-from-the-ip) [📱 Scanning and Adding Barcode from iOS Mobile App](/kb/scanning-and-adding-barcode-from-ios-mobile-a) [🛠 How to add New Equipment and access Equipment Details in iOS App](/kb/how-to-add-new-equipment-and-access-equipment) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⭐ Job Status Source: https://ascora.com.au/kb/job-status Job statuses are either automatically updated depending on which event or activity occurred or manually updated by selecting the corresponding status box from the Job Screen. The following table shows a list of job statuses and their status colours as well as trigger events. [](%E2%AD%90%20Job%20Status/image.png) **NOTE**: There is a setting in **Administration → Defaults → Set Schedule Colours Only By Status**- if this is enabled, all your jobs and quotes will be colour coded according to default status colours which is standard across Ascora. If you disable this setting, you can colour code your jobs and you can do it in **Administration → Jobs → Edit → Choose Custom Colour.** The below image shows the default Ascora colours for quote and job statuses in the Scheduler area. [](%E2%AD%90%20Job%20Status/image2021-1-21_17-45-30.png) **Note:** If you created a job with a booking but can't see this on the app, please synchronize your phone to pull these data down from the web. --- **Need Help?****** **Got a question?** [❓ Frequently Asked Questions](https://app.notion.com/p/Frequently-Asked-Questions-25ec74d8318281eda3a5f6f4d9e217b0?pvs=21) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🏢 Jobs Source: https://ascora.com.au/kb/jobs The **Jobs Administration** section in Ascora allows you to configure various settings that streamline job management. These settings include defining job types, setting up standard phrases for mobile use, configuring job statuses, and managing client sign-off clauses. By customizing these options, businesses can improve workflow efficiency and maintain consistency across job records. --- ## **Configuring Job Settings in Ascora** To access and update these settings: 1. Navigate to **Administration → Jobs**. 1. Update or add details under the relevant sections below. 1. Click **Save** to apply your changes. --- ### **Common Phrases** Common phrases allow field staff to quickly insert predefined descriptions, work details, or notes into job records using mobile devices. This feature saves time and ensures consistency in job documentation. ## 📽 **Common Phrases**video guide ⤵ [https://ascora.wistia.com/medias/ce4cs6k4pd](https://ascora.wistia.com/medias/ce4cs6k4pd) 🛠 **How to Add or Update Common Phrases:** - Go to **Administration → Jobs** → Common Phrases. - Click **+ Add New** to create a new phrase. - Enter the phrase and click **Save**. 📌 **Example Phrases:** - "Work completed as per job specifications." - "Awaiting client approval before proceeding with additional tasks." - "Materials on order, rescheduling required." --- ### **Job Types** Job types help classify different types of jobs in Ascora. These classifications are selectable when creating or editing a job. Additionally, job types define the **Accounting Income Codes** used for labour and supplies when invoices are transferred to an accounting package. ## 📽 **Job Types**video guide ⤵ [https://ascora.wistia.com/medias/lrecmflsmz](https://ascora.wistia.com/medias/lrecmflsmz) ## 📽 **Job Types (Working with Job Types)**video guide ⤵ [https://ascora.wistia.com/medias/9urvne59sj](https://ascora.wistia.com/medias/9urvne59sj) 🛠 **How to Add or Update Job Types:** - Go to **Administration → Jobs** → Job Types. - Click **+ Add New** to create a new job type. - Enter the name and assign the relevant **Accounting Income Codes**. - Click **Save**. 📌 **Example Job Types:** - "Emergency Repair" - "Routine Maintenance" - "Installation Service" 🔗 **Accounting Integration:** If you need to link your job types to your accounting package, refer to the [↪️ Integrating Ascora with MYOB AccountRight](/kb/integrating-ascora-with-myob-accountright) or [↪️Integrating Ascora with MYOB Essentials](/kb/integrating-ascora-with-myob-essentials) [↪️ Integrating Ascora with MYOB Live](/kb/integrating-ascora-with-myob-live) or [↪️Integrating Ascora with Xero](/kb/integrating-ascora-with-xero) --- ### **Could Not Complete Reasons** When a job cannot be completed as scheduled, users can select a predefined **"Could Not Complete"** reason from a dropdown menu. This helps keep records accurate and improves scheduling efficiency. ## 📽 **Could Not Complete Reasons**video guide ⤵ [https://ascora.wistia.com/medias/wuj7lm4m7a](https://ascora.wistia.com/medias/wuj7lm4m7a) 🛠 **How to Add or Update Could Not Complete Reasons:** - Go to **Administration → Jobs** → Could Not Complete Reasons. - Click **+ Add New** to create a new reason. - Enter the reason and click **Save**. 📌 **Example Reasons:** - "Weather conditions prevented completion." - "Client unavailable at the scheduled time." - "Additional parts required before proceeding." --- ### **Secondary Status** Secondary statuses allow for **additional classifications** beyond the standard job status. These are particularly useful for tracking job progress and filtering active jobs. ## 📽 **Secondary Status** video guide ⤵ [https://ascora.wistia.com/medias/m73co4ub7e](https://ascora.wistia.com/medias/m73co4ub7e) 🛠 **How to Add or Update Secondary Statuses:** - Go to **Administration → Jobs** → Secondary Status. - Click **+ Add New** to create a new status. - Enter the status name and click **Save**. 📌 **Example Secondary Statuses:** - "Waiting for Parts" - "Pending Approval" - "Quality Check Required" --- ### **Client Sign-Off Clause** This clause appears on the **Job sign-off screen** on mobile devices, ensuring that clients acknowledge completed work before signing off. ## 📽**Client Sign-Off Clause** video guide ⤵ [https://ascora.wistia.com/medias/770qrtgamj](https://ascora.wistia.com/medias/770qrtgamj) 🛠 **How to Add or Update the Client Sign-Off Clause:** - Go to **Administration → Jobs** → Client Sign-Off Clause. - Click **+ Add New** to enter the clause text. - Click **Save**. 📌 **Example Clause:** *"By signing, the client acknowledges that the work has been completed to satisfaction and agrees to the terms outlined in the service agreement."* --- ### **Stages & Sections** Stages and sections provide **standardized tracking** for jobs and quotes. These help categorize work into different progress points. ## 📽 **Stages & Sections** video guide ⤵ [https://ascora.wistia.com/medias/xwoeaba4q6](https://ascora.wistia.com/medias/xwoeaba4q6) 🛠 **How to Add or Update Stages & Sections:** - Go to **Administration → Jobs** → Stages or Sections. - Click **+ Add New** to create a new stage or section. - Enter the details and click **Save**. 📌 **Example Stages:** - "Site Inspection Completed" - "Installation in Progress" - "Final Review Pending" 📌 **Example Sections:** - "Labour" - "Materials & Equipment" - "Additional Services" --- ### **Job Card Settings** Job card settings define the **format and behaviour** of job cards or other job-related documents generated in Ascora. 🛠 **Configurable Options:** ✅ **Explode Job Kits into Supplies and Labour:** Breaks down job kits into individual components for detailed tracking. ✅ **Sign-Off Section Message:** Customize the message displayed on the sign-off section of job cards. 📌 **Example Sign-Off Message:** *"By signing this job card, you confirm that the work has been completed to your satisfaction."* --- ### **Bulk Job Invoicing** Bulk invoicing settings control how jobs are **invoiced in batches**. ## 📽 **Bulk Job Invoicing** video guide ⤵ [https://ascora.wistia.com/medias/j36aoms1f2](https://ascora.wistia.com/medias/j36aoms1f2) 🛠 **Available Bulk Invoicing Options:** ✅ **Close Jobs When Bulk Invoiced:** Automatically closes jobs once invoiced in bulk. ✅ **Bulk Invoices Created from Supplies and Labour:** Generates invoice lines based on actual supplies and labour used. ✅ **Customize Invoice Display:** Define how job details are shown on invoices. 📌 **Example Bulk Invoice Setting:** *"When jobs are bulk invoiced, a single invoice line is created for each job."* --- ### **Finalizing Your Job Settings** ✅ **Review and update common phrases** to make mobile data entry easier. ✅ **Ensure job types are properly classified** for accounting and tracking purposes. ✅ **Use secondary statuses to track job progress.** ✅ **Enable bulk job invoicing if processing multiple jobs at once.** ✅ **Save all changes to apply them system-wide.** By configuring these settings, businesses can ensure **consistency, efficiency, and better job tracking** within Ascora. --- # Sub Pages [⚒ Jobs Guides](/kb/jobs-guides) [⚒️ Importing Jobs](/kb/importing-jobs) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⚒ Jobs Guides Source: https://ascora.com.au/kb/jobs-guides Efficient job management is key to delivering outstanding service, maintaining profitability, and ensuring smooth day-to-day operations. Ascora provides a powerful suite of tools that help you create, modify, track, and complete jobs with ease. Whether you’re adding a callout fee, building a section-based job, or learning the difference between margin and markup, these guides cover every scenario to help you get the most from Ascora’s job management features. Below, you’ll find a comprehensive list of **how-to guides**, **best practices**, and **advanced tips** for setting up and optimizing your jobs in Ascora, including: - Adding **checklists**, **attachments**, and **variations** to customize each job. - Managing **recurring jobs**, **common phrases**, and **job types** for consistency. - Tracking **labour charges**, **expenses**, and **suppliers** to maintain accurate cost and profit data. - Converting **RFIs** (Requests for Information) into actionable tasks. - Searching for existing jobs and **closing** or **unlocking** them when necessary. Whether you’re creating your very first job or looking to optimize your existing workflows, these resources will guide you every step of the way. Explore the sections below to learn how to keep your team on track, your costs under control, and your customers happy. --- ## Job Creating and Setup --- [⚒ How to Create a New Job](/kb/how-to-create-a-new-job) [🗺 Create a Section Based Job](/kb/create-a-section-based-job) [📃 Create a Job from a Template](/kb/create-a-job-from-a-template) [📃 Add a Checklist to a Job](/kb/add-a-checklist-to-a-job) [🔄 Add a Variation to a Job](/kb/add-a-variation-to-a-job) [🔄 Add a Variation to a Job Section](/kb/add-a-variation-to-a-job-section) [📎 Add Attachments to a Job](/kb/add-attachments-to-a-job) [📎 Manage Attachments and File Permissions for Jobs in Ascora](/kb/manage-attachments-and-file-permissions-for-j) [🔨 Adding Supplies, Kits, and Write-Ins](/kb/adding-supplies-kits-and-write-ins) [💲 Record an Expense Against a Job](/kb/record-an-expense-against-a-job) ## Job Customization & Pricing --- [ℹ Add Details to a Job](/kb/add-details-to-a-job) [⚒ How to Add Labour Charges to a Job](/kb/how-to-add-labour-charges-to-a-job) [⏲ How to Add Non-Chargeable Labour to a Job](/kb/how-to-add-non-chargeable-labour-to-a-job) [💲 Adding a Callout Fee to a Job](/kb/adding-a-callout-fee-to-a-job) [➡ Difference Between Margin and Markup](/kb/difference-between-margin-and-markup) [💲 Pricing Methods - Stages](/kb/pricing-methods---stages) [💬 How to add Common Phrases](/kb/how-to-add-common-phrases) [🦺 How to Create Job Types](/kb/how-to-create-job-types) [📦 How do I Show Supplies and Labour in Kits as Line Items on the Job Cards](/kb/how-do-i-show-supplies-and-labour-in-kits-as) [💲 How to change Pricing Method](/kb/how-to-change-pricing-method) ## Recurring & Ongoing Jobs --- [🔂 How to Create a Recurring Job](/kb/how-to-create-a-recurring-job) [❌ Cancel or Delete a Recurring Job](/kb/cancel-or-delete-a-recurring-job) [🔄 Recurring Job From Template Not Created On Correct Date](/kb/recurring-job-from-template-not-created-on-co) ## Job Management & Tracking --- [✅ How to Close a Job and Unlock a Closed Job](/kb/how-to-close-a-job-and-unlock-a-closed-job) [ℹ Request for Information (RFI)](/kb/request-for-information-rfi) [🔎 Search for an Existing Job](/kb/search-for-an-existing-job) [⭐ Job Status](/kb/job-status) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🖇️ Linking a Supply to Multiple Suppliers in Ascora Source: https://ascora.com.au/kb/linking-a-supply-to-multiple-suppliers-in-asc Managing multiple supplier options for a single supply item can give your business **greater flexibility, cost savings, and improved stock availability**. Ascora allows you to associate a supply item with multiple suppliers while keeping **pricing, lead times, and availability in check**. This ensures that you can efficiently source materials from **alternative suppliers** if your primary vendor is out of stock or has changed pricing. By linking multiple suppliers to a supply item, you can: ✔ **Ensure continuous supply availability** – Easily switch suppliers when stock shortages occur. ✔ **Compare costs** – Track different supplier pricing to choose the most cost-effective option. ✔ **Streamline ordering** – Generate accurate Purchase Orders (POs) based on preferred suppliers. ✔ **Standardize inventory tracking** – Maintain a **consistent part number** (e.g., manufacturer code) across suppliers. ✔ **Optimize bulk updates** – Quickly update supplier details using **import templates** for bulk changes. **Methods for Adding Multiple Suppliers to a Supply Item** Ascora provides **two ways** to link multiple suppliers to a supply item: 1️⃣ **Bulk Import Process** – Best for **adding or updating multiple items** at once. 2️⃣ **Manual Update in Supply Details** – Best for **updating a few individual items** directly in Ascora. Follow the steps below to ensure your supply items are correctly **linked to multiple suppliers** and can be efficiently ordered when needed. --- ## Import Process for Bulk Changes If you're doing bulk changes, you can use the standard import template and follow the steps below on how to enter the details. ℹ️**Note:** *Standard Import Template can be downloaded from****Inventory → Supplies → Import/Export → Download Import Template.*** **A.**Enter the same Part Number in column A which could be a manufacturer code. **B.**Indicate the supplier names in column B. **C.** Put **Yes**for the Default Supplier and then put **No**for the other suppliers where you can possibly purchase the items. **D.** Enter the rest of the details for the other columns such as D, H, I, J, K, L, and M. [](%F0%9F%96%87%EF%B8%8F%20Linking%20a%20Supply%20to%20Multiple%20Suppliers%20in%20Ascor/image2022-2-8_9-6-47.png) If you're adjusting just one of a couple of items, you can do it directly by accessing **Inventory → Supplies**and open the supply details. Click on **the Suppliers**tab and add the other suppliers from there. [](%F0%9F%96%87%EF%B8%8F%20Linking%20a%20Supply%20to%20Multiple%20Suppliers%20in%20Ascor/image2022-2-8_9-26-4.png) In the example below, our default supplier is A & G Engineering and we added two more suppliers for the same item. [](%F0%9F%96%87%EF%B8%8F%20Linking%20a%20Supply%20to%20Multiple%20Suppliers%20in%20Ascor/image2022-2-8_9-28-40.png) ℹ️Doing it this way allows you to purchase items from different suppliers and items still get allocated to the PO and Job considering that there is one common identifier which is the manufacturer code that we enter in the Part Number field. --- # Sub Pages [📦 Create a New Supply Item](/kb/create-a-new-supply-item) [⤴️ Importing Supply Price List](/kb/importing-supply-price-list) [💻 How Price Updates Affects Kits in Ascora](/kb/how-price-updates-affects-kits-in-ascora) [🔂 Importing Price Only Changes](/kb/importing-price-only-changes) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🖇 Linking Multiple Supplier Invoices to a Single Purchase Order Source: https://ascora.com.au/kb/linking-multiple-supplier-invoices-to-a-singl **Linking Multiple Supplier Invoices to a Single Purchase Order** In Ascora, you can efficiently link multiple supplier invoices to a single purchase order. Below, we outline three methods to import supplier invoices, each achieving the same goal **Key Preparation** Before proceeding, ensure the following: Navigate to **Administration > Defaults** and enable the setting: **"Allocate Qty On Closed Purchase Orders."** This ensures any quantities allocated on closed purchase orders are correctly accounted for. - Method 1 - Within the Purchase Order Click on Supplier Invoices - Method 2 - Click on Supplier Invoices - Method 3 - Click on Supplier Invoices ### **To start with we can have a blank purchase order or a populated purchase order** [](https://support.ascora.com.au/download/attachments/75989156/blank%20purchase%20order.jpg?version=1&modificationDate=1736382317600&api=v2) ## **Method 1 - Within the Purchase Order Click on Supplier Invoices** [](https://support.ascora.com.au/download/attachments/75989156/Within%20the%20Purchase%20Order%20Click%20on%20Supplier%20Invoices.jpg?version=1&modificationDate=1736381880767&api=v2) ### **Click on Import** [](https://support.ascora.com.au/download/attachments/75989156/image%203.jpg?version=1&modificationDate=1736382496903&api=v2) ### **Select the supplier, invoice template (Ascora AI is able to read PDF documents)** [](https://support.ascora.com.au/download/attachments/75989156/supplier%20invoice%20template.jpg?version=1&modificationDate=1736382544423&api=v2) ### **Upload the Supplier Invoice and Click on Import** [](https://support.ascora.com.au/download/attachments/75989156/Upload%20the%20Supplier%20Invoice.jpg?version=1&modificationDate=1736382623660&api=v2) ### **The Supplier Invoice is Uploaded and the Line Items are Added** [](https://support.ascora.com.au/download/attachments/75989156/Line%20Items%20are%20Added.jpg?version=1&modificationDate=1736382664613&api=v2) ### **Click Save** [](https://support.ascora.com.au/download/attachments/75989156/save%20it%201.jpg?version=1&modificationDate=1736382693987&api=v2) ## **Method 2 - Click on Supplier Invoices** [](https://support.ascora.com.au/download/attachments/75989156/Click%20on%20Supplier%20Invoices.jpg?version=1&modificationDate=1736382732833&api=v2) ### **Click on New** [](https://support.ascora.com.au/download/attachments/75989156/new%20si.jpg?version=1&modificationDate=1736382763430&api=v2) ### **Click on – Select a Supplier** [](https://support.ascora.com.au/download/attachments/75989156/Select%20a%20Supplier%201.jpg?version=1&modificationDate=1736382802270&api=v2) ### **Choose the Supplier** [](https://support.ascora.com.au/download/attachments/75989156/Choose%20the%20Supplier%202.jpg?version=1&modificationDate=1736382829493&api=v2) ### **Upload Your PDF Invoice** [](https://support.ascora.com.au/download/attachments/75989156/Upload%20Your%20PDF%20Invoice.jpg?version=1&modificationDate=1736382863460&api=v2) ### **Click Here to Add a Part Number** [](https://support.ascora.com.au/download/attachments/75989156/Click%20Here%20to%20Add%20a%20Part%20Number.jpg?version=1&modificationDate=1736382943160&api=v2) ### **Populate the Line Items Based On The Supplier Invoice** [](https://support.ascora.com.au/download/attachments/75989156/Items%20Based%20On%20The%20Supplier%20Invoice.jpg?version=1&modificationDate=1736383014553&api=v2) ### **Click on Select All** ### **Click on Change in Bulk** [](https://support.ascora.com.au/download/attachments/75989156/%C2%A0Click%20on%20Select%20All.jpg?version=1&modificationDate=1736383085287&api=v2) [](https://support.ascora.com.au/download/attachments/75989156/change%20in%20bulk.jpg?version=1&modificationDate=1736383124433&api=v2) ### **Click on DropDown** [](https://support.ascora.com.au/download/attachments/75989156/%C2%A0Click%20on%20DropDown.jpg?version=1&modificationDate=1736383154247&api=v2) ### **Select the Purchase Order** [](https://support.ascora.com.au/download/attachments/75989156/po.jpg?version=1&modificationDate=1736383223880&api=v2) ### **Click on Update** [](https://support.ascora.com.au/download/attachments/75989156/click%20update.jpg?version=1&modificationDate=1736383251487&api=v2) ### **If Required Select Convert any Write In To Supply** ### **Remember to Populate The Reference Field** [](https://support.ascora.com.au/download/attachments/75989156/Convert%20any%20Write%20In%20To%20Supply.jpg?version=1&modificationDate=1736383329477&api=v2) [](https://support.ascora.com.au/download/attachments/75989156/Remember%20to%20Populate.jpg?version=1&modificationDate=1736383363190&api=v2) ### **Click on Reference** [](https://support.ascora.com.au/download/attachments/75989156/on%20Reference.jpg?version=1&modificationDate=1736383393180&api=v2) ### **Click on Save** [](https://support.ascora.com.au/download/attachments/75989156/time%20to%20save.jpg?version=1&modificationDate=1736383417497&api=v2) ### **Click on Save And Accept Allocation - This action will send this invoice to your accounting package.** [](https://support.ascora.com.au/download/attachments/75989156/Save%20And%20Accept%20Allocation.jpg?version=1&modificationDate=1736383451763&api=v2) ### **Go Back to the Purchase Order and Click on Supplier Invoices** [](https://support.ascora.com.au/download/attachments/75989156/Order%20and%20Click%20on%20Supplier%20Invoices.jpg?version=1&modificationDate=1736383484483&api=v2) ### **Click on All to see All the Supplier Invoices Assigned to this Purchase Order** [](https://support.ascora.com.au/download/attachments/75989156/All%20to%20see%20All%20the%20Supplier.jpg?version=1&modificationDate=1736383530083&api=v2) ### **To Accept Auto Imported Invoices, Select All** [](https://support.ascora.com.au/download/attachments/75989156/select%20aall.jpg?version=1&modificationDate=1736383566963&api=v2) ### **Click on Bulk Actions** [](https://support.ascora.com.au/download/attachments/75989156/Bulk%20Actions.jpg?version=1&modificationDate=1736383592247&api=v2) ### **Click on Accept Allocations** [](https://support.ascora.com.au/download/attachments/75989156/accept%20allo.jpg?version=1&modificationDate=1736383620983&api=v2) ### **Confirm All Invoices Have Been Accepted** [](https://support.ascora.com.au/download/attachments/75989156/Confirm%20All%20Invoices%20Have%20Been%20Accepted.jpg?version=1&modificationDate=1736383653613&api=v2) ## Method 3 - Click on Supplier Invoices [](https://support.ascora.com.au/download/attachments/75989156/Click%20on%20Supplier%20Invoices.jpg?version=1&modificationDate=1736382732833&api=v2) ### **Click on Import/Export** [](https://support.ascora.com.au/download/attachments/75989156/import%20ex.jpg?version=1&modificationDate=1736383738203&api=v2) ### **Click on Import** [](https://support.ascora.com.au/download/attachments/75989156/clickimport.jpg?version=1&modificationDate=1736383764270&api=v2) ### **Click on Please Select** [](https://support.ascora.com.au/download/attachments/75989156/select%202.jpg?version=1&modificationDate=1736383790460&api=v2) ### **Select the Supplier** [](https://support.ascora.com.au/download/attachments/75989156/supplier%20choice%202.jpg?version=1&modificationDate=1736383815017&api=v2) ### **Click on Select files or drag and drop your Supplier Invoice** [](https://support.ascora.com.au/download/attachments/75989156/dragdrop.jpg?version=1&modificationDate=1736383850900&api=v2) ### **If Required Select Convert any Write In To Supply** [](https://support.ascora.com.au/download/attachments/75989156/convert%20if.jpg?version=1&modificationDate=1736383875587&api=v2) ### **Click on Import** [](https://support.ascora.com.au/download/attachments/75989156/time%20to%20import.jpg?version=1&modificationDate=1736383899560&api=v2) ### **Open The Supplier Invoice** [](https://support.ascora.com.au/download/attachments/75989156/open%20si2.jpg?version=1&modificationDate=1736383925757&api=v2) ### **If the Purchase Order Number has not been found, Select All** [](https://support.ascora.com.au/download/attachments/75989156/select%20all%203.jpg?version=1&modificationDate=1736383957363&api=v2) ### **Click on Change in Bulk** [](https://support.ascora.com.au/download/attachments/75989156/cib2.jpg?version=1&modificationDate=1736383980147&api=v2) ### **Click on the Drop Down** [](https://support.ascora.com.au/download/attachments/75989156/dd2.jpg?version=1&modificationDate=1736384005157&api=v2) ### **Select the Purchase OrderNote: Only open purchase orders that are dated prior to the supplier invoice and are for the same supplier are listed for you to select from.** [](https://support.ascora.com.au/download/attachments/75989156/cpo2.jpg?version=1&modificationDate=1736384027097&api=v2) ### **Click on Update** [](https://support.ascora.com.au/download/attachments/75989156/update4.jpg?version=1&modificationDate=1736384056883&api=v2) ### **Click on Save** [](https://support.ascora.com.au/download/attachments/75989156/svae5.jpg?version=1&modificationDate=1736384137320&api=v2) ### **Click on Save And Accept Allocation** [](https://support.ascora.com.au/download/attachments/75989156/sa3.jpg?version=1&modificationDate=1736384158690&api=v2) ### **Head back to your Purchase Order to Confirm the Supplier Invoices are there.** [](https://support.ascora.com.au/download/attachments/75989156/Order%20and%20Click%20on%20Supplier%20Invoices.jpg?version=1&modificationDate=1736383484483&api=v2) ### **Click on All** [](https://support.ascora.com.au/download/attachments/75989156/show%20all.jpg?version=1&modificationDate=1736384266593&api=v2) ### **Take note of the three supplier invoices we added against this purchase order.** [](https://support.ascora.com.au/download/attachments/75989156/si1.jpg?version=1&modificationDate=1736384303930&api=v2) ### **Take note of the three supplier invoices we added against this purchase order.** [](https://support.ascora.com.au/download/attachments/75989156/si2.jpg?version=1&modificationDate=1736384323583&api=v2) ### **Take note of the three supplier invoices we added against this purchase order.** [](https://support.ascora.com.au/download/attachments/75989156/si3.jpg?version=1&modificationDate=1736384336503&api=v2) --- # Sub Pages [📦 Suppliers & Supplier Invoices Guides](/kb/suppliers-supplier-invoices-guides) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📎 Manage Attachments and File Permissions for Jobs in Ascora Source: https://ascora.com.au/kb/manage-attachments-and-file-permissions-for-j Attachments in Ascora streamline the management of job-related files by allowing you to associate important documents and media directly with Quotes or Jobs. Whether it’s before-and-after photos, plans, contracts, or supporting documents, attaching files ensures all relevant materials are organized and accessible in one place. Attachments can be shared with customers via the Customer Portal, providing transparency, or marked as confidential to restrict access to authorized Mobile App Users. By using the attachment functionality, you can enhance collaboration, improve efficiency, and maintain secure access control for sensitive information. This guide will walk you through the steps to attach, view, share, and restrict access to attachments, ensuring you get the most out of this feature in your daily operations. ▶ [Adding Attachments to a Job](#185c74d8-3182-8000-8b4e-f219f57da8b2) ▶ [View an Attachment](#185c74d8-3182-8008-a419-d8a3ea0ed8cf) ▶ [Share an Attachment via the Customer Portal](#185c74d8-3182-8038-8fb8-db4dc93a692f) ▶ [Restrict User’s Ability to View Attachments](#185c74d8-3182-808b-bc09-c7f596026e1e) --- **Access the Job Card:** - Click on the **Jobs Icon** in the Top Menu to display the Jobs List. - Select the applicable Job from the list to open the Job Card [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Jobs.png) ### Adding Attachments to a Job **1.** Choose the **Attachments Tab** on the Job Card. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FAttachments_Tab_Jobs.png) **2.** Click the **Select Files to Attach** button. Locate the file on your computer and click **Open**. The file will be added to your Attachments list. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FSelect_Files_Jobs.png) [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FAttach_File_ALT_PROCESS-a.png) ℹ️**Tip:**Use clear, descriptive file names for easy identification. --- ### View an Attachment - Click the Attachment’s Name to view it.Images (e.g., JPEG, PNG) will display in a pop-up window.PDFs and Word documents will automatically download to your computer. - Alternatively, click the **Download Icon** next to the file to download it directly. --- ### Share an Attachment via the Customer Portal **Set Files as Viewable:** - By default, attachments are **Hidden** from customers. - To share a file:Select the file by checking the corresponding box.Click the **Viewable in Customer Portal** button.The ‘N’ in the **Customer View** column will change to a ‘Y’. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FView_In_Portal-A.png) ℹ️💡**Tip:** Use this feature to share plans, contracts, or relevant images directly with customers for improved communication. --- ### Restrict User’s Ability to View Attachments **Mark Attachments as Confidential:** - Select the file by checking the box. - Click **Mark as Confidential**.The ‘N’ in the **Confidential** column will update to ‘Y’. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FMark_As_Confidential.png) **Adjust Mobile Access Permissions:** - Go to **Administration Icon → Users**. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FADMIN-USERS.png) - Locate the desired User and click **View**. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FView_User.png) - Under **Mobile Access Level Permissions**, scroll to the **General** section and toggle the **Can view attachments that have been marked as Confidential** option as needed. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FUser_Attach_Permission.png) ℹ️💡 **Tip:** Use confidentiality settings to safeguard sensitive documents and limit visibility to authorized team members. --- # Sub Pages [📎 Add Attachments to a Job](/kb/add-attachments-to-a-job) [📎 Attachment Categories](/kb/attachment-categories) [📎 Add Attachments to a Quote](/kb/add-attachments-to-a-quote) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📖 Managing Competencies & Certifications Source: https://ascora.com.au/kb/managing-competencies-certifications Competencies build on user licenses and it allows you to determine which licenses the technicians have against them that enable them to do their work. For example, if you have a job that requires a specific competency, you'll be able to set it in a way that no jobs can be assigned to that user unless a required competency is met. --- **1.**You can access**Administration → Competencies** and set up competencies. **2.**Click **New**to add a competency. **3.**Enter the competency name and click **New**and add the required licences. In this example, we are creating a competency called **Cabling Technician** and adding a licence called **Tradeperson's licence**and **Driver's licence**. We also have the option to add more licences depending on what's required to fulfill that competency. **Note:** *You can also create a new licence from this screen by clicking***Create Licence.** **4.**Below image shows the competency called **Cabling Technician** that we've set up wherein two licences were added namely Driver's license and Tradeperson's licence. **5.**After adding the required licences, we need to add the users that require such competency. In the Users field, click **New**and click the little triangle to display the list of users and select accordingly. - In this example, we are adding the user *Courtney Smith* **6.**After adding the user, tick the box under **Required**to make the competency a requirement before such user can be assigned jobs, and save your settings. When we go to **Scheduler → Job Scheduler**and under the User Name, we'll see **"Competency Not Met"** and we're unable to assign jobs to that user. **7.**To fulfill the required competency, we must add the required licences to the user. Click **View**to access the user details and add the required licences from there. **8****.**Look for the Licenses area and click **Add**to add the required licences. **9.**After adding the required licences which fulfills the Cabling Technician competency, you can go back to **Administration → Competencies** and status should already changed to a green check mark. This means that user*Courtney Smith* has met the required competency called Cabling Technician and can now be booked in for jobs. --- # Sub Pages [💳 Working with Licenses](/kb/working-with-licenses) [🎓 Training Matrix](/kb/training-matrix) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💷 Managing Retentions Source: https://ascora.com.au/kb/managing-retentions Retentions are commonly used in large construction projects where a portion of an invoice is withheld until specific project milestones are met. Typically, a small percentage of each invoice is retained up to a pre-agreed maximum. Once the retention limit is reached, no further amounts are withheld. Upon job completion, a portion of the retained amount is released, with the remaining balance usually paid after a set period, often 12 months. Ascora streamlines retention management by: - **Tracking retention amounts per invoice** and ensuring accurate record-keeping. - **Automatically notifying users** when completion and final retention invoices are due. - **Integrating seamlessly with accounting software**, pushing only the net invoice amounts after retentions. This ensures transparency, compliance, and efficient cash flow management throughout the project lifecycle. ℹ️The amounts pushed across to your integrated accounting package by Ascora will only be for the Invoice amounts less any retention amount. ▶ [Configure Default Information for Retentions](#18bc74d8-3182-806f-a9df-eea67e58af2e) ▶ [Retentions on a Job](#18bc74d8-3182-80b4-b274-c5abac6713a0) ▶ [Sliding Retention](#18bc74d8-3182-80d1-af5a-f8de95b96ed6) ▶ [Scenarios](#18bc74d8-3182-80ad-866b-d9c5018aa14d) ▶ [Maximum Retention Limit](#18bc74d8-3182-8052-8225-f56f6ac363f8) --- ## Configure Default Information for Retentions 1. Hover the mouse pointer over the **Administration Icon** in the Top Menu and choose **Defaults**from the dropdown menu. The Default Settings Screen will display. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Defaults.png) 2. Scroll down the screen to locate the Retentions section. Tick the checkbox to enable Retentions. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FEnable_Retentions_Defaults-800.png) You have the option to select Standard Retention Type or the Sliding Scale. In this first example, let's select Standard Type. [](%F0%9F%92%B7%20Managing%20Retentions/image2021-8-7_15-49-22.png) 3. The Retentions default options will display. Enter your common Retention percentages and set the period for which you will issue the Final Retention Invoice. **A** – The percentage from each Invoice that will be retained **B** – The maximum percentage (of the total project value) that can be Retained across the entire project **C** – The percentage of retained amounts that will be Invoiced on project completion **D** – The period of time after the project is complete before Invoicing for the final balance of Retentions **E** – The percentage of Retained amounts that will be Invoiced after the defined time period (D) for the Final Retention Invoice ℹ️Note that the percentage values for C and E will automatically adjust to achieve a total of 100%. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FRetention_Defaults-800.png) 4. Click the **Save**button at the top of the screen to save your Retention defaults [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FSave_Button_Invoice.png) [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FRetentions_Info_Box-700.png) ## Retentions on a Job Once you have enabled Retentions – either by default on the Default Settings Screen, or for a particular Job by ticking the Retentions Enabled checkbox under the Retentions Tab on the Job Card – the Retention values generated will be based on your default Retention settings and the total value of the Job. For example, on a $10,000 ex GST Job, the Retentions Tab would show the following: [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FRetentions_on_Job.png) When you generate Progress Claims or standard Invoices, the Retention amounts for each Invoice will be displayed in the Retentions Tab on the Job Card. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FRetention_Invoice_Amounts-800.png) Once the Job has been completed, you will be able to generate the Job Completion Retention Invoice. The value of this Invoice will be based on the total amount of Retentions for the Job and the percentage you set for On Job Completion Amount Ex Tax. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FRetention_Job_Completion-700.png) Once the Final Retention amount is due (based on the Retention Period After Job Completion you have set), you can generate the Final Retention Invoice associated with the Job. The value of this Invoice will be based on the total amount of Retentions for the Job and the percentage you set for the After Retention Period – Retention Amount Ex Tax. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FRetention_Final_Invoice.png) If you have enabled Retentions by default on the Default Settings Screen, once a Job has been completed, the Retentions that are due for the Job will also be displayed on the Dashboard for you to action. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FRetention_Dashboard-600.png) ## Sliding Retention When you select Sliding Retention as type, retention calculation starts using the lowest retention limit, then calculates the next value until end the retention limit list. When you add multiple retention limits, the retention is calculated based from previous calculation. For example, if you have an invoice value for **$1000** and two retention limits, first retention limit for 200 and a percentage of 10%, and a second retention limit for $800 with a percentage of 5%, for the first 200 value of you invoice, the retention is $20, then for the next $800 invoice value, the retention is $40, the total retention value is going to be $60 or the 6% of the total invoice value. Please refer to the image below as a representation of the above settings wherein two retention limits are set. - Low - for $200 at 10% - Medium - for $800 at 5% [](%F0%9F%92%B7%20Managing%20Retentions/image2021-8-7_15-56-12.png) In the following image, we have an invoice with value $1,000.00 ex tax as Fixed Price. Based on two retention limits set, retention amount is equivalent to $60.00. Calculated by: 10% Retention for $200 is $20.00 5% Retention for $800 is $60.00 [](%F0%9F%92%B7%20Managing%20Retentions/image2021-8-7_16-7-5.png) ## Scenarios If you have multiple scale retention limits and at the end, the remaining amount is bigger than the last retention limit amount, it uses the full invoice remaining amount, not the retention limit amount and calculates the retention percentage for that invoice remaining amount. In the following example, we have three scale retention limits set namely 10% of $200, 5% of 500, and 1.75% of $1000. [](%F0%9F%92%B7%20Managing%20Retentions/image2021-8-7_16-27-31.png) In the following image, we have an invoice with a value of $2,000.00 ex tax as a Fixed Price. Based on the three retention limits set, the retention amount is equivalent to $67.75. [](%F0%9F%92%B7%20Managing%20Retentions/image2021-8-7_16-35-16.png) Calculation **Scale retention limit amount****Scale retention limit percentage****Invoice retaining amount****Invoice remaining amount**20010%2018005005%2513001000 The remaining balance is 1300 therefore it uses this amount to calculate a 1.75% retention1.7522.750 ## Maximum Retention Limit You can also set your maximum retention limit and if this is enabled, the value you put here will be used if the retention value is higher based on the scale retention limits. If we use the same example earlier wherein the retention value is $67.75, once the maximum retention limit is enabled for $50.00 then the actual retention amount will be $50.00. [](%F0%9F%92%B7%20Managing%20Retentions/image2021-8-7_16-58-13.png) --- # Sub Pages [📄 Invoicing Guides](/kb/invoicing-guides) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🗺️ Map Source: https://ascora.com.au/kb/map The **Map** feature in Ascora offers a dynamic, real-time visualization of all job locations, helping you efficiently manage your workforce and optimize travel routes. Instead of relying on manual scheduling and scattered job details, the map consolidates everything into an easy-to-navigate interface, allowing you to: - **Quickly identify job locations** and plan the most efficient routes for your team. - **Filter jobs** by date, type, assigned user, or status to focus on relevant tasks. - **Improve response times** by seeing which team members are closest to urgent jobs. - **Enhance job tracking** by accessing job details directly from the map, reducing the need for back-and-forth navigation. By leveraging the map’s features, you can streamline job allocation, minimize travel time, and improve overall operational efficiency. --- You can access Maps from the Main Menu and it's located right next to Scheduler. [](%F0%9F%97%BA%EF%B8%8F%20Map/image2021-2-15_20-20-23.png) Map allows you to see an overview of the location of jobs and there's a few filters to select from. **A** - Filter according to job dates either today, tomorrow, this week or next week. **B**- Filter by Job Types **C** - Filter by assigned user **D**- Filter by status such as Not Scheduled, booked, In-progress, and completed You can also click on the Job number and it displays more details of the corresponding job in the map area. See illustration **E**for test Job J136454. [](%F0%9F%97%BA%EF%B8%8F%20Map/image2021-2-15_20-10-28.png) --- # Sub Pages [🖥️ Dashboard & Map Guides](/kb/dashboard-map-guides) [🗺 Scheduling via the Job Map](/kb/scheduling-via-the-job-map) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🚫 Mark a Quote as Lost Source: https://ascora.com.au/kb/mark-a-quote-as-lost When a customer decides not to proceed with a Quote, Ascora allows you to preserve the Quote in the system by marking it as "Lost" instead of deleting it. This ensures the Quote remains in the customer's history for future reference, maintaining a complete record of all interactions and decisions. Key benefits of marking a Quote as Lost include: - Retaining valuable customer and Quote data for analysis and reporting. - Tracking reasons for loss to refine your sales strategies. - Re-opening or converting the Quote into a Job if the customer's decision changes later. This guide will walk you through the steps to mark a Quote as Lost, manage the reasons for loss, and re-open or convert lost Quotes when needed. By leveraging this feature, you can maintain a comprehensive view of your sales history and stay organized for future opportunities. --- **1.**From the Quote Card, click the **Mark as Lost** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FMark_As_Lost_Button.png) **2.**The **Reason For Loss** pop-up window will display. Select a reason from the dropdown menu. ℹ️**NOTE:** If the correct reason does not exist in the dropdown menu, navigate to **Administration → Quotes**, where you can add a new option here: [](%F0%9F%9A%AB%20Mark%20a%20Quote%20as%20Lost/image2024-11-11_9-46-30.png) Ensure you select Save at the top right-hand side! ### Re-Open a Lost Quote A Quote that has been marked as Lost can be re-opened by clicking the **Mark As Open** button on the Quote Card. The status of the Quote will change from ‘Lost’ to ‘In Progress’. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FMark_as_Open.png) A Quote that has been marked as Lost can also be converted into a Job (without having to re-open the Quote) by clicking the **Convert to Job** button on the Quote Card. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FConvert_Lost_Quote.png) --- # Sub Pages [🏆 Quote Pipeline](/kb/quote-pipeline) [➡ Convert a Quote to a Job](/kb/convert-a-quote-to-a-job) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔎 Navigating the Scheduler Source: https://ascora.com.au/kb/navigating-the-scheduler The Scheduler in Ascora is a powerful tool designed to streamline your job and resource management. By accessing the Scheduler from the **Scheduler Icon** in the Top Menu, you can manage unscheduled jobs, allocate resources, and filter tasks effectively, ensuring your operations run smoothly. **Why Use the Scheduler?** - **Team Filtering:** Easily filter the Scheduler to view specific teams, enabling better organization and focus when managing large groups of users. - **Unscheduled Lists:** Quickly access and manage unscheduled jobs, quotes, and reattends to keep your workflow organized. - **Drag-and-Drop Simplicity:** Assign tasks directly from the unscheduled list to the Scheduler with a simple drag-and-drop interface. Whether you need to filter by team, manage unscheduled jobs, or quickly allocate resources, Ascora’s Scheduler provides the tools you need to stay on top of your operations. Explore the features below to get the most out of your scheduling process. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/2gocui8w4f](https://ascora.wistia.com/medias/2gocui8w4f) --- ### Access the Scheduler Access the Scheduler by choosing the **Scheduler Icon** in the Top Menu. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Scheduler.png) [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FScheduler%2FScheduler_Info_Box-650.png) ### Filter the Scheduler by Team If you have created Teams and assigned your Users to these different Teams, you can filter the Scheduler to only show Users assigned to a particular team. This can be useful when Scheduling large numbers of Users as the list of Users on the Scheduler will be restricted by the Team applied to the filter. The Scheduler will automatically be filtered to show the Team for which the current User is assigned to. To choose a different Team to filter by, select it from the dropdown menu. The Scheduler will only display Users assigned to that Team. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FScheduler%2FFilter_by_team.png) ℹ️To learn more about teams visit the following page [📅 Using Teams for Scheduling](/kb/using-teams-for-scheduling) ### Unscheduled Lists Located on the left-hand side of the Scheduler are the four Unscheduled List options: - Unscheduled Jobs - Unscheduled Quotes - Multi Schedule Quotes/Jobs and Reattends - Incomplete Jobs Choose the List you wish to display by clicking on that List’s header. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FScheduler%2FChoose_Unscheduled_List.png) To view the Quote or Job Card for any Quotes or Jobs showing in the Unscheduled Lists, simply double-click on the applicable line entry. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FScheduler%2FDouble_Click_Unsched_List.png) To schedule an Unscheduled Quote or Job, you can click-and-drag it onto the Scheduler. See [📆 Schedule a Quote from the Scheduler](/kb/schedule-a-quote-from-the-scheduler) and [📆 Schedule a Job from the Scheduler](/kb/schedule-a-job-from-the-scheduler) for assistance. --- # Sub Pages [📆 Schedule a Quote from the Scheduler](/kb/schedule-a-quote-from-the-scheduler) [📆 Schedule a Job from the Scheduler](/kb/schedule-a-job-from-the-scheduler) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🚚 On Approach Notification - On The Way Source: https://ascora.com.au/kb/on-approach-notification---on-the-way Ascora’s On Approach Notification feature helps keep your field teams informed by prompting them to send an SMS alert when they start traveling to a job. This guide explains how to enable and configure this setting in the Administration area, set up the corresponding SMS template, and ensure accurate travel time calculations by granting proper location permissions. Follow the steps to enable the feature, test it on your mobile app, and troubleshoot common issues related to location access. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/je8eu1tttr](https://ascora.wistia.com/medias/je8eu1tttr) --- There is a setting that you can turn on so that a user who taps on **Start Travel to Job** from a mobile app will get a prompt to send *On Approach Notification via SMS.* **1.**To enable such setting and to create your SMS Template, go to **Administration → On Approach Notification.** **** **2.**Tick the box to enable this setting, then define the Template to be used when sending an On Approach SMS. --- ## Sending On Approach Notification from the Android Mobile App **1.** Access your job and tap **Start travel to Job**and tap **YES**when the prompt appears. [](%F0%9F%9A%9A%20On%20Approach%20Notification%20-%20On%20The%20Way/image.png) [](%F0%9F%9A%9A%20On%20Approach%20Notification%20-%20On%20The%20Way/image%201.png) --- ## On Approach Notification Not Showing Travel Time Make sure that Ascora app is granted access to Location Services so that On Approach Notification will have estimate time or travel time showing as part of the background calculation. If the app doesn't have access to location, it's not possible to calculate distance and time. ❌When Ascora App is granted access to location only "while using the app" it is important to not close the app otherwise, it will not be able to track location until it's opened. To learn more about granting access to Location Services, click the following user guide [📍 How to check Location Settings in Android](/kb/how-to-check-location-settings-in-android) or [📍 How to check Location Settings on iOS](/kb/how-to-check-location-settings-on-ios) ✅To access a tutorial video about On Approach Notifications you can click the link: [https://www.ascora.com.au/TrainingVideos/VideoViewer/ConfirmationsRemindersandOnApproachMessages](https://www.ascora.com.au/TrainingVideos/VideoViewer/ConfirmationsRemindersandOnApproachMessages) --- # Sub Pages [📲 How to Create SMS Templates](/kb/how-to-create-sms-templates) [💬 Booking Confirmation (Manual)](/kb/booking-confirmation-manual) [📍 How to check Location Settings on iOS](/kb/how-to-check-location-settings-on-ios) [📍 How to check Location Settings in Android](/kb/how-to-check-location-settings-in-android) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔎 Online Quote Viewing and Acceptance Source: https://ascora.com.au/kb/online-quote-viewing-and-acceptance Providing customers with the ability to view and accept quotes online enhances convenience and streamlines the approval process. In Ascora, you can generate an external view of a quote and share it via email, allowing customers to review, approve, and digitally sign quotes directly from their inbox. This guide walks you through creating an email template with a clickable link for quote acceptance, configuring quote templates for online viewing, and managing notifications for accepted quotes. By following these steps, you can ensure a seamless experience for your customers while keeping track of their interactions in the system. From setting up email templates to tracking acceptance status, this process empowers you to enhance professionalism and efficiency in your quote management workflow. --- ### Creating Email Template 1. To create an Email Template, go to **Administration → Email Templates**. Once an Email Template has been created, it can be used when sending an email from the Quote. [](%F0%9F%94%8E%20Online%20Quote%20Viewing%20and%20Acceptance/image2020-12-1_21-43-21.png) 2. Choose **Quote**from the drop down menu and type the text that you want to hyperlink then highlight it and click**Quote Link** under Email Fields. In this example, we entered the text "**Click Here to View and Accept Quote Online**on the email body. [](%F0%9F%94%8E%20Online%20Quote%20Viewing%20and%20Acceptance/image2020-12-1_21-58-41.png) 3. Once the **Insert hyperlink** pop up box appears, Click **Insert**. [](%F0%9F%94%8E%20Online%20Quote%20Viewing%20and%20Acceptance/image2020-12-1_22-2-28.png) ℹ️**Note:** You can tick the box beside **Open link in new window** if you want the quote acceptance link to open as a separate window when clicked by your customer. 4. The text should automatically change to blue font with underline as it is now a clickable quote acceptance link. [](%F0%9F%94%8E%20Online%20Quote%20Viewing%20and%20Acceptance/image2020-12-1_22-6-58.png) 5. Click **Save**to proceed with the changes. [](%F0%9F%94%8E%20Online%20Quote%20Viewing%20and%20Acceptance/image2020-12-1_22-54-26.png) ### Viewing the External Quote Once the email containing the link to view the Quote online has been sent, it will appear in the History tab of the Quote. This will allow you to see the same view of the Quotation online that the Customer will see. [](%F0%9F%94%8E%20Online%20Quote%20Viewing%20and%20Acceptance/image2020-12-1_22-29-53.png) ### Accepting Quote The template selected on the Quote when sending the email will be used to display the Quote online to the Customers. Your customers will be able to accept the quote online by clicking **Accept Quote.** [](%F0%9F%94%8E%20Online%20Quote%20Viewing%20and%20Acceptance/image2020-12-1_22-36-27.png) After clicking the accept button, a pop-up appears for a user to digitally sign the acceptance and enter their name. [](%F0%9F%94%8E%20Online%20Quote%20Viewing%20and%20Acceptance/image2020-12-1_22-40-31.png) ### Notification of Quote Acceptance Once a customer accepted the Quote online, a notification will be emailed to the associated user. [](%F0%9F%94%8E%20Online%20Quote%20Viewing%20and%20Acceptance/image2020-12-1_22-47-9.png) When you click the link again, quote status should show as **Quote Accepted.** [](%F0%9F%94%8E%20Online%20Quote%20Viewing%20and%20Acceptance/image2020-12-1_22-49-43.png) --- # Sub Pages [📄 Quotations Guides](/kb/quotations-guides) [📄 How to Create a New Quote](/kb/how-to-create-a-new-quote) [📃 Creating a Quote from a Template](/kb/creating-a-quote-from-a-template) [ℹ Add Details to a Quote](/kb/add-details-to-a-quote) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💳 Payments & Tax Source: https://ascora.com.au/kb/payments-tax The Payments and Tax section in Ascora allows you to configure essential financial settings that affect how taxes, currency values, and payment methods are displayed and processed in your invoices and transactions. You can find it under **Administration > Payments & Tax.** In this section, you can: - **Set Tax Rates:** Define your tax rate (e.g., GST at 10%) and adjust tax display options. - **Currency Display:** Configure how currency values are shown to field workers. - **Cash Rounding:** Enable cash rounding to adjust invoice totals to the nearest multiple (e.g., 0.05 to round to the nearest 5 cents). When enabled, a cash rounding line will be added automatically. - **Payment Terms:** Specify payment terms that will appear on generated invoices. - **Payment Methods & Surcharges:** Manage the payment methods you accept and adjust settings for credit card surcharges. - **Real-Time Payment Integration:** Connect to payment gateways such as Stripe, eWay, or MIGS for immediate credit card payment processing. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/fs9cd9tzl0](https://ascora.wistia.com/medias/fs9cd9tzl0) --- ### Steps to Configure Payments and Tax Settings 1. **Access Settings:**Navigate to **Administration → Accounting → Payments and Tax** from your Ascora Admin Dashboard. 1. **Configure Tax Rates:**Set your primary tax rate (e.g., GST 10%) and choose the display settings for tax on your documents. 1. **Set Currency Display Options:**Define how currency values are presented for field workers to ensure consistency across the system. 1. **Enable Cash Rounding:**Tick the option for cash rounding if required.Enter the rounding value (e.g., 0.05 for rounding to the nearest 5 cents).*Note: This will add a cash rounding line to the invoice when applicable.* 1. **Define Payment Terms:**Input your preferred payment terms so they appear on invoices, ensuring clarity for your customers. 1. **Manage Payment Methods:**Set up the payment methods you accept, including adjustments for credit card surcharges.Connect to real-time payment systems like Stripe, eWay, or MIGS to process credit card payments instantly. --- # Sub Pages [💰 Applying a Payment to an Invoice](/kb/applying-a-payment-to-an-invoice) [💳 Applying a Payment to Multiple Invoices](/kb/applying-a-payment-to-multiple-invoices) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔂 Payments from my Accounting Package are not coming back to Ascora Source: https://ascora.com.au/kb/payments-from-my-accounting-package-are-not-c **1.**Go to the **Reports → Invoice Reconciliation Reporting →**enter the **Date Range** and click **Generate Reconciliation Report and Fix Discrepancies.** **Note: Very important – Please do not select date range for more than 1 week as it will slow down the system tremendously!** **2.** Wait for the Excel file to be generated and open it to access the report details. [](%F0%9F%94%82%20Payments%20from%20my%20Accounting%20Package%20are%20not%20comi/image2021-1-7_18-33-3.png) **Note:***This should automatically fix discrepancies so your payments will now appear in Ascora but you can check the report file to verify.* **3.** Click on the first tab called **Ascora Invoice Report**and check if the there are any discrepancies. Amount in red are discrepancies. [](%F0%9F%94%82%20Payments%20from%20my%20Accounting%20Package%20are%20not%20comi/image2021-1-7_18-33-28.png) If after following the above steps, payments are still not pushed across, please contact Ascora support for assistance or send an email to [support@ascora.com.au.](mailto:support@ascora.com.au.) --- # Sub Pages [💻 Payments to Send](/kb/payments-to-send) [💳 Payments & Tax](/kb/payments-tax) [📲 How to Make Payments on Android Mobile App](/kb/how-to-make-payments-on-android-mobile-app) [💳 How to take Credit Card Payments in Ascora](/kb/how-to-take-credit-card-payments-in-ascora) [💰 Applying a Payment to an Invoice](/kb/applying-a-payment-to-an-invoice) [💳 Applying a Payment to Multiple Invoices](/kb/applying-a-payment-to-multiple-invoices) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💻 Payments to Send Source: https://ascora.com.au/kb/payments-to-send The **Payments to Send** section is where you can review all pending payments that are scheduled to be sent to your accounting package. You can find it under **Administration > Payments to Send**. This page allows you to: - **Filter Payments by Date:** Select a cutoff date to display all payments recorded up to that date. - **Send Payments:** Initiate the transfer of these payments to your connected accounting package. - **Mark as Sent:** Once the payments are successfully transmitted, mark them as sent so they aren’t processed again. --- ### How to Use the Payments to Send Section: 1. **Review Pending Payments:**On this page, you’ll see a list of payments along with their corresponding dates. Use the date filter to narrow down the list to the payments you want to process. 1. **Send Payments to Accounting:**When you’re ready, initiate the sending process to transfer the payments to your accounting package. This ensures your financial records are updated accurately. 1. **Mark Payments as Sent:**After the transfer, mark the payments as sent to prevent duplicate entries. This step is crucial for maintaining clear and accurate accounting records. --- # Sub Pages [💰 Applying a Payment to an Invoice](/kb/applying-a-payment-to-an-invoice) [📲 How to Make Payments on Android Mobile App](/kb/how-to-make-payments-on-android-mobile-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ➿ Payroll & Payroll Settings Source: https://ascora.com.au/kb/payroll-payroll-settings The Payroll and Payroll Settings page in Ascora is designed to help you review employee timesheets and streamline the process of sending payroll data to your chosen payroll package. You can find it under **Timesheets > Payroll**. This page provides a central location to verify timesheet entries, check for any discrepancies, and ensure that payroll calculations are accurate before export. Use this guide to understand how to navigate the Payroll Settings page, review employee time records, and prepare the data for seamless integration with your payroll system. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/v0u06l4i9j](https://ascora.wistia.com/medias/v0u06l4i9j) Key actions you can perform include: - **Reviewing Timesheets:** Verify that the recorded hours for each employee are correct. - **Sending Data to Payroll Package:** Once verified, export the payroll data so it can be processed in your external payroll system. In the Payroll Settings tab, you can set up your payroll integration. You can find it under **Administration > Payroll Integration**. --- # Sub Pages [➿ Payroll Integration with Xero](/kb/payroll-integration-with-xero) [➿ Payroll Integration with MYOB](/kb/payroll-integration-with-myob) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ➿ Payroll Integration with MYOB Source: https://ascora.com.au/kb/payroll-integration-with-myob Integrating **MYOB** with **Ascora** ensures a smooth and automated payroll process by syncing employee **timesheets** directly into MYOB. This eliminates manual data entry, reduces payroll errors, and improves efficiency in labor cost management. With Ascora’s MYOB integration, you can: ✔ **Sync Employee Timesheets Instantly** – Automatically push timesheet data into MYOB for accurate payroll processing. ✔ **Simplify Payroll Administration** – Reduce manual entry and human errors when calculating wages and overtime. ✔ **Enhance Compliance & Accuracy** – Ensure that employee working hours, penalty rates, and allowances are correctly reflected. ✔ **Streamline Approvals & Processing** – Easily filter timesheets and send approved data to MYOB in just a few clicks. This guide will walk you through setting up **Ascora's MYOB integration**, from connecting your payroll system to sending timesheets efficiently. --- **1.**Go to **Administration → Payroll Settings →** and select **Xero**and click **Connect To Payroll Package.** [](%E2%9E%BF%20Payroll%20Integration%20with%20MYOB/image2023-2-10_10-52-27.png) **2.**You'll be redirected to MYOB log in page and please enter your username. [](%E2%9E%BF%20Payroll%20Integration%20with%20MYOB/image2023-2-10_10-56-26.png) **3.** Enter your password and click on **Sign In.** [](%E2%9E%BF%20Payroll%20Integration%20with%20MYOB/image2023-2-10_11-2-18.png) **4.** A pop-up box will appear and ensure to click **Allow Access.** [](%E2%9E%BF%20Payroll%20Integration%20with%20MYOB/image2023-2-10_11-0-9.png) **5.** After connecting Xero to Ascora, you can go to **Administration → Payroll** and you'll have the ability to filter user timesheets and send them to your payroll package [](%E2%9E%BF%20Payroll%20Integration%20with%20MYOB/image2021-1-24_10-30-23.png) ✅To access a tutorial video about Payroll Integration you can click the link below:[https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-Payroll](https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-Payroll) --- # Sub Pages [🟢 Timesheet Rules](/kb/timesheet-rules) [💵 How to Set Up Rates & Charges](/kb/how-to-set-up-rates-charges) [⏏️ How to edit Timesheets](/kb/how-to-edit-timesheets) [⏰ Timesheet Overview](/kb/timesheet-overview) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ➿ Payroll Integration with Xero Source: https://ascora.com.au/kb/payroll-integration-with-xero Integrating **Xero Payroll** with **Ascora** allows businesses to automate and streamline payroll processes by syncing **employee timesheets** and **leave periods** seamlessly. This integration eliminates manual payroll entries, improves accuracy, and saves time, ensuring employees are paid correctly and on schedule. With **Ascora’s Xero Payroll Integration**, you can: ✔ **Sync Employee Timesheets & Leave Records** – Automatically push work hours and leave data into Xero for easy payroll processing. ✔ **Reduce Manual Data Entry & Errors** – Ensure payroll accuracy by linking **Ascora users** with their **Xero employee records** and pay calendars. ✔ **Customise Pay Rates & Earnings Types** – Define **Ordinary Earnings, Overtime, and Allowances** to match your payroll structure. ✔ **Streamline Payroll Approval & Reporting** – Manage payroll efficiently with **real-time tracking, draft pay runs, and payroll period selection**. This guide walks you through the setup process, from **connecting Ascora to Xero** to **configuring employees and leave applications**, ensuring a smooth payroll experience for your business. ▶ [Getting Started](#18cc74d8-3182-80cc-b6cc-eb433facd44e) ▶ [Setting up Users for Xero Payroll](#18cc74d8-3182-80ad-a90b-f9f61ad5f06d) ▶ [Integrating Employee Leave Applications](#18cc74d8-3182-809a-8e04-ee9d597eaffc) ▶ [Testing your Xero Payroll Integration](#18cc74d8-3182-80e7-81dc-cc05d201122f) --- # Getting Started The following steps will need to be completed for an Ascora User to be compatible with sending their timesheet and leave to Xero. Connect to Xero via "**Administration**" → "**Accounts Integration**", then do the following: 1. Set the Accounting Package to "**Xero**" 1. Click "**Connect to Accounting Package**" [](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/image2023-7-27_11-38-14.png) 1. log in to Xero and Authorize Ascora to connect to any Organization [](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/image.png) 1. Set the "**Organization**" in Ascora and select "**Save Accounting Settings**"[](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/image2023-7-27_11-24-34.png)[](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/image2023-7-27_11-24-13.png) 1. Setup Payroll by going to "**Administration**" → "**Payroll Settings**", then do the following: 1. Set the "**Payroll Package**" to "**Xero**" 1. Select "**Connect To Payroll Package**" [](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/image2023-7-27_11-37-12.png) 1. Set the "**Earnings Rate**" for the Payroll Integration. Options include:NormalTime and a HalfDouble TimeDouble Time and Half[](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/image2023-7-27_11-25-45.png) 1. Click "**Save Payroll Settings**" ℹ️Note: The Xero Earnings Rates are based on the Xero Pay Items available. It is possible to find the Pay Items by logging into Xero, going to "**Payroll**" → "**Payroll settings**", and opening the "**Pay Items**" tab.The Pay Items must either be "**Ordinary Time Earnings**" or "**Overtime earnings**" and are found under "Earnings"See: [Add a custom pay item – Xero Central](https://central.xero.com/s/article/Add-a-custom-pay-item) for more details. # Setting up Users for Xero Payroll To set up an Ascora User to be capable of uploading their timesheets to Xero, an Ascora User will need to have an equivalent Employee on Xero that fits the following criteria: 1. The Xero Employee has the same **first and last name** as the Ascora User. 1. The Xero Employee must have an associated **Pay Calendar**. The following steps act as a guide for meeting the requirements: 1. Start by logging in to Xero (Keep Ascora open as well for your convenience) 1. Find an Employee on Xero that **matches** your Ascora User by the **First and Last Name**On Ascora, the users are found under "**Administration**" → "**Users**"On Xero, the Employees are found under "**Payroll**" → "**Employees**" [](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/image2023-7-27_11-26-57.png) [](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/image2023-7-27_11-29-1.png) If a match cannot be found, add a new Employee and set the following: 1. The "**First Name**" on Xero matches the User's "**First Name**" on Ascora. 1. The "**Last Name**" on Xero matches the User's "**Last Name**" on Ascora. 1. Set the "**Date of birth**" as this is required. 1. Set the "**Gender**" on Xero as this is required. 1. Set the Address under "**Address search**". [](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/image2023-7-27_11-33-51.png) [](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/image2023-7-27_11-35-30.png) Check if there exists a Xero Pay Calendar by going to "**Payroll**" → "**Payroll settings**" and opening the "**Calendars**" tab. If there are no Pay Calendars, create a Xero Pay Calendar by clicking "**Add**" 1. "**Pay Period**" can use any period type excluding "**Twice Monthly**". This is the only Pay Period Ascora does not support. 1. The "**Name**" can be anything. 1. The "**Start Date**" can use any date before "**The First Payment Date**" anything after will set the "**First Payment Date**" to the "**Start Date**" 1. The "**First Payment**" Date can be any date past the "**Start Date**" Anything before will auto-set the "**Start Date**" to the First "**Payment Date**". [](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/worddav788410d5d178a5116106e66304b5cce6.png) Open the Employee you intend to manage the payroll for under "**Payroll**" → "**Employees**" 1. For the Employee, go to the "**Employment**" Tab 1. Set the employment type to "**Employee**" 1. Set the "**Income type**" 1. Set the "**Employment basis**" 1. Set the "**Start date**" 1. If it hasn't been set, set the "**Payroll calendar**" to any payroll calendar. Ascora will only get the Payroll Calendar if it has a matching Employee associated with it. 1. Set the "**Ordinary earnings rate**"[](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/image2023-7-27_11-42-36.png)[](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/image2023-7-27_11-44-22.png)[](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/image2023-7-27_11-45-38.png) # Integrating Employee Leave Applications To set up an Ascora User with the ability to upload Leave Applications, the equivalent user on Xero must have Leave Types assigned to them. To do this, do the following: 1. Go to "**Payroll**" → "**Employees**" and find the equivalent Employee. 1. From the Employee Page, assign leave by:Opening the "**Leave**" tabClicking "**Assign Leave Type**" [](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/image2023-7-27_11-50-18.png) 1. Enter the required information for the desired Leave Type 1. Repeat steps 2 and 3 for each Leave Type you want to be available for Ascora to Upload on the Payroll page [](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/image2023-7-27_11-55-18.png) ℹ️**Notes**▶ The Xero Leave Types are based on the Xero Pay Items. It is possible to find the Leave Pay Items by logging into Xero, going to "**Payroll**" → "**Payroll settings**", opening the "Pay Items" and tab changing the sidebar category to "Leave". See: [Add additional leave types and assign them to your employees – Xero Central](https://central.xero.com/s/article/Add-additional-leave-types-and-assign-them-to-your-employees)▶ Ascora will not upload a User Timesheet Xero when it already exists for the selected Pay Period on Xero.▶ Ascora will not upload a User Leave Application when it already exists for the selected Pay Period on Xero. # Testing your Xero Payroll Integration Once Xero has been set up to support Payroll, you should be able to push Ascora Users that are assigned Payroll on Xero, as Ascora will provide the option to Select the Xero Payroll Calendars and their associated Draft Pay run from the Users on Xero. For example: Ascora UserXero EmployeeResult**First Name:** John **Last Name:** Smith**First Name:** John **Last Name:** SMith **Payroll Calendar:** Fortnightly **Has Timesheets in Period:** YesThe Ascora User will be displayed under the Pay Periods "Fortnightly" and "Fortnightly [Draft Payrun]". They will have hours in the selected period. [](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/image%201.png) Ascora UserXero EmployeeResult**First Name:** John **Last Name:** Smith**First Name:** John **Last Name:** Smith **Payroll Calendar:** Fortnightly **Has Timesheets in Period:** NoThe Ascora User will be displayed under the Pay Periods "Fortnightly" and "Fortnightly [Draft Payrun]". They not have any hours in the period, as all hours will be set to 0.00. [](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/image%202.png) To test if these works do the following: 1. Go to Ascora and navigate to "**Administration**" → "**Payroll**" 1. Check the available Payroll Periods [](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/worddavf865701d3a47d91e20977469c34773b0.png) 1. Choose a Payroll Period containing your User 1. Check if the user exists for that period [](%E2%9E%BF%20Payroll%20Integration%20with%20Xero/worddavf314b02bba630dfd0930b4e82c3293c2.png) --- # Sub Pages [🟢 Timesheet Rules](/kb/timesheet-rules) [⏏️ How to edit Timesheets](/kb/how-to-edit-timesheets) [🏦 How to Create Employee Leaves](/kb/how-to-create-employee-leaves) [💵 How to Set Up Rates & Charges](/kb/how-to-set-up-rates-charges) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📸 Permission to Access Photos Source: https://ascora.com.au/kb/permission-to-access-photos If the user is unable to add items from their phone this would come down to the user permissions on their device. When selecting to add an attachment the below message will appear. By selecting **Allow Access to All Photos** this will ensure access to all photos for future jobs. [](%F0%9F%93%B8%20Permission%20to%20Access%20Photos/image2021-7-16_7-25-36.png) To manually allow access to Photos, user can go to Apps → select Ascora and then toggle to allow access to Photos. [](%F0%9F%93%B8%20Permission%20to%20Access%20Photos/image2021-7-16_7-26-15.png) --- # Sub Pages [📱 iOS App](/kb/ios-app) [📲 How to add Mobile Users & Grant Permissions](/kb/how-to-add-mobile-users-grant-permissions) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💲 Pricing Methods - Stages Source: https://ascora.com.au/kb/pricing-methods---stages **Stages** in Ascora offer an alternative pricing method to **Sections**, enabling you to organize complex jobs under a single, consolidated view. In addition to simplifying how you manage multi-phase projects, Stages introduce the concept of **Activities**, which provide an extra layer of categorization—particularly useful for tracking labor and timesheets in greater detail. With Stages, you can: - **Configure Standard Stages** for quick setup of new Quotes/Jobs. - **Assign Activities** to each Stage, facilitating more granular reporting and cost-tracking. - **Maintain a Unified View** of all child items (Supplies, Labour, Timesheets) without needing separate job records for each phase. Whether you’re planning a large-scale project broken into smaller tasks or simply seeking better visibility over labor assignments, Stages empower you to plan, execute, and monitor your jobs more efficiently. The following guide will walk you through setting up and managing Stages, Activities, and how they integrate into Ascora’s broader job management system. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/azts3otgm5](https://ascora.wistia.com/medias/azts3otgm5) --- ### Set Up Standard Stages Standard Stages help you quickly apply a pre-defined structure to new Quotes or Jobs. 1. Go to **Administration → Job Settings** in Ascora. 1. In the **Standard Stages** section, click **Add New** to create a new stage or click into an existing stage to edit it. 1. Provide a **Stage Name** and **Display Order**. This order determines how stages appear in your list. 1. Click **Save** to finalize your changes. [](%F0%9F%92%B2%20Pricing%20Methods%20-%20Stages/image2020-10-26_20-10-16.png) [](%F0%9F%92%B2%20Pricing%20Methods%20-%20Stages/image2020-10-26_20-10-20.png) --- ### Configure Activities Activities let you categorize labour and timesheets more precisely within each stage. 1. In **Administration → Stages**, select the **Activities** tab (or similar) to manage which Activities are available. 1. Click **Add New** to create a new Activity, or edit/delete existing ones. 1. **Link Activities to Stages** by dragging the desired Activity from the Activity list to the Stage it belongs to. This ensures only relevant Activities appear for each stage in your Quotes/Jobs. [](%F0%9F%92%B2%20Pricing%20Methods%20-%20Stages/image2020-10-26_20-11-34.png) [](%F0%9F%92%B2%20Pricing%20Methods%20-%20Stages/image2020-10-26_20-12-11.png) ℹ️**Tip:** Use clear Activity names (e.g., “Site Inspection” or “Installation”) to make reporting and timesheet assignments intuitive. --- ### Switch a Quote or Job to Stages After creating a Quote or Job, you can change its **Pricing Method** to Stages: 1. In the **Job Details** or **Quote Details**, find the **Pricing Method** dropdown and select **Stages**. 1. Ascora will enable the **Stages Tab** for this Quote/Job, letting you organize your work using the predefined or custom stages. [](%F0%9F%92%B2%20Pricing%20Methods%20-%20Stages/image2020-10-26_20-12-52.png) [](%F0%9F%92%B2%20Pricing%20Methods%20-%20Stages/image2020-10-26_20-13-6.png) ℹ️**Note:** You can switch from another pricing method (e.g., Time & Materials) to Stages if the Quote/Job structure changes. --- ### Add a New Quote/Job Stage With the **Stages Tab** active: 1. Click **Add New Stage**. 1. Choose between a **Standard Stage** (previously configured) or **Custom Stage** (unique to this Quote/Job). 1. If selecting a Standard Stage, you can add multiple stages at once from your predefined list. [](%F0%9F%92%B2%20Pricing%20Methods%20-%20Stages/image2020-10-26_20-13-31.png) ℹ️**Tip:** Custom Stages are useful for one-off project phases, while Standard Stages maintain consistency across similar jobs. --- ### Edit Items Within a Stage When you need to manage supplies, labour, timesheets, or other details for a specific stage: 1. Click the **Arrow** beside the Stage to expand it. 1. Open the relevant section (e.g., **Supplies**, **Labour**, **Timesheets**) by clicking its arrow. 1. Adjust items as you would in a regular Quote/Job (e.g., add new supplies or edit labour entries). [](%F0%9F%92%B2%20Pricing%20Methods%20-%20Stages/image2020-10-26_20-14-28.png) [](%F0%9F%92%B2%20Pricing%20Methods%20-%20Stages/image2020-10-26_20-14-51.png) ℹ️**Note:** Changes made here affect only the selected stage. They won’t override default settings in **Administration**. --- ### Assign Activities to Timesheets/Labour To categorize labour entries and timesheets under specific Activities: 1. Add or edit a **Timesheet** or **Labour** entry within a stage. 1. Choose an **Activity** from the dropdown list (populated by your Stage’s assigned Activities). 1. Save to finalize the labour entry with its associated Activity. [](%F0%9F%92%B2%20Pricing%20Methods%20-%20Stages/image2020-10-26_20-15-5.png) [](%F0%9F%92%B2%20Pricing%20Methods%20-%20Stages/image2020-10-26_20-15-11.png) ✅To access a tutorial video about Sections and Stages, you can click the link [https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-Jobs-SectionsandStages](https://www.ascora.com.au/TrainingVideos/VideoViewer/Admin-Jobs-SectionsandStages) --- # Sub Pages [📥 How Job Email Import Works](/kb/how-job-email-import-works) [🗺 Create a Section Based Job](/kb/create-a-section-based-job) 💲 Pricing Methods - Stages [⤴️ Importing Supply Price List](/kb/importing-supply-price-list) [🔄 How to Check In to Unscheduled Jobs in Android Mobile App](/kb/how-to-check-in-to-unscheduled-jobs-in-androi) [🔄 How to Check In to Unscheduled Jobs in Ascora App (iOS)](/kb/how-to-check-in-to-unscheduled-jobs-in-ascora) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📃 Purchase Order Guides Source: https://ascora.com.au/kb/purchase-order-guides Managing your **Purchase Orders** effectively is key to controlling costs, ensuring smooth job execution, and maintaining strong supplier relationships. Ascora provides a comprehensive suite of tools that streamline your purchasing workflow, helping you track supplies, manage approvals, and integrate purchases directly with jobs. **What You Can Do with Ascora’s Purchase Order Features:** - **Create & Manage Orders** – Generate blank purchase orders or create orders based on supplies already added to jobs. - **Approval Workflows** – Enable **Purchase Order Approval** to ensure oversight and cost control before orders are placed. - **Bulk Processing** – Combine multiple purchase orders, import existing ones, or reassign orders to different users as needed. - **Tracking & Search** – Quickly locate purchase orders using the **Search Function** or utilize the **Purchase Order Wizard** for step-by-step guidance. With these features, you can optimize procurement, prevent supply shortages, and maintain better financial oversight—all while keeping your projects running smoothly. **Quick Tip on Purchase Order Statues** ⏭ Open - Not yet Sent out ⏭ Ordered - Order Placed with the Supplier - ie. The PO has been emailed off (or manually set) ⏭ Closed - We've received everything on the Purchase Order - ie. the Quantity Received is greater than or equal to the Quantity Ordered or they manually set it to Closed as they are not expecting any more items. --- ## Creating & Managing Purchase Orders --- [🛒 Create a Blank Purchase Order](/kb/create-a-blank-purchase-order) [🔧 How to Create a Purchase Order for Supplies added on a Job](/kb/how-to-create-a-purchase-order-for-supplies-a) [✨ Using the Purchase Order Wizard](/kb/using-the-purchase-order-wizard) ## Approval & Tracking --- ## Modifying & Processing Purchase Orders --- [🔄 How to Combine Purchase Orders](/kb/how-to-combine-purchase-orders) [🔃 How to Reassign a Purchase Order](/kb/how-to-reassign-a-purchase-order) [↔️ How to Import Purchase Orders](/kb/how-to-import-purchase-orders) [✅ How to Enable Purchase Order Approval](/kb/how-to-enable-purchase-order-approval) [🔎 Search for an Existing Purchase Order](/kb/search-for-an-existing-purchase-order) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💲 Quick Sale Configuration Source: https://ascora.com.au/kb/quick-sale-configuration The Quick Sale setup in Ascora streamlines the process of capturing sales transactions quickly and efficiently. This module is designed to record cash sales or outlet sales under a dedicated job type, which simplifies reporting and management of quick sales. The configuration allows you to set a default customer, choose a receipt template optimized for your printer, and even trigger an immediate stock update when an invoice is generated. Additionally, you can designate a specific register (i.e., a designated PC or store location) for processing sales, ensuring that every transaction is correctly tracked within your system. **Key Configuration Areas:** - **Job Type:**All Quick Sales will be automatically stored under a designated job type for streamlined reporting.**Default Customer:** Set a default customer record (e.g., "Cash Sale" or "Outlet Sale") that will be pre-assigned to every new Quick Sale. This value can be updated on the Quick Sale Details if needed. - **Receipt Template:**Choose the invoice template that will be used when printing receipts. Ensure that the template’s page size is configured appropriately for your receipt printer. - **Stock Update:**Optionally, configure the system to “Take Stock Immediately When an Invoice is Generated” to automatically update your inventory levels. - **Register Setup:**Create a register to represent the physical location or PC where sales are processed. This helps to track transactions by store location effective **1.**You can configure Quick Sale by going to **Administration → Quick Sale.** **2.**Complete a few configurations under **Settings**area.**** **Cash Rounding Amount**- you can select to have rounding or select no rounding at all. **Quick Sale Job Type** - you can set up job types in Administration → Jobs and then be able to select those job types in this area. You might set up a job type called cash sale or quick sale. **Default Customer**- you have the option put your invoices and jobs against a particular customer that you can create in Customers → New. This is not necessary an actual customer but rather, a customer that you create perhaps with your own details so you can track the information. If you want to record your actual purchasing customers, you can certainly add your customer when creating a Quick Sale. **Receipt Template** - You can set up a particular invoice template for Quick Sale and you can do it in Administration → Document Templates. **Note:** *You also have the option to enable the setting to take Stock Immediately When an Invoice is Generated by ticking the corresponding box*** **3.** You can add Registers which represents the PC that will perform the sales and if you have multiple stores, you can create company names for each of the stores. Adding of Company Names can be done in Administration → Company Details → Add Company. Accessing your New Quick Sale **1.**You can access your new Quick Sale by clicking the lightning bolt icon located above the Equipment icon as indicated below. **2.** Another way of accessing quick sale is by going to **Customers**→ select your Customer. You can also click **New Quick Sale** to create a quick sale from that screen. ## Managing a Quick Sale When you access your quick sale, you have a few available tabs to initiate a task or complete a task. Refer to the image below as an example wherein you have the option to Add Payment, Take Stock, Email Receipt or even Print Receipt. You can also select your particular customer from the same screen and most importantly, you can add your supplies or materials and if you have your barcodes added to each of your supply items, you can click **Add by Barcode** to scan the items. When you click **Add by Barcode**, the following screen appears and simply click **Scan**if you have a scanner connected to your computer. Otherwise, you can scan barcodes from the mobile app. **Note:** *To learn more about how barcodes work, please see**[Working with Barcodes](https://support.ascora.com.au/display/AS/Working+with+Barcodes)**user guide.* ## Generating Invoice To generate an invoice, click **Generate Invoice** button which is located at the right side of the Quick Sale screen. Once an invoice is generated, you can add a payment the same way we add payments to a standard invoice. **Note:** *To learn more about taking payments, please access**[💳 How to take Credit Card Payments in Ascora](/kb/how-to-take-credit-card-payments-in-ascora)**user guide.* --- # Sub Pages [⭐ Sales](/kb/sales) [💳 How to take Credit Card Payments in Ascora](/kb/how-to-take-credit-card-payments-in-ascora) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📄 Quotations Guides Source: https://ascora.com.au/kb/quotations-guides Producing professional, accurate quotes is essential for winning business and maintaining clear communication with your clients. Ascora’s comprehensive quoting features enable you to manage every step—from creating new quotes or templates to adding detailed breakdowns, optional items, and even marking a quote as lost or accepted. Whether you need to attach relevant documents, track your quote pipeline, or convert an approved quote directly into a job, these guides provide all the best practices and tools you’ll need. Explore the resources below to learn how to: - **Create, customize, and send quotes** with attachments, callout fees, and detailed labor or supply costs. - **Manage the quote lifecycle**, including pipeline tracking, acceptance, or marking a quote as lost. - **Enhance efficiency** by using templates, adding checklists, and applying discounts or optional items. - **Seamlessly convert** an accepted quote into a fully managed job in Ascora. With Ascora’s quoting capabilities, you can streamline sales processes, improve client satisfaction, and ensure your team consistently delivers top-quality service. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/53dvnvehb7](https://ascora.wistia.com/medias/53dvnvehb7) --- ## Creating & Editing Quotes --- [📄 How to Create a New Quote](/kb/how-to-create-a-new-quote) [📲 Add a Callout Fee to a Quote](/kb/add-a-callout-fee-to-a-quote) [📃 Add a Checklist to a Quote](/kb/add-a-checklist-to-a-quote) [📎 Add Attachments to a Quote](/kb/add-attachments-to-a-quote) [ℹ Add Details to a Quote](/kb/add-details-to-a-quote) [🔨 Add Supplies to a Quote](/kb/add-supplies-to-a-quote) [📃 Creating a Quote from a Template](/kb/creating-a-quote-from-a-template) [📩 Generate and Send a Quote](/kb/generate-and-send-a-quote) [➕ How to add Inclusions and Exclusions to Quotes](/kb/how-to-add-inclusions-and-exclusions-to-quote) [💲 How to Add Labour Charges to a Quote](/kb/how-to-add-labour-charges-to-a-quote) [📀 How to add Optional Items on a Quote](/kb/how-to-add-optional-items-on-a-quote) [📊 How to Apply a Discount on a Quote](/kb/how-to-apply-a-discount-on-a-quote) [🎉 How to Make Changes to a Quote That Has Already Been Marked as Won](/kb/how-to-make-changes-to-a-quote-that-has-alrea) ## Managing Quote Lifecycle --- [🔎 Online Quote Viewing and Acceptance](/kb/online-quote-viewing-and-acceptance) [🏆 Quote Pipeline](/kb/quote-pipeline) [🚫 Mark a Quote as Lost](/kb/mark-a-quote-as-lost) [➡ Convert a Quote to a Job](/kb/convert-a-quote-to-a-job) ## Searching for Quotes --- [🔎 Search for an Existing Quote](/kb/search-for-an-existing-quote) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🏆 Quote Pipeline Source: https://ascora.com.au/kb/quote-pipeline The Quote Pipeline in Ascora empowers you to define a structured and customizable process for managing quotes before they are marked as won or lost. This feature allows you to track, organize, and follow up on quotes effectively, ensuring no opportunities slip through the cracks. Whether your process involves multiple follow-ups or specific steps, the Quote Pipeline helps you stay on top of your quoting workflow with ease. With the Quote Pipeline, you can: - Define custom phases for your quote process, such as "Initial Follow-Up" or "Pending Decision." - Track the duration of quotes in each phase to identify bottlenecks or delays. - Move quotes seamlessly through different stages to reflect their progress. - Gain a clear overview of your quote values at each stage of the pipeline. This guide will walk you through setting up and managing your Quote Pipeline, enabling you to create a repeatable and efficient sales process tailored to your business needs. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/r8mnhu7lrd](https://ascora.wistia.com/medias/r8mnhu7lrd) --- **1.** Start by clicking **Quotes → Quote Pipeline.** [](%F0%9F%8F%86%20Quote%20Pipeline/image2020-11-18_12-47-39.png) **2.**Each quote generated in Ascora will automatically appear on the first column as indicated in the print screen below. This will give you the total value of the quotes you have generated to date under each phase. Further break down below shows: - **Phase days**: The number of days this quote has stayed in this phase - **Total days**: The number of days this quote has stayed in the system since it was created [](%F0%9F%8F%86%20Quote%20Pipeline/image2023-2-8_14-45-33.png) **3.**Add a new quote pipeline phase by selecting **Add Quote Pipeline Phase** [](%F0%9F%8F%86%20Quote%20Pipeline/image2020-11-18_12-59-13.png) **4.**Rename your quote pipeline phases based on your quote process. When you placed your mouse on the right-hand side of each column, the edit and delete icon will appear. [](%F0%9F%8F%86%20Quote%20Pipeline/image2023-2-8_14-49-33.png) **5.**Once you have done your first follow up, drag the quote to the next column as needed for the next phase of action in your follow up quote process. [](%F0%9F%8F%86%20Quote%20Pipeline/image2023-2-8_15-0-7.png) ℹ️**Reference Note:** Quote pipeline is an extension to your quotes so you are able to add a process to follow prior to a quote being won or lost. --- # Sub Pages [🔎 Online Quote Viewing and Acceptance](/kb/online-quote-viewing-and-acceptance) [🚫 Mark a Quote as Lost](/kb/mark-a-quote-as-lost) [➡ Convert a Quote to a Job](/kb/convert-a-quote-to-a-job) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🗎 Quotes Source: https://ascora.com.au/kb/quotes The **Quotes Administration** section in Ascora allows you to configure various settings related to your quoting process. This includes setting up **inclusions, exclusions, assumptions, loss reasons, client sign-off clauses, and external quote messages**. These settings help standardize quotes, improve clarity, and enhance client communication. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/ljhwfyheei](https://ascora.wistia.com/medias/ljhwfyheei) --- ## **Configuring Quote Settings in Ascora** To access and update these settings: 1. Navigate to **Administration → Quotes**. 1. Update or add details under the relevant sections below. 1. Click **Save** to apply your changes. --- ### **Inclusions** Inclusions specify what is **covered** in your quotes. These can include specific services, materials, warranties, or any other details that help manage client expectations. 🛠 **How to Add or Update Inclusions:** - Go to **Administration → Quotes** → Inclusions. - Click **+ Add New** to create a new inclusion. - Enter the details and click **Save**. 📌 **Example:** "Includes all labor and materials required to complete the installation as per specifications." --- ### **Exclusions** Exclusions clarify what is **not covered** in the quoted price to avoid misunderstandings with clients. 🛠 **How to Add or Update Exclusions:** - Go to **Administration → Quotes** → Exclusions. - Click **+ Add New** to create a new exclusion. - Enter the details and click **Save**. 📌 **Example:** "Does not include additional excavation beyond the standard scope or unforeseen structural repairs." --- ### **Assumptions** Assumptions define any **conditions or expectations** that apply to the quote. These are important for setting realistic project expectations. 🛠 **How to Add or Update Assumptions:** - Go to **Administration → Quotes** → Assumptions. - Click **+ Add New** to create a new assumption. - Enter the details and click **Save**. 📌 **Example:** "Assumes site access is available during standard working hours." --- ### **Reasons for Loss** When marking a quote as **lost**, you can select a predefined reason. This helps track why opportunities are not converted and refine sales strategies. 🛠 **How to Add or Update Reasons for Loss:** - Go to **Administration → Quotes** → Reasons for Loss. - Click **+ Add New** to create a new reason. - Enter the reason and click **Save**. 📌 **Example:** - "Client chose a competitor" - "Budget constraints" - "Project postponed" --- ### **Client Sign-Off Clauses** Client sign-off clauses appear when a client **approves a quote** using the mobile device sign-off screen. This clause acts as an acknowledgment of acceptance. 🛠 **How to Add or Update Sign-Off Clauses:** - Go to **Administration → Quotes** → Client Sign-Off Clauses. - Click **+ Add New** to create a new clause. - Enter the details and click **Save**. 📌 **Example:** *"By signing this quote, the client agrees to the terms and conditions outlined and acknowledges the work to be completed as per the provided details."* --- ### **External Quote View Messages** These messages appear in the **External Quote Viewer** and provide status updates for clients viewing their quotes online. 📌 **Types of External Quote Messages:** 1. **In-Progress Message** – Displays when a quote is still being prepared. 1. **Lost or Cancelled Message** – Displays if the quote is not proceeding. 🛠 **How to Add or Update External Quote Messages:** - Go to **Administration → Quotes** → External Quote View Messages. - Click **+ Add New** to create or update messages. - Enter the message content and click **Save**. 📌 **Example Messages:** - **In-Progress:** "This quote is currently under review and will be finalized soon." - **Lost/Cancelled:** "This quote is no longer active. Please contact us for further assistance." --- ### **Finalizing Your Quote Settings** ✅ **Review** your inclusions, exclusions, and assumptions to ensure clarity. ✅ **Track lost quotes** by updating reasons for loss. ✅ **Customize client interactions** with sign-off clauses and external quote messages. ✅ **Save all changes** to ensure they are applied to future quotes. By configuring these settings, you ensure **consistency, professionalism, and transparency** in your quoting process, helping to streamline operations and improve client communication. --- # Sub Pages [🏆 Quote Pipeline](/kb/quote-pipeline) # Translations Quotes could also be known as Proposals or Estimates. --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📩 Received Email History - for Automatic Supplier Invoice Import or Job Import Source: https://ascora.com.au/kb/received-email-history---for-automatic-suppli When you are using automatic supplier invoice import, there's an area where you can see the details or logs every time Ascora tries to import the emails. This is helpful to see whether imports were successful or not and you can also see logs indicating the outcome of the import or the error message why it failed. --- **1.**Go to**Administration → Received Email History.** **** Then, enter the date range. There are three areas that display useful information about each email processed by the importer. Use the following numbers 1,2, and 3 and cross reference with the numbers in the image. **1**-displays the Date and Hour Received, Email Sender, Subject Line, and Processed By. **2**- displays the Log Time and Log Message and this is where you can see an indication whether the import was processed successfully or not. **3** - displays the attachments and these should either PDF or CSV file supported formats. The following image shows an example of a supplier invoice that failed to import due to mismatch of email address sender. This email address sender is set up in I**nventory → Suppliers → Email Sender.** [](%F0%9F%93%A9%20Received%20Email%20History%20-%20for%20Automatic%20Supplier%20/image2020-12-12_22-40-14.png) The following image shows an example of a supplier invoice that has been imported successfully as indicated by the Log Messages. [](%F0%9F%93%A9%20Received%20Email%20History%20-%20for%20Automatic%20Supplier%20/image2020-12-13_10-50-23.png) ✅**Tip:** You must set up the automatic email import settings first and make sure that attachments are using the supported formats.If your supplier is not part of the list of supported formats, you can purchase one by accessing the [Ascora Shop](https://www.ascora.com.au/ShoppingCart/Shop). --- # Sub Pages [⤴️ Follow Ups History](/kb/follow-ups-history) [↪️ Retrieving Customer Job History](/kb/retrieving-customer-job-history) [📦 Suppliers & Supplier Invoices Guides](/kb/suppliers-supplier-invoices-guides) [⤵️ Setting up Automatic Import for Supplier Invoices - Office 365](/kb/setting-up-automatic-import-for-supplier-invo) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💲 Record an Expense Against a Job Source: https://ascora.com.au/kb/record-an-expense-against-a-job Expenses in Ascora provide a convenient way to record and monitor additional costs associated with a Job that are not typically on-charged to the Customer. These expenses, such as parking fees, meals, or other incidental costs, can be recorded directly within the Job for accurate financial tracking and analysis. Using Ascora’s expense tracking feature ensures that all costs, even minor ones, are captured, contributing to better financial visibility and job profitability insights. Expenses can also be seamlessly integrated with your accounting system, streamlining bookkeeping and ensuring accurate reporting. The **Supplies** Tab within the Job Details provides an intuitive interface to add, review, and manage Expenses, offering features like attaching receipts, linking to accounting expense accounts, and viewing real-time expense summaries for each Job. This allows for efficient resource management and enhances your ability to maintain precise financial oversight throughout the project lifecycle. ## 📽 Watch the video guides ⤵ **Mobile Guide** [https://ascora.wistia.com/medias/pvja0oumtq](https://ascora.wistia.com/medias/pvja0oumtq) --- **Access the Job Card** - Navigate to the **Jobs Icon** in the Top Menu to display the Jobs List. - Select the applicable Job from the list to open the Job Card. **Locate the Supplies Tab** - Choose the **Supplies Tab** on the Job Details screen and scroll down to the **Expenses** section. - Click the **+Add Expenses** button to open the New Expense pop-up window. [](%F0%9F%92%B2%20Record%20an%20Expense%20Against%20a%20Job/image.png) The **New Expense** pop-up window will appear. Fill in the required fields to ensure the expense is accurately recorded and aligned with your job and accounting needs: - **Select a Supplier**: Choose the appropriate Supplier from the dropdown list. If the Supplier is not available, ensure it is added via the Suppliers module. - **Expense Account (if integrated)**: For users integrated with an accounting package (e.g., Xero), select the relevant **Expense Account** from the dropdown. This will align the expense with your accounting system’s chart of accounts. - **Invoice Number**: Enter the invoice number associated with the expense for proper tracking and reconciliation. - **Invoice Date and Due Date**: Specify when the expense was incurred and its due date for timely record-keeping. - **Attach Supporting Documents**: Attach a file such as a receipt or invoice by clicking the file upload option. This is especially helpful for expense verification or auditing purposes. ℹ️*(Note: Attached files will automatically sync to your accounting package if integrated with Xero or similar systems.)* - **Description**: Add a clear, concise description of the expense to ensure it’s easily identifiable. - **Quantity and Cost**: Enter the quantity and specify whether the cost is inclusive or exclusive of tax. You can choose between entering a **Unit Cost** or a **Total Cost**, depending on the nature of the expense. ***Here’s an example of the New Expense pop-up:*** [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FExpense_Window.png) **Save the Expense** After entering all the required details, click the **Save**button. The expense will now be recorded and displayed in the Expenses section of the Job Details. **Real-Time Financial Overview** Once added, the **Financial Summary** on the Job Details screen will automatically update to reflect the new expense. This includes: - Total Job Expenses - Labour Costs - Material Costs This real-time tracking allows you to monitor job profitability and resource allocation effectively. ℹ️Additional Tips for Optimizing Expense Management:**Categorization**: Use clear and consistent descriptions for easier tracking and reporting.**Audit Trails**: Always attach supporting documents to maintain a comprehensive record for future reference.**Timeliness**: Record expenses promptly to ensure your financials are up-to-date and accurate. --- # Sub Pages # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔄 Recurring Job From Template Not Created On Correct Date Source: https://ascora.com.au/kb/recurring-job-from-template-not-created-on-co ## Problem An upcoming Job created from a Job Template appears to be on the wrong date based on the Job Template. ## Solution This is commonly due to the Job Template changing over time - the Job may have been created with a different recurring frequency. For example the job may have been set to recur every X days rather than every 4th Friday. You may see that the Next Job displayed on the template is different to the date associated with the Job that was created. If the Job has not been modified, you can attempt to resolve this by deleting the Job and then re-running the Job Template. This will re-create the Job based upon the current Template settings. 🗒️To delete and re-create the template 1. Open the related **Job Template**. 2. Under the **Jobs**tab, select the future Job to be deleted and click **Delete Jobs**. 3. To re-create the Job, click the **Run Now**button - this will run the Template again and Ascora will re-create the Job based on the current 4. Click the **refresh**button on the Jobs grid to check the Jobs that have been created. ## Example The future Job does not appear to be created a Fortnight in advance as expected. In this case we'll delete and re-run the Job Template: After refreshing the Jobs grid the newly created Job is shown and the frequency matches the two weeks as expected: [](%F0%9F%94%84%20Recurring%20Job%20From%20Template%20Not%20Created%20On%20Corre/2020-11-11_23-15-31_Delete_Template_Job.png) [](%F0%9F%94%84%20Recurring%20Job%20From%20Template%20Not%20Created%20On%20Corre/2020-11-11_23-21-36_New_Job.png) --- # Sub Pages [🔂 How to Create a Recurring Job](/kb/how-to-create-a-recurring-job) [❌ Cancel or Delete a Recurring Job](/kb/cancel-or-delete-a-recurring-job) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📊 Reports Guides Source: https://ascora.com.au/kb/reports-guides Tracking and analyzing business data is essential for maintaining efficiency, improving financial accuracy, and making data-driven decisions. Ascora’s reporting tools allow you to monitor key metrics such as financial performance, project progress, and workforce productivity. With features like **Accounts Reconciliation Reports, Gantt Charts, and Timesheet Reporting**, you can streamline your operations and gain deeper insights into your business activities. Whether you're managing cash flow, optimizing job scheduling, or tracking employee hours, Ascora’s reports provide real-time visibility into your business performance. --- ## Financial & Accounting Report --- [📈 Using the Accounts Reconciliation Reports](/kb/using-the-accounts-reconciliation-reports-2) ## Workforce & Productivity Reports --- [🕝 Timesheet Reporting Options](/kb/timesheet-reporting-options-2) ## Project & Job Tracking --- [📊 Gantt Chart](/kb/gantt-chart) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ℹ Request for Information (RFI) Source: https://ascora.com.au/kb/request-for-information-rfi A **Request for Information (RFI)** is a formal way to document and address customer questions or clarifications that fall outside the original job scope. RFIs help ensure clear communication, proper record-keeping, and timely responses, especially when additional details or clarifications are needed. In Ascora, you can create and track RFIs directly within a Job Card to keep all relevant information in one place. Use RFIs for: - Documenting extra details requested by your customer. - Tracking cost impacts or changes in scope. - Maintaining an organized record of queries and responses for future reference. The **RFI tab** is accessible from the **Job Card** in Ascora’s web interface (RFIs are not currently available on the mobile app). Follow the steps below to create and manage RFIs, ensuring you capture and address all customer inquiries efficiently. --- **1.**Choose the **RFI Tab**on the Job Card which is located next to Tasks tab. [](%E2%84%B9%20Request%20for%20Information%20(RFI)/image2021-3-19_10-10-9.png) **2.**Click the **+New**button to create a new RFI. [](%E2%84%B9%20Request%20for%20Information%20(RFI)/image2021-3-19_10-15-8.png) **3.** A new RFI card will display which allows you to create RFI for the customer queries about the job. Enter the RFI Title, Query and all other relevant details (for example, Status, Cost Impact, Location, Specification, Response, Dates, etc). [](%E2%84%B9%20Request%20for%20Information%20(RFI)/image2021-3-19_10-24-11.png) **4.**To proceed, click **Save**button located on the upper right side of the screen. [](%E2%84%B9%20Request%20for%20Information%20(RFI)/image2021-3-19_10-28-49.png) **5.**Once the RFI is created with the desired information requested by the customer, you can **Send Email**or **Download** it from the RFI card. [](%E2%84%B9%20Request%20for%20Information%20(RFI)/image2021-3-19_10-40-55.png) **6.**The RFI’s will display under the RFI Tab on the Job Card. You can view and/or edit the RFI as required by clicking the **View**button next to the RFI and making the applicable changes. You can also filter the RFI’s by status. [](%E2%84%B9%20Request%20for%20Information%20(RFI)/image2021-3-19_10-45-44.png) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🚨 Response Colours Source: https://ascora.com.au/kb/response-colours Response Colours allow you to visually highlight specific responses across your document templates by applying consistent background or font colours. For instance, you can set the response "Attention Required" or "Fail" to display in red, ensuring that these critical responses stand out on every document they appear in. This feature works globally across all field answers—any answer with the same label will always appear with the same colour, regardless of the document or question it’s associated with. --- Below is a step-by-step guide on how to configure and use Response Colours in Ascora: 1. **Access the Response Colours Section:**Navigate to **Administration → Response Colours**. Here you’ll see a list of current response colour configurations. 1. **Creating or Editing a Response Colour:**To add a new response colour, click **+ Add New**.Enter the specific response text (e.g., "Attention Required" or "Fail") and choose the desired font or background colour from the options provided.If you wish to edit an existing response colour, simply click the **Edit** icon next to the response name, adjust the colours as needed, and save your changes. 1. **Consistency Across Documents:**Once configured, any field answer set to the specified response will automatically adopt the defined colours. This ensures a consistent look across all your templates, making it easier to spot important statuses at a glance. 1. **Saving and Applying Settings:**After finalizing your selections, click **Save** to apply the changes. These settings will immediately reflect across all documents that utilize the merge fields linked to these responses. By following these steps, you can ensure that your documents consistently highlight key responses, making them more intuitive and visually appealing for users. --- # Sub Pages [📝 Document Templates Guides](/kb/document-templates-guides) [📃 Document Template User Guide](/kb/document-template-user-guide) [📃 How to Update a Document Template](/kb/how-to-update-a-document-template) [🗂️ How Custom Fields Work in Document Templates](/kb/how-custom-fields-work-in-document-templates) [📱 Custom Forms Guides](/kb/custom-forms-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⭐ Sales Source: https://ascora.com.au/kb/sales The **Sales Settings** section in Ascora allows you to define lead ratings, helping your team prioritize enquiries based on their potential to convert into jobs or quotes. By categorizing leads, you can focus on the most promising opportunities and streamline your sales process. --- ## **Setting Up Lead Ratings** Ratings help classify potential customers based on their likelihood to proceed with your services. **Example Ratings:** - **Cold** – The customer has shown interest but isn't ready to commit. - **Prequalified** – The lead meets basic criteria but requires further evaluation. - **Qualified** – The lead is a good fit and has expressed serious interest. - **Super Hot** – The lead is highly engaged and ready to move forward. **How to Create Ratings in Ascora:** 1. **Go to** **Administration → Enquiries**. 1. Locate the **Ratings** section. 1. Click **+ Add New** to create a new rating. 1. Enter the name of the rating (e.g., "Cold," "Qualified"). 1. Click **Save** to finalize the new rating. ✅ **Tip:** Customize lead ratings to match your business process. If you have a longer sales cycle, consider adding stages like "Follow-up Required" or "Proposal Sent." --- ## **Applying Lead Ratings to Enquiries** Once you have created lead ratings, they can be applied to **Enquiries** in Ascora to help track and manage leads effectively. 1. **Go to** **Enquiries** in the system. 1. Select or create a new enquiry. 1. Find the **Rating** dropdown. 1. Choose the appropriate rating (Cold, Prequalified, etc.). 1. Save the enquiry. **Expected Results:** Lead ratings will now be visible in your enquiry list, making it easier to filter and track high-priority leads. --- ## **Best Practices for Managing Leads in Ascora** - **Review lead ratings regularly** to ensure they are still relevant to your sales process. - **Use lead ratings to prioritize follow-ups**—focus on "Qualified" and "Super Hot" leads first. - **Ensure your team understands** the criteria for each rating to maintain consistency. - **Monitor conversion rates** from each lead category to refine your sales strategy over time. --- # Sub Pages [💲 Quick Sale Configuration](/kb/quick-sale-configuration) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📱 Scanning and Adding Barcode from iOS Mobile App Source: https://ascora.com.au/kb/scanning-and-adding-barcode-from-ios-mobile-a The Ascora iOS app allows you to quickly scan and add barcodes for supplies, making inventory management more efficient. Whether you're adding materials to a job or updating supply records, barcode scanning helps minimize errors and speeds up data entry. This guide will walk you through how to scan barcodes directly from a job or the supplies menu, ensuring a seamless workflow for tracking and managing materials. --- From your iOS Mobile App, access the job details screen and tap **Supplies → Action → Scan Barcode.** [](%F0%9F%93%B1%20Scanning%20and%20Adding%20Barcode%20from%20iOS%20Mobile%20App/image2021-1-17_7-38-11.png) ## Adding Barcode from the iOS Mobile App **1.**Tap **Menu**and select **Supplies**and then select the supply item with a barcode you need to add to. [](%F0%9F%93%B1%20Scanning%20and%20Adding%20Barcode%20from%20iOS%20Mobile%20App/image.png) **2.** Tap **Barcode**located at the bottom right part of the screen then tap **Add**. [](%F0%9F%93%B1%20Scanning%20and%20Adding%20Barcode%20from%20iOS%20Mobile%20App/image%201.png) Complete the rest of the steps and when you try to add the same supply item again, it should let you do it by scanning the barcode. --- # Sub Pages [📦 Equipment & Barcodes](/kb/equipment-barcodes) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔢 Scanning and Adding Barcode from the Android Mobile App Source: https://ascora.com.au/kb/scanning-and-adding-barcode-from-the-android The Ascora Android app allows you to streamline supply management by scanning barcodes to add materials directly to jobs. This feature saves time, reduces manual data entry, and ensures accurate tracking of supplies used on-site. You can also add barcodes to supplies within the app, making it easy to build your inventory while working in the field. Follow this guide to scan barcodes, add supplies to jobs, and manage your materials efficiently through the Android app. --- With Android Mobile App, you can do it by opening a job, then tap **Supplies**tab and tap on the **QR icon** as indicated in the image below. [](%F0%9F%94%A2%20Scanning%20and%20Adding%20Barcode%20from%20the%20Android%20Mob/image2021-1-17_7-34-9.png) --- ## Adding Barcode from the Android Mobile App You also have the option to add barcodes from the Mobile App and this is helpful if you have a lot of supply items to add to a certain job and you only have access to a Mobile App. **1.**Go to **Menu**→ **Supplies**and select your supply item with barcode you need to add to. [](%F0%9F%94%A2%20Scanning%20and%20Adding%20Barcode%20from%20the%20Android%20Mob/image.png) **2.** Tap **Barcode**and tap on the **3 dots** located at the upper right side of the screen. [](%F0%9F%94%A2%20Scanning%20and%20Adding%20Barcode%20from%20the%20Android%20Mob/image%201.png) **3.** Tap **Add Manual Barcode** and enter the barcode details and tap **Done**. [](%F0%9F%94%A2%20Scanning%20and%20Adding%20Barcode%20from%20the%20Android%20Mob/image%202.png) --- # Sub Pages [📦 Equipment & Barcodes](/kb/equipment-barcodes) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📆 Schedule a Job from the Job Details Source: https://ascora.com.au/kb/schedule-a-job-from-the-job-details The Bookings Tab on the Job Details page provides a streamlined way to schedule, edit, and manage job bookings. This feature allows you to efficiently assign tasks, set schedules, and make updates, all while ensuring your team has the necessary details to complete their jobs effectively. **Key Features:** - **Flexible Scheduling:** Assign jobs for specific dates and times or set them to repeat over multiple days. - **Team Assignments:** Quickly allocate jobs to one or more users with just a few clicks. - **Customizable Notes:** Add specific booking notes to provide team members with all the essential information they need, accessible via the Mobile App. - **Easy Modifications:** Edit or cancel bookings directly from the Bookings Tab for real-time updates. The Bookings Tab simplifies scheduling by integrating directly with the Scheduler, ensuring that all updates are immediately reflected. Whether you're booking a single job or coordinating multi-day tasks, Ascora's intuitive interface ensures that your team stays organized and informed. - **[Create a New Booking](#189c74d8-3182-8051-a365-e81b93d153d7)****:** Input job details, assign users, and set schedules effortlessly. - **Edit Existing Bookings****:** Modify dates, times, or assigned users with ease. - **Cancel Bookings****:** Remove or reschedule jobs while maintaining clear records of changes. --- ### Create a New Booking **1.** Click on the **Bookings Tab** on the Job Details and then click the **+New button**. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FBookings_Tab_New_Job-850.png) **2.** The Create Booking pop-up window will display. Create a booking by entering the applicable details. - Chose a Date to book the Job - Select Start and End Times to set the duration of the Job booking - Include a Time Window (if required) - The Repeat for Days field allows you to book the Job to repeat over consecutive days. For example, by entering the value ‘3’, the Job will be booked on the booking date as well as the following two days – with the same start and end times and assigned Users. - Assign the Job to one or more Users by clicking in the Assigned To box and choosing the desired User from the list. To assign more than one User, click the box again and repeat the process - Add Booking Notes if required. These will be viewable on the Mobile App When you are ready, click the **Save**button. The booking details will now show under the Bookings Tab on the Job Details and the Job will show on the Scheduler as per the details you have entered for the Booking. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FCreate_Booking_Window_Job.png) ### Edit a Job Booking Under the **Bookings Tab** on the Job Details, click the**Edit**button for the Booking you wish to edit. The Edit Booking pop-up window will display. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FEdit_Booking_Job.png) Edit the Booking Details as required then click the **Save**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FEdit_Booking_Window_Job.png) ### Cancel a Job Booking Under the Bookings Tab on the Job Card, click the **Cancel**button for the Booking you wish to cancel then click the **OK** button to confirm the Booking cancellation. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FCancel_Booking_Job.png) --- # Sub Pages [⚒ How to Create a New Job](/kb/how-to-create-a-new-job) [📆 Configure the Scheduler](/kb/configure-the-scheduler) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📆 Schedule a Job from the Scheduler Source: https://ascora.com.au/kb/schedule-a-job-from-the-scheduler A well-structured scheduling system is crucial for keeping your team organized and ensuring jobs are completed on time. Ascora’s **drag-and-drop Scheduler** simplifies the scheduling process, giving you a **clear overview of upcoming jobs, team availability, and resource allocation** in real time. With Ascora’s Scheduler, you can: ✔ **Easily Assign and Adjust Jobs** – Drag and drop jobs into available time slots, ensuring optimal workload distribution. ✔ **Reduce Scheduling Conflicts** – See team availability at a glance to prevent double bookings or unnecessary gaps in the schedule. ✔ **Manage Multi-Day and Multi-User Bookings**– Quickly schedule complex jobs that require multiple team members or extend over several days. ✔ **Schedule additional bookings for a job** – Easily add extra bookings for ongoing jobs, adjust durations, or assign more team members as needed to accommodate workload changes. ✔ **Improve Visibility and Coordination** – Keep track of unscheduled jobs, pending bookings, and upcoming commitments to stay ahead of deadlines. By utilizing these tools, you can streamline job management, reduce admin workload, and ensure your team is always working efficiently. --- ### Scheduling a Job When you create a job but don’t assign a time, date, or user, it automatically appears in the **Unscheduled Jobs List** on the Scheduler. To schedule it: 1. Navigate to the **Scheduler Icon** in the **Top Menu** 1. Expand the **Unscheduled Jobs List** 1. **Drag-and-drop** the job onto the Scheduler at the correct date, time, and user [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Scheduler.png) [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FUnsched_Jobs_List.png) [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FClicknDrag_Job-800.png) ### Schedule a Job for Multiple Days and/or Multiple Users ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/sg62ftacbk](https://ascora.wistia.com/medias/sg62ftacbk) Double-click on the Schedule against the Time and User (any of the Users if scheduling more than one) for which you wish to Schedule the Job. The Create Booking pop-up window will display. - Chose a Date to book the Job - Edit the Start and End Times to set the duration of the Job booking - Include a Time Window (if required) - The Repeat for Days field allows you to book the Job to repeat over consecutive days. For example, by entering the value ‘3’, the Job will be booked on the booking date as well as the following two days – with the same start and end times and assigned Users. - Assign the Job to one or more Users by clicking in the Assigned To box and choosing the desired User from the list. To assign more than one User, click the box again and repeat the process - Add Booking Notes if required. These will be viewable on the Mobile App When you are ready, click the **Save**button. The booking details will now show under the Bookings Tab on the Job Card and the Job will show on the Scheduler as per the details you have entered for the Booking. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FCreate_Booking_Window_Job.png) ### Schedule an Additional Booking for a Job **1.** On the Scheduler, locate the Job for which you wish to schedule an additional Booking and right-click the mouse. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FAllow_Additional_Booking.png) **2.** Choose **Allow Additional Booking** from the pop-up menu. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FClick_Allow_Additional_Booking.png) **3.** A new Unscheduled Job has now been created and added to the Multi Schedule / Reattends List. You can identify it easily with the matching Job Number. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FMulti_Sched_List.png) **4.** Schedule the additional Job Booking by clicking-and-dragging the entry onto the Scheduler. For assistance, see above on how to Schedule a Job from the Scheduler. ### Edit the Duration of a Job Booking To edit the duration of a Job booking, hover the mouse over the edge of the Job until the mouse pointer changes shape. Once changed, click-and-drag to extend or shorten the duration. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FEdit_Duration_Job.png) ### Edit the Time or Assigned User for a Job Booking To edit the time a Job is booked in for, or the User for which the Job is assigned to, simply click-and-drag the Job booking to the desired time and User on the Scheduler. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FEdit_Book_Time_Job.png) ### Unschedule a Job To unscheduled a Job, double-click the Job booking on the Scheduler to display the Job Details. Click the **Unschedule Booking** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FUnschedule_Job-600.png) Click the **Yes, unschedule this booking** button in the pop-up window. The Job will return to the Unscheduled Jobs List. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FUnschedule_Booking_Confirm-500.png) --- # Sub Pages [📆 Schedule a Quote from the Scheduler](/kb/schedule-a-quote-from-the-scheduler) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📆 Schedule a Quote from the Scheduler Source: https://ascora.com.au/kb/schedule-a-quote-from-the-scheduler Scheduling and managing quotes in Ascora is a straightforward process designed to keep your workflow organized and efficient. Once a quote is created from the **Quotes Screen** or a **Customer Card**, it is added to the **Unscheduled Quotes** list in the Scheduler. From there, you can easily assign it to a time, date, and user using a simple drag-and-drop method. This guide will walk you through the steps to schedule, edit, or unschedule a quote, ensuring you have complete control over your bookings and resource allocation. Whether you’re adjusting durations, reassigning users, or managing unscheduled quotes, Ascora provides the tools to keep your operations running smoothly. ➡ [View the Scheduler](#18ac74d8-3182-809d-98ad-e70b5b2e4a11) ➡ [Edit the Booking Duration for a Quote](#18ac74d8-3182-80f1-a7e7-ded0f20a74a2) ➡ [Edit the Booking Time or Assigned User for a Quote](#18ac74d8-3182-8092-bec8-d771cce434c4) ➡ [Unschedule a Quote](#18ac74d8-3182-80cd-9ad4-d00beafc89c1) ## View the Scheduler Choose the Scheduler Icon from the Top Menu to display the Scheduler then select the date for which you Schedule the Quote. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Scheduler.png) **1.** View the list of Unscheduled Quotes by clicking the **Unscheduled Quotes** List header which is located in the Jobs Box at the left of the screen. If the Jobs Box is not visible, click the double arrow to expand the box. You can re-click the double arrow to collapse the box if required. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FUnsched_Quotes_List.png) **2.** In the list of Unscheduled Quotes, click on the Quote you wish to book and drag it onto the Scheduler. Release the mouse button once you have placed the Quote against the correct User and Time. The Quote is now booked in. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FDrag-Drop_Scheduler.png) ## Edit the Booking Duration for a Quote To edit the duration of a Quote booking, hover the mouse over the edge of the Quote until the mouse pointer changes shape then click-and-drag to extend or shorten the duration. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FQuote_Duration.png) ## Edit the Booking Time or Assigned User for a Quote To edit the time a Quote is booked for, or the User for which the Quote is assigned to, click-and-drag the Quote booking to the desired time and User on the Scheduler. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FEdit_Time_or_Assigned_Quote_Booking.png) ## Unschedule a Quote To unschedule a Quote, double-click the Quote booking on the Scheduler to display the Quote Details. Click the **Unschedule Booking** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FUnschedule_a_Quote.png) Click the **Yes, unschedule this booking** button in the pop-up window. The Quote will return to the Unscheduled Quotes List. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FYES_Unschedule_a_Quote_A.png) --- # Sub Pages [ℹ Creating, Editing, and Cancelling Quote Bookings](/kb/creating-editing-and-cancelling-quote-booking) [📆 Configure the Scheduler](/kb/configure-the-scheduler) [🔎 Navigating the Scheduler](/kb/navigating-the-scheduler) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 👥 Scheduler Groups Source: https://ascora.com.au/kb/scheduler-groups Scheduler Groups allow you to control the order of the technicians shown in the Scheduler. You can also filter the Technicians to a particular Group. Scheduler Groups are useful for dividing the different kinds of Technicians, for example Apprentices and Tradesman, or based on geographical areas – for example Plumbers North, Plumbers South. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/3a0xvc1jmw](https://ascora.wistia.com/medias/3a0xvc1jmw) ***Note:****Unlike Teams which will filter both the Jobs/Quotes and Technicians, filtering by a Group will only filter the Technicians displayed.* **1.** To create a Scheduler Group go to **Administration → Scheduler Groupings** **2.** Click on **Add Group**and enter a group name. In the following example, we added **Suburb 2** as group name. **3.** Once the Group has been created, you can drag Users from the right panel into the Schedule Group. You can also drag the Users within the group to set the order in which they will appear on the Scheduler. **4.** Click **Save** to record the changes made. If you view the Scheduler, you will now be able to see the new Scheduler Group. ***Note:****If not filtering by Group, the users will be displayed from Left-Right in the Groups and Top-Bottom in each Group.* --- # Sub Pages [📅 Scheduling Guides](/kb/scheduling-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📅 Scheduling Guides Source: https://ascora.com.au/kb/scheduling-guides Efficient scheduling is the cornerstone of a streamlined and productive business. With Ascora's robust scheduling features, you can ensure your team operates smoothly, minimizes downtime, and delivers exceptional service to clients. Whether you need to book jobs or quotes directly from their details pages, utilize map-based planning, or manage staff availability using roster views, Ascora empowers you to stay organized and responsive. **What Ascora’s Scheduling Tools Can Do for You:** - **Flexible Scheduling:** Seamlessly book jobs or quotes from various views, including job details, quote details, and the Scheduler. - **Visual Planning:** Use tools like the Job Map, Roster, or Whiteboard to plan and optimize bookings visually. - **Customer Engagement:** Automate reminders, send confirmations, and issue alerts to ensure clients stay informed every step of the way. - **Advanced Features:** Leverage team scheduling, groupings, and consecutive bookings for complex or ongoing jobs. With these guides, you’ll learn how to configure the Scheduler, manage bookings, and use advanced features to maximize your team's efficiency. Explore the links below to discover how Ascora makes scheduling easy, intuitive, and tailored to your business needs. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/5zc33yyfvr](https://ascora.wistia.com/medias/5zc33yyfvr) --- ## Scheduling Setup and Configuration --- [📆 Configure the Scheduler](/kb/configure-the-scheduler) [📧 How Scheduler Email Works](/kb/how-scheduler-email-works) [🔖 How to Allow Additional Booking](/kb/how-to-allow-additional-booking) [➿ How to Change Scheduler View](/kb/how-to-change-scheduler-view) [🤼 How to use Scheduler Groupings](/kb/how-to-use-scheduler-groupings) [📅 Using Teams for Scheduling](/kb/using-teams-for-scheduling) ## Scheduling Techniques --- [🔄 How to Set Up Consecutive Days Job Bookings](/kb/how-to-set-up-consecutive-days-job-bookings) [🔎 Navigating the Scheduler](/kb/navigating-the-scheduler) [🗺 Scheduling via the Job Map](/kb/scheduling-via-the-job-map) [⏲ Scheduling via the Roster](/kb/scheduling-via-the-roster) [👩🏻‍🏫 Using the Job Whiteboard](/kb/using-the-job-whiteboard) [🎉 Using the Ascora Activities Feature](/kb/using-the-ascora-activities-feature) ## Scheduling Jobs and Quotes --- [📆 Schedule a Job from the Job Details](/kb/schedule-a-job-from-the-job-details) [ℹ Creating, Editing, and Cancelling Quote Bookings](/kb/creating-editing-and-cancelling-quote-booking) [📆 Schedule a Job from the Scheduler](/kb/schedule-a-job-from-the-scheduler) [📆 Schedule a Quote from the Scheduler](/kb/schedule-a-quote-from-the-scheduler) [📅 How to Schedule Non-Chargeable Job or Task](/kb/how-to-schedule-non-chargeable-job-or-task) ## Customer Communication & Notifications --- [📳 Sending Confirmations or Alerts for Scheduled Jobs](/kb/sending-confirmations-or-alerts-for-scheduled) [⏰ Setting up Automated Reminders for Scheduled Jobs or Quotes](/kb/setting-up-automated-reminders-for-scheduled) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🗺 Scheduling via the Job Map Source: https://ascora.com.au/kb/scheduling-via-the-job-map The Map Scheduler is a powerful tool that provides a visual overview of your jobs on a map, along with essential job details like job number and name. This feature allows you to see the geographic location and sequence of scheduled jobs for each user, making it easier to optimize routes, minimize travel time, and enhance overall efficiency. With the Map Scheduler, you can: - View job sequences for individual technicians or staff members. - Easily reassign or reorder jobs by dragging and dropping between users. - Quickly adjust schedules based on location visibility to streamline operations. This feature is especially beneficial when managing multiple jobs in a single day, enabling you to ensure your team operates efficiently. --- ### How to Use the Map Scheduler **1.** Go to **Scheduler** and select **Map Scheduler.** [](%F0%9F%97%BA%20Scheduling%20via%20the%20Job%20Map/image2021-1-9_8-36-50.png) **2.** Click **Show User Routes** and then select the mobile users [](%F0%9F%97%BA%20Scheduling%20via%20the%20Job%20Map/image2021-1-9_10-13-50.png) **3.** In this example, we selected two users who are Courtney and Robert and two jobs are assigned to Courtney while none to Robert. [](%F0%9F%97%BA%20Scheduling%20via%20the%20Job%20Map/image2021-1-9_10-5-57.png) **4.** We can simply move one job from one user to another by dragging it to the corresponding user. In this case, we moved Job **J132877**to user Robert. [](%F0%9F%97%BA%20Scheduling%20via%20the%20Job%20Map/image2021-1-9_10-7-51.png) ℹ️**Note:***Once you've selected the users, you can drag the job from person to person or re-order them.* ℹ️*You can always assign and re-assign jobs from the Job Scheduler screen if that works best for you. Map Scheduler is another way of doing it with a different point of view and you can use this if applicable to your business.* --- # Sub Pages [🖥️ Dashboard & Map Guides](/kb/dashboard-map-guides) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⏲ Scheduling via the Roster Source: https://ascora.com.au/kb/scheduling-via-the-roster The Client Roster offers a unique way to manage job scheduling by providing a comprehensive overview of bookings associated with specific clients and jobs. This view complements other scheduling options, such as the Job Scheduler or Job Calendar, by offering a client-focused perspective. It’s especially useful for scenarios where client-specific bookings or detailed roster management is required. The Client Roster allows you to: - View all users assigned to specific jobs for a client. - Easily download or email schedules directly from the interface. - Confirm multiple bookings with one click to generate timesheets. - Manage and adjust bookings with flexibility to suit your operational needs. --- ### How to Use the Client Roster **1.** Go to **Scheduler → Client Roster.** [](%E2%8F%B2%20Scheduling%20via%20the%20Roster/image2021-1-16_8-58-37.png) **2.** The Client Roster screen appears and you can filter to Billing Customer and Job which displays the assigned users booked for that job. You also have a few things that you can do from this screen such as: - **Download Schedule** - to download schedules similar to downloading schedules from Scheduler → Job Scheduler. - **Email Schedule**to email schedules to specific users and this is also similar to the button you see in Scheduler → Job Scheduler → Email Schedule. - **Confirm Current Bookings** - to confirm all visible unconfirmed bookings which will generate a timesheet for each unconfirmed booking displayed on the roster. [](%E2%8F%B2%20Scheduling%20via%20the%20Roster/image2021-1-16_9-45-32.png) ### Creating or Modifying Bookings To book a job to a new user or more users, click **Manage Roster.** [](%E2%8F%B2%20Scheduling%20via%20the%20Roster/image2021-1-16_9-47-6.png) Search the user or users and then select the billing customer and corresponding job as well as enter the Start Time and End Time. You can follow this sequence: 1. Select the User or Users you want to create the booking for 1. Select the Billing Customer and Job you would like to schedule 1. Select the Start Time and End Time 1. Click on the scheduler (the column where you see dates and alternating columns of blue and yellow) and booking will be created. In this example below, we selected Job **J112544**and created a booking for Amelia on Tuesday 12 January. If you want to book it on a different day, just repeat the steps but click the area below the corresponding date. ℹ️**Note:** *The columns in yellow indicate a free schedule and the columns in blue indicate active bookings.* [](%E2%8F%B2%20Scheduling%20via%20the%20Roster/image2021-1-16_9-44-41.png) --- # Sub Pages [📅 Scheduling Guides](/kb/scheduling-guides) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔎 Search for an Existing Invoice Source: https://ascora.com.au/kb/search-for-an-existing-invoice The **Invoices List** serves as your central hub for tracking, managing, and processing invoices with ease. Whether you need to review outstanding payments, track overdue invoices, or send invoices to customers, this section provides the tools to keep your invoicing workflow organized and efficient. **Quick Access & Search Tools** - Open any invoice instantly by clicking on its **Invoice Number**. - Use **filters** to narrow down invoices based on status, due dates, or processing stage. - Search by **customer name, invoice number, or specific details** using the global search box. With these features, you can quickly locate invoices, ensure timely follow-ups, and maintain an accurate financial record—all in one streamlined interface. --- Choose the **Invoices Icon** in the Top Menu to display the Invoices List. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Invoices.png) To view the details for a specific Invoice, click the **Invoice Number**. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FView_Invoice-550.png) ## Filter by Invoice Status Narrow your search by filtering the Invoices List by the Invoice Status. You can also choose to display Invoices for Closed Jobs Only be checking the toggle box. **Outstanding**– will list all Invoices that are unpaid but not overdue **Overdue**– will list all Invoices that are unpaid and past their due date **To Be Posted** – will list all Invoices that have been marked as To Be Posted but not yet Marked as Posted **To Be Emailed** – will list all Invoices that have been marked as To Be Emailed but not yet emailed **To Be Sent to Accounting Package** – will list all Invoices that have not been sent to your Accounting Package (if you have established Accounts Integration) **Created in Last 7 Days** – will list all Invoices that have been generated within the last 7 days **All**– will list all Invoices. This filter option will also allow you to set a Date range [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FFilter_Status_Invoice-500.png) ## Open by Invoice Number or Site Customer If you know the Invoice Number, type it directly into the **Open by Invoice Number or Site** box. That Invoice will be listed in a dropdown menu – click on the Invoice number to view the Invoice details. If you know any part of the Site Customer name for who the Invoice is for, type the name into the **Open by Invoice Number or Site** box. As you type, a dropdown list of Invoices containing that Site Customer name will display. Click on the required Invoice when it appears in the list. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FOpen_Name_Site_Invoice-450.png) ## Search Using the Global Search Box You can type any Invoice-related information into the **Search**Box and the Invoices List will refine as you type. For example, if you know the Customer is located in Fremantle, as you type “Fre” the Invoices List will refine to only show Invoices with details which include “Fre”. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FInvoices%2FGlobal_Search_Invoice-450.png) --- # Sub Pages [🔎 Search for an Existing Quote](/kb/search-for-an-existing-quote) [🔎 Search for an Existing Job](/kb/search-for-an-existing-job) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔎 Search for an Existing Job Source: https://ascora.com.au/kb/search-for-an-existing-job Locating the right job in Ascora should be fast and hassle-free. Whether you remember the exact job number, the type of job, or just a keyword associated with it, Ascora’s flexible search tools let you narrow down and open the correct job in seconds. By using filters for Job Type or Status, or by typing keywords into the global search box, you can keep your workflow moving without lengthy hunts through long job lists. Explore the methods below to quickly find and manage your job details in Ascora. --- Choose the **Jobs Icon** in the Top Menu to display the Jobs List. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Jobs.png) ### View a Job’s Details To view the details for a specific Job, click the **View**button located beside the Job Number. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FView_Job_Details_Button.png) ### Filter by Job Type, Job Status or Secondary Status Narrow your search by filtering the Job List by the Job Type, the current Job Status or by a Secondary Status applied to a Job. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FFilter_Jobs_List-800.png) ### Search by Job Number or Name If you know the Job Number, type it directly into the **Open by Job Number or Name** box. That Job will be listed in a dropdown menu – click on the Job to view the Job Card. If you know any part of the Job’s Name, type the words into the **Open by Job Number or Name** box. As you type, a dropdown list of Jobs containing that name will display. Click on the required Job when it appears in the list. You can also click the **Toggle Advanced Search** button to reveal addition search functionality if required. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FOpen_by_Job_Name_Number.png) ### Search Using the Global Search Box You can type any Job-related information into the **Search**Box and the Jobs List will refine as you type. For example, if you know the Customer is located in Fremantle, as you type “Fre” the Jobs List will refine to only show Jobs with details which include “Fre”. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FJobs%2FGlobal_Search_Jobs.png) --- # Sub Pages [🔎 Search for an Existing Invoice](/kb/search-for-an-existing-invoice) [🔎 Search for an Existing Quote](/kb/search-for-an-existing-quote) [🔎 How to Search for an Existing Customer](/kb/how-to-search-for-an-existing-customer) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔎 Search for an Existing Purchase Order Source: https://ascora.com.au/kb/search-for-an-existing-purchase-order The **Purchase Orders List** provides a **centralized view** of all POs, making it easy to track, manage, and review your orders. Whether you need to find a **specific PO, filter by supplier, or check the status**, Ascora’s intuitive search and filter options help you locate information quickly. 🔍 **Instant Search** – Look up POs by Job Number, Reference, or PO Number. 📌 **Filter by Supplier** – Quickly access POs linked to a specific supplier. ✅ **Status Filtering** – Identify **pending, approved, or completed** POs at a glance. With these tools, **Ascora simplifies PO tracking**, ensuring that your procurement process remains **organized, efficient, and transparent.** --- From the **Inventory Icon** on the Top Menu, choose the **Purchase Orders** option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FPurchase%20Orders%2FTop_Menu_POs.png) The Purchase Orders List will display. To view the details for a specific Purchase Order, click the Purchase Order Number to display that Purchase Order. ## Filter by Supplier or Status Narrow your search by filtering the Purchase Orders List by Supplier and/or the Purchase Order Status. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FPurchase%20Orders%2FFilter_Supplier_POs.png) ## Filter Using the Global Search Box You can type the Job Number, Reference or Purchase Order Number into the Search box on the top right. The Grid will display any Purchase Orders that contain the entered criteria. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FPurchase%20Orders%2FGlobal_Search_POs.png) --- # Sub Pages [📃 Purchase Order Guides](/kb/purchase-order-guides) [✨ Using the Purchase Order Wizard](/kb/using-the-purchase-order-wizard) [🛒 Create a Blank Purchase Order](/kb/create-a-blank-purchase-order) [🔧 How to Create a Purchase Order for Supplies added on a Job](/kb/how-to-create-a-purchase-order-for-supplies-a) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔎 Search for an Existing Quote Source: https://ascora.com.au/kb/search-for-an-existing-quote The Quotes List in Ascora is designed to help you quickly find and manage all your quotes with ease. Whether you're searching for a specific Quote, refining your list by status or job type, or using advanced search options, Ascora provides the tools to keep your workflow organized and efficient. **Key Features of the Quotes List:** - **Comprehensive Filtering:** Narrow down results by job type, status, or assigned user for efficient navigation. - **Smart Search Options:** Locate Quotes instantly by entering a Quote number, name, or any related details using the global search box. - **Detailed Quote Insights:** View and edit Quotes directly from the Quotes List, ensuring quick access to key details. Use the steps below to leverage Ascora’s search and filter capabilities, allowing you to stay on top of your quoting process and keep your projects moving forward. --- Choose the **Quotes Icon** in the Top Menu to display the Quotes List. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FTop_Menu_Quotes.png) ### View a Quote's Details In the Quotes List Screen, click the **View**button located beside the Quote Number to view and/or edit the details for a specific Quote. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FView_Quote_Details.png) ### Filter by Job Type, Quote Status or the Assigned User Narrow your search by filtering the Quotes List by Job Type, the current Status of the Quote or the User for which the Quote is assigned to. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FFilter_Quote_Search_A.png) ### Search by Quote Number or Name If you know the Quote Number, type it directly into the **Open by Quotes Number or Name** box. That Quote will be isolated in the Quotes List – click the **View**button to view the Quote Card. If you know any part of the Quote’s Name, type the words into the **Open by Quotes Number or Name** box. As you type, the Quotes list will refine based on the word(s) you type. When you locate the required Quote, click the **View**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FSearch_By_Quote_A.png) ### Search Using the Global Search Box You can type any Quote-related information into the **Search**Box and the Quotes List will refine as you type. For example, if you know the Customer is located in Fremantle, as you type “Fre” the Quotes List will refine to only show Quotes with details which include “Fre”. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FQuote_Global_Search_A.png) --- # Sub Pages [🔎 Search for an Existing Job](/kb/search-for-an-existing-job) [🔎 Search for an Existing Invoice](/kb/search-for-an-existing-invoice) [🔎 How to Search for an Existing Customer](/kb/how-to-search-for-an-existing-customer) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📳 Sending Confirmations or Alerts for Scheduled Jobs Source: https://ascora.com.au/kb/sending-confirmations-or-alerts-for-scheduled Effective communication is essential for keeping customers informed and ensuring your team stays organized. With Ascora, you can send job confirmations and alerts via **email** or **SMS** directly from the **Scheduler**, reducing scheduling confusion and improving efficiency. Whether notifying customers about upcoming appointments or alerting staff of assigned jobs, Ascora’s built-in messaging tools help streamline the process. Before sending notifications, ensure your **SMS and email templates** are set up under **Administration → Templates**. Mobile users with appropriate permissions can also send notifications via the Ascora mobile app. ℹ️**Note:***Mobile users with full access can also send SMS and notifications from the mobile app depending on permissions granted.* --- To send confirmations or alerts, go to **Scheduler → Job Scheduler.** [](%F0%9F%93%B3%20Sending%20Confirmations%20or%20Alerts%20for%20Scheduled%20Jo/image2020-12-17_20-35-37.png) There are four types of Confirmations and Alerts - Booking Confirmation - SMS - Booking Confirmation Email - Alert User - SMS - Alert Team For Day - SMS --- ### Booking Confirmation - SMS 1. Right click on job booking and select **Send Booking Confirmation - SMS.** [](%F0%9F%93%B3%20Sending%20Confirmations%20or%20Alerts%20for%20Scheduled%20Jo/image2020-12-17_20-47-35.png) 2. Select your template and in this example we selected the template called **Booking Confirmation**. The customer mobile number auto populates but if needed, you can set a **Reply To** mobile number. When ready to send the SMS, click **Send**. [](%F0%9F%93%B3%20Sending%20Confirmations%20or%20Alerts%20for%20Scheduled%20Jo/image2020-12-17_21-8-40.png) ### Booking Confirmation - Email **1.** Right click on job booking and select**Send Booking Confirmation - Email.** [](%F0%9F%93%B3%20Sending%20Confirmations%20or%20Alerts%20for%20Scheduled%20Jo/image2020-12-17_21-20-19.png) **2.** Select your template and in this example we selected the template called **New Template**. Tick the box beside the customer name and you have the option to add another recipient in the **Additional**field. - **Show CC**you can click this to add a Carbon Copy field. - **Send Me a Copy** - you can tick the box if you want a copy of email confirmation sent to you. When ready to send the SMS, click **Send**. [](%F0%9F%93%B3%20Sending%20Confirmations%20or%20Alerts%20for%20Scheduled%20Jo/image2020-12-17_21-38-13.png) ### Alert Users -SMS **1.** Right click on job booking and select**Alert User SMS** [](%F0%9F%93%B3%20Sending%20Confirmations%20or%20Alerts%20for%20Scheduled%20Jo/image2020-12-17_21-46-48.png) **2.** Select your template and in this example we selected the template called **Inscope**. The mobile number of the assigned user auto populates and in this example, we are sending SMS to user Courtney Smith. When ready to send the SMS, click **Send**. [](%F0%9F%93%B3%20Sending%20Confirmations%20or%20Alerts%20for%20Scheduled%20Jo/image2020-12-17_21-58-22.png) ### Alert Team For Day - SMS **1.** Right click on job booking and select**Alert Team For Day SMS.** [](%F0%9F%93%B3%20Sending%20Confirmations%20or%20Alerts%20for%20Scheduled%20Jo/image2020-12-17_22-22-34.png) **2.** Names and contact numbers of team members booked for the same job auto populates and you can create/type your message to be sent to all Team Members. When ready to send the SMS, click **Send**. [](%F0%9F%93%B3%20Sending%20Confirmations%20or%20Alerts%20for%20Scheduled%20Jo/image2020-12-17_22-30-54.png) ### Sending SMS from the Job screen You can also send SMS or Email from the Job screen by clicking **Send SMS** or **Email Job.** [](%F0%9F%93%B3%20Sending%20Confirmations%20or%20Alerts%20for%20Scheduled%20Jo/image2020-12-17_22-37-41.png) ### Sending SMS from the Mobile App (Android) You can also send SMS from the Mobile App depending on your permission levels. To edit permissions, go to**Administration → Users → View**User **→ Permissions.** [](%F0%9F%93%B3%20Sending%20Confirmations%20or%20Alerts%20for%20Scheduled%20Jo/image2020-11-27_12-3-26.png) --- # Sub Pages [💬 Booking Confirmation (Manual)](/kb/booking-confirmation-manual) [💬 Booking Notification (Auto)](/kb/booking-notification-auto) [🔃 Automation](/kb/automation) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⭐ Sending out Online Review Links for Jobs Source: https://ascora.com.au/kb/sending-out-online-review-links-for-jobs You can send an online review link to your customer via email for every job completed. This is a good way of getting your customer feedback to see areas for improvements and process opportunities. In order to use this feature, you must first set up an email template containing the review link. **1.** Go to **Administration → Email Templates.** **2.** Select **Job**from the drop-down list and click **+ Add Template.** **3.** Build your email template by adding a template name, subject, and email content. To add the feedback link, select **Feedback**under **Insert field**. ℹ️**Note:***You can add other email fields to the subject line and email body which will auto populate the information when sending your email to the customer.*** **3.1** Adding the **Feedback Link.** When you click **Feedback**from the list of email fields, the following screen appears for you to enter the Text and then click Insert. Text is what your customer sees and when clicked, it redirects them to the feedback page. In this example, we put the text *Online Review for Completed Job*. [](%E2%AD%90%20Sending%20out%20Online%20Review%20Links%20for%20Jobs/image2021-1-27_20-1-15.png) **4.** After building your email template, click **Save**button located at the right side of the screen. [](%E2%AD%90%20Sending%20out%20Online%20Review%20Links%20for%20Jobs/image2021-1-27_20-5-2.png) ## Sending the Online Job Review Link **1.**Go to **Jobs**and access the job wherein you need a feedback link sent to your customer and click on **Email Job.** **2.** Select the template you've created and in this example, we choose the template called **Request for Review.** [](%E2%AD%90%20Sending%20out%20Online%20Review%20Links%20for%20Jobs/image2021-1-27_21-7-12.png) **3.**After sending the email, you can access a trail by going to **History**tab. [](%E2%AD%90%20Sending%20out%20Online%20Review%20Links%20for%20Jobs/image2021-1-27_21-11-16.png) The following image is what your customer sees and they can add a rating as well as comments. Once feedback is submitted, it will flow through reporting space in Ascora. [](%E2%AD%90%20Sending%20out%20Online%20Review%20Links%20for%20Jobs/image2021-1-27_21-17-25.png) ## Accessing Customer Feedback **1.** Go to **Reports**and select **Feedback**from the list or available reports. **2.** You can filter by user, select the date range, and even export the report to Excel. [](%E2%AD%90%20Sending%20out%20Online%20Review%20Links%20for%20Jobs/image2021-1-27_21-25-37.png) --- # Sub Pages [📧 How to Create Email Templates](/kb/how-to-create-email-templates) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⏰ Setting up Automated Reminders for Scheduled Jobs or Quotes Source: https://ascora.com.au/kb/setting-up-automated-reminders-for-scheduled Timely reminders help reduce no-shows, improve communication, and keep your scheduling on track. Ascora allows you to set up **automated SMS and email reminders** for scheduled jobs and quotes, ensuring customers and team members are always informed about upcoming bookings. With customizable **timing settings** and **automatic field population**, you can tailor reminders to suit your business needs. Whether you choose **SMS, email, or both**, Ascora's automated reminders help maintain efficiency while reducing manual follow-ups. This guide walks you through configuring **job and quote reminders** to ensure smooth scheduling and improved customer engagement. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/edzo46vlld](https://ascora.wistia.com/medias/edzo46vlld) --- You are able to set up reminders for scheduled jobs or quotes in a form of SMS or Email reminder. To enable this feature, you must first complete some settings in Administration area. **1.**Go to **Administration → Booking Reminder (Auto).** [](%E2%8F%B0%20Setting%20up%20Automated%20Reminders%20for%20Scheduled%20Job/image2021-1-13_18-7-7.png) **2.**Under **Booking Reminders**, you will see **Quote SMS Reminders** on the left panel and**Job SMS Reminders** on the right panel. The process of enabling SMS reminder or Email reminder is the same for both Quotes and Jobs and it does not matter which one you enable first. You can also enable quote reminders but choose not to enable job reminders or the other way around depending on your requirements. [](%E2%8F%B0%20Setting%20up%20Automated%20Reminders%20for%20Scheduled%20Job/image2021-1-13_18-29-9.png) ## Enabling Job SMS Reminders **1.**Tick the box beside **Enabled.** **2.**Enter the number of hours as to when the SMS reminder is sent. In this example, we're setting it to be sent*2 hours* prior to booking start time. **3.** Create your SMS Message and you can utilise the Automatic Fields to auto populate certain information when the SMS reminder is sent. In this example, we configure it to send the SMS 2 hours prior to job booking start time and we've also added a few automatic fields and one of them is *Booking Time* as highlighted below. [](%E2%8F%B0%20Setting%20up%20Automated%20Reminders%20for%20Scheduled%20Job/image2021-1-13_20-2-56.png) **4.**Make sure to click the **Save**button located at the upper right portion of the page after completing the configuration. [](%E2%8F%B0%20Setting%20up%20Automated%20Reminders%20for%20Scheduled%20Job/image2021-1-13_20-8-38.png) ## Enabling Quote SMS Reminders **1.**Tick the box beside **Enabled** **2.**Enter the number of hours as to when the SMS reminder is sent. In this example, we're setting it to be sent *1 hour* prior to booking start time. **3.** Create your SMS Message and you can utilise the Automatic Fields to auto populate certain information when the SMS reminder is sent. In this example, we configure it to send the SMS one hour prior to quote booking start time and also added a few automatic fields and one of them is *Site Customer First Name*as highlighted below. [](%E2%8F%B0%20Setting%20up%20Automated%20Reminders%20for%20Scheduled%20Job/image2021-1-13_20-3-34.png) **4.**Make sure to click the **Save**button located at the upper right portion of the page after completing the configuration. [](%E2%8F%B0%20Setting%20up%20Automated%20Reminders%20for%20Scheduled%20Job/image2021-1-13_20-8-38.png) ## Enabling Job Email Reminders **1.**Tick the box beside **Enabled** **2.**Enter the number of hours as to when the Email reminder is sent. In this example, we're setting it to be sent *24 hours*prior to booking start time. **3.** Create your Email Message and you can utilise the Automatic Fields to auto populate certain information when the Email is sent. [](%E2%8F%B0%20Setting%20up%20Automated%20Reminders%20for%20Scheduled%20Job/image2021-1-13_20-1-31.png) **4.**Make sure to click the **Save**button located at the upper right portion of the page after completing the configuration. [](%E2%8F%B0%20Setting%20up%20Automated%20Reminders%20for%20Scheduled%20Job/image2021-1-13_20-8-38.png) ## Enabling Quote Email Reminders **1.**Tick the box beside **Enabled** **2.**Enter the number of hours as to when the Email reminder is sent. In this example, we're setting it to be sent 24 hours prior to booking start time. **3.** Create your Email Message and you can utilise the Automatic Fields to auto populate certain information when the Email is sent. [](%E2%8F%B0%20Setting%20up%20Automated%20Reminders%20for%20Scheduled%20Job/image2021-1-13_20-2-1.png) **4.**Make sure to click the **Save**button located at the upper right portion of the page after completing the configuration. [](%E2%8F%B0%20Setting%20up%20Automated%20Reminders%20for%20Scheduled%20Job/image2021-1-13_20-8-38.png) ℹ️We've now completed the steps in setting up SMS or Email reminders for either Quotes or Jobs. You can select to just enable SMS reminder if more applicable in your business or perhaps choose to enable email reminder only. --- # Sub Pages [🔃 Automation](/kb/automation) [📲 How to Create SMS Templates](/kb/how-to-create-sms-templates) [📲 How SMS Works](/kb/how-sms-works) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📝 Setting up Automated Reminders for Scheduled Jobs or Quotes Source: https://ascora.com.au/kb/setting-up-automated-reminders-for-scheduled- By setting up SMS and Email reminders, you can ensure that your team and clients receive timely notifications about upcoming appointments and changes, reducing manual follow-ups and improving overall efficiency. In this guide, you'll learn how to enable, customize, and test both SMS and Email reminder templates through the **Administration → Booking Reminder (Auto)** section, so that you can tailor notifications to your business needs. You are able to set up reminders for scheduled jobs or quotes in a form of SMS or Email reminder. To enable this feature, you must first complete some settings in Administration area. --- **1.**Go to **Administration → Booking Reminder (Auto).** **2.**Under **Booking Reminders**, you will see **Quote SMS Reminders**,**Job SMS Reminders,****Quote Email Reminders, and****Job Email Reminders.** The process of enabling SMS reminder or Email reminder is the same for both Quotes and Jobs and it does not matter which one you enable first. You can also enable quote reminders but choose not to enable job reminders or the other way around depending on your requirements. --- ## Example - Enabling Job SMS Reminders **1.**Tick the box beside **Enabled.** **2.**Enter the number of hours as to when the SMS reminder is sent. In this example, we're setting it to be sent*2 hours* prior to booking start time. **3.** Create your SMS Message and you can utilise the Insert Field to auto-populate certain information when the SMS reminder is sent.In this example, we configure it to send the SMS 2 hours prior to job booking start time and we've also added a few automatic fields and one of them is *Booking Time* as highlighted below. **4.**Make sure to click the **Save**button located at the upper right portion of the page after completing the configuration. ## **** **** --- # Sub Pages [🔃 Automation](/kb/automation) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⤵️ Setting up Automatic Import for Supplier Invoices - Office 365 Source: https://ascora.com.au/kb/setting-up-automatic-import-for-supplier-invo Manually processing supplier invoices can be time-consuming and prone to errors. Ascora's **Automatic Supplier Invoice Import** feature allows businesses to automate the process, ensuring that supplier invoices are accurately recorded and seamlessly linked to purchase orders, job cards, and your accounting package. By setting up **automatic email import for supplier invoices**, you can: ✔ **Eliminate manual data entry** and reduce administrative workload. ✔ **Ensure invoice accuracy** by directly importing and matching them with purchase orders. ✔ **Improve efficiency** by automating invoice processing across multiple suppliers. ✔ **Integrate supplier invoices into accounting software** for real-time financial tracking. ✔ **Save time** by removing the need for repetitive data uploads. This guide will walk you through setting up **email integration**, **configuring supplier records**, and ensuring **error-free imports** so that your supplier invoices flow seamlessly into Ascora—allowing you to focus on running your business. --- Many Suppliers can provide you with copies of your Invoices in CSV or PDF format. You can configure Ascora to accept CSV or PDF Invoices and have these invoices automatically process against a Purchase Order, then update the Job Card (as required) and push the Supplier Invoice details across to your accounting package. ℹ️**Note*****:***To make automatic import work, a supplier invoice must be part of the supported formats but if you need an extra format added for one of your suppliers, you can purchase one by accessing the [Ascora Shop](https://www.ascora.com.au/ShoppingCart/Shop). *See**[Supplier Invoice Format Supported](https://support.ascora.com.au/pages/viewpage.action?pageId=2098124#SettingupAutomaticImportforSupplierInvoices-SupplierInvoiceFormatSupported)* *for a complete list of readily supported formats.* ## Connecting your Email Account - Office 365 Go to **Administration → System Settings.** [](%E2%A4%B5%EF%B8%8F%20Setting%20up%20Automatic%20Import%20for%20Supplier%20Invoic/image2021-11-3_20-3-12.png) **2.** Under the Automatic Import Email Settings area, do steps A, B, and C with some references below. A. Tick the **Supplier Invoice Importing** checkbox B. Click Connect to **Office 365** and sign in using the popup. C. Click the **Connect**button when you're ready to proceed. **If you are using "Use Own Email Server" with Gmail, please read the dedica****ted article for****[Gmail here](https://support.ascora.com.au/x/FgBZB)****.** [](%E2%A4%B5%EF%B8%8F%20Setting%20up%20Automatic%20Import%20for%20Supplier%20Invoic/Untitled_design_(8).png) **3.**Connection between your Ascora account and your email account will be established and you'll see the following pop up box indicating it's testing your email settings. [](%E2%A4%B5%EF%B8%8F%20Setting%20up%20Automatic%20Import%20for%20Supplier%20Invoic/image2021-11-3_20-29-19.png) **4.** Another pop up box appears confirming that connection is successful. [](%E2%A4%B5%EF%B8%8F%20Setting%20up%20Automatic%20Import%20for%20Supplier%20Invoic/image2021-11-3_20-25-59.png) ❌**NOTE:** Automatic Importing should be assigned to a dedicated inbox as all emails will be marked as deleted once they have been processed by the importer. If you need a copy of each supplier invoice, you can configure your email account to automatically forward copies to a different mailbox. Alternatively you can configure your email to keep the deleted emails in the DELETED folder after a certain period. ## Configuring the Supplier Record After successfully connecting your email account for supplier invoice automatic import, you will need to configure your supplier record to ensure that emails will be imported correctly. **1.** Choose the **Inventory Icon** on the Top Menu and select the **Suppliers** option. [](%E2%A4%B5%EF%B8%8F%20Setting%20up%20Automatic%20Import%20for%20Supplier%20Invoic/image2021-11-3_22-26-18.png) **2.** Locate the applicable Supplier in the list then click to display the details. In this example we select Reece which is one of the supported formats. [](%E2%A4%B5%EF%B8%8F%20Setting%20up%20Automatic%20Import%20for%20Supplier%20Invoic/image2021-11-3_22-42-56.png) **3.** The Supplier’s Details Screen will display. Scroll down to the **Supplier Invoice Format** option and select the applicable format from the list. [](%E2%A4%B5%EF%B8%8F%20Setting%20up%20Automatic%20Import%20for%20Supplier%20Invoic/image2021-11-3_22-50-30.png) ❌***Note:****If the Supplier Format you're after is not shown in the list, we can create this format for you by creating a special processor that understands the format the invoice has been sent in - where to read elements like the Supplier Invoice Number, Order Reference, Invoice Date and the various lines on the Invoice. The Processor can read invoices in both CSV or PDF format (providing the PDF is not generated as an unreadable image). Due to the length of time it can take to create, test and deploy the Supplier Invoice processor we charge $350 EX GST per Supplier Format. You can purchase one by accessing the**[Ascora Shop](https://www.ascora.com.au/ShoppingCart/Shop)**.* **4.** Under the Automatic Supplier Invoice Importing section in the Supplier screen, tick the checkbox beside **Enable the automatic import from Ascora inbox**. The inbox you configured in Step 2 will be displayed in brackets and the Email Sender textbox will appear. Enter the email address used by the Supplier to send your Invoices in the Email Sender textbox. Ascora is now configured to automatically import and process Supplier Invoices for the particular Supplier. Repeat these steps for any other Suppliers for which you wish to enable Automatic Supplier Invoice Importing. [](%E2%A4%B5%EF%B8%8F%20Setting%20up%20Automatic%20Import%20for%20Supplier%20Invoic/image2021-11-3_22-40-59.png) As a summary, the requirements for setting up automatic import for supplier invoices are: 1. Supplier must have a supported format available. 1. You account is successfully connected to a dedicated mailbox that receives supplier invoices type of emails. 1. You have configured the necessary settings in the supplier details screen. Congratulations! You have now successfully configured automatic import for your supplier invoices which helps save a huge amount of time compared to manually creating/importing your supplier invoices. --- # Sub Pages [⤴️ Importing Supply Price List](/kb/importing-supply-price-list) [↪️ Supplier Invoice Import Process Overview](/kb/supplier-invoice-import-process-overview) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📦 Setting Up Pack or Box Quantity in Ascora Source: https://ascora.com.au/kb/setting-up-pack-or-box-quantity-in-ascora Managing **bulk purchasing and stock control** is easier with Ascora’s **Pack or Box Quantity** feature. This ensures that inventory is accurately recorded and that purchase orders align with supplier requirements. Instead of ordering individual units, you can set a minimum order quantity (e.g., a box of 5, 10, or 20), which helps streamline procurement and prevent discrepancies in stock levels. With this feature, any inventory item added to a **job or purchase order** will automatically adjust to reflect the correct **pack size**, ensuring that you only order in the specified multiples. This reduces errors, prevents under-ordering, and simplifies stock tracking—especially for items that suppliers only sell in bulk. --- **1.** To set up Pack of Box Quantity, go to **Inventory → Supplies.** [](%F0%9F%93%A6%20Setting%20Up%20Pack%20or%20Box%20Quantity%20in%20Ascora/image2021-1-19_19-1-31.png) **2.**Search for the supply item and click the Part Number to display the details. [](%F0%9F%93%A6%20Setting%20Up%20Pack%20or%20Box%20Quantity%20in%20Ascora/image2021-1-19_17-57-25.png) **3.** Once you're already in the supply details screen, enter your **Pack of Box Quantity** in the corresponding box. Once done, click**Save and Close** button. [](%F0%9F%93%A6%20Setting%20Up%20Pack%20or%20Box%20Quantity%20in%20Ascora/2025-03-24_14-53-27.png) ## Adding Supply to a Job and Creating a Purchase Order The inventory item must be ordered in multiples of the amount set up in Pack of Box Quantity. **1.** In the following example, we have a supply item with Pack of Box Quantity set to 8. [](%F0%9F%93%A6%20Setting%20Up%20Pack%20or%20Box%20Quantity%20in%20Ascora/image2021-1-19_18-29-19.png) **2.**We then add that supply item to a job and enter 6 as our quantity. [](%F0%9F%93%A6%20Setting%20Up%20Pack%20or%20Box%20Quantity%20in%20Ascora/image2021-1-19_18-32-12.png) **3.**After creating a purchase order, notice how the quantity automatically changed to 8 since that's the minimum number of items we can order as per pack of box quantity set up. [](%F0%9F%93%A6%20Setting%20Up%20Pack%20or%20Box%20Quantity%20in%20Ascora/image2021-1-19_18-43-37.png) --- # Sub Pages [📦 Inventory Guide](/kb/inventory-guide) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔐 Setting up Two-Factor Authentication in Ascora Source: https://ascora.com.au/kb/setting-up-two-factor-authentication-in-ascor Two-Factor Authentication (2FA) provides an added layer of security for your account and company data. Ascora offers the flexibility to enforce 2FA for the entire company or set it up for individual users. Follow this guide to get started with 2FA. --- ## **Enforcing Two-Factor Authentication Company-Wide** Navigate to **Administration** > **System Settings** Go to the **Security Settings**and enable the option **Enforce Two-Factor Authentication** to apply 2FA for all users in your company. --- ## **Setting Up Two-Factor Authentication for Individual Users** If your company hasn’t enforced 2FA, individual users can still set it up for their accounts. Here’s how: Click on your account name in the **top-right corner** of the screen and select **Set Up Two-Factor Authentication**. Click on **Add Sign-In Method**. Choose an authenticator app. Ascora supports multiple authenticators, but the preferred options are Microsoft Authenticator and Google Authenticator. Follow the on-screen prompts to connect your chosen authenticator app. Once connected, verify your **one-time password (OTP) code** to complete the setup. --- ## **Why Use Two-Factor Authentication?** Two-Factor Authentication helps: - Protect against unauthorized access to your account. - Add an extra layer of security beyond just a password. - Ensure peace of mind while managing your business in Ascora. --- Set up 2FA today and secure your account with confidence. For further assistance, contact our support team! 🚀 --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⚙️ Settings Source: https://ascora.com.au/kb/settings The **Settings**section in Ascora provides essential tools for configuring and managing your business settings. This area allows you to customize system preferences, manage users, set up notifications, and fine-tune how Ascora handles jobs, quotes, inventory, and customer interactions. Use the guides below to navigate and optimize your Ascora setup. --- ## System & General Settings --- [⚙ Default Settings](/kb/default-settings) [⚙ System Settings](/kb/system-settings) [📑 Using Translations](/kb/using-translations) [🌐 API Settings](/kb/api-settings) [🔐 Setting up Two-Factor Authentication in Ascora](/kb/setting-up-two-factor-authentication-in-ascor) ## Clients & Customer Management --- [👷‍♀️ Clients](/kb/clients) [📇 Enquiries](/kb/enquiries) [⭐ Sales](/kb/sales) ## Financial & Accounting Settings --- [🔢 Statement Settings](/kb/statement-settings) ## Communication & Email Settings --- [🗓️ Displaying Ascora Bookings in your External Calendar](/kb/displaying-ascora-bookings-in-your-external-c) [📧 How to set up your Gmail account on Ascora and send emails from a different Email Address](/kb/how-to-set-up-your-gmail-account-on-ascora-an) [🗓️ External Calendar](/kb/external-calendar) ## Jobs, Quotes & Scheduling --- [🗎 Quotes](/kb/quotes) [🏢 Jobs](/kb/jobs) [🔨 Supplies](/kb/supplies) [📎 Attachment Categories](/kb/attachment-categories) [🚨 Response Colours](/kb/response-colours) ## Inventory & Asset Management --- [📦 Inventory](/kb/inventory) ## Customization & Configurations --- [💻 How to add a Custom Field](/kb/how-to-add-a-custom-field) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⚙️ Settings & Configurations Guides Source: https://ascora.com.au/kb/settings-configurations-guides Ascora’s **Administration** menu provides powerful tools to customize the platform to fit your business needs. Whether you’re managing users, automating workflows, setting up templates, or configuring accounting integrations, these resources will guide you through each step. Explore the sections below to **optimize your setup, improve efficiency, and make the most of Ascora's capabilities**. --- ## System Configuration & Customization --- [🏢 Admin](/kb/admin) [⚙️ Settings](/kb/settings) [⚙ Your Ascora Account & Subscription](/kb/your-ascora-account-subscription) ## Financial & Accounting Setup --- [🧮 Accounting](/kb/accounting) ## Templates & Documents --- [📄 Templates](/kb/templates) ## Workflow Automation --- [🔃 Automation](/kb/automation) ## Mobile Apps & Accessibility --- [📱 Android App](/kb/android-app) [📱 iOS App](/kb/ios-app) ## Training & Resources --- [🎓 Training Matrix](/kb/training-matrix) [🔠 Custom Fields](/kb/custom-fields) --- **Need Help?****** **Got a question?** [❓ Frequently Asked Questions](https://app.notion.com/p/Frequently-Asked-Questions-25ec74d8318281eda3a5f6f4d9e217b0?pvs=21) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔢 Statement Settings Source: https://ascora.com.au/kb/statement-settings The **Statement Settings** section in Ascora allows you to customize how overdue invoices and statements are displayed, ensuring your clients receive clear and relevant payment information. This guide walks you through the available settings and how to adjust them to suit your business needs. --- **1.**When using the Statement feature in Ascora, you are able to set a couple of settings by going to **Administration → Statement.** **2.**Under **Statement Settings**, you can set specific amounts in the following fields. - Don't Show Overdue Statements Below an X amount. - Don't Include Invoices in Overdue Statements Below an X amount. **ℹ Note:**You can also add or change your statement reference fields. To learn more about it, please acess [🧾 How to Change Statement Reference Fields](/kb/how-to-change-statement-reference-fields) user guide. --- # Sub Pages [🧾 How to Change Statement Reference Fields](/kb/how-to-change-statement-reference-fields) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📄 Statements Source: https://ascora.com.au/kb/statements The Statements section in Ascora lets you manage your customers' financial statements by providing a comprehensive view of activity and outstanding balances. You can find it under **Administration > Send Statements**. From here, you can review statement details, download statements, email them directly, and include related invoices—all in one place. ### Key Features: - **View Statement Activity:** Monitor recent transactions and changes in statement status. - **Outstanding Statements:** Easily identify and review statements that still have an outstanding balance. - **Download & Email Statements:** Generate PDF versions of statements for offline use or directly email them to customers. - **Include Invoices:** Ensure that specific invoices are attached to the statement for full financial context. --- # Sub Pages [🧾 How to Change Statement Reference Fields](/kb/how-to-change-statement-reference-fields) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💱 Supplier Credits Source: https://ascora.com.au/kb/supplier-credits Supplier credits play a crucial role in **maintaining accurate financial records and optimizing cash flow**. Whether you're handling returned materials, incorrect charges, or supplier refunds, **Ascora simplifies the process** with seamless integration into your accounting system. **Why Supplier Credit Management Matters:** ✅ **Accurate Financial Tracking** – Ensure that all supplier returns are documented without affecting job costs. ✅ **Streamlined Accounting Integration** – Automatically sync credits with your accounting platform, reducing manual data entry. ✅ **Improved Cash Flow** – Monitor supplier credits effectively and apply them to future purchases or refunds. ✅ **Audit-Ready Documentation** – Maintain clear, traceable records for financial reporting and compliance. **How Ascora Helps You Stay in Control:** 🔹 **Create Supplier Credits with Ease** – Enter negative quantities directly in Ascora to reflect returned goods or adjusted invoices. 🔹 **Instant Visibility** – View and manage all supplier credits in one place for better financial oversight. 🔹 **Eliminate Errors** – Reduce the risk of misallocated credits and ensure your business is reimbursed correctly. By leveraging **Ascora’s Supplier Credit Management**, you can **increase operational efficiency, maintain financial accuracy, and improve supplier relationships** while keeping your accounting records clean and organized. --- ### Overview Credits are received for items that have been returned to Suppliers. Credits in Ascora can be created by manually entering a Supplier Invoice with a negative quantity or via the Automatic Supplier Invoice Import. This will be pushed through to your Accounting Package as a Credit. ✅***NOTE:****Credits will NOT adjust the quantities of items on the Job. It is assumed that the Job items have already been adjusted by the technicians when the Job was completed.* ### Manually Creating a Supplier Credit 1. On the **Supplier Invoices List** click **New**. 2. Select **Credit Note** as Supplier Invoice Type. 3. Enter a negative quantity 4. Enter the amount in the column **Unit Cost Ex Tax** and it will automatically show as a negative amount in the column **Total Cost Ex Tax.** 5. Enter the Invoice Number, select Invoice Date and Due Date. 6. Tick the box beside **"Receive All Lines."** 7. Click **Save and Accept Allocation**. [](%F0%9F%92%B1%20Supplier%20Credits/image2021-5-28_19-48-23.png) The supplier Credit will appear with the negative amount indicating it's a credit as shown in the image below. [](%F0%9F%92%B1%20Supplier%20Credits/image2021-5-28_19-41-42.png) Behind the scenes this will be pushed to your Accounting Package as a Supplier Credit. As an example, here’s the Supplier Credit from above in Xero. [](%F0%9F%92%B1%20Supplier%20Credits/image2021-2-6_9-52-34.png) --- # Sub Pages # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💲 Supplier Invoice - How Default Cost Recalculation Method Works Source: https://ascora.com.au/kb/supplier-invoice---how-default-cost-recalcula Accurately managing cost recalculations ensures that **job pricing remains consistent, profitable, and reflective of supplier cost changes**. Ascora offers flexible cost recalculation methods to maintain markup integrity, job sell price stability, or automatically choose the most favorable pricing adjustment. By setting a default cost recalculation method, you **streamline supplier invoice processing, minimize manual adjustments, and ensure pricing aligns with your business strategy**. Whether you're importing invoices or adding them manually, selecting the right recalculation method helps maintain accurate profit margins and job cost tracking. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/5l2q6mjcij](https://ascora.wistia.com/medias/5l2q6mjcij) --- ### Set Default Cost Recalculation Method There are two ways to set the default cost recalculation method: **1.** In **Administration → Defaults**, go to **Supplier Invoicing** section where you can set the default option to be displayed when you add a supplier invoice from Ascora web or the default cost recalculation method when you are importing a CSV or PDF supplier invoice document. [](%F0%9F%92%B2%20Supplier%20Invoice%20-%20How%20Default%20Cost%20Recalculatio/image2021-2-6_9-33-2.png) **2.**When you are adding a supplier invoice, you have the option to select the default recalculation method by clicking on each default cost recalculation method option. [](%F0%9F%92%B2%20Supplier%20Invoice%20-%20How%20Default%20Cost%20Recalculatio/image2021-2-6_9-35-29.png) ### How Cost Recalculation Methods Works Each recalculation method tries to calculate **Unit Sell Price** or **Markup** on **Job Supply** items. ### 1. Maintain Markup Maintain Markup will try to use current **Job Supply Markup** and **Supplier Invoice Unit Cost** to calculate **Job Supply Unit Sell Price** following those scenarios: - **Job Supply Unit Sell Price** will be calculated using the following formula: **Job Supply Unit Sell Price**=**Supplier Invoice Unit Cost*** (1+**Job Supply Markup**/ 100) - If **Job Supply Markup** is empty, **Job Supply Unit Sell Price** will be calculated as: **Job Supply Unit Sell Price**=**Supplier Invoice Unit Cost** - If **Job Supply** does not exist but the **Supplier Invoice Item** exists on the **Supply** list, **Job** **Supply Unit Sell Price** will be calculated using the following formula: **Job Supply Unit Sell Price**=**Supplier Invoice Unit Cost*** (1+**Supply Markup**/ 100) - If **Supply Markup** is empty: **Job Supply Unit Sell Price**=**Supplier Invoice Unit Cost** ### 2. Maintain Job Sell Price **Maintain Job Sell Price** will try to use **Job Supply Unit Sell Price** and **Supplier Invoice Unit Cost** to calculate **Job Supply Markup** following those scenarios: - **Job Supply Markup** will be calculated using the following formula: **Job Supply Markup**= 100 * (**Job Supply Unit Sell Price**/**Supplier Invoice Cost**- 1) - If the **Job Supply** does not exist but the **Supplier Invoice Item** exists on the **Supply** list, **Job Supply Markup** will be calculated as: **Job Supply Markup**= 100 * (**Supply Unit Sell Price**/**Supplier Invoice Cost**- 1) ### 3. Use Highest **Use Highest** means Ascora will calculate Job Supply depending if: a. If **Job Supply Unit Cost** is less than **Supplier Invoice Unit Cost**, calculate **Job Supply Unit Sell Price** using “**Maintain Markup**” option. b. If **Job Supply Unit Cost** is more than **Supplier Invoice Unit Cost**, calculate **Job Supply Markup**using “**Maintain Job Sell Price**” c. If there are not a **Job Supply**, but the **Supplier Invoice Item** exist on the **Supply** list, calculate **Job Supply** item using **Supply** item and then depending of options a. or b. --- # Sub Pages # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📃 Supplier Invoice Format Supported Source: https://ascora.com.au/kb/supplier-invoice-format-supported The following list refers to suppliers with invoice formats that are supported by Ascora either via manual import or automatic import. When you try to import a supplier invoice, you should be able to select the formats for any of the suppliers included in the list below. ❌***NOTE:****If the Supplier you're after is not shown in the list, we can create this format for you by creating a special processor that understands the format the invoice has been sent in - where to read elements like the Supplier Invoice Number, Order Reference, Invoice Date and the various lines on the Invoice. The Processor can read invoices in both CSV or PDF format (providing the PDF is not generated as an unreadable image). Due to the length of time it can take to create, test and deploy the Supplier Invoice processor we charge $350 EX GST per Supplier Format. You can purchase one by accessing the**[Ascora Shop](https://www.ascora.com.au/ShoppingCart/Shop)**.* Template NameRead Csv FormatsRead PDf Formats*Able Solar LtdNoOnly InvoicesAdelaide Resource RecoveryNoOnly InvoicesAccessmanNoYesActive Electrical Distributors Pty LtdNoOnly InvoicesActrolYesNoAcuraNoYesAgile Networks LtdNoOnly InvoicesAHI CarrierNoYesAir Diffusion Agency Pty LtdNoYesAirefrig Australia Pty LtdNoYesAirOWorldNoOnly InvoicesAlice Powder Coating (NT) Pty LtdNoOnly InvoicesAlice Springs Sand Supply Pty LtdNoOnly InvoicesAll Fast SolutionsNoYesAlvin Electronics Pty LtdNoOnly InvoicesAnzorNoYesApex Building ProductsNoOnly InvoicesAPJ ConcreteNoOnly InvoicesAquaclearNoOnly InvoicesArgent Cables [NZ]NoYesArgon Distributors LtdNoOnly InvoicesArnold Franks LtdNoYesAsmussNoOnly InvoicesAutofit88NoOnly InvoicesAviat NetworksNoOnly InvoicesAWM ElectricalNoYesB&S Home Timber and HardwareNoOnly InvoicesBayline RoofingNoOnly InvoicesBayset Pty LtdNoOnly InvoicesBeacon LightingNoOnly Invoices, Will not import Booked OrdersBega Fasteners & Industrial SuppliesNoOnly InvoicesBeijer Ref Australia Pty LtdNoOnly InvoicesBilliNoOnly InvoicesBitzer Australia Pty LtdNoYesBJS Roofing SuppliesNoOnly InvoicesBlack Diamond TechnologiesNoYesBOC LimitedNoOnly Invoices, Container Invoices, and Container Credit NotesBolts & Fasteners Pty LtdNoOnly InvoicesBoral Construction Materials Group LimitedNoOnly InvoicesBradford InsulationNoOnly InvoicesBunnings [NZ]NoYesBunnings WarehouseNoYesBurdens Plumbing Victoria Pty LtdNoOnly InvoicesCableWays LtdNoOnly InvoicesCarters Building Supplies LtdNoOnly InvoicesCentre Plumbing PlusNoYesGyprockNoOnly InvoicesCherry Picker ServicesNoOnly InvoicesCity Electric SupplyYesYesCity Electrical Factors (UK)NoOnly InvoicesCNW Electrical WholesaleNoYesComplete Coms LtdNoOnly InvoicesComputer Dynamics [NZ]NoYesConcept SheetmetalNoOnly InvoicesConnectplay LtdNoOnly InvoicesCooks Plumbing SuppliesYesOnly InvoicesCoomers (UK)NoOnly InvoicesCoromandel Native NurseryNoYesCorys ElectricalNoYesCrisp N Co Pty LtdNoYesD & J Hull PlumbingNoOnly InvoicesDaikin Air Conditioning LtdNoYesDelta Electrical DistributorsNoOnly InvoicesDesign SheetmetalNoOnly InvoicesDNA Steel DirectNoOnly InvoicesDonovansNoYesDowneeNoOnly InvoicesDuluxNoOnly InvoicesEagles Bathroom Kitchen PlumbingNoYesEnatel LtdNoOnly InvoicesExpress SheetmetalsNoYesEzzybillsYesNoFantech LtdNoYesFGW Corporation Pty LtdNoOnly InvoicesFieldersNoOnly InvoicesFranklin SmithNoOnly InvoicesFujitsuNoYesGainfort'sNoOnly InvoicesGalvins Plumbing SuppliesYesNoGas Works And PlumbingLtdNoOnly InvoicesGibson's Irrigation, Pumps & MachineryNoYesGo Wireless Ltd[NZ]NoYesGoldpine IndustriesNoOnly InvoicesGyprockNoOnly InvoicesHafele Australia PtyNoOnly InvoicesHarris Trade Plumbing SuppliesYesOnly InvoicesHammer HardwareNoOnly InvoicesHaymansYesNoHeyne's Wholesale NurseryNoOnly InvoicesHirepool LtdNoOnly InvoicesHonda Hamilton LtdNoOnly InvoicesHumes [NZ]NoYesIdeal Electrical SuppliersNoOnly InvoicesIdeal Electrical Suppliers [NZ]NoYesIdeal FastenersNoOnly InvoicesInfab LtdNoOnly InvoicesIngram Micro Limited [NZ]NoYesITM Whangarei Building SuppliesNoOnly InvoicesJ. A. Russell Ltd [NZ]YesYesJaycar Pty LtdNoOnly InvoicesJewson (UK)NoOnly InvoicesJim's FirstNoOnly InvoicesJohnson Bros. Mitre 10NoOnly InvoicesHutcheon & PearceNoOnly InvoicesK & R Plumbing SuppliesNoOnly InvoicesKea Trailers Ltd [NZ]NoOnly InvoicesKirby HVAC&R Pty LtdNoOnly InvoicesKonnect Fastening SystemsNoYesLakes Electrical DistributorsNoOnly InvoicesLaser Electrical PutaruruNoOnly InvoicesLawrence and HansonYesYesLentune Group [NZ]YesYesLighting Options Design & SupplyNoYesLocal Locksmiths NTNoOnly InvoicesLook FloorsNoOnly InvoicesLoxton Irrigation CentreNoOnly InvoicesLysaghtNoOnly InvoicesMcGowan Services LtdNoOnly InvoicesMH Power Specific LtdNoYesMico Ltd [NZ]NoYesMiddy Data & ElectricalNoYesMitre 10NoOnly InvoicesMitre 10 MegaNoYesMitre 10 Trade CentreNoYesMitsubishi Electric Australia Pty LtdNoOnly InvoicesMM Electrical MerchandisingNoYesMyelecNoOnly InvoicesNAW Controls Pty LtdNoYesNewtonsNoYesNHP Electrical Engineering Products Pty LtdNoYesNice Australia Home Automation Pty LtdNoOnly InvoicesNJA Consulting Pty LtdNoOnly InvoicesNormistNoOnly InvoicesNSW Timber & Hardware Pty LtdNoOnly InvoicesNutrien WaterNoYesNZ Safety BlackwoodsNoOnly InvoicesP & R Electrical Wholesalers Pty LtdYesNoPacific ComponentsNoOnly InvoicesPanasonic New Zealand LtdNoOnly InvoicesPB Technologies LtdNoOnly InvoicesPickard Building SuppliesNoOnly InvoicesPlacemakersNoOnly InvoicesPlumbers Supplies Co-OpYesNoPlumbing World LtdNoYesPolyaireNoOnly InvoicesPolytecNoOnly InvoicesPowerbase Group [NZ]YesYesPro-Active ElectricalNoOnly InvoicesPromainsNoYesProMinent Fluid ControlsNoYesPuretecNoYesRapid LEDNoOnly InvoicesRealcold NZ LtdNoYesReeceYesYesRefrigeration Specialties LtdNoYesReFire GroupNoYesResene Paints LtdNoOnly InvoicesRexel Electrical SuppliesNoYesRiequip LtdNoOnly InvoicesRinnaiNoOnly InvoicesRinnai [NZ]NoYesRK Diesel ServicesNoOnly InvoicesRockcote Resene LtdNoYesRoofing SupermarketNoOnly InvoicesRotational PlasticsNoYesSamios Plumbing SuppliesYesOnly InvoicesSaveur Pacific Pty LtdNoOnly InvoicesScrewfix (UK)NoOnly InvoicesShamon Air & Filtration Equipment NZ LtdNoOnly InvoicesSheriffYesNoSimx LtdNoYesSmoooth Air Products Ltd [NZ]NoYesSingh EnterprisesNoOnly InvoicesSol DistributionNoOnly InvoicesSouthern Hospitality LtdNoYesSpears Sheetmetal WorksNoOnly InvoicesSpecialized Construction Products LtdNoYesStainless Design GroupNoYesSteel & Tube Holdings LtdNoYesSteeline PambulaNoOnly InvoicesSteelmastersNoYesSteely SalesNoOnly InvoicesStramit Corporation Pty LtdNoOnly InvoicesSwan Hardware & Staff Pty LtdNoOnly InvoicesTait Controls LtdNoOnly InvoicesTecon AustraliaNoOnly InvoicesTeletronics LtdNoOnly InvoicesTesrolNoOnly InvoicesThe Good Guys Discount Warehouses AustraliaNoOnly InvoicesThe Tile DepotNoOnly InvoicesThink Water Alice SpringsNoOnly InvoicesThink Water DunsboroughNoOnly InvoicesTile SpaceNoOnly InvoicesTiles On DevonNoOnly InvoicesToll Global ExpressNoOnly InvoicesToolstation (UK)NoOnly InvoicesTotal ToolsNoOnly InvoicesTrade DirectNoYesTradelink Pty LimitedNoYesTradezoneYesOnly InvoicesTravis Perkins (UK)NoOnly InvoicesUllrich AluminiumNoOnly InvoicesUniquip Electrical SuppliesNoOnly InvoicesVictron Energy B.V.NoOnly InvoicesVoltexYesOnly InvoicesVoltex [NZ]YesYesVulcan Steel LtdNoYesWatertek Pty LtdNoOnly InvoicesWattylNoOnly InvoicesWeb IndustrialNoOnly InvoicesWestflex Pty LtdNoOnly InvoicesWills & Co Mitre 10NoOnly InvoicesYesss Electrical (UK)NoOnly InvoicesZoltan Electrical & Plumbing SuppliesNoOnly InvoicesNote: Last updated **24/10/2023** Fixed typo by changing "Ainfort's" to "Gainfort's" **Note:**Although we've precoded a few of supported supplier invoices formats, changes made by the suppliers when it comes to their invoice format could potentially impact the importing process and hence modifications will also be needed in Ascora.To help check whether import is successful or not, you can see logs by going to Administration → Received Email History or see user guide for more information. ## How to check if a supplier invoice format is available **1.** Go to **Inventory → Suppliers** → and click any of the suppliers available. In this example, we click A1 Interiors. [](%F0%9F%93%83%20Supplier%20Invoice%20Format%20Supported/image2020-11-29_22-22-3.png) **2.**In **Details**tab, look for the field called **Supplier Invoice Format** and search using the supplier name. [](%F0%9F%93%83%20Supplier%20Invoice%20Format%20Supported/image2020-11-29_22-39-18.png) **3.**If the supplier name appears, it means that either it's one of our supported formats or it's a format that we created for you with a corresponding fee of $350.00 + GST. For formats not available, you can still manually create supplier invoices but if you are receiving a high volume of supplier invoices from a particular supplier not part of the supported format, you'll save a huge amount of time by having a format created at a standard cost of $350 + GST. To learn more about supplier invoice import, please see [🔄 Automatic Supplier Invoice Importing](/kb/automatic-supplier-invoice-importing) --- # Sub Pages [🔄 Importing Guides](/kb/importing-guides) [🔄 Automatic Supplier Invoice Importing](/kb/automatic-supplier-invoice-importing) [📃 Supply Import Template - References](/kb/supply-import-template---references) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📦 Suppliers & Supplier Invoices Guides Source: https://ascora.com.au/kb/suppliers-supplier-invoices-guides Efficient purchase order management ensures you have the right supplies at the right time, helping control costs and avoid project delays. Ascora provides a flexible Purchase Order system that lets you create new orders from scratch, generate them directly from job supplies, or combine multiple orders for simplification. With built-in approval processes, imports, and reassignments, you can maintain a clear oversight of your procurement workflow. With Ascora, you can: ✅ **Easily enter and track supplier invoices** – Ensure accurate record-keeping and cost allocation. ✅ **Manage supplier credits efficiently** – Track and apply credits against supplier invoices. ✅ **Separate suppliers from contractors** – Organize your vendor lists effectively for streamlined management. ✅ **Automate invoice imports** – Use EzzyBills integration to minimize manual data entry. ✅ **Understand cost recalculations** – Ensure your cost tracking and default calculations are set up correctly. Below, you’ll find guides organized into relevant categories to help you **manage suppliers and supplier invoices effectively in Ascora**. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/5l2q6mjcij](https://ascora.wistia.com/medias/5l2q6mjcij) --- ## Supplier Management --- [👷 How to separate Suppliers from Contractors](/kb/how-to-separate-suppliers-from-contractors) ## Supplier Credits & Adjustments --- [💱 Supplier Credits](/kb/supplier-credits) ## Supplier Invoices & Cost Tracking --- [⌨️ Entering Supplier Invoices Manually](/kb/entering-supplier-invoices-manually) [💲 Supplier Invoice - How Default Cost Recalculation Method Works](/kb/supplier-invoice---how-default-cost-recalcula) [🖇 Linking Multiple Supplier Invoices to a Single Purchase Order](/kb/linking-multiple-supplier-invoices-to-a-singl) ## Automating Supplier Invoice Imports --- [↪️ Supplier Invoice Import Process Overview](/kb/supplier-invoice-import-process-overview) [🔄 Integrating Ascora with EzzyBills](/kb/integrating-ascora-with-ezzybills) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔨 Supplies Source: https://ascora.com.au/kb/supplies The **Supplies Administration** section in Ascora allows businesses to categorize, price, and track supplies efficiently. These settings help ensure consistent pricing, standardize units of measurement, and apply appropriate markup percentages for better cost management. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/2fv0pjs5um](https://ascora.wistia.com/medias/2fv0pjs5um) --- ## **Configuring Supplies Settings in Ascora** To access and update these settings: 1. Navigate to **Administration → Supplies & Kits**. 1. Update or add details under the relevant sections below. 1. Click **Save** to apply your changes. --- ### **Supply Categories** Supply categories define how supplies are classified in Ascora, making it easier to filter and manage inventory. 🛠 **How to Add or Update Supply Categories:** - Go to **Administration → Supplies & Kits → Supply Categories**. - Click **+ Add New** to create a new category. - Enter a category name and click **Save**. 📌 **Example Supply Categories:** - Electrical Components - Plumbing Materials - Safety Equipment - General Tools --- ### **Default Markup Percentage** The default markup percentage applies to **supplies added through the mobile app**. This setting ensures consistent pricing when technicians or staff add supplies on the go. 🛠 **How to Set or Update Markup Percentages:** - Go to **Administration → Supplies & Kits → Markup Percentage**. - Enter the percentage markup to be applied automatically. - Click **Save**. 📌 **Example Markup Settings:** - Standard Markup: **20%** - Specialized Equipment Markup: **30%** - Consumable Items Markup: **10%** --- ### **Units of Measurement** Units of measurement allow you to define how supplies are quantified in Ascora. These units ensure accuracy in stock management and job costing. 🛠 **How to Add or Update Units of Measurement:** - Go to **Administration → Supplies & Kits → Unit of Measurement**. - Click **+ Add New** to create a new unit. - Enter a unit name (e.g., meters, kilograms, packs). - Click **Save**. 📌 **Example Units of Measurement:** - **Meters (m)** – For cabling and piping - **Kilograms (kg)** – For bulk materials - **Liters (L)** – For fluids and adhesives - **Each (ea)** – For single items --- ### **Price Levels** Price levels allow businesses to set **different pricing structures** for supplies, labour, and callouts. You can create multiple price levels for different customer types or job scenarios. 🛠 **How to Add or Update Price Levels:** - Go to **Administration → Supplies & Kits → Price Levels**. - Click **+ Add New** to create a price level. - Enter a name and define how it applies across **supplies, callouts, and labour**. - Click **Save**. 📌 **Example Price Levels:** - **Standard Rate** – Default pricing for all customers - **Wholesale Rate** – Discounted rates for bulk buyers - **Emergency Rate** – Higher rate for after-hours services - **VIP Rate** – Discounted pricing for loyal customers 🔗 **For further details, check out the guide on****[📊 How to create a New Price Level](/kb/how-to-create-a-new-price-level)****** --- ### **Finalizing Your Supplies Settings** ✅ **Ensure supplies are categorized correctly** for easy tracking and reporting. ✅ **Set an appropriate markup percentage** to maintain profitability. ✅ **Define standard units of measurement** for consistency in inventory. ✅ **Use price levels to apply different pricing structures** based on customer types or job requirements. ✅ **Save all changes to apply them system-wide.** By configuring these settings, businesses can ensure **accurate inventory tracking, consistent pricing, and optimized supply management** within Ascora. --- # Sub Pages [📦 Suppliers & Supplier Invoices Guides](/kb/suppliers-supplier-invoices-guides) [🔨 Adding Supplies, Kits, and Write-Ins](/kb/adding-supplies-kits-and-write-ins) [🔨 Add Supplies to a Quote](/kb/add-supplies-to-a-quote) [📦 Supplies or Materials & Kits](/kb/supplies-or-materials-kits) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📦 Supplies or Materials & Kits Source: https://ascora.com.au/kb/supplies-or-materials-kits Optimizing your supply and materials management is **key to keeping projects on track and reducing costs**. Ascora offers a powerful suite of tools that help you efficiently track supplies, manage supplier relationships, and bundle materials into **kits** for streamlined operations. With these features, you can: ✔ **Easily create and update supply items** – Keep your inventory organized with detailed product information. ✔ **Link supplies to multiple suppliers** – Ensure you always have sourcing flexibility and competitive pricing. ✔ **Import supplier price lists** – Maintain accurate cost tracking and avoid discrepancies in job quotes. ✔ **Utilize barcodes for quick scanning** – Improve accuracy and speed when managing stock and supplies. ✔ **Bundle items into kits for efficiency** – Group commonly used materials together for faster job execution. By leveraging these capabilities, you can **reduce administrative burden, avoid supply shortages, and improve overall project profitability**. --- ## Kit Building --- [🛠️ Create a Kit](/kb/create-a-kit) ## Supply and Material Management --- [📦 Create a New Supply Item](/kb/create-a-new-supply-item) [🖇️ Linking a Supply to Multiple Suppliers in Ascora](/kb/linking-a-supply-to-multiple-suppliers-in-asc) [⤴️ Importing Supply Price List](/kb/importing-supply-price-list) [𝄃𝄃𝄂 Working with Barcodes](/kb/working-with-barcodes) ## Job Costing & Profitability --- [🧮 How Supplies are Calculated in Job Profitability](/kb/how-supplies-are-calculated-in-job-profitabil) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📃 Supply Import Template - References Source: https://ascora.com.au/kb/supply-import-template---references **Note:** Highlighted in yellow are compulsory fields. **Column Label****Header****Compulsory Field****Notes****A**PART NUMBERYESWhen importing updated price list, Ascora uses part number to match and update the details and if part number is not available, Ascora uses description to match and update the details. It is important to have a unique part number for each supply item.**B**SUPPLIERYES**C**IS DEFAULT SUPPLIERYESIf Default Supplier is not set, only the Supplier information (**Supplier Part Number** and **Supplier Buy Price**) will be updated.**D**CATEGORYYES**E**SUB CATEGORYNO**F**CATEGORY TWONO**G**SUB CATEGORY TWONO**H**DESCRIPTIONYESIn the absence of part number, Ascora uses Description to match and update your price file and thus it's also important that each supply line item has a unique description.**I**COST EX TAXYESCost Ex Tax is Compulsory**J**LAST COST PRICE CHANGENO**K**SELL PRICEYESSell Price can be inclusive or exclusive of GST and is Compulsory**L**SELL PRICE INCLUSIVEYESIs Your Sell Price on Column J inclusive or exclusive of GST? Please enter Yes or No in this column**M**TAX APPLIESYESDoes Tax applies to your item? Please enter Yes or No in this column. Putting Y for Yes or N for No is also acceptable.**N**MUST BE ORDEREDYESDo you need to order this item once added to a job? Please enter Yes or No in this column. For example, if I don't keep stock for this item, please enter Yes in this column (ie. item needs to be ordered in). Putting Y for Yes or N for No is also acceptable.**O**IS FAVOURITENOWould you like to add this item into your favourite folder as it's a frequently used item? Please enter Yes or No in this column. Putting Y for Yes or N for No is also acceptable.**P**ACCOUNT INCOME CODENOAccount income code is Optional. Please enter your income code here only if you want to track income generated from this item separately in your accounting package. (For eg. This is normally for large items like rental of trucks and machinery)**Q**ANNOTATIONNOAnnotation is Option. Annotation is additional description you want to add to your item on top of the description in Column H**R**SUPPLIER PART NUMBERNO**S**UNIT OF MEASUREMENTNO**T**PACK OR BOX QUANTITYNOThe inventory item must be ordered in multiples of this amount. E.g. if 5 units per box or if stocked in per metre and comes in 5 metres rolls.**U**LOCATIONNOLocation is Optional. Location defines the placement of your items (For eg. Shelf 1, Shelf 2, Stock Room 1, Stock Room 2, etc)**V**ARCHIVEDNOArchived is Optional and is used ONLY if you would like to "delete" your supplies from the List. Please enter Yes if you wish to delete this supply, otherwise, please leave this column blank. Putting Y for Yes or N for No is also acceptable.**W**BARCODENOBarcode is Optional. Please enter your Barcode here if applicable.**X**WEIGHTED AVERAGE COSTNOAllow Weighted Average Cost to be imported for Supply**Y**I TRACK THIS ITEMNOYou won't have to set this up if you're already tracking items per job type and that uses the default account income codes set up in **Administration → Accounts Integration.****Z**PURCHASE OR COGS ACCOUNT INCOME CODENOYou'll need to set this up only if you want to track each of your supply items going to unique purchase account income code in your accounting package. --- # Sub Pages [⤴️ Importing Supply Price List](/kb/importing-supply-price-list) [🔄 Automatic Supplier Invoice Importing](/kb/automatic-supplier-invoice-importing) [🔄 Importing Guides](/kb/importing-guides) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⚙ System Settings Source: https://ascora.com.au/kb/system-settings The **System Settings** feature in Ascora gives you the flexibility to configure key system-wide settings that will help optimize your workflow. ℹ️These settings include activating auto numbering for **Customers** and **Equipment**, allowing you to set up a prefix and starting number for your **invoices**, and connecting your **Email Account** for seamless communication. Additionally, you can enable automatic imports for **Supplier Invoices** and **Job Imports**, making it easier to keep your records up to date without manual input. To access and customize these settings, simply navigate to **Administration → System Settings**. By configuring these options, you can further automate your processes and ensure Ascora works efficiently for your business needs. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/d2ia7423jz](https://ascora.wistia.com/medias/d2ia7423jz) **Contents** [📽 Watch the video guide ⤵](#1d2c74d8-3182-80a6-a83c-e3e32029a647)[Auto Numbering](#182c74d8-3182-8052-97ba-dc5723c44123)[Audit Log](#182c74d8-3182-80bf-97a0-fb672e1208d2)[Email Settings](#182c74d8-3182-8026-8ca2-c1d62da70a7b)[Email Options](#182c74d8-3182-8003-a544-fe658c4303fc)[SMS Settings](#182c74d8-3182-8034-b8ae-f96bf9025e82)[Automatic Import Email Settings](#182c74d8-3182-80e6-ac6c-f75bfc99bbb4) --- ## Auto Numbering You can choose to set prefixes and initial numbers in areas like Invoices so that you can easily track your invoices once you start using Ascora. For example, you may set an invoice prefix **ASC**and initial number **500**which means that invoices with number series ASC500 up are the ones created in Ascora. **Note:** *You can also set prefixes and initial numbers for other areas such as Quotes, Jobs, and Purchase Orders.* [](%E2%9A%99%20System%20Settings/image2021-1-22_20-23-10.png) --- ## Audit Log Audit Log shows a record of changes made around numbering areas. In the following example highlighted in yellow, a record shows that Invoice prefix and initial number was last changed by user Courtney Smith on 2 October 2020. It is important to track any changes made as this impacts reporting and tracking of quotes, jobs, invoices, and Purchase Orders. [](%E2%9A%99%20System%20Settings/image2021-1-22_18-51-17.png) --- ## Email Settings This is where you can connect your Email account such as **Gmail**or **Office 365** or your **Own Email Server.** It is important to note that you must first gather your email settings which you will need during the initial set up and if you need assistance in obtaining such information, please contact your Email provider. [](%E2%9A%99%20System%20Settings/image2021-1-22_19-40-31.png) --- ## Email Options Depending on which email account you connected to Ascora, you have the ability to send from alternative email addresses for the main areas like quotes, jobs, and invoices. For example, you may want your quotes sent from a unique email address while all of your invoices and statements are sent from a different email address. In the image below as an example, the setting is to have quotes sent from the user who is logged in while jobs while purchase orders are sent from a unique email [support@ascora.com.au](mailto:support@ascora.com.au) and invoices are sent from [accounts@asc.com.au.](mailto:accounts@asc.com.au.) [](%E2%9A%99%20System%20Settings/image2021-1-23_22-21-56.png) ℹ️**Reference:** If you want to connect your Gmail account, please go to user guide for detailed instructions. --- ## SMS Settings This is where you can add a mobile number or email address to receive SMS replies. [](%E2%9A%99%20System%20Settings/image2021-1-22_20-26-9.png) ℹ️***Note:****Ascora has multiple mobile numbers in our servers and when someone sends SMS , it uses the next available mobile number at that time as SMS sender.* To learn more about SMS feature, please see FAQ. --- ## Automatic Import Email Settings This is where you can connect your dedicated inbox for supplier invoice automatic import. [](%E2%9A%99%20System%20Settings/image2021-1-22_19-56-18.png) To learn more about automatic supplier invoice import, please access user guide. ℹ️**Note:***When you make any changes in this area, make sure to click the****Save****button located at the upper right part of the screen* --- # 📄 Templates Source: https://ascora.com.au/kb/templates The **Templates Settings** section in Ascora Administration provides you with a comprehensive set of tools to design and manage your document templates and custom forms. These features help you create consistent, branded communications for quotes, invoices, job cards, and more by allowing you to add merge fields, customize layouts, and integrate dynamic data seamlessly. Whether you’re updating an existing template or creating a new one, these guides will help you streamline your document creation process and ensure that all financial and operational communications reflect your business standards. Use the guides below to navigate and optimize your Ascora setup. --- ## Document Templates --- [📃 Document Template User Guide](/kb/document-template-user-guide-2) [🧾 How to Update a Document Template](/kb/how-to-update-a-document-template-2) ## Merge Fields & Advanced Configurations --- [🗒️ How to Add a Merge Field in your Document Template](/kb/how-to-add-a-merge-field-in-your-document-tem-2) ## Custom Forms --- [▶️ How Custom Fields Work in Custom Forms](/kb/how-custom-fields-work-in-custom-forms-2) ## Communication Templates --- [📧 How to Create Email Templates](/kb/how-to-create-email-templates) [📲 How to Create SMS Templates](/kb/how-to-create-sms-templates) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⏰ Timesheet Features Source: https://ascora.com.au/kb/timesheet-features Accurate timesheet tracking and seamless payroll management are essential for optimizing workforce efficiency and controlling labor costs. Ascora’s latest enhancements offer a powerful suite of tools designed to automate key processes, improve compliance, and provide deeper insights into job profitability and employee utilization. With features like **automatic penalty labor rates, job-specific rate overrides, and timesheet rules**, businesses can eliminate manual calculations and ensure precise payroll processing. **Enhanced payroll summaries and utilization reports** provide real-time insights into workforce productivity, helping you make data-driven decisions. Additionally, **user allowances, timesheet locking, and improved permission controls** ensure compliance and prevent unauthorized edits, while **seamless integration with payroll systems like Xero and MYOB** simplifies financial reconciliation. Whether you need to track billable hours, enforce overtime rules, or configure payroll settings based on your company’s policies, these latest improvements empower your business to operate more efficiently while reducing administrative overhead. Explore how Ascora’s advanced timesheet and payroll features can streamline operations, boost profitability, and give you greater control over labor costs. --- ## Enhanced Payroll Summary The Payroll screen now displays the summary of times broken down by the rates in the payroll period (if connected to Xero the Timeframe displayed would be determined by the Xero Pay Period). [](%E2%8F%B0%20Timesheet%20Features/image2021-2-25_17-26-7.png) Selecting a User will display the itemised breakdown of their times: [](%E2%8F%B0%20Timesheet%20Features/image2021-2-25_17-28-57.png) ## Timesheet vs Labour Comparison Report A new report available in the Reporting area, this will display any discrepancies between the hours worked (timesheet hours) and labour hours. [](%E2%8F%B0%20Timesheet%20Features/image2021-2-25_17-36-21.png) ## Timesheet Utilisation & Job Profitability Reports New reports that display the billable hours by technician and profitability per hour worked. These reports give you an even greater insight into the performance of your mobile workforce. [](%E2%8F%B0%20Timesheet%20Features/image2021-2-25_17-39-40.png) ℹ️***Note:****Allocated Profit is the Job Profit allocated to a single technician based on their hours worked on a particular Job compared to total job hours. This is then aggregated for all Jobs completed in the specified time period.* [](%E2%8F%B0%20Timesheet%20Features/image2021-2-25_17-41-19.png) Displays the hours worked, Labour value and timesheet costs for the specified period and compares the billable percentage and profit generated from labour. ## User Allowances Allowances can now be defined and allocated to Users. Individual rates can be set against the Allowances on a User by User basis. Allowances can be added to timesheet records both from the web and out in the field. [](%E2%8F%B0%20Timesheet%20Features/image2021-2-25_17-47-33.png) [](%E2%8F%B0%20Timesheet%20Features/image2021-2-25_17-50-19.png) ## Automatic Penalty Labour Rates Timesheet Rules can be applied to entries from the team out in the field – converting a timesheet into the related normal, 1.5, 2, 2.5 times timesheet entries and costs. Now the adjustments to the charged Labour can also occur automatically based on the Penalty Rates set under the Labour Role. [](%E2%8F%B0%20Timesheet%20Features/image2021-2-25_17-52-9.png) ## Job Specific Rates Now if you have a larger project in which the rates have been set based on that particular projects agreement, you can now also set these up in Ascora to automatically apply. Simply add any Job Specific Rate onto the related Job and this will act as an override for the hourly rate charged for that Job! [](%E2%8F%B0%20Timesheet%20Features/image2021-2-25_17-55-3.png) ## Timesheet Configuration Adjustments to the Timesheet configuration now allow you to define the start day of week for the payroll period – now when your mobile team views their timesheets the week range displayed will be based on the start of week specified. Additionally you can set if their timesheets are recorded from start to end of day or based on the sum of all individual timesheet records: [](%E2%8F%B0%20Timesheet%20Features/image2021-2-25_17-59-4.png) ## Related Features **1. Timesheet Locking**– Ability to lock all timesheet entries prior to a particular date and time to eliminate any accidental edits! **2. Labour Edit / Timesheet Edit Permissions**– Adjustments to the Labour and Timesheet based permissions in the mobile apps. (See explanation below). The new permissions are clearer and also allow you to configure the timesheets to prevent edits to Labour directly (so Labour must equal the Timesheets entered) if desired! **3. Timesheet Rules** – Ability to set automatic rules for day and hours worked to convert the timesheet entry from normal time to time and a half, double time and double time and a half. ## Timesheet & Labour Permission Streamlining [](%E2%8F%B0%20Timesheet%20Features/image2021-2-25_18-9-30.png) --- # Sub Pages [🟢 Timesheet Rules](/kb/timesheet-rules) [⏏️ How to edit Timesheets](/kb/how-to-edit-timesheets) [💵 How to Set Up Rates & Charges](/kb/how-to-set-up-rates-charges) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⏰ Timesheet Guides Source: https://ascora.com.au/kb/timesheet-guides Accurate timesheet management is essential for **tracking labor costs, improving efficiency, and ensuring seamless payroll integration**. Ascora’s Timesheet tools help businesses **record work hours, generate reports, and sync data with payroll systems**, reducing errors and administrative workload. Whether you need to **edit timesheets, analyze reports, or integrate with MYOB and Xero**, these guides will help you **streamline workforce tracking and compliance** with ease. --- ## Timesheet Management --- [⏰ Timesheet Overview](/kb/timesheet-overview) [⏰ Timesheet Features](/kb/timesheet-features) [⏏️ How to edit Timesheets](/kb/how-to-edit-timesheets) [📳 Field Staff Time Sheet - iOS Users - Start And End My Day](/kb/field-staff-time-sheet---ios-users---start-an) ## Timesheet Rules & Reporting --- [🔀 Difference between Actuals from Timesheets and Start & End of Day Entries](/kb/difference-between-actuals-from-timesheets-an) [💻 Timesheet Reporting Options](/kb/timesheet-reporting-options) [🟢 Timesheet Rules](/kb/timesheet-rules) ## Payroll & Accounting Integration --- [➿ Payroll Integration with MYOB](/kb/payroll-integration-with-myob) [➿ Payroll Integration with Xero](/kb/payroll-integration-with-xero) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⏰ Timesheet Overview Source: https://ascora.com.au/kb/timesheet-overview Efficient timesheet tracking is key to managing labor costs, optimizing team productivity, and ensuring payroll accuracy. Ascora simplifies this process with multiple ways to log work hours—automated check-ins via the mobile app, manual job-based entries, and bulk adjustments through the Timesheet Editing tool. With customizable settings, automated calculations for penalty rates, and seamless payroll integration, Ascora ensures accurate labor tracking while reducing administrative effort. Whether you're managing field technicians or office staff, these features help streamline operations, enhance compliance, and provide clear insights into workforce efficiency. **Ways to Create Timesheets:** ✅ **Mobile App Check-in/Check-out** – Automatically logs work hours when users check in and out of jobs or quotes. ✅ **Manual Entry from the Job Screen** – Go to **Labour & Callout → Timesheet → New**, then enter user details, start and end times, check-in type, and rate. ✅ **Timesheet Editing (Bulk Updates)** – Navigate to **Reports → Timesheet Editing** to create, adjust, or correct timesheet entries, including start/end times, breaks, and allowances. --- **Mobile App Check-in/Check-out** There are different ways of creating timesheet entries in Ascora and one of them is by **checking in** and **checking out**of a job or quote from the mobile app. This automatically creates a timesheet entry against a user which is linked to a particular job or quote. **Manual Entry from Job Screen** The second way of creating a timesheet is by manually doing it from Ascora web. From the job screen, go to **Labour & Callout**and under **Timesheet**area, click **New**. Select the user and enter the rest of the necessary information such as start time and end time, check in type, rate type, and labour role then click **Save**. [](%E2%8F%B0%20Timesheet%20Overview/image2021-1-24_9-59-11.png) **Timesheet Editing** The third way of creating a timesheet is by going to **Reports → Timesheet Editing.** From there, you can click **New**to create a totally new timesheet entry or you can filter existing timesheet entries and be able to edit the information such as making correction on start time and end time, specifying if meal break is included or not, and even adding allowances if applicable. [](%E2%8F%B0%20Timesheet%20Overview/image2021-1-24_12-24-44.png) ## Timesheet Configurations Prior to using the timesheet feature in Ascora, it is important to set a few configurations first. 1. **Administration → Defaults** → and set your ordinary work hours and break time and also select to allow timesheet overlap or to not allow timesheet overlap 1. **Administration → Timesheet Rules** and this affects how Ascora automatically calculates time and a half or double time penalty rates. 1. **Administration - Users → View → Labour Details** and this is the area where you can set up rates per technician/employee. ℹ️**⚠ Note:** Timesheet Rules ONLY applies to Timesheets created from the mobile apps. ## Setting up Rates It is important to set up rates per technician/staff as this impacts the pay rate. 1. Go to **Administration → Users →** click **View** for the particular User. 2. In **Labour Details** enter the pay rate, employment cost and the rate for the 1.5 Time, Double Time and Double Time and a Half rates. [](%E2%8F%B0%20Timesheet%20Overview/image2021-1-24_9-45-53.png) ℹ️To learn more about setting up rates and charges, go to how to set up rates and charges user guide. --- # Sub Pages [🟢 Timesheet Rules](/kb/timesheet-rules) [⏏️ How to edit Timesheets](/kb/how-to-edit-timesheets) [💵 How to Set Up Rates & Charges](/kb/how-to-set-up-rates-charges) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🕝 Timesheet Reporting Options Source: https://ascora.com.au/kb/timesheet-reporting-options-2 Tracking employee work hours accurately is essential for payroll, productivity analysis, and compliance. Ascora offers multiple timesheet reporting options to help businesses monitor work hours, review time entries, and make necessary adjustments. Through **User Timesheet Reports, Timesheet Editing Reports, and Clock In/Out Reports**, you can easily retrieve, review, and manage employee timesheets. These reports allow you to track work hours, edit incorrect entries, and verify locations where check-ins and check-outs occurred. Each report serves a distinct purpose: - **User Timesheet Reports** provide a summary of logged hours. - **Timesheet Editing Reports** allow administrators to correct errors and update time entries. - **Clock In/Out Reports** track precise check-in locations for better accountability. By leveraging these reporting tools, businesses can ensure accurate payroll processing, optimize workforce management, and maintain compliance with labor tracking requirements. --- ## User Timesheet Report This report gives details of user's timesheets for a specified date range. **1.**Go to **Reports**and select **User Timesheet,**enter the date range, select a user or all users, and click **Retrieve Timesheet.** ℹ️You also have an option to *Export Timesheet to Excel*if necessary. [](%F0%9F%95%9D%20Timesheet%20Reporting%20Options/2025-03-24_17-10-09.png) **2.**Timesheet Details of the user selected will be displayed. In this example, we retrieved 21 January timesheet details for user Courtney Smith. - This report shows check in and check out time which is 25 minutes total or 0.42 hours. - The report also indicates if meal break was included or not. [](../%E2%8F%B0%20Timesheet%20Guides/%F0%9F%92%BB%20Timesheet%20Reporting%20Options/image2021-1-24_12-21-32.png) ## Timesheet Editing Report This report gives you the ability to edit timesheet details of a particular user whether it's to add allowances, make corrections on start time and end time, etc. **1.**Go to **Reports**and select **Timesheet Editing.** [](../%E2%8F%B0%20Timesheet%20Guides/%F0%9F%92%BB%20Timesheet%20Reporting%20Options/image2021-1-24_12-28-45.png) **2.**Enter the date range, select a user, and select the type of timesheet data. Click on the timesheet line item that you'd like to modify, and click **Edit**. [](../%E2%8F%B0%20Timesheet%20Guides/%F0%9F%92%BB%20Timesheet%20Reporting%20Options/image2021-1-25_7-13-20.png) **3.** A new screen appears where you can see details such as Start Time and End Time that you can override or edit. After making the changes, click **Save**. [](../%E2%8F%B0%20Timesheet%20Guides/%F0%9F%92%BB%20Timesheet%20Reporting%20Options/image2021-1-24_12-49-57.png) ## Clock In/Out Report This report gives you the ability to see user timesheet details as well as locations on where the check in and check out occurred. ℹ️**Note:** *Clock In/Out Location is only available if mobile device had network connection and Location turned on and allowed in Ascora app at the time of check in/out.* **1.**Go to **Reports** 1. select **Clock In/Out Report.** [](%F0%9F%95%9D%20Timesheet%20Reporting%20Options/2025-03-24_17-15-02.png) 1. Choose your stat and end date 1. Choose your user 1. Run Report 1. --- # Sub Pages [🔀 Difference between Actuals from Timesheets and Start & End of Day Entries](/kb/difference-between-actuals-from-timesheets-an) [➿ Payroll Integration with Xero](/kb/payroll-integration-with-xero) [➿ Payroll Integration with MYOB](/kb/payroll-integration-with-myob) [🟢 Timesheet Rules](/kb/timesheet-rules) [⏰ Timesheet Overview](/kb/timesheet-overview) [⏏️ How to edit Timesheets](/kb/how-to-edit-timesheets) [⏰ Timesheet Guides](/kb/timesheet-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💻 Timesheet Reporting Options Source: https://ascora.com.au/kb/timesheet-reporting-options Accurate timesheet reporting is essential for tracking work hours, managing labor costs, and ensuring payroll accuracy. Ascora provides a suite of timesheet reports that allow businesses to review, edit, and analyze work hours efficiently. Users can access these reports via **Reports → Timesheets** and choose from: - **User Timesheet Report** – View and export detailed timesheet entries for specific users or time periods. - **Timesheet Editing Report** – Modify timesheet details, correct errors, and add allowances directly. - **Clock In/Out Report** – Track check-in and check-out times, including GPS locations for mobile users. These reports streamline workforce management, enhance payroll accuracy, and provide valuable insights into labor efficiency. --- ## User Timesheet Report This report gives details of user's timesheets for a specified date range. **1.**Go to **Reports**and select **User Timesheet,**enter the date range, select a user or all users, and click **Retrieve Timesheet.** You also have an option to *Export Timesheet to Excel*if necessary. [](%F0%9F%92%BB%20Timesheet%20Reporting%20Options/image2021-1-24_11-43-53.png) **2.**Timesheet Details of the user selected will be displayed. In this example, we retrieved 21 January timesheet details for user Courtney Smith. - This report shows check in and check out time which is 25 minutes total or 0.42 hours. - The report also indicates if meal break was included or not. [](%F0%9F%92%BB%20Timesheet%20Reporting%20Options/image2021-1-24_12-21-32.png) ## Timesheet Editing Report This report gives you the ability to edit timesheet details of a particular user whether it's to add allowances, make corrections on start time and end time, etc. **1.**Go to **Reports**and select **Timesheet Editing.** [](%F0%9F%92%BB%20Timesheet%20Reporting%20Options/image2021-1-24_12-28-45.png) **2.**Enter the date range, select a user, and select the type of timesheet data. Click on the timesheet line item that you'd like to modify, and cick **Edit**. [](%F0%9F%92%BB%20Timesheet%20Reporting%20Options/image2021-1-25_7-13-20.png) **3.** A new screen appears where you can see details such as Start Time and End Time that you can override or edit. After making the changes, click **Save**. [](%F0%9F%92%BB%20Timesheet%20Reporting%20Options/image2021-1-24_12-49-57.png) ## Clock In/Out Report This report gives you the ability to see user timesheet details as well as locations on where the check in and check out occurred. ℹ️**Note:** *Clock In/Out Location is only available if mobile device had network connection and Location turned on and allowed in Ascora app at the time of check in/out.* **1.**Go to **Reports**and select **Clock In/Out Report.** [](%F0%9F%92%BB%20Timesheet%20Reporting%20Options/image2021-1-24_12-59-2.png) --- # Sub Pages [➿ Payroll Integration with Xero](/kb/payroll-integration-with-xero) [➿ Payroll Integration with MYOB](/kb/payroll-integration-with-myob) [🟢 Timesheet Rules](/kb/timesheet-rules) [⏏️ How to edit Timesheets](/kb/how-to-edit-timesheets) [🔀 Difference between Actuals from Timesheets and Start & End of Day Entries](/kb/difference-between-actuals-from-timesheets-an) [➿ Payroll & Payroll Settings](/kb/payroll-payroll-settings) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⏰ Timesheet Rules Source: https://ascora.com.au/kb/timesheet-rules-2 The Timesheet Rules settings in Ascora help automate the calculation of overtime and penalty rates, ensuring that work hours are processed consistently and accurately. You can find it under **Administration > Timesheet Rules**. This configuration is especially useful for managing field staff timesheets recorded via the mobile app. By defining rules such as when Time and a Half or Double Time applies, you can reduce manual adjustments, minimize errors, and gain a better understanding of your labor costs. **Key Features:** - **Overtime Thresholds:**Specify the number of hours after which overtime rates kick in. For example, if Double Time should apply after 10 hours, enter "10" as the threshold. This allows Ascora to automatically calculate additional pay based on the defined rates. - **Automatic Adjustment:**Enable the option for Ascora to adjust entered times automatically. This means that if a user logs their hours in a way that doesn’t fully comply with your rules, the system will correct the values accordingly. - **Travel Time Exclusion:**If you want to exclude travel time from overtime calculations, select the “Ignore Travel Time” option. This ensures that only productive work hours are considered when determining penalty rates. **How It Works:** When your field staff record their working hours, Ascora uses the configured rules to evaluate the total hours worked. For example, if your rule specifies that overtime begins after 8 hours, any time logged beyond that threshold will be calculated at the overtime rate you’ve set (e.g., 1.5 times the normal rate). This automatic adjustment helps maintain consistency across all timesheets and reduces the need for manual review. **Benefits:** - **Accuracy:** Automated calculations help prevent errors in overtime payments and ensure compliance with your company policies. - **Efficiency:** By reducing manual adjustments, your administration team can save time and focus on other essential tasks. - **Cost Control:** With clear rules in place, you have better visibility of labor costs, aiding in budgeting and profitability analysis. --- # Sub Pages [⏰ Timesheet Guides](/kb/timesheet-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🟢 Timesheet Rules Source: https://ascora.com.au/kb/timesheet-rules Timesheet Rules in Ascora automate labor rate adjustments based on predefined conditions, ensuring accurate payroll calculations and compliance with penalty rates. These rules apply **exclusively**to timesheets created in the **Ascora mobile app** and allow businesses to streamline labor cost management. With Timesheet Rules, you can: ✔ **Automatically Apply Overtime Rates** – Configure time-and-a-half, double time, and double time-and-a-half rates. ✔ **Set Custom Time Thresholds** – Adjust rates based on start times, total hours worked, or specific daily cutoffs. ✔ **Prevent Manual Calculation Errors** – Ensure timesheets reflect accurate labor costs for payroll and job profitability analysis. ✔ **Sync Between Mobile & Web** – Mobile timesheets automatically update and recalculate in Ascora Web, providing real-time consistency. By implementing these rules, businesses can **eliminate manual adjustments, reduce payroll discrepancies, and maintain compliance with award rates**. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/zye27ddken](https://ascora.wistia.com/medias/zye27ddken) --- **1.** To enable Timesheet Rules, go to **Administration → Timesheet Rules.** [](%F0%9F%9F%A2%20Timesheet%20Rules/image2023-2-13_10-20-35.png) **2.**Tick the box beside **“Allow Ascora to adjust entered Times based on specified Timesheet Rules.”** [](%F0%9F%9F%A2%20Timesheet%20Rules/image2023-2-13_10-25-36.png) ## Rates that can be applied through Timesheets There are four rates than can be applied through timesheet rules: - 1x (Normal – by default) - 5x (Time and a Half) - 2x (Double Time) - 5x (Double Time and a Half). If Timesheet Rules have not been configured or a Timesheet does not match configured criteria, it will remain as Normal rate (or the rate specified on the created Timesheet). For each day, there are three different rules that can be applied: - Before Specified Time (Only applies to 1.5x rate) - After Specified Hours - After Specified Time A combination of After Specified Hours and After Specified Time can be applied, however, the earliest Rule to be applied will override the other. For example, if a Timesheet for 7:00AM – 12:00PM was processed with the 1.5x After Specified Hours setting of 4 and the 1.5x After Specified Time setting of 8:00AM, the result would be a timesheet for 7:00AM – 8:00AM at Normal rate and a timesheet for 8:00 AM – 12:00PM at 1.5x rate. [](%F0%9F%9F%A2%20Timesheet%20Rules/image2020-10-29_17-6-9.png) **INPUT****OUTPUT**Timesheet 1 (5 hours)Timesheet 1 (1 hour)Timesheet 2 (4 hours)Start TimeEnd TimeRateMeal BreakStart TimeEnd TimeRateMeal BreakStart TimeEnd TimeRateMeal Break07:00 AM12:00 PM1xN/A07:00 AM08:00 AM1xN/A08:00 AM12:00 PM1.5xN/A Additionally, if two rates overlap, the higher rate will be applied. For example, if a Timesheet for 7:00AM – 12:00PM was processed with the 1.5x After Specified Hours setting of 4 and the 2x After Specified Hours setting of 2, the result would be a timesheet for 7:00AM – 9:00AM at Normal rate and a timesheet for 9:00 AM – 12:00PM at 2x rate. [](%F0%9F%9F%A2%20Timesheet%20Rules/image2020-10-29_17-7-39.png) **INPUT****OUTPUT**Timesheet 1 (5 hours)Timesheet 1 (2 hours)Timesheet 2 (3 hours)Start TimeEnd TimeRateMeal BreakStart TimeEnd TimeRateMeal BreakStart TimeEnd TimeRateMeal Break07:00 AM12:00 PM1xN/A07:00 AM09:00 AM1xN/A09:00 AM12:00 PM2xN/A For timesheets that go over a day, only the Timesheet Rules for the day the timesheet started on will be applied. [](%F0%9F%9F%A2%20Timesheet%20Rules/image2020-10-29_17-8-29.png) **INPUT****OUTPUT**Timesheet 1 (5 hours)Timesheet 1 (2 hours)Timesheet 2 (3 hours)Start TimeEnd TimeRateMeal BreakStart TimeEnd TimeRateMeal BreakStart TimeEnd TimeRateMeal Break11:00 PM04:00 AM1xN/A11:00 PM01:00 AM1xN/A01:00 AM04:00 AM1.5xN/A ## Meal Break When the processed timesheet has a meal break applied, the meal break will be listed against the normal timesheet. [](%F0%9F%9F%A2%20Timesheet%20Rules/image2020-10-29_17-9-12.png) **INPUT****OUTPUT**Timesheet 1 (7.5 hours)Timesheet 1 (4 hours)Timesheet 2 (3.5 hours)Start TimeEnd TimeRateMeal BreakStart TimeEnd TimeRateMeal BreakStart TimeEnd TimeRateMeal Break08:00 AM04:00 PM1x0.5 hr08:00 AM12:30 PM1x0.5hr12:30 PM04:00 PM1.5xN/A ## Timesheet added in iOS App and showing in Ascora Web with Timesheet Rules enabled **1.**The following image is an example of timesheet hours added in iOS App total of 11.5 hours and shown in Ascora web as Normal, Time and a Half, and Double time as per Timesheet Rules applied. [](%F0%9F%9F%A2%20Timesheet%20Rules/image2023-2-13_15-1-53.png) **2.** After timesheet rules are applied automatically, the updated timesheet calculation will be synched down to the iOS App to reflect the exact breakdown shown in web such as how much hours is general, Time and a Half, and Double Time. [](%F0%9F%9F%A2%20Timesheet%20Rules/image2023-2-13_15-21-45.png) ✅Note: Android app does exactly the same process wherein timesheet hours are pushed to web after completing a sync, then timesheet rules are applied which recalculates the details and then sync down to the app for consistency. Refer to the image below showing timesheets created in iOS and Android app 1. Timesheet Hours added on the app 2. Timesheet Hours recalculated in web with timesheet rules applied 3. Recalculated hours are pushed down to the app for consistency [](%F0%9F%9F%A2%20Timesheet%20Rules/image2023-2-13_16-0-43.png) ✅To access a quick tutorial about Timesheet Rules you can click the link below:[https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-Accounting-TimesheetRules](https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-Accounting-TimesheetRules) --- # Sub Pages [➿ Payroll Integration with Xero](/kb/payroll-integration-with-xero) [➿ Payroll Integration with MYOB](/kb/payroll-integration-with-myob) 🟢 Timesheet Rules [⏏️ How to edit Timesheets](/kb/how-to-edit-timesheets) [⏰ Timesheet Guides](/kb/timesheet-guides) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🎓 Training Matrix Source: https://ascora.com.au/kb/training-matrix The **Training Matrix** in Ascora's Administration section helps businesses manage employee competencies, track training requirements, and ensure compliance with licensing and certification needs. Whether you need to record training completions, monitor license renewals, or assign required competencies to roles, the Training Matrix provides a structured way to maintain workforce qualifications. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/045778tq9i](https://ascora.wistia.com/medias/045778tq9i) --- ## Competencies & Licenses Management --- [💳 Working with Licenses](/kb/working-with-licenses) [📖 Managing Competencies & Certifications](/kb/managing-competencies-certifications) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ❓ Troubleshooting MYOB Connection Issues Source: https://ascora.com.au/kb/troubleshooting-myob-connection-issues ## Problem Encountering "Ascora could not access your accounting package" → "Company File Username and/or Password are invalid." ## Solution This can happen when using the wrong credentials or the account used does not have the correct permissions. The following steps will guide you through the process of fixing this issue: 🗒️Connect without using my.Myob login. 1. Open MYOB AccountRight and connect to your Company File 2. Open "**Setup**" → "**User Access**". [](%E2%9D%93%20Troubleshooting%20MYOB%20Connection%20Issues/image2023-5-30_11-44-14.png) 3. To set a User with the appropriate permissions, do the following: 1. Create a "**New User**" or double-click an existing user under **Company file users** 2. Ensure that "**This user will sign on with a my.MYOB account**" is unchecked 3. Provide a "**User Name**" if creating a **New User** 4. Provide a "**Password**" and keep note of both the User Name and Password for later. 5. Under **Company file roles** please check the "**Administrator**" permission so the account has access to all parts of the MYOB Company File 6. Click "**Save**" to apply the Changes. [](%E2%9D%93%20Troubleshooting%20MYOB%20Connection%20Issues/image2023-5-30_11-43-27.png) 4. Go back to Ascora → "**Accounts Integration**", and under **MYOB Username** and **MYOB Password**, add the username and password from **step 3**. [](%E2%9D%93%20Troubleshooting%20MYOB%20Connection%20Issues/image2023-5-30_11-44-37.png) 5. Click "**Save Accounting Settings**" [](%E2%9D%93%20Troubleshooting%20MYOB%20Connection%20Issues/image2023-5-30_11-44-57.png) 6. If successful, the "**Company File Username and/or Password is invalid**." should no longer show. [](%E2%9D%93%20Troubleshooting%20MYOB%20Connection%20Issues/image2023-5-30_11-45-35.png) --- # Sub Pages [↪️Integrating Ascora with MYOB Essentials](/kb/integrating-ascora-with-myob-essentials) [↪️ Integrating Ascora with MYOB Live](/kb/integrating-ascora-with-myob-live) [↪️ Integrating Ascora with MYOB AccountRight](/kb/integrating-ascora-with-myob-accountright) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🧑 User Look Ups Source: https://ascora.com.au/kb/user-look-ups The **User Lookups** section in Ascora allows you to customize and manage key details related to your workforce. This feature helps in organizing employees into **teams**, tracking **licenses**, and managing **allowances**. By setting up these user lookups, you can ensure accurate record-keeping and streamline user management within your business. Once these details are set up, you can easily assign them to individual users in the **Users** section. The guide below walks you through adding and managing **Teams, Licenses, and Allowances** in Ascora. In **Administration → User Lookups** you can do any of the following. - Add Teams - Add Allowances - Add Licenses --- ## Adding Teams Click **+ Add New** and enter a name and click **Save**. ## Adding Licenses Click **+ Add New** and enter a name and click **Save**. ## Adding Allowances Click **+ Add New** and enter a name and click **Save**. Once you've added teams, allowances, and licenses, you can can add any of these to a user by going to **Administration → Users** → click **View**beside the User Name. Once you're in the user details screen, go to **Team**field to add a team or to the other fields such as Allowances or Licenses and add accordingly. --- # Sub Pages [🧑 Users](/kb/users) [👨‍💼 Users Guides](/kb/users-guides) [👷‍♂️ Creating a New User](/kb/creating-a-new-user) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🧑 User Lookups Source: https://ascora.com.au/kb/user-lookups Effective workforce management in Ascora involves organizing your users into **Teams**, assigning relevant **Licenses**, and ensuring applicable **Allowances** are in place. These features provide better control over user roles, compliance, and payroll-related benefits. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/q4vingw4aw](https://ascora.wistia.com/medias/q4vingw4aw) By utilizing **User Lookups** in the **Administration** section, you can: ✅ **Streamline scheduling and job allocation** by categorizing employees into teams. ✅ **Ensure compliance and tracking** of required licenses for specific roles. ✅ **Automate allowances** to reduce manual adjustments in payroll processing. This guide will walk you through **[adding Teams,](#18fc74d8-3182-803c-9a02-d47baaf53132)********Licenses****, and****Allowances** in Ascora, as well as how to assign them to users for efficient workforce tracking. To Access User Lookups, head to Administration → Admin --- ### Adding Teams Click **+ Add New** and enter a name and click **Save**. ### Adding Licenses Click **+ Add New** and enter a name and click **Save**. ### Adding Allowances Click **+ Add New** and enter a name and click **Save**. Once you've added teams, allowances, and licenses, you can can add any of these to a user by going to **Administration → Users** → click **View**beside the User Name. Once you're in the user details screen, go to **Team**field to add a team or to the other fields such as Allowances or Licenses and add accordingly. ** --- # Sub Pages [👨‍💼 Users Guides](/kb/users-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💻 User Web Roles Source: https://ascora.com.au/kb/user-web-roles Efficient user management is key to maintaining **security, accountability, and streamlined workflows** within **Ascora**. With Ascora, you can create **unlimited users** and assign them **Web Access roles** based on their level of responsibility. These roles—**Administrator, Supervisor, and Scheduler**—define what areas of the system each user can access and manage. --- ## Administrator - Has access to all areas in Ascora and can set user permissions - This is the role to be selected for the owner of the business or a manager or director ## Supervisor - Cannot access all settings under the Administration menu except User. - Can view User and add leave or license details but cannot edit user permissions. - Can access **My Account** which has access to Ascora subscription details, payment details, and Ascora invoices - *This can be accessed by clicking the Email address on the upper right of the Ascora screen → My Account.* ## Scheduler - Cannot access all settings under the Administration menu except User. - Can view User and add leave or license details but cannot edit user permissions. The following table shows an overview of the three web roles and their corresponding access. **Functionalities****Administrator****Scheduler****Supervisor**My Account✅❌✅Administration✅❌❌Reports✅✅✅Advanced✅✅✅Equipment✅✅✅Inventory✅✅✅Invoices✅✅✅Jobs✅✅✅Quotes✅✅✅Enquiries✅✅✅Customers✅✅✅Tracking✅✅✅Map✅✅✅Scheduler✅✅✅Dashboard✅✅✅ ⚠ **Note:** *Regardless of the role assigned, an Administrator can always enable and disable permissions and choose permission levels for each user.* 1. To enable/disable permissions, go to **Administration → Users →**click**View**beside the user name and tick the box beside the permission you need to enable and untick if you choose not to grant that permission. [](%F0%9F%92%BB%20User%20Web%20Roles/image2020-12-9_17-35-35.png) 2. In the following section, you can adjust permission levels such as a user having the ability to only view attachments but unable to delete or a user with access to view timesheets but unable to edit or delete. Make sure to check the other areas and ensure that you don't grant unnecessary permissions especially the "Delete" option to prevent accidental deletion of attachments, supplies, booking details, etc. [](%F0%9F%92%BB%20User%20Web%20Roles/image2022-11-29_14-57-43.png) 3. In the **Common Web & Mobile Permissions**you need to select the corresponding user permissions. When there is no permission selected for jobs, users cannot check in or check out in the app or are unable to add timesheet entries. [](%F0%9F%92%BB%20User%20Web%20Roles/image2022-11-29_14-51-53.png) 4. Once you're done updating permissions and permission levels, click the **Save** button located on the upper right part of the screen. [](%F0%9F%92%BB%20User%20Web%20Roles/image2020-12-9_17-47-45.png) --- # Sub Pages [👨‍🏫 Creating a New User](/kb/creating-a-new-user-2) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🧑 Users Source: https://ascora.com.au/kb/users In this section you can: - View your users - Add a new user - Review what access your users have - Display active, inactive , web or mobile access To add a new user, visit our [👷‍♂️ Creating a New User](/kb/creating-a-new-user) guide. To learn more about other user fuctions visit [👨‍💼 Users Guides](/kb/users-guides) --- # Sub Pages [👨‍💼 Users Guides](/kb/users-guides) [👷‍♂️ Creating a New User](/kb/creating-a-new-user) [💻 User Web Roles](/kb/user-web-roles) [🧑 User Lookups](/kb/user-lookups) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 👨‍💼 Users Guides Source: https://ascora.com.au/kb/users-guides Effectively managing your team in **Ascora** is essential for **boosting productivity, maintaining security, and streamlining operations**. With Ascora’s user management features, you can: ✔ **Create and manage users efficiently** – Set up new users and assign appropriate access levels. ✔ **Control permissions and roles** – Ensure that each team member has the right level of access to protect sensitive data. ✔ **Enable mobile access** – Allow field teams to stay connected and complete tasks on the go. ✔ **Manage leaves and allowances** – Keep track of employee availability and entitlements with ease. ✔ **Maintain system integrity** – Remove duplicates, disable inactive users, and ensure your system stays clean and organized. With **clear visibility into your team’s access levels and responsibilities**, you can create a **well-structured, secure, and productive** work environment. --- ## User Management & Access Control --- [👨‍🏫 Creating a New User](/kb/creating-a-new-user-2) [🙅‍♂️ Disabling User or Removing Duplicate Users](/kb/disabling-user-or-removing-duplicate-users) [💻 User Web Roles](/kb/user-web-roles) [🔓 How to Reset Passwords](/kb/how-to-reset-passwords) ## Leave & Allowance Management --- [🏦 How to Create Employee Leaves](/kb/how-to-create-employee-leaves) [💸 Working with Allowances](/kb/working-with-allowances) [🏖️ How to create Public Holiday Leave for Users](/kb/how-to-create-public-holiday-leave-for-users) ## Mobile Access & Permissions --- [📲 How to add Mobile Users & Grant Permissions](/kb/how-to-add-mobile-users-grant-permissions) [📲 How to check Current Ascora App Version](/kb/how-to-check-current-ascora-app-version) ## User Data & Lookups --- [🧑 User Lookups](/kb/user-lookups) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📦 Using Inventory Supply and Kits on Plans in Groundplan Source: https://ascora.com.au/kb/using-inventory-supply-and-kits-on-plans-in-g Once Integrated, begin using Ascora Inventory Supplies and Kits to [Count](https://help.groundplan.com/docs/measurements-count) and Measure [Lengths](https://help.groundplan.com/docs/measurements-length) or [Areas](https://help.groundplan.com/docs/measurements-area) on Plans. **Once-off Item**: Use this option if the item doesn't exist in Ascora Inventory (becomes a Write In Item) **Inventory Supply**: Choose individual items from Ascora Inventory Supply **Inventory Kit**: Select groups of Supplies, known as Kits in Ascora ## Measurement Choices 1. Within a [Stage](https://help.groundplan.com/docs/stages), click [+Count](https://help.groundplan.com/docs/measurements-count), [+Length](https://help.groundplan.com/docs/measurements-length) or [+Area](https://help.groundplan.com/docs/measurements-area) 1. Select a **Measurement Part Type** [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-measurement-choices%284%29.png) 1. Complete the remaining fields **Groundplan Once-Off Item****Inventory Supply****Inventory Kit****Group**N/A*Optional to select**Optional to select***Inventory Supply or Kit Search**N/A**Type 3 letters to begin****Type 3 letters to begin****Search Results**N/A**Click to Select result****Click to Select result****Part No***Optional*N/AN/A**Description****Required**N/AN/A**Unit of Measure****Required**N/AN/A**Unit Cost***Optional*N/AN/A**Markup %***Optional*N/AN/A**Unit Price***Optional*N/AN/A**Style Options***Optional**Optional**Optional* 1. Click **Create**If additional [Parts and Labour](https://help.groundplan.com/docs/measurement-parts-labour) are required, click **Create & Add More Parts** More information on Once-off Items can be found in the following articles: - [Count Measurement](https://help.groundplan.com/docs/measurements-count) - [Length Measurement](https://help.groundplan.com/docs/measurements-length) - [Area Measurement](https://help.groundplan.com/docs/measurements-area) ## Adding Parts and Labour to a Measurement When a [Count](https://help.groundplan.com/docs/measurements-count), [Length](https://help.groundplan.com/docs/measurements-length) or [Area](https://help.groundplan.com/docs/measurements-area) is created on a Plan, additional Parts and Labour can be quantified at the same time. Parts can be added at the time of creation or after the Measurement is created. ### **Adding Parts while Creating a Measurement** 1. Create [Measurement](https://help.groundplan.com/v1/docs/using-inventory-supply-and-kits-on-plans#measurement-choices) and click **Create & Add More Parts** [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-parts-on-creation.png) 1. Click **+Part**, select **Measurement Part Type** and complete 1. (If required) Click **Edit** and rename Measurement [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-parts-on-creation-2.png) > Explanation: The Measurement is counting a downlight on the Plan but quantifying rough-in and fit-off Inventory Kits to push to a Quote at the same time. [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-parts-example%282%29.png) ### **Adding Labour on Creation** ⚠️ Labour Lines Labour added within Groundplan will be sent to Ascora as an Inventory Supply Item and will not pick up Labour costs in Ascora. 1. Create Measurement and click **Create & Add More Parts**[](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-add-labour-1.png) 1. Click **+Labour** 1. Complete Description(Optional fields - Unit of Measure, Unit Cost, Markup %, Unit Price, Formula) 1. Click **Save** [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-adding-labour.png) ## FAQs ### **Q: Can I create Ascora Kits within Groundplan?** **A:** No. Having multiple Inventory Supply Items as Parts will not create a Kit in Ascora. They will push to Ascora as single Inventory Supply Items. Kits must be built in Ascora. ### **Q: I have used the same Ascora Kit under multiple Groundplan Measurements, why can I only see it once in my Ascora Quote?** **A:** They have Grouped together. The same Inventory Supply and/or Kit appearing under multiple Measurements in the **same Stage** will Group together on the Ascora tab and when pushing to a Quote. For example: Using a commercial downlight kit (including cable and labour allowance) under two Measurements in the same Stage will Group together: [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-adding-parts-grouping-example.png) --- # Sub Pages [🔄 GroundPlan Integration](/kb/groundplan-integration) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🏙️ Using Multiple Companies in Ascora Source: https://ascora.com.au/kb/using-multiple-companies-in-ascora-2 Ascora allows you to manage multiple businesses within a single system, making it easier to oversee different brands, divisions, or branches without switching accounts. Whether you operate a plumbing and electrical company or manage franchises under different names, you can centralize operations while keeping branding, financials, and reporting distinct for each entity. **Key Benefits of Multi-Company Support in Ascora:** - Maintain separate branding, invoicing, and templates for each business. - Organize jobs, quotes, and invoices under the correct company. - Assign unique tax and accounting settings for accurate reporting. - Control staff access and workflows for each entity. Important: Multi-company functionality requires a Premium-level Ascora account. Below, you’ll find a step-by-step guide on how to set up and manage multiple companies in Ascora, from adding new companies to customizing document templates and financial settings. --- ## Setting Up a New Company in Ascora 1. **Navigate to Administration → Company Details** 1. **Add a New Company**Click “+ Add Company” and enter the required details, including the company’s legal name, phone number, email, etc.To simplify operations, you may want to set a company as the default so its details populate automatically in jobs, quotes, and invoices 1. **Customize Your Company Profile**Upload branding elements, such as your logo, Terms and Conditions, and invoice header. Having separate branding elements for each company ensures consistency with each brand’s identity. 1. **Save Your Setup**Once all details are entered, click the “Save” button in the upper right corner. **Best Practice:** Use clear naming conventions for each company to easily distinguish between them when navigating in Ascora. ***Example Scenario*** *For example, let’s say you own two businesses: ‘Spark Electricals’ and ‘Flow Plumbing.’ You can set up each business in Ascora with unique branding, contact details, and templates. You may also want to set ‘Spark Electricals’ as the default if it’s the primary focus of your business.* --- ## Using Multiple Companies for Quotes and Jobs When you create or edit a quote or job, simply select the company to which it should be associated from the Company dropdown menu within the details section. This helps keep quotes, jobs, and invoices organized and specific to each brand. **Expected Results:** When viewing your Quotation, Job, and Invoice lists, these documents will be filtered according to the selected company. --- ## Managing Purchase Orders by Company 1. **Set the Delivery Method to Yard**In the Purchase Order Details, select the relevant company and set “Deliver To” as Yard. This selection will display the company’s physical address as the delivery destination. 1. **Destination Location Note**The “Destination Location” refers to where inventory is stored upon receipt, distinct from the delivery address on the Purchase Order. --- ## Creating Document Templates per Company Document templates allow for brand consistency. Customize templates with company-specific logos and details, ensuring that quotes, invoices, and other documents reflect each brand’s identity. 1. **Upload Custom Templates**Go to Administration → Document Templates and click “Add New.” Upload the template and name it based on the company. 1. **Selecting Templates in Quotes**When creating a quote, select the appropriate template (e.g., “Quote Template - Company B”) for brand alignment. **Best Practice Tip:** Name templates in a way that clearly identifies the company they belong to (e.g., "Invoice_Template_Spark"). **Expected Results:** Each quote, job card, and invoice will display the branding specific to the selected company when the document is generated. --- ## Accounting Integration by Company Ascora allows each company to have separate accounting settings, facilitating accurate financial reporting and streamlined management. 1. **Set Separate Accounting Information**Go to Administration → Accounts Integration and select “Separate accounting settings per company.” Assign existing accounting information to each set-up company. 1. **Assign Accounting Codes**Link each company to an accounting package and assign relevant codes. --- ## Payroll, Supplies, and Supplier Invoicing by Company This feature allows you to separate payroll, supplies, and supplier invoicing for each company. - **Payroll**: Go to Administration → Payroll Settings to split payroll settings per company. - **Supplies**: Adjust account codes per company in Inventory → Supplies (select a supply with a double click). [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%A7%BE%20Accounting%20Integration%20Guides/%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Supplies_-_Multi_Company.png) **Supplier Invoices**: Within a supplier invoice (Inventory > Supplier Invoices, then select an invoice with a double click), select the associated company and adjust codes if needed. --- ## Configuring Rates and Charges by Company Different rates and charges can be set per company for accurate financial tracking. Adjust settings under Administration → Labour & Callouts → Add. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%A7%BE%20Accounting%20Integration%20Guides/%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Rates_and_Charges_Multi_Company.png) --- ## Enquiries, Follow-Ups, and Reporting by Company **Enquiries**: Customize enquiry codes per company under Administration → Enquiries. **Follow-Ups**: Adjust follow-up automations based on the company under Administration → Follow-Ups. **** --- ## Managing Staff Access by Company Assign users to view only the tasks related to their assigned team via **Administration > Scheduler Groups.** Scheduler groups can further help filter tasks by team, allowing staff to focus on work specific to their assigned company. --- ## Email Configuration by Company Emails sent via the Ascora Email Server will use the address linked to the selected company. Third-party email systems will use the settings configured under general system settings. --- ## Checklist and Troubleshooting Tips Here’s a quick checklist to ensure successful multi-company setup: 1. Confirm all company-specific settings, including names, email addresses, and templates, are correctly configured. 1. Verify that all accounting, payroll, and inventory codes align with the correct company. 1. Test email configurations by sending test messages from each company. ### Troubleshooting Tips - **Issue**: Templates not displaying correct company branding.**Solution**: Recheck template selection and verify company name before generating the document. - **Issue**: Incorrect company appearing on invoices.**Solution**: Verify default company settings and confirm company selection at the start of each invoice creation. - **Issue**: Inconsistent payroll data.**Solution**: Ensure payroll settings are correctly split per company and codes are updated in each system. - **Issue**: Accounting package not matching Ascora.**Solution**: Go to Reports >> Invoice Report >> Generate Reconciliation Report And Fix Discrepancies --- With these steps and best practices, managing multiple companies in Ascora should be smooth and efficient. Refer to each section and apply settings that align with your specific needs for each business entity. --- # Sub Pages [🏢 Company Details](/kb/company-details) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📅 Using Teams for Scheduling Source: https://ascora.com.au/kb/using-teams-for-scheduling Teams in Ascora are a versatile tool designed to help you manage your workforce more effectively. Whether your business operates across different regions, specializes in various types of work, or has clearly defined departments, Teams enable you to organize users and jobs efficiently. **Why Use Teams?** - **Business Segmentation:** Separate your workforce into distinct units, such as Installation and Maintenance, for better focus and task allocation. - **Geographical Management:** Organize teams by location, such as WA, QLD, or NSW, for businesses operating in multiple regions. - **Improved Filtering:** In the Scheduler, filtering by Teams will display only the users and jobs assigned to that team, simplifying the scheduling process. **Important Key Details:** - Each user can belong to only one team, which can be assigned or updated under **Administration → Users** by selecting the desired user and assigning them to a team. - When filtered by a specific team in the Scheduler, it displays both the relevant users and their associated jobs, offering a consolidated view for team-specific management. For example, filtering by a "Maintenance" team will display all jobs and technicians assigned to that team, providing clarity and structure. [](%F0%9F%93%85%20Using%20Teams%20for%20Scheduling/image2021-1-9_7-43-38.png) ### Default Team Settings When you have a user without an assigned team, you can configure which team will be assigned as default to that user. Go to **Administration → Defaults**and on the right panel, look for **Jobs**settings area and select your Team ID. [](%F0%9F%93%85%20Using%20Teams%20for%20Scheduling/image2021-1-9_8-6-15.png) --- # Sub Pages [📅 Scheduling Guides](/kb/scheduling-guides) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📈 Using the Accounts Reconciliation Reports Source: https://ascora.com.au/kb/using-the-accounts-reconciliation-reports-2 Keeping your financial records accurate and up-to-date is essential for maintaining a **healthy cash flow and compliance**. Ascora’s **Accounts Reconciliation Reports** help ensure that **invoices and payments** are correctly synced between Ascora and your accounting platform (**Xero, QuickBooks, or MYOB Live**). These reports allow businesses to: ✅ **Identify missing or unsynced invoices** between Ascora and the accounting system. ✅ **Quickly detect discrepancies** in payments and fix them automatically. ✅ **Resolve connection issues** that may have caused failed data transfers. ✅ **Ensure seamless reconciliation** without manually comparing records in two systems. With **automated reconciliation tools**, you can **save time**, **eliminate manual errors**, and **ensure financial consistency** across all transactions. This guide walks you through the **Reconciliation Report**, how to **fix discrepancies**, and how to **run a Payments Report** to ensure all transactions are correctly recorded. --- You must first connect your Accounting Package to Ascora before you can use the reporting piece and you can connect it in **Administration → Account Integration.** ℹ️Accounts Reconciliations is available for **Xero, QuickBooks,**and **MYOB Live**but not for MYOB Essentials. ## Reconciliation Report Reconciliation Report is used to go through all invoices in Ascora and your Accounting Package and it helps pick up the invoices that have not pushed across from Ascora to your accounting package such as Xero. It doesn't touch those invoices that are not coming from Ascora. It is helpful as sometimes the system may be down or Xero API is down and you can use this report without having to go through and compare everything in Xero and Ascora manually. **1.**Go to the **Reports → Invoice Report →**enter the **Date Range** and click **Generate Reconciliation Report.** [](../%F0%9F%A7%BE%20Accounting%20Integration%20Guides/%F0%9F%93%88Using%20the%20Accounts%20Reconciliation%20Reports/image2021-1-11_19-22-18.png) ## Reconciliation Report And Fix Discrepancies If after running the Reconciliation Report and you pick up discrepancies, you can run **Reconciliation Report And Fix Discrepancies** to go through and compare the invoices and if they don't match to the Ascora invoices, it will then update the invoices in your accounting package. If it fails, it could be due to an old invoice, locked invoice, or an invoice with a reconciled payment. It will also check the payments against the invoices. For example, if you have payments in Ascora that have not been pushed across to Xero, it will update them and the same works if payments were made in Xero but failed to push across to Ascora. ℹ️**Note:** Y*ou may need to run the Reconciliation Report again to see what has been fixed and the ones left with some actions still required.* [](../%F0%9F%A7%BE%20Accounting%20Integration%20Guides/%F0%9F%93%88Using%20the%20Accounts%20Reconciliation%20Reports/image2021-1-11_19-36-42.png) ## Payments Report This report does the same thing by running a report and identifies discrepancies but from payments point of view. For example, you may need to check if all payments received last month in Ascora have been pushed across to your accounting package. If after running this report and you notice discrepancies, you have the option to **Reconcile Payments in Accounting Package.** [](../%F0%9F%A7%BE%20Accounting%20Integration%20Guides/%F0%9F%93%88Using%20the%20Accounts%20Reconciliation%20Reports/image2021-1-11_19-48-13.png) ℹ️**Note:** *If your accounting package fails to connect to Ascora, make sure that you are connected****.****For example, there might be some limitations in Xero side but you can simply click Disconnect and then Reconnect afterwards.* You can do this by going to **Administration → Accounts Integration.** [](../%F0%9F%A7%BE%20Accounting%20Integration%20Guides/%F0%9F%93%88Using%20the%20Accounts%20Reconciliation%20Reports/image2021-1-11_19-58-29.png) --- # Sub Pages [↪️ Integrating Ascora with MYOB AccountRight](/kb/integrating-ascora-with-myob-accountright) [↪️Integrating Ascora with MYOB Essentials](/kb/integrating-ascora-with-myob-essentials) [↪️ Integrating Ascora with MYOB Live](/kb/integrating-ascora-with-myob-live) [↪️Integrating Ascora with Xero](/kb/integrating-ascora-with-xero) [↪️Integrating Ascora with QuickBooks](/kb/integrating-ascora-with-quickbooks) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🎉 Using the Ascora Activities Feature Source: https://ascora.com.au/kb/using-the-ascora-activities-feature Ascora’s new **Activities** feature allows you to add non-job-related tasks directly into a user’s schedule within the calendar, making it easier to manage time and resources. This feature is perfect for adding events like meetings, equipment pickups, or key drop-offs that don’t need to be linked to specific jobs but are still essential to a team’s workflow. --- [](%F0%9F%8E%89%20Using%20the%20Ascora%20Activities%20Feature/Activity_In_The_Scheduler.png) ## Setting Up Activity Types To configure activity types, follow these steps: **Navigate to Administration → Scheduling → Activity Types** Here, you can define different types of activities you’ll schedule, such as meetings, site visits, or errands. [](%F0%9F%8E%89%20Using%20the%20Ascora%20Activities%20Feature/Activity_Types.png) **Adding New Types on the Go** You can also create new activity types directly within the scheduler when setting up a new activity, saving time and reducing back-and-forth configuration. --- ## Setting Permissions for Activity Viewing Permissions allow control over which users can see private activities in the calendar: **User Permissions** Within each user’s profile, you can set permissions to view private activities. If an activity is marked private, only users with permission can view its details. [](%F0%9F%8E%89%20Using%20the%20Ascora%20Activities%20Feature/Permisions_for_Activities.png) **Self-View Access** Keep in mind, if a user has permissions to view only their own activities, they won’t be able to see other users’ private activities, so this setting won’t apply. --- ## Creating a New Activity in the Scheduler To add an activity within the scheduler: 1. **Select the “Activity” Option** 1. In the **Drag to Add** options, choose **Activity** 1. **Click on the Scheduler**, Hold and Drag it over the desired time slot on the calendar. [](%F0%9F%8E%89%20Using%20the%20Ascora%20Activities%20Feature/Activities_scheduler.png) ℹ️**Note:** You do not drag the button to the calendar. Instead, simply select the activity option, then click in the scheduler, hold, and drag out the allocated time. **Configure Activity Details** - **Select Activity Type**: Choose from existing types or create a new one on the spot. - **Assign Users**: Add the users for whom this activity is relevant. - **Title**: Enter a title that clearly defines the purpose of the activity. - **Privacy**: Decide if this activity should be private. - **Description**: Add any additional notes or instructions for the activity. [](%F0%9F%8E%89%20Using%20the%20Ascora%20Activities%20Feature/Schedule_An_Activity.png) **Bulk Edit Options** Activities can be edited individually or as a group. For instance, you can modify multiple scheduled activities in bulk to update details or reassign tasks. [](%F0%9F%8E%89%20Using%20the%20Ascora%20Activities%20Feature/Edit_Booking_.png) --- --- The new **Activities** feature is designed to streamline calendar management, enabling a more organized approach to non-job-related tasks within Ascora. Whether you’re scheduling a team meeting or assigning someone to pick up materials, this tool makes it easy to keep everything in one place. Enjoy seamless scheduling and keep your team on track with Ascora’s powerful, flexible calendar! --- # Sub Pages [📅 Scheduling Guides](/kb/scheduling-guides) [🔎 Navigating the Scheduler](/kb/navigating-the-scheduler) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 👩🏻‍🏫 Using the Job Whiteboard Source: https://ascora.com.au/kb/using-the-job-whiteboard The Job Whiteboard offers a flexible and visual approach to managing job scheduling, providing a whiteboard-style view where columns represent days and rows display grouped bookings by job and assigned users. This feature is particularly useful for coordinating teams, adjusting schedules, and maintaining oversight of leave and job assignments, all within a single interface. With the Job Whiteboard, you can: - Visualize a week's worth of bookings and user availability. - Drag and drop jobs to reschedule or reassign them seamlessly. - Group multiple users under a single job for efficient team management. - Adjust bookings and job details with a few clicks. - Keep track of user leave to ensure accurate scheduling. This tool empowers businesses to handle complex scheduling needs efficiently, making it easy to adapt to changing priorities or resource availability. Whether you're managing technicians for a large project or organizing daily job assignments, the Job Whiteboard gives you the flexibility and control to stay organized and on track. --- ### Accessing the Job Whiteboard The Job Whiteboard can be accessed from the Scheduled option in the main navigation bar. [](%F0%9F%91%A9%F0%9F%8F%BB%E2%80%8D%F0%9F%8F%AB%20Using%20the%20Job%20Whiteboard/image2021-1-6_20-57-4.png) ### Viewing Bookings and Leave For any given date range, the Job Whiteboard displays a week’s view of both User Leave and booked Jobs. [](%F0%9F%91%A9%F0%9F%8F%BB%E2%80%8D%F0%9F%8F%AB%20Using%20the%20Job%20Whiteboard/image2021-2-6_10-11-26.png) There are six different options in order to view different date periods; from left to right these are: 1. Previous Week 1. Previous Day 1. Next Day 1. Next Week 1. Jump to Today 1. Displays a calendar window in order to select a specific date [](%F0%9F%91%A9%F0%9F%8F%BB%E2%80%8D%F0%9F%8F%AB%20Using%20the%20Job%20Whiteboard/image2021-2-6_10-12-0.png) ### Scheduling from the Job Whiteboard The left side of the Job Whiteboard contains a view of all unscheduled Jobs as well as any Jobs marked for Reattendance or Allows Additional Bookings and Incomplete Jobs.The Jobs in these grids can be filtered based on entered search terms in the Search field or by the selected Job Type below. This section should operate almost identically to the Job Scheduler and Job Calendar areas. [](%F0%9F%91%A9%F0%9F%8F%BB%E2%80%8D%F0%9F%8F%AB%20Using%20the%20Job%20Whiteboard/image2021-2-6_10-13-26.png) All scheduling from within the Job Whiteboard can be done by dragging a Job from a grid on the left onto the column for the respective date for the Job to be booked. When the Job has been dragged onto the Whiteboard, a window will pop-up to assign users for the Booking, a time window, and booking notes. [](%F0%9F%91%A9%F0%9F%8F%BB%E2%80%8D%F0%9F%8F%AB%20Using%20the%20Job%20Whiteboard/image2021-2-6_10-14-10.png) ### Reordering Bookings To change either the date or the time of a booking, the booking can be clicked on and dragged to either another position in the date list or to another date. [](%F0%9F%91%A9%F0%9F%8F%BB%E2%80%8D%F0%9F%8F%AB%20Using%20the%20Job%20Whiteboard/image2021-2-6_10-15-12.png) In the following example, we are moving Job J132884 from Tuesday to Friday and this one has total of 3 assigned users. [](%F0%9F%91%A9%F0%9F%8F%BB%E2%80%8D%F0%9F%8F%AB%20Using%20the%20Job%20Whiteboard/image2021-1-6_21-7-50.png) ### Editing Bookings Double clicking on a booked job allows for the assigned Users, time window, and booking notes to be adjusted. It also allows the Job to be viewed, marked to allow additional bookings, or unschedule all Bookings within the group. [](%F0%9F%91%A9%F0%9F%8F%BB%E2%80%8D%F0%9F%8F%AB%20Using%20the%20Job%20Whiteboard/image2021-2-6_10-16-13.png) --- # Sub Pages [📅 Scheduling Guides](/kb/scheduling-guides) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ✨ Using the Purchase Order Wizard Source: https://ascora.com.au/kb/using-the-purchase-order-wizard The **Purchase Order Wizard** simplifies procurement by allowing you to create **Purchase Orders** for specific supply items within a job or job section. This feature helps manage staged ordering, ensuring only selected supplies are ordered without duplication. You can also adjust quantities, create multiple purchase orders for different suppliers, and efficiently track remaining items to be ordered. Ascora automatically prevents double-ups by recognizing previously ordered supplies, streamlining the purchasing process. [How Purchase Order by Wizard works](#18bc74d8-3182-80ed-bf1c-d44e7e78705b)[Can I generate a Purchase Order for selected supply items only?](#18bc74d8-3182-80b7-89c4-efefd9aaf0a4)[Can I generate a Purchase Order for 50% of the items to be ordered?](#18bc74d8-3182-8095-9e5d-cb35da0c6d41)[Purchase Orders and Kits](#18bc74d8-3182-8078-a579-f8d39ab62d34)[Sub Pages](#18bc74d8-3182-8023-b49e-d3ee7237e123) --- ## How Purchase Order by Wizard works **Purchase Orders by Wizard** allows you to select specific supply items in a job or job section and create a purchase order for the selected supply items. Additionally, you can create multiple purchase orders if you prefer to group some supply items together. **1.**Access the job details screen or if it's job section, open that particular section and click **Supplies**tab. In this example, we have a job section with four supply items and we want to create a purchase order only for the first two supplies. [](%E2%9C%A8%20Using%20the%20Purchase%20Order%20Wizard/image2021-1-16_8-34-14.png) **2.**Click **Create Purchase Orders by Wizard**which is located below the supply items. [](%E2%9C%A8%20Using%20the%20Purchase%20Order%20Wizard/image2021-1-16_8-5-0.png) **3.** Select the supply items by ticking the corresponding boxes located on the leftmost column. You also have the option to manually change the quantity if necessary. To proceed with creating a purchase order for the selected supplies, click **Save**. [](%E2%9C%A8%20Using%20the%20Purchase%20Order%20Wizard/image2021-1-16_8-13-57.png) **4.**After clicking Save, a Purchase Order is created and you can click on the PO reference number to access the details. [](%E2%9C%A8%20Using%20the%20Purchase%20Order%20Wizard/image2021-1-16_8-17-39.png) **5.**Once you've opened the Purchase Order details, scroll down and look for Purchase Order Lines. In this example, we've selected two supply items when creating the purchase order and these are the supply items indicated in the image below. [](%E2%9C%A8%20Using%20the%20Purchase%20Order%20Wizard/image2021-1-16_8-23-58.png) ℹ️**Note:** There is a setting that you can enable or disable that affects how your purchase orders are combined or never combined. For more information, please access [🔄 How to Combine Purchase Orders](/kb/how-to-combine-purchase-orders) user guide. --- ## Can I generate a Purchase Order for selected supply items only? You can generate a PO for selected supply items and this is helpful if you're not ordering all of the items at once. When you do this, the system is able to recognise the remaining items that need to be ordered so the next time you generate another PO, it will only let you choose the remaining items which essentially prevents a double up. In this example, we have a job with five supply items that need to be ordered but we will only order the first two items. **1.** Click **Create Purchase Orders by Wizard** to generate a PO for selected items only. [](%E2%9C%A8%20Using%20the%20Purchase%20Order%20Wizard/image2021-2-9_18-9-2.png) **2.**Tick the boxes for the specific supply items that you a purchase order generated. *In this example, we select only the first two supplies.* [](%E2%9C%A8%20Using%20the%20Purchase%20Order%20Wizard/image2021-2-9_18-16-49.png) **3.**Purchase Orders will be generated per supplier and you can click on the PO reference number to access more details. The next time you need to generate a Purchase Order for the remaining items, just access the Supply tab again and click **Create Purchase Orders by Wizard.** [](%E2%9C%A8%20Using%20the%20Purchase%20Order%20Wizard/image2021-2-9_19-17-2.png) **4.**After clicking **Create Purchase Orders by Wizard,**what will be shown are the remaining supply items or minus the ones with PO already generated. This ensures there is no double up when your business requires you to order only certain items per batch. [](%E2%9C%A8%20Using%20the%20Purchase%20Order%20Wizard/image2021-2-9_18-23-55.png) ## Can I generate a Purchase Order for 50% of the items to be ordered? You can generate a PO for a certain percentage of supply items let's say 50% and this is helpful if you're not ordering all of them at once. When you do this, the system is able to recognise the value of the remaining items that need to be ordered so the next time you generate another PO, it will only let you order the remaining items. In this example, we have a supply item with quantity of 30 that needs to be ordered and we're only ordering 50% or only 15 items. **1.**Click **Create Purchase Orders by Wizard.** [](%E2%9C%A8%20Using%20the%20Purchase%20Order%20Wizard/image2021-2-9_18-49-14.png) **2.**Adjust the quantity by clicking the number in the column called **Qty To Order**and once done, click **Save.** In this example, we are ordering 50% of the items so we change the quantity to 15. [](%E2%9C%A8%20Using%20the%20Purchase%20Order%20Wizard/image2021-2-9_19-0-32.png) **3.**A Purchase Order will be generated and you can click on the PO reference number to access more details. The next time you need to generate a Purchase Order for the remaining items, just access the Supply tab again and click **Create Purchase Orders by Wizard.** [](%E2%9C%A8%20Using%20the%20Purchase%20Order%20Wizard/image2021-2-9_19-17-47.png) **4.**After clicking **Create Purchase Orders by Wizard,**what will be shown are the remaining supply items or minus the ones with PO already generated. This ensures there is no double up when your business requires you to order only certain items per batch. [](%E2%9C%A8%20Using%20the%20Purchase%20Order%20Wizard/image2021-2-9_19-6-58.png) ## Purchase Orders and Kits When generating a purchase order for items within a kit, the above process still applies. However, you must ensure that each supply item within the kit has "**Must Be Ordered**" selected in its setup. ℹ️Please note that if you make changes to the kit or its supplies in the system after the kit has already been added to jobs, these changes will not reflect on existing jobs. You will need to remove the kit from the job and re-add it to see the updates. --- # Sub Pages [🛒 Create a Blank Purchase Order](/kb/create-a-blank-purchase-order) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🚗 Using the Trip View Source: https://ascora.com.au/kb/using-the-trip-view Ascora’s **Trip View** provides a **detailed breakdown of all recorded trips** for a selected asset on a specific day. This feature allows businesses to **analyze travel patterns, monitor efficiency, and verify trip data** to optimize fleet performance. With **Trip View**, you can: 🚛 **Track vehicle movements** for any given day. 📊 **Analyze key trip metrics** such as total distance traveled, total trip time, and the number of trips taken. 📍 **Visualize routes on an interactive map**, with each trip displayed clearly for easy reference. 🔎 **Zoom in for granular trip details** and review individual trip segments. This tool is ideal for **verifying job visits, optimizing routes, and ensuring vehicles are being used efficiently**. Whether managing a **single vehicle or an entire fleet**, Trip View provides the data needed to **make informed business decisions** and **improve operational oversight**. --- **1.** Go to **Tracking → Trip View.** [](%F0%9F%9A%97%20Using%20the%20Trip%20View/image2021-2-15_17-53-58.png) **2.** Select your GPS unit, and select the date then the associated data will be displayed. In this example, we selected asset (171070)which had two trips on 9 February and we can see the trip view in the map area represented by the red line. ℹ️***Note:****You can zoom in the map view to view the details clearly.* [](%F0%9F%9A%97%20Using%20the%20Trip%20View/image2021-2-15_18-12-26.png) --- # Sub Pages [📍 GPS Tracker Overview](/kb/gps-tracker-overview) [🌏 Ascora GPS Setup - Champ](/kb/ascora-gps-setup---champ) [🌏 Ascora GPS Setup - Legend](/kb/ascora-gps-setup---legend) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📑 Using Translations Source: https://ascora.com.au/kb/using-translations Depending on the industry or type of business you run, you may use different terms across various areas of your operations. For example, you might refer to your **customers** as **clients**, your **quotes** as **estimates**, or your **supplies** as **materials**. Ascora’s **Translations** feature allows you to easily customize these terms to suit your business language, ensuring consistency across the platform. Additionally, you can hide any irrelevant fields to simplify your workflow and tailor the system to your specific needs. This flexibility helps you create a more intuitive and personalized experience as you manage your business with Ascora. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/pou6adq66z](https://ascora.wistia.com/medias/pou6adq66z) 1. Go to **Administration → Translations** and start from the **General**tab. In this example, we use the term **Client**instead of Customer and thus we put Client in the corresponding field. We also want to hide the Client Order Number and Purchase Order Number by ticking the corresponding boxes. [](%F0%9F%93%91%20Using%20Translations/image2020-12-10_19-42-29.png) 2. Scroll down and set your Translations for any of the following areas if also applicable. - Address Fields - Customer Fields - Equipment - Supplies - Enquiries - Inclusion and Exclusion - Users - Timesheets 3. Access **Jobs**tab and set your translations if applicable. [](%F0%9F%93%91%20Using%20Translations/image2020-12-10_19-41-41.png) 4. Access **Quotes**tab and in this example, we use the term **Estimate**instead of **Quote**. [](%F0%9F%93%91%20Using%20Translations/image2020-12-10_19-47-0.png) 5. Access **Tasks**tab and set your translations if applicable. [](%F0%9F%93%91%20Using%20Translations/image2020-12-10_19-48-45.png) ℹ️⚠ **Note:**The translations that you set will flow through different fields in Ascora where such terms are used. --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📽 Video Guides Source: https://ascora.com.au/kb/video-guides ## How to Add a Merge Field Video guide (to be re-embedded): How to Add a Merge Field ## How to Edit Merge Field Video guide (to be re-embedded): How to Edit Merge Field ## How to update a Custom Form Video guide (to be re-embedded): How to update a Custom Form --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ♾ Workflow Map for Handling Equipment in Ascora Source: https://ascora.com.au/kb/workflow-map-for-handling-equipment-in-ascora ### **1. Preparation Phase** ### **Step 1: Create Job Template** - Navigate to the job template section in Ascora. - Create a new job template:**Template Name**: Provide a descriptive name for the service (e.g., "Quarterly HVAC Maintenance").**Description**: Briefly describe the scope of the job.**Estimated Labour Hours**: Include an estimate for completing the service. - Ensure this is set as an **on-demand template** (not recurring). - Add any relevant information or steps to the template for clarity. ### **Step 2: Create Equipment Types** - Go to the equipment type section. - Create a new equipment type:**Name**: Specify the type of equipment (e.g., "Air Conditioner").**Service Interval**: Define the interval for servicing (e.g., every 3 months, 6 months, annually).**Assign Job Template**: Link the previously created job template to this equipment type under the service interval section. ### **2. Setup Phase** ### **Step 3: Create Billing Customer and Site** - Add the billing customer to Ascora:Ensure all relevant details are added (name, address, contact info, etc.). - Create the associated site:Link the site to the billing customer.Add site-specific details (e.g., address, contact person). ### **Step 4: Add Equipment to Site** - Open the customer card for the site. - Go to the "Equipment" section and add new equipment:Select the relevant **Equipment Type** from the dropdown.The assigned service interval from the equipment type will automatically apply.**Important**: Do not create a new service interval at this step, as it will only apply to this specific piece of equipment. - Repeat this process for each piece of equipment that needs servicing. ### **Step 5: Configure Custom Fields** - Navigate to the custom fields section and set up fields for the following:**Under Equipment**:Location of item.Serial numbers.Color.Any other fixed details that do not change over time.**Under Quote/Job Equipment Options**:Questions that must be answered during each service interval (e.g., "Was the filter replaced?" "Are there visible signs of damage?"). ### **3. Service Execution Phase** ### **Step 6: Automated Job Creation** - When the service interval is due --- # 💸 Working with Allowances Source: https://ascora.com.au/kb/working-with-allowances Managing allowances effectively ensures your team is compensated accurately for additional expenses or conditions related to their work. Whether it’s a **meal allowance, travel reimbursement, parking fee, or hazard pay**, allowances can significantly impact payroll accuracy and employee satisfaction. **Ascora** provides a seamless way to configure and track allowances, ensuring they are applied correctly across **jobs, timesheets, and payroll reports**. By leveraging these features, businesses can automate calculations, reduce administrative workload, and improve financial transparency. Properly managed allowances not only **ensure compliance with payroll policies** but also help **maintain accurate cost tracking** for financial planning and job profitability analysis. This guide walks you through: ✅ **Creating and assigning allowances to users** ✅ **Applying allowances to timesheets (via jobs, reporting, or the mobile app)** ✅ **Tracking allowances in reports for payroll and financial management** **Note**: *Allowances can be added to a User and can then be applied to a Timesheet which also flows through Timesheet reporting particularly****Timesheet Editing.*** --- ### Creating Allowances **1.** Go to **Administration → User Lookups.** [](%F0%9F%92%B8%20Working%20with%20Allowances/image2021-1-13_21-41-47.png) **2.** Click **Add New** located in Allowances area. Enter the allowance name and enter the corresponding value or amount. [](%F0%9F%92%B8%20Working%20with%20Allowances/image2021-1-13_21-50-3.png) **Note:***You can add as many allowances as applicable or you may want to add similar allowances but with different values. For example, you may create a Meal Allowance worth $30.00 and another Meal Allowance worth $50.00.* ### Adding Allowance to a User **1.** Go to **Administration → Users**and view the user details. [](%F0%9F%92%B8%20Working%20with%20Allowances/image2021-1-14_17-14-36.png) **2.** Once you've accessed the user details, scroll down and look for **Allowances**in the left panel and click **Add**. [](%F0%9F%92%B8%20Working%20with%20Allowances/image2021-1-14_17-19-13.png) **3.** Click the little triangle and select from the list of allowances. In this example, we are adding **Meal Allowance** to a user. [](%F0%9F%92%B8%20Working%20with%20Allowances/image2021-1-14_17-30-34.png) ### Adding Allowance from the Job area. **1.** Open the Job Details screen and go to **Labour & Callout → Timesheets.** Select the Timesheet line item and click **Edit**. [](%F0%9F%92%B8%20Working%20with%20Allowances/image2021-1-14_17-40-9.png) **2.** A list of allowances will be displayed and to add one, tick the corresponding box and click **Save**to continue. In this example, we are adding **Meal Allowance** but we can add other allowances if applicable by ticking the corresponding boxes. [](%F0%9F%92%B8%20Working%20with%20Allowances/image2021-1-14_17-55-4.png) **3.**You should now see the added meal allowance with amount of $35.00 in the column called **Total Allowance Cost**. [](%F0%9F%92%B8%20Working%20with%20Allowances/image2021-1-14_18-3-32.png) ### Adding Allowance from the Mobile App (Android) **1.** Tap the **Menu**icon indicated by the three lines on the upper left part of the screen and select **Timesheet**. [](%F0%9F%92%B8%20Working%20with%20Allowances/image2021-1-14_18-43-22.png) **2.** Tap the **+ icon** and then tap **Select**. [](%F0%9F%92%B8%20Working%20with%20Allowances/image2021-1-14_18-48-17.png) **3.**Tap the box beside the allowance name and then tap **Add**. In this example, we are adding Meal Allowance. A new screen appears where you can see the meal allowance added and to proceed, tap **OK**. [](%F0%9F%92%B8%20Working%20with%20Allowances/image2021-1-14_18-55-37.png) ### Adding Allowances from Timesheet Editing You can also add or remove allowances in the Timesheet Editing report. **1.** Go to **Reports → Timesheet Editing.** [](%F0%9F%92%B8%20Working%20with%20Allowances/image2021-1-14_19-8-46.png) **2.**Click the Timesheet line item that you need to edit and click **Edit**. [](%F0%9F%92%B8%20Working%20with%20Allowances/image2021-1-14_19-10-2.png) **3.**You should see the list of available allowances for a particular user and tick the corresponding boxes to add allowances. To proceed, click **Save**. [](%F0%9F%92%B8%20Working%20with%20Allowances/image2021-1-14_19-13-56.png) ### Running a Report to show Allowances You can use the Timesheet Summary Spreadsheet which contains a column for each Allowance that exists in the data range associated with the export. **1.**You can access the Summary Spreadsheet from **Reports →** **User** **Timesheet →** **Export Timesheet to Excel**. [](%F0%9F%92%B8%20Working%20with%20Allowances/image2021-6-22_7-35-20.png) **2.**Report will be exported as Excel spreadsheet containing a column on allowances. **Note:***If no allowances for the selected date range then the Allowance column won't display.* [](%F0%9F%92%B8%20Working%20with%20Allowances/image2021-6-22_7-30-48.png) --- # Sub Pages [👨‍💼 Users Guides](/kb/users-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 𝄃𝄃𝄂 Working with Barcodes Source: https://ascora.com.au/kb/working-with-barcodes Barcode scanning in Ascora transforms the way you manage supplies, streamlining job workflows, reducing errors, and improving accuracy. Whether you're processing sales, tracking inventory, or managing job materials, barcode scanning ensures **faster data entry, fewer manual mistakes, and real-time stock updates**. With the ability to scan barcodes via a **desktop scanner** or the **Ascora Mobile App**, you can effortlessly add supplies to jobs, generate purchase orders, and maintain precise inventory levels. This feature is especially valuable for businesses handling high volumes of materials, ensuring every item is accounted for, and eliminating the risk of overordering or stock shortages. By integrating barcodes into your workflow, you gain **greater visibility, improved efficiency, and more accurate cost tracking**, helping you run a **more productive and profitable** business. --- ### Importing Barcode into Ascora **1.**To import barcodes, go to**Inventory → Supplies.** [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image2021-1-17_6-22-21.png) **2.** Click **Import/Export** and select **Download Import Template**. [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image2021-1-17_6-28-9.png) **3.**On the Excel Template, you can add your barcodes in column V. [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image2021-1-17_8-31-22.png) ℹ️**Note:** Essentially, it is like re-importing your supply items but including the barcodes this time. To learn more about supply import, please see [⤴️ Importing Supply Price List](/kb/importing-supply-price-list) user guide. **4.**After entering your barcodes in the template together with the rest of the supply details, you need to import it by going to **Inventory → Supplies → Import/Export** and this time, select **Import**. [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image2021-1-17_6-47-34.png) ### Working on Quick Sale You can use Quick Sale if you are in a retail environment and you can scan barcodes to add your supplies and then invoice your customer. **1.**Access your Quick Sale Details screen and click on **Add by Barcode.** [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image2021-1-17_6-59-58.png) **2.**If you have a scanner connected, click **Scan**to add your supply items. Alternatively, you can manually enter the barcode and then click **+ Add To Job.** [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image2021-1-17_7-7-50.png) ### Working on a Job When working on a job, you can also add supplies or materials using barcode scanning functionality. **1.** Open your job details and go to **Supplies**tab and click on **+ Scan Barcode to Add Supply.** [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image2021-1-17_7-13-4.png) **2.**Click **Scan**if you have a scanner connected and add your supplies or materials to the job. [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image2021-1-17_7-7-50.png) ### Scanning Barcode from the Android Mobile App You can scan barcodes to add supplies or materials from the Mobile App. With Android Mobile App, you can do it by opening a job, then tap **Supplies**tab and tap on the **QR icon** as indicated in the image below. [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image2021-1-17_7-34-9.png) ### Adding Barcode from the Android Mobile App You also have the option to add barcodes from the Mobile App and this is helpful if you have a lot of supply items to add to a certain job and you only have access to a Mobile App. **1.**Go to **Menu**→ **Supplies**and select your supply item with barcode you need to add to. [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image.png) [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image%201.png) **2.** Tap **Barcode**and tap on the **3 dots** located at the upper right side of the screen. [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image%202.png) [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image%203.png) **3.** Tap **Add Manual Barcode** and enter the barcode details and tap **Done**. [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image%204.png) [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image%205.png) ### Scanning Barcode from the iOS Mobile App From your iOS Mobile App, access the job details screen and tap **Supplies → Action → Scan Barcode.** [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image2021-1-17_7-38-11.png) ### Adding Barcode from the iOS Mobile App **1.**Tap **Menu**and select **Supplies**and then select the supply item with a barcode you need to add to. [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image%206.png) [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image%207.png) **2.** Tap **Barcode**located at the bottom right part of the screen then tap **Add**. [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image%208.png) [](%F0%9D%84%83%F0%9D%84%83%F0%9D%84%82%20Working%20with%20Barcodes/image%209.png) --- # Sub Pages [📦 Create a New Supply Item](/kb/create-a-new-supply-item) [🛠️ Create a Kit](/kb/create-a-kit) [⤴️ Importing Supply Price List](/kb/importing-supply-price-list) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 💳 Working with Licenses Source: https://ascora.com.au/kb/working-with-licenses Licenses allow you to record trainings and qualifications against a particular user and it could be a driver's license, site induction, or other different trade qualifications. You are also able to set up email reminders so that a user or the admin side of your business gets notified as to when a license is expiring so that necessary actions will be completed. --- **1.** You can set up User Licenses by going to **Administration → User Licences.** **Note:** *You can add user licenses from this area or alternatively, you can add it from the User details screen.* **2.** To add licenses against a user, you can go to **Administration → Users**→ click **View**beside the User Name. Scroll down and look for the Licenses area and click **Add**. **3.** Click the little triangle to select from the list of available licenses or you have the option to Create a New Licence Type by ticking the corresponding box. Enter the Expiry Date which will then trigger the automated email notification. You can also attach a file which could be a photo or a file pertaining to that particular license. Once ready to proceed, click **Save**. ## Setting up Notifications Go to **Administration → Defaults****→****Notifications** and on the left panel, scroll down and look for "Notify Users by email of Licence Expiry". - From here, you can select the duration as to how soon the notification gets sent which could be a three months, a month, a week prior to expiry, or on the expiry date itself. You also have the option to enable the setting to automatically notify the user. Lastly, you can add email addresses to receive the notifications and it could be the admin side of your business or supervisors. [](%F0%9F%92%B3%20Working%20with%20Licenses/image2021-1-11_20-44-55.png) Click **Save**button located at the upper right portion of the page to proceed. [](%F0%9F%92%B3%20Working%20with%20Licenses/image2021-1-11_20-51-25.png) ## What else could we record in User Licenses area? You can also record tools that you provide to your staff and the license type could be a vehicle or a toolbox. You can then attach photos pertaining to a specific tool. **Note:**There are other areas in Ascora where you can see the active licenses or license types. ## Administration → User Licenses - Allows you to see an overview of users who have active or overdue licences or you can filter it to license types to see the particular users. - In this area, you can add new license types as well as export the data as Excel file. [](%F0%9F%92%B3%20Working%20with%20Licenses/image2021-1-11_21-3-2.png) ## Dashboard → User Licenses - Allows you to see a quick view of the users with licenses but it has no Add or Export option unlike in Administration → User Licenses area. [](%F0%9F%92%B3%20Working%20with%20Licenses/image2021-1-11_21-13-36.png) --- # Sub Pages [📖 Managing Competencies & Certifications](/kb/managing-competencies-certifications) [🎓 Training Matrix](/kb/training-matrix) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⚙ Your Ascora Account & Subscription Source: https://ascora.com.au/kb/your-ascora-account-subscription Below are guides specific to your Ascora Account & Subscription. [📄 How to get a Copy of my Monthly Invoice](/kb/how-to-get-a-copy-of-my-monthly-invoice) [🔐 Account Locked due to Issue in Processing Monthly Invoice](/kb/account-locked-due-to-issue-in-processing-mon) [🗝 How to Reset Password](/kb/how-to-reset-password) [🔒 I got locked out due to multiple failed log in attempts, how can I unlock my account?](/kb/i-got-locked-out-due-to-multiple-failed-log-i) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⌚Importing Timesheets Source: https://ascora.com.au/kb/importing-timesheets Keeping accurate records of employee work hours is essential for job costing, payroll, and productivity tracking. Ascora allows you to **import timesheet data** in bulk, reducing manual data entry and ensuring consistency across projects. With the **Timesheet Import Template**, you can: ✔ **Quickly upload work hours** for multiple employees. ✔ **Match timesheet data** with specific jobs, quotes, or general activities. ✔ **Ensure payroll accuracy** by applying correct rates and timesheet rules. ✔ **Reduce administrative burden** by automating data entry. This guide walks you through **downloading the template, entering timesheet data, importing into Ascora, and troubleshooting errors**—so you can spend less time on admin and more time managing your business. You can import the data into Ascora by using the standard **Timesheet Import template.** --- ## Import Process **1.**Go to **Reports****→****Timesheet****→ User Timesheet**, then click **Download Import Template.** **2.**Enter the information in the Excel template. [](%E2%8C%9AImporting%20Timesheets/image2021-3-4_19-57-5.png) ✅The information you enter in the template must match the data in Ascora. For example, the Labour Role must be identical to the Labour Role setup in Ascora in order to import correctly. **3.**After completing the necessary details, go back to**Reports → User Timesheet**but this time, click **Import**. **4.** Select your Import file and click **Open**. [](%E2%8C%9AImporting%20Timesheets/image2021-3-4_20-0-58.png) **5.**Once the data is already imported, you would see a window displaying the results of the Import. Unsuccessful imports will also show the error message and details will be in the pink highlight. ## Template Guide Items highlighted in Yellow are compulsory fields. **Column****Header/Column Name****Compulsory Field**Default Value If Not SpecifiedPossible Values (If Applicable)**Notes****A**START DATEYesUse format DD/MM/YYYY**B**START TIMEYesUse format HH:MM AM/PM or HH:MM in 24 Hour**C**END DATEYesYes/NoUse format DD/MM/YYYY**D**END TIMEYesUse format HH:MM AM/PM or HH:MM in 24 Hour**E**USERYesMust match User name in Ascora**F**CHECK IN TYPEGeneralSee Table Below**G**QUOTE OR JOB NUMBERIf no Quote/Job number is specified or no match is found, Timesheet will be imported as a General timesheet**H**SECTION NUMBERThe display number of the Section in Ascora (e.g. 01, 02, etc)**I**STAGEThe Stage name as entered in Ascora**J**ACTIVITYMust match the Activity name in Ascora and be applicable for the Stage**K**INCLUDES MEAL BREAKFalseYes/No**L**MEAL BREAK HOURSUse decimal format (e.g. 7.5). If Includes Meal Break is true and Hours not specified, will use default lunch duration.**M**RATE TYPENormalSee Table Below**N**LABOUR ROLEYesMust match the Role name in Ascora If left blank, import won't create labour line but only timesheet details**O**NOTES**P**APPLY TIMESHEET RULESYesPut YES if Timesheet Rules apply otherwise, put NO. This is the settings in Administration → Timesheet Rules such as when Time and a Half starts getting charged and when Double Time starts getting charged. ## Check In Type When importing Timesheet data, the mapping table below can be used to ensure the Timesheet is imported as the expected type. GeneralGeneralJobJob, Job Check InQuoteQuotation, QuoteTravelTravel ## Rate Type Normal*Default*Time and a HalfTime and a Half, 1.5Double TimeDouble Time, 2Double Time and a HalfDouble Time and a Half, 2.5 --- # Sub Pages [⏰ Timesheet Guides](/kb/timesheet-guides) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ⌨️ Entering Supplier Invoices Manually Source: https://ascora.com.au/kb/entering-supplier-invoices-manually Efficiently managing supplier invoices ensures **accurate cost tracking, job profitability, and seamless financial reconciliation**. In Ascora, you can easily process supplier invoices linked to purchase orders, adjust costs as needed, and ensure all expenses are correctly allocated to jobs. Whether you're handling standard purchase orders, blank purchase orders, or supplier credits, Ascora provides a **flexible, structured approach to managing supplier transactions**. With options to **adjust cost allocations, update supplier pricing, and sync data with your accounting package**, Ascora helps businesses **maintain financial accuracy, streamline procurement, and avoid manual errors**. By following best practices, you can ensure supplier invoices are processed efficiently and reflect true job costs, improving your financial oversight and operational efficiency. --- Locate and view the Purchase Order either from the Supplies Tab on the Job Card or by choosing the **Purchase Orders** option from the **Inventory** **Icon**in the Top Menu and searching the Purchase Orders List. [](%E2%8C%A8%EF%B8%8F%20Entering%20Supplier%20Invoices%20Manually/1987ed7e-04b8-47f4-af09-92e89425e0d5.png) If the Purchase Order was created using Supplies on a Job, these Supplies will be listed, along with the relevant Purchase Order Number and Job Number. Note that a Supplier’s Invoice can be applied across multiple Purchase Orders and Jobs. Click on the **Create Supplier Invoice** button. The New Invoice pop-up window will display. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FPurchase%20Orders%2FCreate_Supplier_Invoice_Button-750.png) **1.** Enter the Invoice Number **2.** Adjust the Invoice Date as required **3.** Check each line of the Invoice and compare it to the equivalent line of the Purchase Order. You can adjust the Part Number, Description, Quantity or Cost Price as required by clicking in those fields and editing the information. **4.** Choose how to manage any Cost Price changes on the Job. - Maintain Markup – if the Sell Price on the Job is set at a 30% Markup, this Markup Percentage will be maintained when you Accept the Supplier Invoice. That is, if the Cost Price has increased or decreased, the Sell Price will also increase or decrease respectively. - Maintain Job Sell Price – the Sell Price on the Job will remain unchanged, regardless of any increase or decrease in the Invoiced Cost Price. - Use Highest – Ascora will choose and apply the highest value result between Maintain Markup and Maintain Job Sell Price. When you are ready to accept the Supplier Invoice, click the **Save And Accept Allocation** button. The Supplier Invoice will now update the Supplies information on the Job Card. If you are using Accounts Integration, Ascora will send the details of the Supplier Invoice across to your accounting package. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FPurchase%20Orders%2FNew_Invoice_PO_Supplies-800.png) ### Process Invoices for Blank Purchase Orders Locate and view the Purchase Order either from the Supplies Tab on the Job Card or by choosing the **Purchase Orders** option from the **Inventory Icon** in the Top Menu and searching the Purchase Orders List. Click on the **Create Supplier Invoice** button. The New Invoice pop-up window will display. ✅Note that because the Purchase Order was Blank, no Supplies information will show in the New Invoice pop-up window. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FPurchase%20Orders%2FCreate_Supplier_Invoice_Button-750.png) **1.** Enter the Invoice Number **2.** Adjust the Invoice Date as required **3.** Choose a Purchase Order Number to allocate the Supplier Invoice to by clicking in the Purchase Order field and selecting from the dropdown list. **4.** Choose a Job to allocate the Supplier Invoice to by clicking in the Job Field and selecting from the dropdown list. **5.** Enter a Description for the goods received **6.** Enter a Quantity for the goods received. For a Blank Purchase Order, you will typically enter a quantity of ONE. **7.** Enter a Unit or Total Cost (exclusive or inclusive of tax). For a Blank Purchase Order, this is typically the total value of the Suppliers’ invoice. **8.** When you are ready to accept the Supplier Invoice, click the **Save And Accept Allocation** button. The Supplier Invoice will now update the Supplies information on the Job Card. If you have setup Accounts Integration, Ascora will send details of the Supplier Invoice across to your accounting package. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FPurchase%20Orders%2FNew_Invoice_PO_Blank-800.png) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ▶️ How Custom Fields Work in Custom Forms Source: https://ascora.com.au/kb/how-custom-fields-work-in-custom-forms-2 Ascora provides **standard fields** for key areas like Job Cards, Customers, and Purchase Orders. However, businesses often require **custom fields** to capture additional data specific to their operations. This guide explains the **difference between standard and custom field codes**, how to **add custom fields to Custom Forms**, and how to **test updated forms** to ensure proper data capture. By following these steps, you can tailor your Ascora setup to match your exact business needs. --- Ascora has standard fields in many areas whether it's in job card, customer, purchase orders, etc.. that are available across Ascora accounts. Examples of these standard fields are Job Number, Job Description, and Work Undertaken in the job card or job screen. However, you might need to add custom fields to add certain information that are not available in the standard fields. *If you are new to adding custom fields, please access****user guide to learn about it first.* Once you've added your custom fields, you can add them in your custom form and it is important to know the difference between adding standard field codes and adding custom field codes. ## Standard Field Codes When adding standard field codes, you need to enclose them in squiggly brackets and remove the spaces between words and follow the format (capitalised letters should also be capitalised.) **Standard Field Examples****Format when adding the field code in Custom Form**Job Number{JobNumber}Job Work Undertaken{JobWorkUndertaken}Job Description{JobDescription} ## Custom Field Codes When adding a custom field code, you would still need to enclose it in squiggly brackets, follow the format (capitalised letters should also be capitalised) but you also needto follow the exact spacing (meaning if the custom field has spaces between words, you should also follow this format.) **Custom Field Examples****Format when adding the field code in Custom Form**Project Sign Off By{Project Sign Off By}Install Quality{Install Quality}Project Completion Date{Project Completion Date} ℹ️**⚠ Note:**What makes it different when you add custom fields as field codes is you will follow the exact spacing thus Project Sign Off By is written as {Project Sign Off By}. When adding standard field codes you simply have to remove the space between words and thus Job Number is written as {JobNumber}. ✅When you add custom fields, you can find them in the mobile app by navigating to **Custom Details**tab. The following image shows the custom field called **Project Sign Off By** which we are adding to the custom form as field code. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%B1%20Custom%20Forms%20Guides/%E2%96%B6%EF%B8%8F%20How%20Custom%20Fields%20work%20in%20Custom%20Forms/image2021-6-12_13-26-46.png) ## Updating Custom Form Template **1.**Download your custom form by going to **Advanced → Custom Forms** and click **View**beside the Custom Form Name which is basically the form that you need to update. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%B1%20Custom%20Forms%20Guides/%E2%96%B6%EF%B8%8F%20How%20Custom%20Fields%20work%20in%20Custom%20Forms/image2021-2-11_20-1-10.png) **2.** Click **Download Template** and it will download the Word Document file which you can edit and in this user guide, we are adding a custom field called **Project Sign Off By**as field code in a custom form called JSA Custom Form - Test. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%B1%20Custom%20Forms%20Guides/%E2%96%B6%EF%B8%8F%20How%20Custom%20Fields%20work%20in%20Custom%20Forms/image2021-2-11_20-8-10.png) **3.**Open the Word Document template that you've downloaded and make the necessary adjustments. ❌**Note:**When you are adding custom fields for information that your technicians will manually enter in the mobile app Job Custom Details tab, you will only need to update the custom form by adding the corresponding field code and the corresponding information will auto populate once the custom form is generated.In cases when you want your technicians to manually answer a custom form question in the mobile app, you will need to add the corresponding field code and also update the Custom Form Question. To learn more about adding custom form question, please access[How to update a Custom Form](https://support.ascora.com.au/display/AS/How+to+update+a+Custom+Form)userguide. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%B1%20Custom%20Forms%20Guides/%E2%96%B6%EF%B8%8F%20How%20Custom%20Fields%20work%20in%20Custom%20Forms/image2021-6-12_14-2-23.png) **4.** In the following image, it shows the field code that we've added called **{Project Sign Off By}** which is basically the custom field that we want to be shown in the custom form. *In this example, we've added a label but it depends on your requirements which means that you may add it in a table format, or perhaps apply different font colour and formatting.* [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%B1%20Custom%20Forms%20Guides/%E2%96%B6%EF%B8%8F%20How%20Custom%20Fields%20work%20in%20Custom%20Forms/image2021-6-12_16-17-42.png) **5.**After adding the field code in the custom form, save a copy in your computer and upload it back into Ascora by going to **Advanced → Custom Forms →**click **View**beside the Custom Form name but this time, click on **Upload New Template.** [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%B1%20Custom%20Forms%20Guides/%E2%96%B6%EF%B8%8F%20How%20Custom%20Fields%20work%20in%20Custom%20Forms/image2021-6-12_13-46-26.png) **6.**Ensure to click the **Save**button to proceed with the changes. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%B1%20Custom%20Forms%20Guides/%E2%96%B6%EF%B8%8F%20How%20Custom%20Fields%20work%20in%20Custom%20Forms/image2021-6-12_15-52-1.png) ## Testing your Custom Form on your Mobile App This guide makes use of the Android App as an example but in iOS App, you need to tap on **Forms**from the Job screen. ℹ️*Make sure to synchronise first before running a test to make sure the mobile app is picking up the updated form.* **1.**Access your job from the mobile app. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%B1%20Custom%20Forms%20Guides/%E2%96%B6%EF%B8%8F%20How%20Custom%20Fields%20work%20in%20Custom%20Forms/image2021-2-12_7-32-23.png) **2.**Navigate to **Custom Details** area and enter the information in the custom field. *In this example, we enter****Supervisor A****in the custom field****Project Sign Off By.*** [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%B1%20Custom%20Forms%20Guides/%E2%96%B6%EF%B8%8F%20How%20Custom%20Fields%20work%20in%20Custom%20Forms/image2021-6-12_16-2-17.png) **3.** Navigate to **Custom Forms**tab and tap the **+ button.** [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%B1%20Custom%20Forms%20Guides/%E2%96%B6%EF%B8%8F%20How%20Custom%20Fields%20work%20in%20Custom%20Forms/image2021-2-12_7-34-20.png) **4.** Click **Generate**and it should create a PDF file. *Remember not to use a draft or previously saved custom form to do the testing. Always tap the + button to test a new one since drafts won't be able to pick up any updates.* [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%B1%20Custom%20Forms%20Guides/%E2%96%B6%EF%B8%8F%20How%20Custom%20Fields%20work%20in%20Custom%20Forms/image2021-2-12_8-17-36.png) **5.** After generating the form, you should immediately see the newly added information and in this example, it's the custom field called **Project Sign Off By**with information**Supervisor A as**entered earlier in the mobile app. [](../../%F0%9F%93%83%20Ascora%20Feature%20Guides/%F0%9F%93%B1%20Custom%20Forms%20Guides/%E2%96%B6%EF%B8%8F%20How%20Custom%20Fields%20work%20in%20Custom%20Forms/image2021-6-12_14-6-21.png) ℹ We've now completed the process of adding a custom field in a custom form particularly under Job category but you can also add custom fields in other areas such as Customers, Purchase Orders, Invoice, Quotes, etc. --- # Sub Pages [💻 How to add a Custom Field](/kb/how-to-add-a-custom-field) [🗂️ How Custom Fields Work in Document Templates](/kb/how-custom-fields-work-in-document-templates) [🔣 Custom Fields](/kb/custom-fields-2) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ▶ Pushing a New Quote into Ascora Source: https://ascora.com.au/kb/pushing-a-new-quote-into-ascora [Stages](https://help.groundplan.com/docs/stages) in Groundplan become Sections in Ascora. Push your Quantities to a new Ascora Sections Quote. ⚠️ **Pricing Method** **All** quotes created from Groundplan will produce a Sections Quote in Ascora. [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-pushing-to-new-quote-sections%281%29.png) 1. From the **Ascora** tab, click **Push to New Quote** [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-push-to-a-new-quote%282%29.png) 1. Enter first 3 letters of **Customer / Site Customer** to begin your search and select the resultAlternatively Click **+New Customer** to create(Optional) Enter Quote Name / Description 1. Click **Create** [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-pushing-to-new-quote-2.png) 1. Click **Quote** number to view Quote in Ascora [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-pushing-to-new-quote-3.png) ## FAQs ### **Q: Can I create a Fixed Price / Time and Materials Quote within Groundplan?** **A:** No. Quantities pushed from Groundplan will only create a **Sections Quote** within Ascora. ### **Q: Why aren't my products listed in the same order in Ascora that they were on the Worksheet tab?** **A:** Due to the restrictions of the current Integration API, the order of items on the Supplies and Labour tab will always import Ascora Kits first then Ascora Inventory followed by Once-off Items. You are then able to re-order the items when in Ascora. --- # Sub Pages [🔄 GroundPlan Integration](/kb/groundplan-integration) [▶ Pushing to an Existing Quote in Ascora](/kb/pushing-to-an-existing-quote-in-ascora) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ▶ Pushing to an Existing Quote in Ascora Source: https://ascora.com.au/kb/pushing-to-an-existing-quote-in-ascora Update Project Quantities by sending them to an existing **Sections Pricing Method** Quote in Ascora. ⚠️Your Sections will be Deleted When you choose to **Push to an Existing Quote,** all sections of the existing Ascora Quote will be **deleted**. Any additional Sections not added in Groundplan will also need to be re-added in Ascora after updating the Existing Quote. 1. From the **Ascora Tab**, click **Push to Existing Quote** [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-push-to-an-existing-quote%281%29.png) 1. Enter the **Quote** number and make a selection from search results(Optional) add Description and adjust Status [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-push-to-existing-quote-2.png) ⚠️ Updating an Existing Quote, cannot be undone Confirm the details before proceeding 1. Click **Update** 1. Click **Quote** number to view Quote in Ascora [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-push-to-existing-quote-3%281%29.png) ## FAQs ### **Q: There are additional Sections in my Ascora Quote that I've added while in Ascora. If I push to an Existing Quote, will these be lost?** **A:** Yes. The Sections added in Ascora will be deleted if you use *Push to an Existing Quote*. The Stages when pushed through will then re-populate the Ascora Sections with new data from Groundplan **only**. ### **Q: I add extra Parts and Labour to my Sections in Ascora. Will that information be lost?** **A:** Yes. As **all data is deleted** then re-added upon *pushing to an Existing Quote*, it is optimal to add this step into your workflow within Groundplan. The Additional Items / Additional Labour buttons are designed for items not usually counted on Plans. ⚠️ Additional Sections added in Ascora Any additional Sections within a Section Quote created in Ascora will be deleted when **pushing to an Existing Quote**. Mitigate this by adding the Section within Groundplan. For example, by creating an Administration Stage using the **+Additional Item** and selecting an *Inventory Supply for Additional Travel* and *Inventory Supply Design Support* allows the data to be recorded in Groundplan as well. If Quantities change and need to be pushed to an Existing Quote within Ascora, these supplies and amounts will also be transferred with the new / updated Quantities. 1. From the **Project** tab, click **Stages** then **Add new Stage** 1. Enter Stage Name (eg. Administration) 1. Click **Worksheet** 1. Navigate to new Stage name [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/Adding%20Extra%20Sections%20%281-4%29.gif) 1. Click **+Additional Item** and select the Measurement Part Type 1. Enter the Details, then click **Create** 1. Click **Ascora tab** and click **Push to Existing Quote** [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/Adding%20Extra%20Sections%20%285-7%29.gif) ## FAQs ### **Q: I have an existing Time and Materials Quote in Ascora that I want to push new Quantities to. Can I do this?** **A:** No. Groundplan only supports updating Quotes that have **Sections Pricing Method** assigned. [](https://cdn.document360.io/58b6ed13-a475-44c1-9722-838bae678230/Images/Documentation/ascora-faq-q1.png) --- # Sub Pages [▶ Pushing a New Quote into Ascora](/kb/pushing-a-new-quote-into-ascora) [🔄 GroundPlan Integration](/kb/groundplan-integration) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ➡ Convert a Quote to a Job Source: https://ascora.com.au/kb/convert-a-quote-to-a-job Converting a Quote to a Job in Ascora ensures a smooth transition from the quoting phase to project execution. Once a customer accepts a Quote, all relevant details—such as supplies, labour, customer, and site information—are instantly transferred to a Job Card, eliminating the need for double data entry and streamlining your workflow. **Why Convert Quotes to Jobs?** - Save time and maintain accuracy by auto-populating Job Cards with existing Quote data. - Ensure consistency in customer and project information across all stages. - Instantly update the Quote's status to "Won," providing clear visibility into your pipeline. This feature empowers your team to efficiently move from planning to action, keeping projects on track and delivering exceptional service. Follow the steps below to convert your accepted Quotes into Jobs and kickstart your projects with ease. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FQuote_to_Job_Notes-800.png) From the Quote Card, click the **Convert to Job** button. The Quote will be instantly converted to a Job and the Job Card will now display on the screen. The status of the Quote will change to ‘**Won**’. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FQuotes%2FConvert_to_Job_Button.png) --- # Sub Pages [📄 How to Create a New Quote](/kb/how-to-create-a-new-quote) [📃 Creating a Quote from a Template](/kb/creating-a-quote-from-a-template) [🚫 Mark a Quote as Lost](/kb/mark-a-quote-as-lost) [🏆 Quote Pipeline](/kb/quote-pipeline) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ➡ Difference Between Margin and Markup Source: https://ascora.com.au/kb/difference-between-margin-and-markup Margin and markup are critical concepts that define the difference between the cost price and the selling price of your supplies. These metrics help businesses ensure profitability, set competitive prices, and track financial performance effectively. In Ascora, margin and markup calculations are straightforward and provide actionable insights into your cost and revenue structure. Both **margin** and **markup** are expressed as percentages, yet they serve distinct purposes: - **Margin** represents the percentage of income that is gross profit. It reflects how much of your revenue is retained after covering costs. - **Markup** indicates how much you increase the cost price to determine the selling price. It shows the relationship between your cost and the price you charge your customers. Although margin and markup are based on the same financial figures (cost, profit, and sell price), **markup is always higher than margin** because they calculate percentages differently. **Key Concepts with Examples** 1. **Sell Price (Retail Price):** The price at which you sell your product or service. 1. **Cost:** The price you pay to purchase or produce the item. 1. **Profit:** The difference between the sell price and the cost price. Refer to the formulas and visual aids below to better understand the difference. --- [](%E2%9E%A1%20Difference%20Between%20Margin%20and%20Markup/image2023-1-26_10-59-10.png) [](%E2%9E%A1%20Difference%20Between%20Margin%20and%20Markup/image2023-1-26_11-49-28.png) Consider a supply item with: - **Cost Price:** $150 - **Sell Price:** $200 [](%E2%9E%A1%20Difference%20Between%20Margin%20and%20Markup/image.png) This example highlights that **markup reflects the price increase based on cost, whereas margin focuses on the percentage of revenue that is profit.** # Job Supply Using the same example of an item with a buy price of $150 and a sell price of $200, refer to the following image which shows how it looks like in the Ascora supply details screen. a. **Cost**- is your buy price b. **Markup**- this is your markup that you can adjust manually c. **Charge Ex Tax** - is your sell price **Note:** If you adjust your item cost price or Charge Ex Tax (sell price), markup is automatically recalculated. [](%E2%9E%A1%20Difference%20Between%20Margin%20and%20Markup/image2023-1-26_13-24-1.png) # Job Profitability Using the same example, our Job Profitability will show exactly the same calculation as shown in the image below. a. **Total Value Ex Tax**represents the supply item that we sell at $200. If you have multiple supplies and use Time & Materials pricing method, this will always be the total of all combined supply sell prices. b. **Total Supplies Cost**represents the supply item that we buy at $150. If you have multiple supplies and use Time & Materials pricing method, this will always be the total of all combined supply buy prices. c. **Actual Profit Margin** is calculated as sell price minus buy price divided by sell price = $25%. [](%E2%9E%A1%20Difference%20Between%20Margin%20and%20Markup/image2023-1-26_13-57-10.png) --- # Sub Pages [💻 How to Update Markup for Certain Supply Categories](/kb/how-to-update-markup-for-certain-supply-categ) --- # ↪️ Integrating Ascora with MYOB AccountRight Source: https://ascora.com.au/kb/integrating-ascora-with-myob-accountright Setting up **MYOB AccountRight integration** in Ascora ensures that your **customer records, invoices, and payments** sync automatically, keeping your financial data accurate and up to date. This guide walks you through the **step-by-step process** of connecting Ascora to MYOB Live, configuring account codes, and ensuring your transactions flow correctly between the two systems. Following this guide will help ensure a **smooth integration**, reducing manual data entry and ensuring your accounting system stays in sync with Ascora’s job management features. --- Ascora runs two-way, full integration which means data will flow from Ascora into your accounting package as well as from your accounting package back into Ascora to ensure your Customers, Invoices and Payments are always synchronised. To connect Ascora to your MYOB Live Accounting Package: **1.** From the **Administration Icon** in the Top Menu, choose the **Accounts Integration** option. [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Accounts_Integration.png) 2. Select MYOB Account Right from the dropdown list. A summary will display on the screen to explain the integration further. [](%E2%86%AA%EF%B8%8F%20Integrating%20Ascora%20with%20MYOB%20AccountRight/2025-03-24_17-04-46.png) **3.** Click the Connect to Accounting Package button to commence the integration. You will be re-directed to MYOB Account Right to authorise Ascora to access your accounting data. [](%E2%86%AA%EF%B8%8F%20Integrating%20Ascora%20with%20MYOB%20AccountRight/2025-03-24_17-06-23.png) 4. Enter your MYOB Live log-in details and click the Sign in button. [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FMOYB_Sign_In.png) 5. Once you have logged in to MYOB Live you will be redirected back to Ascora. At this point you need to select the relevant Company File and enter the MYOB User Name and Password associated with that Company. [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FMYOB_Live_Company_Login-800.png) [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FMYOB_Live_Info_box-750.png) **6.** Click the **Save Accounting Settings** button. If the MYOB Username and Password have been entered correctly you will see the various Account Code boxes will have been replaced with dropdown menus. These tell Ascora which account codes in MYOB Live to send different information to. Work through the list and select the applicable account codes from the dropdown lists. When you are ready, click the **Save Accounting Settings** button again. **A**– Select the Tax Free Code from your MYOB Live accounts **B**– Choose Job Number for the Value of the Invoice's Reference field **C**– Select the account to record customer payments that you capture in Ascora. Ascora will also poll this account to pull-down payment information recorded directly in MYOB Live and mark the applicable invoices as paid in Ascora (for example, when a customer pays by direct debit and you reconcile that payment in MYOB Live via your bank feed) **D**– Select the default payment method used by your customers. You can override this default when recording payments in Ascora **E**– Select the account for Ascora to push Supplier Invoice income ******* **F**– Select the default account to record Expenses. You can override this default when recording Expenses against a Job **G**– Select the account to record income from Labour **H**– Select the default account to record income from the sale of Supplies. You can set different Materials Income Accounts for specific Supply Items if required - see Configure Specific Account Codes for Individual Supplies **I**– Select the default account for recording credit notes issued to Customers **J**– Tick the checkbox to push line items on an invoice across to MYOB Live, in addition to the Invoice summary information [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FAccounts_List_MYOB_Live-650.png) **7.** Ascora is now integrated with MYOB Live and will ask if you wish to import customer information. Click **Yes, import all my customers** to import customer information from MYOB Live immediately. Alternatively, click **Not right now** to import data at a later time using the Import Icon in the Top Menu. If preferred, you can create a new User Account for Ascora in your MYOB Live Account. To do this: **8.** In your **MYOB Live Account**, under the **Setup Tab** choose the **User Access** option. [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FMYOB_User_Access.png) **9.** Set up the new user by completing the required details: A – Click New User to create a user B – Set up the user access – DO NOT tick the option for “This user will sign on with a my-MYOB account” C – Enter a User name (for example, Ascora) D – Create and confirm a password E – Tick to assign the user as an Administrator role [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FMYOB_User_Access_Details-800.png) ### Configure Specific Account Codes for Different Job Types When you create a Job Type in Ascora, you can choose to assign unique Labour and Materials Income Account Codes to it. For example, you can set a Domestic Job Type to push income to Domestic Labour and Domestic Materials income accounts in MYOB Live. ℹ️Note that you do not need to configure specific Account Codes for different Job Types - any Job Type that does not have a specific Labour and/or Materials Income Account Code assigned to it will use the default Labour and Materials Income Account Codes configured in the main Accounts Integration settings. **1.** From the **Administration Icon** in the Top Menu, choose the **Jobs**option. [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Admin_Jobs.png) **2.** Under the Job Type section, click the **+Add New** button to create a new Job Type, or click the **Edit**button to edit an existing Job Type. [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Job_Type-700.png) **3.** The Job Type details pop-up window will display. Select the required Labour and Materials Income Account Codes from the dropdown lists then click the **Save**button. [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FJob_Type_Account_Codes.png) ### Configure Specific Account Codes for Individual Supplies You can configure Ascora to push income generated from a specific Supply Item into a specific Income Account Code in MYOB Live. This would typically be used when, for example, you charge out a rate for the use of a particular piece of equipment and have the equipment listed as a Supply in Ascora. By specifying a unique Income Account Code, you can track income specifically generated by that piece of equipment. [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FSupplies_Income_Code_Info_box-650A.png) **1.** From the **Inventory Icon** in the Top Menu, choose the **Supplies**option. [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Supplies-A.png) **2.** Locate the Supply in the Supplies List for which you wish to apply a specific Income Account Code and click the **Edit**button. [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Supply_Button-650.png) **3.** The Edit Supply pop-up window will display. Select the applicable Income Account Code from the dropdown list then click the **Save**button. [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FSupplies_Income_Code-700.png) ### Configure Account Codes for Credit Card Surcharges Ascora allows you to (optionally) apply surcharges to credit card payments. You can apply different surcharge amounts to different card types if required and you can also define the Account Code in MYOB Live for Ascora to push Surcharge Income into. **1.** From the **Administration Icon** in the Top Menu, choose the **Payments & Tax** option. [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_PaymentsnTaxes.png) **2.** Under the Payment Methods section, click the **+Add** button to add a new Payment Method or click the **Edit**button to edit an existing payment method. [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Payment_Methods-650.png) **3.** The Payment Method pop-up window will display. Select the applicable Surcharge Income Account Code from the dropdown list then click the **Save**button. [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Payment_Method_Set_Surcharge.png) --- # Sub Pages [↪️Integrating Ascora with QuickBooks](/kb/integrating-ascora-with-quickbooks) [↪️Integrating Ascora with Xero](/kb/integrating-ascora-with-xero) [↪️Integrating Ascora with MYOB Essentials](/kb/integrating-ascora-with-myob-essentials) ↪️ Integrating Ascora with MYOB AccountRight [↪️ Integrating Ascora with MYOB Live](/kb/integrating-ascora-with-myob-live) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ↪️ Integrating Ascora with MYOB Live Source: https://ascora.com.au/kb/integrating-ascora-with-myob-live Setting up **MYOB Live integration** in Ascora ensures a **seamless connection** between your **customer records, invoices, payments, and financial data**, helping you eliminate manual entry and maintain accurate financial records. This guide provides a **step-by-step process** to connect Ascora to MYOB Live, configure account settings, and ensure data syncs properly. Following this guide will help you **maintain accurate financial data**, reduce reconciliation issues, and ensure that Ascora and MYOB Live remain synchronized. --- Ascora runs two-way, full integration which means data will flow from Ascora into your accounting package as well as from your accounting package back into Ascora to ensure your Customers, Invoices and Payments are always synchronised. To connect Ascora to your MYOB Live Accounting Package: **1.** From the **Administration Icon** in the Top Menu, choose the **Accounts Integration** option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Accounts_Integration.png) **2.** Select MYOB Account Right from the dropdown list. A summary will display on the screen to explain the integration further. [](%E2%86%AA%EF%B8%8F%20Integrating%20Ascora%20with%20MYOB%20Live/2025-03-24_17-04-46.png) **3.** Click the Connect to Accounting Package button to commence the integration. You will be re-directed to MYOB Account RIght to authorise Ascora to access your accounting data. [](%E2%86%AA%EF%B8%8F%20Integrating%20Ascora%20with%20MYOB%20Live/2025-03-24_17-06-23.png) **4.** Enter your MYOB Live log-in details and click the **Sign in** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FMOYB_Sign_In.png) **5.** Once you have logged in to MYOB Live you will be redirected back to Ascora. At this point you need to select the relevant Company File and enter the MYOB User Name and Password associated with that Company. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FMYOB_Live_Company_Login-800.png) [](https://www.ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FMYOB_Live_Info_box-750.png) **6.** Click the **Save Accounting Settings** button. If the MYOB Username and Password have been entered correctly you will see the various Account Code boxes will have been replaced with dropdown menus. These tell Ascora which account codes in MYOB Live to send different information to. Work through the list and select the applicable account codes from the dropdown lists. When you are ready, click the **Save Accounting Settings** button again. **A** – Select the Tax Free Code from your MYOB Live accounts **B** – Choose Job Number for the Value of the Invoice's Reference field **C** – Select the account to record customer payments that you capture in Ascora. Ascora will also poll this account to pull-down payment information recorded directly in MYOB Live and mark the applicable invoices as paid in Ascora (for example, when a customer pays by direct debit and you reconcile that payment in MYOB Live via your bank feed) **D** – Select the default payment method used by your customers. You can override this default when recording payments in Ascora **E** – Select the account for Ascora to push Supplier Invoice income ******* **F** – Select the default account to record Expenses. You can override this default when recording Expenses against a Job **G** – Select the account to record income from Labour **H** – Select the default account to record income from the sale of Supplies. You can set different Materials Income Accounts for specific Supply Items if required - see Configure Specific Account Codes for Individual Supplies **I** – Select the default account for recording credit notes issued to Customers **J** – Tick the checkbox to push line items on an invoice across to MYOB Live, in addition to the Invoice summary information [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FAccounts_List_MYOB_Live-650.png) **7.** Ascora is now integrated with MYOB Live and will ask if you wish to import customer information. Click **Yes, import all my customers** to import customer information from MYOB Live immediately. Alternatively, click **Not right now** to import data at a later time using the Import Icon in the Top Menu. If preferred, you can create a new User Account for Ascora in your MYOB Live Account. To do this: **8.** In your **MYOB Live Account**, under the **Setup Tab** choose the **User Access** option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FMYOB_User_Access.png) **9.** Set up the new user by completing the required details: A – Click New User to create a user B – Set up the user access – DO NOT tick the option for “This user will sign on with a my-MYOB account” C – Enter a User name (for example, Ascora) D – Create and confirm a password E – Tick to assign the user as an Administrator role [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FMYOB_User_Access_Details-800.png) ## Configure Specific Account Codes for Different Job Types When you create a Job Type in Ascora, you can choose to assign unique Labour and Materials Income Account Codes to it. For example, you can set a Domestic Job Type to push income to Domestic Labour and Domestic Materials income accounts in MYOB Live. ℹ️Note that you do not need to configure specific Account Codes for different Job Types - any Job Type that does not have a specific Labour and/or Materials Income Account Code assigned to it will use the default Labour and Materials Income Account Codes configured in the main Accounts Integration settings. **1.** From the **Administration Icon** in the Top Menu, choose the **Jobs**option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Admin_Jobs.png) **2.** Under the Job Type section, click the **+Add New** button to create a new Job Type, or click the **Edit**button to edit an existing Job Type. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Job_Type-700.png) **3.** The Job Type details pop-up window will display. Select the required Labour and Materials Income Account Codes from the dropdown lists then click the **Save**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FJob_Type_Account_Codes.png) ## Configure Specific Account Codes for Individual Supplies You can configure Ascora to push income generated from a specific Supply Item into a specific Income Account Code in MYOB Live. This would typically be used when, for example, you charge out a rate for the use of a particular piece of equipment and have the equipment listed as a Supply in Ascora. By specifying a unique Income Account Code, you can track income specifically generated by that piece of equipment. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FSupplies_Income_Code_Info_box-650A.png) **1.** From the **Inventory Icon** in the Top Menu, choose the **Supplies**option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Supplies-A.png) **2.** Locate the Supply in the Supplies List for which you wish to apply a specific Income Account Code and click the **Edit**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Supply_Button-650.png) **3.** The Edit Supply pop-up window will display. Select the applicable Income Account Code from the dropdown list then click the **Save**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FSupplies_Income_Code-700.png) ## Configure Account Codes for Credit Card Surcharges Ascora allows you to (optionally) apply surcharges to credit card payments. You can apply different surcharge amounts to different card types if required and you can also define the Account Code in MYOB Live for Ascora to push Surcharge Income into. **1.** From the **Administration Icon** in the Top Menu, choose the **Payments & Tax** option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_PaymentsnTaxes.png) **2.** Under the Payment Methods section, click the **+Add** button to add a new Payment Method or click the **Edit**button to edit an existing payment method. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Payment_Methods-650.png) **3.** The Payment Method pop-up window will display. Select the applicable Surcharge Income Account Code from the dropdown list then click the **Save**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Payment_Method_Set_Surcharge.png) --- # Sub Pages [↪️Integrating Ascora with QuickBooks](/kb/integrating-ascora-with-quickbooks) [↪️Integrating Ascora with Xero](/kb/integrating-ascora-with-xero) [↪️Integrating Ascora with MYOB Essentials](/kb/integrating-ascora-with-myob-essentials) [↪️ Integrating Ascora with MYOB AccountRight](/kb/integrating-ascora-with-myob-accountright) ↪️ Integrating Ascora with MYOB Live --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ↪️ Retrieving Customer Job History Source: https://ascora.com.au/kb/retrieving-customer-job-history The Customer Job History feature in the Ascora Android app allows you to view past jobs associated with a specific customer. While job history builds up as jobs are completed, it's important to note that uninstalling and reinstalling the app can clear previously stored job history on the mobile device. However, you can easily retrieve older job history using the **Retrieve Client History** function within the app. This tool is especially useful when you need to access past job details while on-site, ensuring you have the full context of previous work done for a customer. If the retrieved history still appears incomplete, the full job history can always be accessed through the Ascora web platform by your office administration team. Follow the steps below to retrieve customer job history directly from your Android app. ❌There is just a certain amount of history that can be retrieved and if after doing **Retrieve Client History** you are still unable to see certain completed jobs, please have your office admin access customer job history in Ascora web instead. --- **1.** Log into your Ascora App and press on the Menu located on the upper left part of the screen. [](%E2%86%AA%EF%B8%8F%20Retrieving%20Customer%20Job%20History/cb5f9e51-71f5-45a6-8413-8e73e9ae3c8c.png) **2.** Select **Customers**. [](%E2%86%AA%EF%B8%8F%20Retrieving%20Customer%20Job%20History/image2021-10-10_22-10-32.png) **3.**Search for the customer name with job history you wanted to retrieve. In this example we search ACME and select the one with address as 110 Chester Pass Road. [](%E2%86%AA%EF%B8%8F%20Retrieving%20Customer%20Job%20History/image2021-10-10_22-12-54.png) **4.** Tap on **Retrieve Client History** icon and select **Yes**. [](%E2%86%AA%EF%B8%8F%20Retrieving%20Customer%20Job%20History/image2021-10-10_22-17-34.png) **5.**Depending on the amount of data being retrieved, it could take a few seconds or a couple of minutes and once completed, you can navigate to **Jobs**tab to see the retrieved data. Image on the left is Jobs tab showing only one job for customer ACME and image on the right is Jobs tab showing more jobs displayed after retrieving Client History. [](%E2%86%AA%EF%B8%8F%20Retrieving%20Customer%20Job%20History/image.png) --- # Sub Pages [📩 Received Email History - for Automatic Supplier Invoice Import or Job Import](/kb/received-email-history---for-automatic-suppli) [⤴️ Follow Ups History](/kb/follow-ups-history) [📱 Android App](/kb/android-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ↪️ Supplier Invoice Import Process Overview Source: https://ascora.com.au/kb/supplier-invoice-import-process-overview Managing supplier invoices efficiently is crucial for maintaining accurate financial records, streamlining job cost tracking, and ensuring timely payments. **Ascora provides multiple ways to process supplier invoices**, whether **manually**, through **manual import**, or via **automatic import** for supported supplier formats. For businesses handling a high volume of invoices, **automatic imports** can significantly reduce administrative effort by automatically processing invoices and allocating them to jobs or purchase orders. For occasional invoices or unsupported formats, **manual creation and import** remain flexible options to ensure proper documentation and tracking. We already have a number of supplier invoice formats that Ascora supports such as those for Reece, Bunnings Warehouse, Lawrence & Hanson, and many more. For a complete list of available supported formats, please see. This guide provides a step-by-step breakdown of how to **create, import, and automate supplier invoice processing in Ascora**, helping you choose the best method based on your workflow and supplier relationships. --- ## Creating Supplier Invoices Manually If the supplier invoice format is not part of the supported formats, you can create the invoice manually by going to either **Inventory → Purchase Orders** and click **Create Supplier Invoice**button when you are in the Purchase Order Main screen. [](%E2%86%AA%EF%B8%8F%20Supplier%20Invoice%20Import%20Process%20Overview/image2021-4-1_8-29-25.png) Another way of creating a supplier invoice manually is by going to **Inventory → Supplier Invoices** and click **New**. [](%E2%86%AA%EF%B8%8F%20Supplier%20Invoice%20Import%20Process%20Overview/image2021-4-1_8-31-38.png) For more details on how to create supplier invoices manually, please access [⌨️ Entering Supplier Invoices Manually](/kb/entering-supplier-invoices-manually) user guide. ⚠️If the Supplier you're after is not shown in the list, we can create this format for you by creating a special processor that understands the format the invoice has been sent in - where to read elements like the Supplier Invoice Number, Order Reference, Invoice Date and the various lines on the Invoice. The Processor can read invoices in both CSV or PDF format (providing the PDF is not generated as an unreadable image).Once the processor has been created and tested on our side from the samples provided, we deploy this with an update to Ascora. From there you will be able to select this as an Invoice Format on your Supplier and use when importing manually or automatically. So for example if you are receving the Supplier Invoices via email Ascora can pick them up and process them automatically for you linking them to the related job if possible.***Due to the length of time it can take to create, test and deploy the Supplier Invoice processor we charge $350 EX GST per Supplier Format.*** ## Importing Supplier Invoice Manually It is important to note that doing manual import is just another way of importing a supplier invoice which is part of the supported formats. This is applicable in scenarios such as receiving a supplier invoice from one supplier in a rare occasion (or once off only) or when you have not yet enabled automatic import for that particular supplier. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/r4q1fp4b1j](https://ascora.wistia.com/medias/r4q1fp4b1j) **1.** To do a manual import, go to **Inventory → Supplier Invoices.** [](%E2%86%AA%EF%B8%8F%20Supplier%20Invoice%20Import%20Process%20Overview/image2021-4-1_11-20-20.png) **2.**Click on **Import/Export** and select **Import**. [](%E2%86%AA%EF%B8%8F%20Supplier%20Invoice%20Import%20Process%20Overview/image2021-4-1_9-7-6.png) **3.**Select the **Supplier Name** from the list and select the **supplier invoice format.** Next is to click **Select Files** to select the supplier invoice either PDF or CSV file types and then click **Import**. *In this example, we selected Reece and importing one supplier invoice in PDF.* ✅***Note:****You also have the option to****Receive All Lines****by ticking the box beside it.* [](%E2%86%AA%EF%B8%8F%20Supplier%20Invoice%20Import%20Process%20Overview/image2021-4-1_9-14-59.png) **4.** After clicking Import, you will see the following notification and wait for it to complete the import. [](%E2%86%AA%EF%B8%8F%20Supplier%20Invoice%20Import%20Process%20Overview/image2021-4-1_9-58-20.png) **5.** Once the import is complete, you are able to apply filters, to check the newly imported supplier invoice. [](%E2%86%AA%EF%B8%8F%20Supplier%20Invoice%20Import%20Process%20Overview/image2021-7-3_21-1-0.png) ## Importing Supplier Invoice Automatically For supplier invoices that are part of the supported formats, you can enable automatic import and this is helpful if you are dealing with high volume of supplier invoices from the same supplier daily or weekly. This helps save a lot of time from having to create the supplier invoices manually. For the details steps on how to set up automatic import, please seeuserguide. **Note:**When you are using automatic supplier invoice import, there's an area where you can see the details or logs every time Ascora tries to read the emails and that is in **Administration → Received Email History.** ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/l5mk72bxm3](https://ascora.wistia.com/medias/l5mk72bxm3) --- # Sub Pages [⌨️ Entering Supplier Invoices Manually](/kb/entering-supplier-invoices-manually) [📃 Supplier Invoice Format Supported](/kb/supplier-invoice-format-supported) [📩 Received Email History - for Automatic Supplier Invoice Import or Job Import](/kb/received-email-history---for-automatic-suppli) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ↪️Integrating Ascora with MYOB Essentials Source: https://ascora.com.au/kb/integrating-ascora-with-myob-essentials Setting up **MYOB Essentials integration** in Ascora ensures a **seamless connection** between your **customer records, invoices, payments, and financial data**, helping you reduce manual entry and improve efficiency. This guide walks you through the **step-by-step process** of connecting Ascora to MYOB Essentials, setting up account codes, and ensuring your data syncs correctly. By following this guide, you can **streamline your accounting workflows**, ensure **data accuracy**, and improve overall financial management within Ascora. --- Ascora runs two-way, full integration which means data will flow from Ascora into your accounting package as well as from your accounting package back into Ascora to ensure your Customers, Invoices and Payments are always synchronised. To connect Ascora to your MYOB Essentials Accounting Package: **1.** From the **Administration Icon** in the Top Menu, choose the **Accounts Integration** option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Accounts_Integration.png) **2.** Select **MYOB Essentials** from the dropdown list. A summary will display on the screen to explain the integration further. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FChoose_MYOB_Essentials.png) **3.** Click the **Connect to Accounting Package** button to commence the integration. You will be re-directed to MYOB Essentials to authorise Ascora to access your accounting data. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FConnect_MYOB_Essentials.png) **4.** Enter your MYOB Essentials log-in details and click the**Sign in** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FMOYB_Sign_In.png) **5.** MYOB will ask you to provide Ascora access to your MYOB Essentials Account. Click the **Allow access** button to allow Ascora to integrate with MYOB Essentials. You will then be re-directed back to Ascora to finish the integration. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FAllow_Access_MYOB_Essentials.png) **6.** Once you have successfully connected Ascora with MYOB Essentials, a list of account code options will display. These tell Ascora which account codes in MYOB Essentials to send different information to. Work through the list and select the applicable account codes from the dropdown lists. When you are ready, click the **Save Accounting Settings** button. **A** – Select the applicable business/company name **B** – Select the applicable region **C** – Select the account to record customer payments that you capture in Ascora. Ascora will also poll this account to pull-down payment information recorded directly in MYOB Essentials and mark the applicable invoices as paid in Ascora (for example, when a customer pays by direct debit and you reconcile that payment in MYOB Essentials via your bank feed) **D** – Select the default payment method used by your customers. You can override this default when recording payments in Ascora **E** – Select the account for Ascora to push Supplier Invoice income ******* **F** – Select the default account to record Expenses. You can override this default when recording Expenses against a Job **G** – Select the account to record income from Labour **H** – Select the default account to record income from the sale of Supplies. You can set different Materials Income Accounts for specific Supply Items if required - see Configure Specific Account Codes for Individual Supplies **I** – Select the default account for recording credit notes issued to Customers **J** – Tick the checkbox to push line items on an invoice across to MYOB Essentials, in addition to the Invoice summary information [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FAccounts_List_MYOB_Essentials.png) **7.** Ascora is now integrated with MYOB Essentials and will ask if you wish to import customer information. Click **Yes, import all my customers** to import customer information from MYOB Essentials immediately. Alternatively, click **Not right now** to import data at a later time using the Import Icon in the Top Menu. ## Configure Specific Account Codes for Different Job Types When you create a Job Type in Ascora, you can choose to assign unique Labour and Materials Income Account Codes to it. For example, you can set a Domestic Job Type to push income to Domestic Labour and Domestic Materials income accounts in MYOB Essentials. ℹ️Note that you do not need to configure specific Account Codes for different Job Types - any Job Type that does not have a specific Labour and/or Materials Income Account Code assigned to it will use the default Labour and Materials Income Account Codes configured in the main Accounts Integration settings. **1.** From the **Administration Icon** in the Top Menu, choose the **Jobs** option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Admin_Jobs.png) **2.** Under the Job Type section, click the **+Add New** button to create a new Job Type, or click the **Edit**button to edit an existing Job Type. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Job_Type-700.png) **3.** The Job Type details pop-up window will display. Select the required Labour and Materials Income Account Codes from the dropdown lists then click the **Save** button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FJob_Type_Account_Codes.png) ## Configure Specific Account Codes for Individual Supplies You can configure Ascora to push income generated from a specific Supply Item into a specific Income Account Code in MYOB Essentials. This would typically be used when, for example, you charge out a rate for the use of a particular piece of equipment and have the equipment listed as a Supply in Ascora. By specifying a unique Income Account Code, you can track income specifically generated by that piece of equipment. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FSupplies_Income_Code_Info_box-650A.png) **1.** From the **Inventory Icon** in the Top Menu, choose the **Supplies** option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Supplies-A.png) **2.** Locate the Supply in the Supplies List for which you wish to apply a specific Income Account Code and click the **Edit**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Supply_Button-650.png) **3.** The Edit Supply pop-up window will display. Select the applicable Income Account Code from the dropdown list then click the **Save**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FSupplies_Income_Code-700.png) ## Configure Account Codes for Credit Card Surcharges Ascora allows you to (optionally) apply surcharges to credit card payments. You can apply different surcharge amounts to different card types if required and you can also define the Account Code in MYOB Essentials for Ascora to push Surcharge Income into. **1.** From the **Administration Icon** in the Top Menu, choose the **Payments & Tax** option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_PaymentsnTaxes.png) **2.** Under the Payment Methods section, click the **+Add** button to add a new Payment Method or click the **Edit** button to edit an existing Payment Method. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Payment_Methods-650.png) **3.** The Payment Method pop-up window will display. Select the applicable Surcharge Income Account Code from the dropdown list then click the **Save**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Payment_Method_Set_Surcharge.png) --- # Sub Pages [↪️Integrating Ascora with QuickBooks](/kb/integrating-ascora-with-quickbooks) [↪️Integrating Ascora with Xero](/kb/integrating-ascora-with-xero) ↪️Integrating Ascora with MYOB Essentials [↪️ Integrating Ascora with MYOB AccountRight](/kb/integrating-ascora-with-myob-accountright) [↪️ Integrating Ascora with MYOB Live](/kb/integrating-ascora-with-myob-live) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ↪️Integrating Ascora with QuickBooks Source: https://ascora.com.au/kb/integrating-ascora-with-quickbooks Integrating QuickBooks with Ascora allows for **efficient financial data management** by ensuring that **customers, invoices, and payments remain synchronized** between both systems. This two-way integration reduces manual data entry, minimizes errors, and helps maintain an up-to-date financial overview. With this connection, invoices and payments recorded in Ascora will automatically sync to QuickBooks, and any payments received in QuickBooks can be reflected in Ascora. This ensures that **financial records remain accurate and consistent across platforms**, supporting smooth reconciliation and reporting. Proper configuration of account codes and settings ensures that transactions are allocated correctly, aligning with your business’s financial tracking and reporting needs. By following this guide, you’ll be able to seamlessly set up the integration and optimize your financial workflows. --- Ascora runs two-way, full integration which means data will flow from Ascora into your accounting package as well as from your accounting package back into Ascora to ensure your Customers, Invoices and Payments are always synchronised. To connect Ascora to your QuickBooks Accounting Package: **1.** From the **Administration Icon** in the Top Menu, choose the **Accounts Integration** option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Accounts_Integration.png) **2.** Select QuickBooks from the dropdown list. A summary will display on the screen to explain the integration further. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FChoose_QB.png) **3.** Click the **Connect to QuickBooks** button to commence the integration. You will be re-directed to QuickBooks to authorise Ascora to access you accounting data. **4.** Enter your QuickBooks log-in details and click the **Sign In** button. QuickBooks will ask you to allow Ascora access to your QuickBooks Account. **5.** Click the **Connect**button to allow Ascora to integrate with QuickBooks. You will be re-directed back to Ascora to finish the integration. **6.**Once you have successfully connected Ascora with QuickBooks, a list of account code options will display. These tell Ascora which account codes in QuickBooks to send different information to. Work through the list and select the applicable account codes from the dropdown lists. When you are ready, click the **Save Accounting Settings** button. **A** – Select the applicable Sales Tax Code **B** – Select the applicable Sales Tax Free Code **C** – Select the applicable Purchases Tax Code **D** - Select the applicable Purchases Tax Free Code **E** - Select a custom field in QuickBooks to save Lead Source records **F** - Tick the checkbox if you wish to accept credit card payments in Ascora and push these records across to QuickBooks **G** - Select the account to record customer payments that you capture in Ascora. Ascora will also poll this account to pull-down payment information recorded directly in QuickBooks and mark the applicable invoices as paid in Ascora (for example, when a customer pays by direct debit and you reconcile that payment in QuickBooks via your bank feed) **H** – Select the default payment method used by your customers. You can override this default when recording payments in Ascora **I** – Select the account for Ascora to push Supplier Invoice income ******* **J** – Select the default account to record Expenses. You can override this default when recording Expenses against a Job **K** – Select the account to record income from Labour **L** – Select the default account to record income from the sale of Supplies. You can set different Materials Income Accounts for specific Supply Items if required - see Configure Specific Account Codes for Individual Supplies **M** – Select the default account for recording credit notes issued to Customers **N**– Tick the checkbox to push line items on an invoice across to QuickBooks, in addition to the Invoice summary information [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FAccounts_List_QB.png) **7.** Ascora is now integrated with QuickBooks and will ask if you wish to import customer information. Click **Yes, import all my customers** to import customer information from QuickBooks immediately. Alternatively, click **Not right now** to import data at a later time using the Import Icon in the Top Menu. ## Configure Specific Account Codes for Different Job Types When you create a Job Type in Ascora, you can choose to assign unique Labour and Materials Income Account Codes to it. For example, you can set a Domestic Job Type to push income to Domestic Labour and Domestic Materials income accounts in QuickBooks. ℹ️Note that you do not need to configure specific Account Codes for different Job Types - any Job Type that does not have a specific Labour and/or Materials Income Account Code assigned to it will use the default Labour and Materials Income Account Codes configured in the main Accounts Integration settings. **1.** From the **Administration Icon** in the Top Menu, choose the **Jobs** option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Admin_Jobs.png) **2.** Under the Job Type section, click the **+Add New** button to create a new Job Type, or click the **Edit**button to edit an existing Job Type. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Job_Type-700.png) **3.** The Job Type details pop-up window will display. Select the required Labour and Materials Income Account Codes from the dropdown lists then click the **Save**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FJob_Type_Account_Codes.png) ## Configure Specific Account Codes for Individual Supplies You can configure Ascora to push income generated from a specific Supply Item into a specific Income Account Code in QuickBooks. This would typically be used when, for example, you charge out a rate for the use of a particular piece of equipment and have the equipment listed as a Supply in Ascora. By specifying a unique Income Account Code, you can track income specifically generated by that piece of equipment. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FSupplies_Income_Code_Info_box-650A.png) **1.** From the **Inventory Icon** in the Top Menu, choose the **Supplies** option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Supplies-A.png) **2.** Locate the Supply in the Supplies List for which you wish to apply a specific Income Account Code and click the **Edit**button [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Supply_Button-650.png) **3.** The Edit Supply pop-up window will display. Select the applicable Income Account Code from the dropdown list then click the **Save**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FSupplies_Income_Code-700.png) ## Configure Account Codes for Credit Card Surcharges Ascora allows you to (optionally) apply surcharges to credit card payments. You can apply different surcharge amounts to different card types if required and you can also define the Account Code in QuickBooks for Ascora to push Surcharge Income into. **1.** From the **Administration Icon** in the Top Menu, choose the **Payments & Tax** option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_PaymentsnTaxes.png) **2.** Under the Payment Methods section, click the **+Add** button to add a new Payment Method or click the **Edit**button to edit an existing Payment Method. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Payment_Methods-650.png) **3.** The Payment Method pop-up window will display. Select the applicable Surcharge Income Account Code from the dropdown list then click the **Save**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Payment_Method_Set_Surcharge.png) --- # Sub Pages ↪️Integrating Ascora with QuickBooks [↪️Integrating Ascora with Xero](/kb/integrating-ascora-with-xero) [↪️Integrating Ascora with MYOB Essentials](/kb/integrating-ascora-with-myob-essentials) [↪️ Integrating Ascora with MYOB AccountRight](/kb/integrating-ascora-with-myob-accountright) [↪️ Integrating Ascora with MYOB Live](/kb/integrating-ascora-with-myob-live) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ↪️Integrating Ascora with Xero Source: https://ascora.com.au/kb/integrating-ascora-with-xero Integrating Xero with Ascora ensures seamless **financial data synchronization** between both systems, reducing manual data entry and maintaining accurate customer, invoice, and payment records. This integration streamlines workflows by **automatically transferring financial transactions**, minimizing errors, and keeping your accounts up to date. Before setting up the integration, it's essential to configure Xero’s **chart of accounts** to ensure proper tracking of payments. Once connected, invoices generated in Ascora will sync directly to Xero, and payments recorded in either system will be reflected in both, ensuring financial consistency. By correctly setting up account codes and default payment methods, you can optimize financial reporting, simplify reconciliation, and enhance overall efficiency. This guide provides step-by-step instructions to ensure a smooth integration process. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/i2k1vejux8](https://ascora.wistia.com/medias/i2k1vejux8) --- Ascora runs two-way, full integration which means data will flow from Ascora into your accounting package as well as from your accounting package back into Ascora to ensure your Customers, Invoices and Payments are always synchronised. To connect Ascora to your Xero Accounting Package: **1.** Due to the structure of the Xero chart of accounts, you first need to add an account code to your bank account record in Xero so that Ascora can push and pull payment information correctly. **A** - In Xero, go to Accounting > Chart of Accounts. **B** - Locate your bank account record and click the Name to display it's details. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FXero_Display_Bank_Account.png) **C** – Type the account code 1-1110 into the Code textbox the click the **Save**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FXero_Bank_Code.png) **Xero is now configured and is ready to connect with Ascora.** **2.** From the **Administration Icon** in the Top Menu, choose the **Accounts Integration** option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Accounts_Integration.png) **3.** Select Xero from the dropdown list. A summary will display on the screen to explain the integration further. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FChoose_Xero.png) **4.** Click the **Connect to Accounting Package** button to commence the integration. You will be re-directed to Xero to authorise Ascora to access your accounting data. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FConnect_Xero.png) **5.** Enter your Xero log-in details and click the **Log in** button. Xero will ask you to allow Ascora access to your Xero Account. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FXero_SignIn.png) **6.** Click the**Allow access** button to allow Ascora to integrate with Xero. You will be redirected back to Ascora to finish the integration. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FXero_Allow_Access.png) **7.**Once you have successfully connected Ascora with Xero, a list of account code options will display. These tell Ascora which account codes in Xero to send different information to. Work through the list and select the applicable account codes from the dropdown lists. When you are ready, click the Save Accounting Settings button. A – Choose Job Number for the Value for the Invoice's Reference Field B – Select the account to record customer payments that you capture in Ascora. This is the account you configured in Xero at the beginning of this User Guide. Ascora will also poll this account to pull-down payment information recorded directly in Xero and mark the applicable invoices as paid in Ascora (for example, when a customer pays by direct debit and you reconcile that payment in Xero via your bank feed) C – Select the default payment method used by your customers. You can override this default when recording payments in Ascora D – Select the account for Ascora to push Supplier Invoice income ******* E – Select the default account to record Expenses. You can override this default when recording Expenses against a Job F – Select the default rounding account. In Xero this is normally account code 860-Rounding G – Select the account to record income from Labour H – Select the default account to record income from the sale of Supplies. You can set different Materials Income Accounts for specific Supply Items if required - see Configure Specific Account Codes for Individual Supplies I – Select the default account for recording credit notes issued to Customers J – Tick the checkbox to push line items on an invoice across to Live, in addition to the Invoice summary information [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FAccounts_List_Xero-A.png) **8.** Ascora is now integrated with Xero and will ask if you wish to import customer information. **Click Yes, import all my customers** to import customer information from Xero immediately. Alternatively, click **Not right now** to import data at a later time using the Import Icon in the Top Menu. ## Configure Specific Account Codes for Different Job Types When you create a Job Type in Ascora, you can choose to assign unique Labour and Materials Income Account Codes to it. For example, you can set a Domestic Job Type to push income to Domestic Labour and Domestic Materials income accounts in Xero. ℹ️Note that you do not need to configure specific Account Codes for different Job Types - any Job Type that does not have a specific Labour and/or Materials Income Account Code assigned to it will use the default Labour and Materials Income Account Codes configured in the main Accounts Integration settings. **1.** From the **Administration Icon** in the Top Menu, choose the **Jobs** option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Admin_Jobs.png) **2.** Under the Job Type section, click the **+Add New** button to create a new Job Type, or click the **Edit**button to edit an existing Job Type. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Job_Type-700.png) **3.** The Job Type details pop-up window will display. Select the required Labour and Materials Income Account Codes from the dropdown lists then click the **Save**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FJob_Type_Account_Codes.png) ## Configure Specific Account Codes for Individual Supplies You can configure Ascora to push income generated from a specific Supply Item into a specific Income Account Code in Xero. This would typically be used when, for example, you charge out a rate for the use of a particular piece of equipment and have the equipment listed as a Supply in Ascora. By specifying a unique Income Account Code, you can track income specifically generated by that piece of equipment. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FSupplies_Income_Code_Info_box-650A.png) **1.**From the **Inventory Icon** in the Top Menu, choose the **Supplies**option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Supplies-A.png) **2.** Locate the Supply in the Supplies List for which you wish to apply a specific Income Account Code and click the **Edit**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Supply_Button-650.png) **3.** The Edit Supply pop-up window will display. Select the applicable Income Account Code from the dropdown list then click the **Save**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FSupplies_Income_Code-700.png) ## Configure Account Codes for Credit Card Surcharges Ascora allows you to (optionally) apply surcharges to credit card payments. You can apply different surcharge amounts to different card types if required and you can also define the Account Code in Xero for Ascora to push Surcharge Income into. **1.** From the **Administration Icon** in the Top Menu, choose the **Payments & Tax** option. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_PaymentsnTaxes.png) **2.** Under the Payment Methods section, click the **+Add** button to add a new Payment Method or click the **Edit**button to edit an existing payment method. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Payment_Methods-650.png) **3.** The Payment Method pop-up window will display. Select the applicable Surcharge Income Account Code from the dropdown list then click the **Save**button. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FAccounts%20Integration%2FEdit_Payment_Method_Set_Surcharge.png) --- # Sub Pages [↪️Integrating Ascora with QuickBooks](/kb/integrating-ascora-with-quickbooks) ↪️Integrating Ascora with Xero [↪️Integrating Ascora with MYOB Essentials](/kb/integrating-ascora-with-myob-essentials) [↪️ Integrating Ascora with MYOB AccountRight](/kb/integrating-ascora-with-myob-accountright) [↪️ Integrating Ascora with MYOB Live](/kb/integrating-ascora-with-myob-live) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ↩️ How to Export and Import Custom Form Between Two Accounts Source: https://ascora.com.au/kb/how-to-export-and-import-custom-form-between If you manage multiple **Ascora accounts**, you may need to **transfer Custom Forms** between them to maintain consistency and streamline setup. Ascora allows you to **export a copy of a Custom Form from one account and import it into another**, ensuring an **exact match** in formatting, structure, and fields. This feature is particularly useful when: - You have **multiple Ascora accounts** and want to replicate a form. - You need to **transfer forms from a trial account** to a live account. - You want to **duplicate a form** for modifications without starting from scratch. Follow the steps below to **export** and **import** Custom Forms quickly and efficiently. --- **1.** Go to **Advanced → Custom Forms.** **2.** Look for the Custom Form that you want to move to another account and select it by **ticking the box beside** **View**button and then click **Export Selected.**** **3.** Depending on your computer settings, the file will be downloaded otherwise, click on **Save File** and click **OK**. [](%E2%86%A9%EF%B8%8F%20How%20to%20Export%20and%20Import%20Custom%20Form%20Between%20Tw/image2021-3-26_11-45-41.png) **4.**Log into your other account where you want to import the Custom Form and follow the same steps by going to **Advanced → Custom Forms.** **5.**Click **Import** and **select the downloaded file** and click **Open**. ***Note:****The downloaded file is a zip file as indicated in the image below.* [](%E2%86%A9%EF%B8%8F%20How%20to%20Export%20and%20Import%20Custom%20Form%20Between%20Tw/image2021-3-26_12-1-57.png) ℹ After completing the above steps, a copy of the Custom Form will become available in the target account. Such form will have exactly the same format and questions. Repeat the above process when you need to import another form. --- # Sub Pages [🔄 Importing Guides](/kb/importing-guides) [📱 Custom Forms Guides](/kb/custom-forms-guides) [👩‍💻Custom Form User Guide](/kb/custom-form-user-guide) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ↩ Retrieving Customer Job History in iOS App Source: https://ascora.com.au/kb/retrieving-customer-job-history-in-ios-app Customer Job History keeps building in the mobile app as jobs get completed but it's important to note that when you uninstall and reinstall the app, not all job history is retrieved after reinstalling the app. Customer Job History is definitely accessible in Ascora web but should there be instances when you need to go back further and retrieve older job history for a certain customer, you can use the **Request History** tab in iOS app. ❌There is just a certain amount of history that can be retrieved and if after doing **Retrieve Client History** you are still unable to see certain completed jobs, please have your office admin access customer job history in Ascora web instead. Follow the steps below to retrieve customer job history in iOS App. **1.** Log into your iOS App and go to Customer List. **Note:** You must have permissions to access customer list in order to see customer details. **2.**Open the customer details and press on Menu and select Request History. [](%E2%86%A9%20Retrieving%20Customer%20Job%20History%20in%20iOS%20App/image2021-10-10_22-36-9.png) Depending on the amount of data being retrieved, it could take a few seconds or a couple of minutes and once completed, you can navigate to **Jobs**tab to see the retrieved data. --- # Sub Pages [📱 iOS App](/kb/ios-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ↔️ Checking In and Out on iOS Source: https://ascora.com.au/kb/checking-in-and-out-on-ios Keeping track of time spent on jobs is essential for accurate billing, payroll, and job costing. The **Check In** and **Check Out** feature in the Ascora iOS app allows you to log your work hours directly from your mobile device, ensuring precise tracking of labour costs. This simple process helps streamline record-keeping, improve accountability, and ensure accurate client invoicing. Follow the steps below to easily check in and out of jobs and review your logged hours. --- **1.** Log into your Ascora App and from here you will see the Jobs listed for the day. **2.**Click on the Job you will need to Check In for. [](%E2%86%94%EF%B8%8F%20Checking%20In%20and%20Out%20on%20iOS/image2021-1-18_21-41-14.png) **3.**Once you click into the Job, scroll down the Details tab to the “**Status**” section. **4.** You will see the **Check In** Touch the **Check In** button to Check In to the Job. [](%E2%86%94%EF%B8%8F%20Checking%20In%20and%20Out%20on%20iOS/image2021-1-18_21-41-24.png) **5.**When you are ready to Check Out of the Job, press on **Check Out**. This can be found at the same place where Check In was on the Job Details tab. [](%E2%86%94%EF%B8%8F%20Checking%20In%20and%20Out%20on%20iOS/image2021-1-18_21-41-45.png) **6.**To check that your Check In and Check Out function has worked correctly, you can touch the “**Labour**” tab and you will be able to see the Check In and Check Out times. [](%E2%86%94%EF%B8%8F%20Checking%20In%20and%20Out%20on%20iOS/image2021-1-18_21-41-57.png) You have now successfully used the Check In and Check Out function of the App! --- # Sub Pages [☑️ Checking In and Out on Android](/kb/checking-in-and-out-on-android) [📱 iOS App](/kb/ios-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ↔ Generating Progress Claims with Variation Source: https://ascora.com.au/kb/generating-progress-claims-with-variation When generating a progress claim for a particular job, you are able to add a variation (additional works not part of the original scope) to the job and have the option to add the variation details on your progress claim document. To make it possible, you must first update your progress claim template by adding the variation table and merge fields so that the moment you add a new claim, the variation details will automatically populate on the progress claim document. --- *See image below as an example of the progress claim template showing the table for variation details in yellow highlight.* [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-6-9_13-47-2.png) The variation table pulls the data from the **Variations**tab once you've added a variation. **Note:***There will be no information to display in the Variations table in the template unless you've added a variation to the job.* *See image below as an example of a job with a variation added to it.* [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-6-9_14-40-21.png) *See image below showing the variation details automatically appearing in the****Progress Claim Sections.*** [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-6-9_13-54-14.png) ✅Providing that you've already updated your progress claim template by adding the table and merge fields related to variations, the moment you click **+ Create New Claim**in the **Progress Claim tab,** variation details will automatically appear and will also show once you've downloaded the progress claim document. *See image below as an example of a progress claim document showing the variation details in a separate table.* [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-6-9_14-21-56.png) Follow the steps below and skip some parts that are not applicable but as a quick summary, what you need to do to add variations details to the progress claim are: 1. Update your progress claim template 1. Add a variation to the job 1. Generate or add a progress claim 1. Download Progress Claim ## Updating Progress Claim Template **1.**Go to **Administration → Document Templates**. [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-4-13_16-20-39.png) **2.** Select the template where you'd like a merge fields added to by clicking the **Pencil**icon. *In this example we are editing the template called Progress Claim by adding the merge fields and table for Variation details.* [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-6-9_11-31-9.png) **3.** Click **Download Template.** [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-6-9_11-33-0.png) **3.1**Depending on your computer settings, it will either download automatically which you will need to open from your Downloads Folder or it might ask you to save the file manually. [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-6-9_11-34-49.png) **4.** Open the download template and click **Enable Editing** if prompted. Add a table and add the corresponding merge fields that will capture the variation details. **Note:***Similar to adding other tables, it must contain a table start and table end merge fields and you can add the rest of the details in the middle such as Contract Value, Total Claimed, etc.* [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-6-9_14-2-27.png) ## How to properly add merge fields? **A.**On the **Insert**Menu in Word Document, click on **Quick Parts**, then **Fields**. [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-2-17_19-57-44.png) **B.**Select **MergeField** in the Field names area and enter the name of the field to be displayed then click **Ok**. *In this example, we are adding the merge field called TableStart:CurrentVariationClaim and follow the same steps when adding the rest of the merge fields.* [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-6-9_11-42-16.png) **Note:** *See**[📃 Document Template User Guide](/kb/document-template-user-guide)**for a list of available field names.* ❌Copying and pasting the merge field and changing it to a different name does not work as it only changes the physical component of the merge field but not the actual command associated with it. **5.**Once you've completed the changes by adding the table and merge fields, save the template in your computer by clicking **File → Save As** and you might edit the file name to indicate it's an updated copy. [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-6-9_11-44-41.png) **6.** Go back to Ascora page in **Administration → Document Templates**→ and click **Add New** and **Enter the template name** then click **Save**. In this example we call it **Progress Claim with Variations.** [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-6-9_11-47-58.png) **7.**Click **Upload a new Template**and select the updated version that you've just saved and then click **Save**button. [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-6-9_11-50-5.png) We've just completed the process of updating progress claim template by adding the table and merge fields for variation details. ## Adding Variation Add variation to a job by going to the **Variations**tab and click **Add New.**Once you've converted it to a job and have chosen "**Update Existing Job with this Quote"**you'll be able to add a new claim in your progress claim which will already capture the variation details. To learn more about adding variation please access [🔄 Add a Variation to a Job](/kb/add-a-variation-to-a-job) or [🔄 Add a Variation to a Job Section](/kb/add-a-variation-to-a-job-section) user guide. ## Generating Progress Claim with variation details Click Progress Claims and you should immediately see the variation having been automatically added in **Progress claim Sections.** [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-6-9_13-54-14.png) Click on **Create New Claim**and enter the Claim Name. If applicable, enter a claim amount or percentage and click **Save**. To generate the progress claim document, click **Download Progress claim.** [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-6-9_14-11-37.png) ## Downloading Progress Claim **1.**Click **Download Progress Claim.** [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-6-9_14-13-5.png) **2.**Select the updated template built to capture variation details. [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-6-9_14-15-25.png) **3.**After downloading progress claim, variation details will show in the document as shown in the example below. [](%E2%86%94%20Generating%20Progress%20Claims%20with%20Variation/image2021-6-9_14-17-7.png) --- # Sub Pages [🔄 Add a Variation to a Job](/kb/add-a-variation-to-a-job) [🔄 Add a Variation to a Job Section](/kb/add-a-variation-to-a-job-section) [🏗️ Generate a Progress Claim for a Sections Based Job](/kb/generate-a-progress-claim-for-a-sections-base) [📁 Generate a Progress Claim for a Fixed Price or Time & Materials Job](/kb/generate-a-progress-claim-for-a-fixed-price-o) [📃 Document Template User Guide](/kb/document-template-user-guide) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ↔️ How to Import Purchase Orders Source: https://ascora.com.au/kb/how-to-import-purchase-orders Importing **Purchase Orders (POs)** into **Ascora** is a time-saving solution for businesses handling large-scale procurement. Instead of manually creating each **PO**, the import feature allows you to upload multiple purchase orders in one go. This is particularly useful when: - **Creating Purchase Orders in Bulk** – Save time by generating multiple POs at once. - **Assigning Custom PO Numbers** – Override Ascora’s default numbering to match your internal tracking system. - **Delaying PO Creation** – Generate purchase orders at a later stage while maintaining accurate records. **Key Benefits of Importing Purchase Orders:** ✅ **Efficiency** – Quickly upload multiple purchase orders in a structured format. ✅ **Customizable Numbering** – Maintain consistency with supplier and internal order tracking. ✅ **Error Detection** – Receive instant feedback if there are discrepancies in the imported data. ✅ **Seamless Job Linking** – Automatically associates POs with jobs if job numbers are included. By following a simple process—downloading the template, filling in the PO details, and uploading the file—you can **automate procurement, reduce manual data entry, and keep your inventory management on track.** --- **1.** Go to **Inventory → Purchase Orders,**click on **Import/Export,** and select **Download Import Template.** [](%E2%86%94%EF%B8%8F%20How%20to%20Import%20Purchase%20Orders/image2022-12-5_8-37-27.png) **2.** Depending on your computer settings, the PO import template will open automatically otherwise, you can manually open it from your Downloads folder. [](%E2%86%94%EF%B8%8F%20How%20to%20Import%20Purchase%20Orders/image2022-12-5_8-43-37.png) **3.** In the import template, access the Purchase Order tab and enter the main PO details such as PO Number, supplier name, etc. ℹ️**Note:** You can enter your preferred PO number in any format which means you can override your PO number series. The basic information that you must enter is the PO Number and Supplier Name while the rest are optional such as Job Number, Ordered By, Date Sent, etc. [](%E2%86%94%EF%B8%8F%20How%20to%20Import%20Purchase%20Orders/image2022-12-5_9-5-59.png) **4.**Access the Purchase Order Lines tab to add the supply details. ℹ️**Note:** If you have multiple supply items to add to the PO, just add the details in columns A to I but repeat the same PO number in column A. [](%E2%86%94%EF%B8%8F%20How%20to%20Import%20Purchase%20Orders/image2022-12-5_11-20-21.png) **5.**Save the import file on your computer as we'll need it in step 6. **6**. Access your Ascora account and go to**Inventory → Purchase Orders**and click on **Import/Export** but this time select **Import**. Select the import file that you saved on your computer and it will import the details into Ascora. [](%E2%86%94%EF%B8%8F%20How%20to%20Import%20Purchase%20Orders/image2022-12-5_12-29-7.png) **7.** You'll get a notification showing a preview of what's imported and in cases when an error was encountered, it will be indicated in the same pop-up notification as well. [](%E2%86%94%EF%B8%8F%20How%20to%20Import%20Purchase%20Orders/image2022-12-5_12-32-5.png) **8.** To access the newly imported Purchase Orders, go to**Inventory → Purchase Orders** and you'll see them in the list which you can access and adjust the details if required. If you have a job number indicated in your import file, it will be automatically linked to the PO as well. [](%E2%86%94%EF%B8%8F%20How%20to%20Import%20Purchase%20Orders/image2022-12-5_12-33-53.png) --- # Sub Pages [📃 Purchase Order Guides](/kb/purchase-order-guides) [✨ Using the Purchase Order Wizard](/kb/using-the-purchase-order-wizard) [🛒 Create a Blank Purchase Order](/kb/create-a-blank-purchase-order) [🔧 How to Create a Purchase Order for Supplies added on a Job](/kb/how-to-create-a-purchase-order-for-supplies-a) [🔄 How to Combine Purchase Orders](/kb/how-to-combine-purchase-orders) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ↔️ How to move and adjust job booking in Android App Scheduler screen Source: https://ascora.com.au/kb/how-to-move-and-adjust-job-booking-in-android The Scheduler feature in the Ascora Android app allows users with full access permissions to efficiently manage job bookings. This includes moving jobs between users, adjusting booking times, and modifying the duration of bookings directly from your mobile device. This functionality ensures seamless job management while on the go, keeping schedules accurate and up-to-date. Changes made in the mobile app will automatically sync with the Ascora web platform, ensuring consistency across devices. If you don't see the updates immediately, a quick manual sync can refresh the schedule view. Follow the steps below to access and manage job bookings using the Scheduler in the Ascora Android app. --- **1.**Tap on the **Menu**icon located on the upper left part of the screen. [](%E2%86%94%EF%B8%8F%20How%20to%20move%20and%20adjust%20job%20booking%20in%20Android%20A/image2021-7-2_14-40-8.png) **2.**Tap on **Scheduler**which is the one with the Calendar icon beside it. [](%E2%86%94%EF%B8%8F%20How%20to%20move%20and%20adjust%20job%20booking%20in%20Android%20A/image2021-7-2_14-40-53.png) **3.**Locate the job booking (indicated by boxes with job details) and you can drag it to another user to move the booking. [](%E2%86%94%EF%B8%8F%20How%20to%20move%20and%20adjust%20job%20booking%20in%20Android%20A/image2021-7-2_14-42-31.png) **4.**You can also tap on the box and use the blue circles on each sides of the box to adjust booking time and duration. *In this example, we moved job J1252 from user J M C to Test User and also increased the booking duration from 7:00am - 9:30am to 7:00am - 10:00am.* [](%E2%86%94%EF%B8%8F%20How%20to%20move%20and%20adjust%20job%20booking%20in%20Android%20A/image2021-7-2_14-51-32.png) ℹ Any job booking changes completed in the mobile app scheduler screen will also show in Ascora web. If needed, complete a manual sync. --- # Sub Pages [📅 Scheduling Guides](/kb/scheduling-guides) [📆 Schedule a Job from the Scheduler](/kb/schedule-a-job-from-the-scheduler) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ↔️ How to transfer Equipment from one customer to another customer Source: https://ascora.com.au/kb/how-to-transfer-equipment-from-one-customer-t Transferring equipment between customers in Ascora allows you to maintain a complete service history while ensuring accurate tracking of assets. This feature is particularly useful for businesses servicing equipment that moves between different locations or ownership, such as rental companies, facility maintenance providers, and field service teams. By transferring equipment instead of re-creating it, you retain critical service history, previous job details, and usage logs—giving you full visibility into its lifecycle. This ensures that past servicing records, test results, and warranty details remain accessible, even after the equipment has changed hands. Additionally, once equipment is linked to the new customer, it can be seamlessly added to jobs, maintenance schedules, and inspections, streamlining workflows and eliminating unnecessary data duplication. This guide walks you through the process of transferring equipment, verifying the history, and ensuring its correct assignment in future jobs. --- You can transfer an equipment from one customer to another and this will continue to leave history details so you'll have access to such important information. This is applicable when you complete jobs for a few customers but use one specific equipment to do the job. **1.** Begin by accessing **Customers**from the main menu, *search for the customer name* and click on it to access more details. *In this example, we are transferring an equipment from customer called****125 Enterprises****to another customer****ABC Company.*** [](%E2%86%94%EF%B8%8F%20How%20to%20transfer%20Equipment%20from%20one%20customer%20to%20/image2021-2-16_17-37-44.png) **2.** From the Customer details screen, click **Equipment**and then click **Edit**beside the Equipment that you'd like to transfer to another customer. *In this example, we are transferring the equipment called****Airius Fan.*** [](%E2%86%94%EF%B8%8F%20How%20to%20transfer%20Equipment%20from%20one%20customer%20to%20/image2021-2-16_17-47-37.png) **3.** Click **Transfer Equipment** button. [](%E2%86%94%EF%B8%8F%20How%20to%20transfer%20Equipment%20from%20one%20customer%20to%20/image2021-2-16_17-53-42.png) **4.**Search for the customer name or the one whom you'd like to transfer the equipment to. *In this example, we are transferring the equipment to ABC Company so we click on it to proceed.* [](%E2%86%94%EF%B8%8F%20How%20to%20transfer%20Equipment%20from%20one%20customer%20to%20/image2021-2-16_17-56-6.png) **5.** Click **Save & Close** button to proceed. [](%E2%86%94%EF%B8%8F%20How%20to%20transfer%20Equipment%20from%20one%20customer%20to%20/image2021-2-16_17-58-2.png) ## Accessing Equipment List Go to **Equipment → Equipment List** and you'll see the customer list with the corresponding equipment linked to them. *In this example, it shows the equipment called Airius Fan linked to ABC Company after transferring it from 125 Enterprises.* [](%E2%86%94%EF%B8%8F%20How%20to%20transfer%20Equipment%20from%20one%20customer%20to%20/image2021-2-16_18-9-18.png) ## Assigning Equipment to a Job **1.**From the customer details screen, click **Jobs**then select the Job where you need the equipment added to. [](%E2%86%94%EF%B8%8F%20How%20to%20transfer%20Equipment%20from%20one%20customer%20to%20/image2021-2-16_18-22-17.png) **2.**Click **Equipment**tab and then click **Select Equipment From Customer.** [](%E2%86%94%EF%B8%8F%20How%20to%20transfer%20Equipment%20from%20one%20customer%20to%20/image2021-2-16_18-24-38.png) **3.**Select the equipment that you'd like to add and click **Save**to proceed. [](%E2%86%94%EF%B8%8F%20How%20to%20transfer%20Equipment%20from%20one%20customer%20to%20/image2021-2-16_18-27-39.png) ## Equipment History **1.**Access equipment either from Equipment tab or from the Customer tab or even from the job area and click **Edit**. [](%E2%86%94%EF%B8%8F%20How%20to%20transfer%20Equipment%20from%20one%20customer%20to%20/image2021-2-16_18-32-21.png) **2.** Click **History**tab and it will show a list of previously completed jobs using this equipment. *You can click on the Job number to access more details such as customer name, and other job related details.* [](%E2%86%94%EF%B8%8F%20How%20to%20transfer%20Equipment%20from%20one%20customer%20to%20/image2021-2-16_18-33-41.png) --- # Sub Pages [🛢️ Equipment Overview](/kb/equipment-overview) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ☎ Contacting Ascora Support Source: https://ascora.com.au/kb/contacting-ascora-support ### **1. Contacting via Email** - **Support Email**: support@ascora.com.au - Include the following in your email for faster assistance:A clear and concise subject line (e.g., "Issue with Timesheet Integration").Provide the Job, Quote, Invoice or reference numberA detailed description of the issue or question.Screenshots or error messages, if applicable.The name and email of the affected user, if relevant.Steps to reproduce the issue. When contacting Ascora Support, always provide one of the following (if applicable) to help the team quickly identify and address your issue: - **Job Number** - **Quote Number** - **Invoice Number** - **Reference Number** Including this information will expedite the troubleshooting process and ensure a more efficient resolution. ### **2. Contacting via Your Ascora Account** 1. **Navigate to the Top Bar**:Log into your Ascora system and locate the **Submit Support Request** option in the top bar. 1. **Click "Submit Support Request"**:This will open a form for submitting your ticket. 1. **Include the Following Details for Faster Assistance**:**Subject Line**: Write a clear and concise subject (e.g., "Issue with Timesheet Integration").**Reference Numbers**: Always provide one of the following if applicable:Job NumberQuote NumberInvoice NumberReference Number**Description**: Provide a detailed explanation of the issue or question.**Screenshots or Error Messages**: Attach these if they are relevant to the issue.**User Information**: Include the name and email address of the affected user, if relevant.**Steps to Reproduce**: Clearly outline the steps that led to the issue. [](https://support.ascora.com.au/download/attachments/75989145/PO38625-Bunnings-12-13-2024_04_17_PM.png?version=1&modificationDate=1734070797607&api=v2) Providing this information will help Ascora Support quickly identify and resolve your issue, ensuring a smoother and more efficient process. ### **3. Contacting via Phone** - **Support Line**: [1300 810 789](tel:1300 810 789) - When calling:Press **option 2** for support.Be prepared to provide your account details.Make sure to state your company name.Clearly describe the issue or question you need help with.Note that phone support hours are typicallyNote that phone support hours are typically **6:30 AM to 4:30 PM Perth time (AWST)**. Below are the corresponding times for other Australian states and New Zealand: - **Sydney, Melbourne, Canberra (AEDT)**: 9:30 AM to 7:30 PM - **Brisbane (AEST)**: 8:30 AM to 6:30 PM - **Adelaide (ACDT)**: 9:00 AM to 7:00 PM - **Darwin (ACST)**: 8:00 AM to 6:00 PM - **Hobart (AEDT)**: 9:30 AM to 7:30 PM - **Auckland, Wellington (NZDT)**: 11:30 AM to 9:30 PM --- ### **4. Submitting a Support Ticket** - Access the **Ascora Help Center**:Navigate to [Ascora Support Portal](https://support.ascora.com.au/).Log in using your account credentials.Submit a ticket with the following details:Problem category (e.g., General, Bug, Feature Request).A detailed description and supporting files (screenshots, videos, etc.).Monitor your email for updates and responses. Remember: The more detailed information you provide, the faster we can resolve your case. Clear descriptions, screenshots, and relevant reference numbers help us assist you efficiently. --- ### **5. Using the Help Guides** - Visit the **Help Center** at Ascora Knowledge Base. - Browse topics or use the search bar to find step-by-step guides. - Use the information to troubleshoot minor issues independently. --- ### **6. Common Best Practices** - Ensure you’ve updated your Ascora platform to the latest version. - Ensure you’ve updated your Ascora platform to the latest version - Check if your issue is already addressed in the **Help Guides**. - Gather all necessary details about the issue before contacting support to expedite the resolution process. --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ☑️ Checking In and Out on Android Source: https://ascora.com.au/kb/checking-in-and-out-on-android Accurate time tracking is crucial for ensuring proper billing and managing job costs. With Ascora’s intuitive Check In and Check Out features on the Android app, you can effortlessly capture the exact time spent on each job. This guide will walk you through how to use these functions step-by-step, helping you maintain precise records that support efficient invoicing and effective project management. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/68sc7oqfei](https://ascora.wistia.com/medias/68sc7oqfei) --- **1.** Log into your Ascora App and from here you will see the Jobs listed for the day. **2.** Click on the Job you will need to Check In for. [](%E2%98%91%EF%B8%8F%20Checking%20In%20and%20Out%20on%20Android/f085599a-4dbc-4249-bab0-a97a5c6c0396.png) **3.**Once you click into the Job, you will see the **Check In** button appear on the bottom right hand side. **4.** Touch the **Check In** button to Check In to the Job. [](%E2%98%91%EF%B8%8F%20Checking%20In%20and%20Out%20on%20Android/image2021-1-18_21-28-11.png) **5.**When you are ready to Check Out of the Job, press on **Check Out**. This can be found at the same place where Check In was on the Job Details tab and also on the Labour and Summary tabs. [](%E2%98%91%EF%B8%8F%20Checking%20In%20and%20Out%20on%20Android/image2021-1-18_21-29-3.png) **6.**To check that your Check In and Check Out function has worked correctly, you can touch the “**Labour**” tab and you will be able to see the Check In and Check Out times. [](%E2%98%91%EF%B8%8F%20Checking%20In%20and%20Out%20on%20Android/image2021-1-18_21-29-39.png) You have now successfully used the Check In and Check Out function of the App! --- # Sub Pages [🔄 How to Check In to Unscheduled Jobs in Android Mobile App](/kb/how-to-check-in-to-unscheduled-jobs-in-androi) [📱 Android App](/kb/android-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ☑ Help: How to Articles & Troubleshooting Guides Source: https://ascora.com.au/kb/help-how-to-articles-troubleshooting-guides This space is were you can find How to Articles & Troubleshooting Guides # How To Articles [☎ Contacting Ascora Support](/kb/contacting-ascora-support) [📄 How to get a Copy of my Monthly Invoice](/kb/how-to-get-a-copy-of-my-monthly-invoice) [📦 How do I Show Supplies and Labour in Kits as Line Items on the Job Cards](/kb/how-do-i-show-supplies-and-labour-in-kits-as) [🔄 How to Automate a Custom Form at Job Check-in or at Job Completion](/kb/how-to-automate-a-custom-form-at-job-check-in) [🌏 How to auto populate address search details based on location](/kb/how-to-auto-populate-address-search-details-b) [⏺ How to Change Mobile App Filter in iOS](/kb/how-to-change-mobile-app-filter-in-ios) [🧾 How to Change Statement Reference Fields](/kb/how-to-change-statement-reference-fields) [🔄 How to Check In to Unscheduled Jobs in Android Mobile App](/kb/how-to-check-in-to-unscheduled-jobs-in-androi) [🔄 How to Check In to Unscheduled Jobs in Ascora App (iOS)](/kb/how-to-check-in-to-unscheduled-jobs-in-ascora) [📲 How to Make Payments on Android Mobile App](/kb/how-to-make-payments-on-android-mobile-app) [📄 How to manually push Invoices across to Accounting Package](/kb/how-to-manually-push-invoices-across-to-accou) [📅 How to Schedule Non-Chargeable Job or Task](/kb/how-to-schedule-non-chargeable-job-or-task) [🔄 How to Synchronise Mobile App (Android)](/kb/how-to-synchronise-mobile-app-android) [🔄 How to Synchronise Mobile App (iOS)](/kb/how-to-synchronise-mobile-app-ios) [📴 How to turn off autofill in some fields in Ascora?](/kb/how-to-turn-off-autofill-in-some-fields-in-as) [📲 How SMS Works](/kb/how-sms-works) [📄Custom Form vs Document Template](/kb/custom-form-vs-document-template) [How to Ensure Mobile Devices Are Properly Connected and Updated](/kb/how-to-ensure-mobile-devices-are-properly-con) # Troubleshooting Guides [🔐 Account Locked due to Issue in Processing Monthly Invoice](/kb/account-locked-due-to-issue-in-processing-mon) [🗝 How to Reset Password](/kb/how-to-reset-password) [📸 How to Resolve your Logo Issues in your Document Template](/kb/how-to-resolve-your-logo-issues-in-your-docum) [❓ Troubleshooting MYOB Connection Issues](/kb/troubleshooting-myob-connection-issues) [🔂 Payments from my Accounting Package are not coming back to Ascora](/kb/payments-from-my-accounting-package-are-not-c) [🔄 Recurring Job From Template Not Created On Correct Date](/kb/recurring-job-from-template-not-created-on-co) [📲 How SMS Works](/kb/how-sms-works) [📩 Emails Not Sending - How to Check Your Connection](/kb/emails-not-sending---how-to-check-your-connec) --- **Need Help?****** **Got a question?** [❓ Frequently Asked Questions](https://app.notion.com/p/Frequently-Asked-Questions-25ec74d8318281eda3a5f6f4d9e217b0?pvs=21) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ☑ Help: How to Articles & Troubleshooting Guides Source: https://ascora.com.au/kb/help-how-to-articles-troubleshooting-guides-2 This space is were you can find How to Articles & Troubleshooting Guides # How To Articles [📄 How to get a Copy of my Monthly Invoice](/kb/how-to-get-a-copy-of-my-monthly-invoice) [📦 How do I Show Supplies and Labour in Kits as Line Items on the Job Cards](/kb/how-do-i-show-supplies-and-labour-in-kits-as) [🔄 How to Automate a Custom Form at Job Check-in or at Job Completion](/kb/how-to-automate-a-custom-form-at-job-check-in) [🌏 How to auto populate address search details based on location](/kb/how-to-auto-populate-address-search-details-b) [⏺ How to Change Mobile App Filter in iOS](/kb/how-to-change-mobile-app-filter-in-ios) [🧾 How to Change Statement Reference Fields](/kb/how-to-change-statement-reference-fields) [🔄 How to Check In to Unscheduled Jobs in Android Mobile App](/kb/how-to-check-in-to-unscheduled-jobs-in-androi) [🔄 How to Check In to Unscheduled Jobs in Ascora App (iOS)](/kb/how-to-check-in-to-unscheduled-jobs-in-ascora) [📲 How to Make Payments on Android Mobile App](/kb/how-to-make-payments-on-android-mobile-app) [📄 How to manually push Invoices across to Accounting Package](/kb/how-to-manually-push-invoices-across-to-accou) [📅 How to Schedule Non-Chargeable Job or Task](/kb/how-to-schedule-non-chargeable-job-or-task) [🔄 How to Synchronise Mobile App (Android)](/kb/how-to-synchronise-mobile-app-android) [🔄 How to Synchronise Mobile App (iOS)](/kb/how-to-synchronise-mobile-app-ios) [📴 How to turn off autofill in some fields in Ascora?](/kb/how-to-turn-off-autofill-in-some-fields-in-as-2) [📲 How SMS Works](/kb/how-sms-works-2) [📄Custom Form vs Document Template](/kb/custom-form-vs-document-template) # Troubleshooting Guides [🔐 Account Locked due to Issue in Processing Monthly Invoice](/kb/account-locked-due-to-issue-in-processing-mon) [🗝 How to Reset Password](/kb/how-to-reset-password) [📸 How to Resolve your Logo Issues in your Document Template](/kb/how-to-resolve-your-logo-issues-in-your-docum) [❓ Troubleshooting MYOB Connection Issues](/kb/troubleshooting-myob-connection-issues) [🔂 Payments from my Accounting Package are not coming back to Ascora](/kb/payments-from-my-accounting-package-are-not-c) [🔄 Recurring Job From Template Not Created On Correct Date](/kb/recurring-job-from-template-not-created-on-co) [📲 How SMS Works](/kb/how-sms-works-2) [📩 Emails Not Sending - How to Check Your Connection](/kb/emails-not-sending---how-to-check-your-connec-2) --- # 👷‍♀️ Customers Source: https://ascora.com.au/kb/clients The **Customers** section in Ascora (located under **Administration →****Customers** allows you to configure how customers and their contacts are classified within your system. By setting up lead sources, customer types, and contact roles, you can better track where your customers come from, categorize them effectively, and define their relationships within your business. ## **Setting Up Lead Sources** Lead sources help track how a customer discovered your business, providing valuable insights for marketing and business growth. **How to Add a Lead Source:** 1. **Navigate to** **Administration →****Customers**. 1. Click **+ Add New Lead Source**. 1. Enter the name of the lead source (e.g., Website, Referral, Social Media). 1. Click **Save**. Once set up, lead sources can be selected on the Client screen when adding or editing a customer. --- ## **Configuring Customer Types** Customer types help segment your clients based on predefined categories, making it easier to manage different customer groups. **How to Add a Customer Type:** 1. **Go to** **Administration →****Customers**. 1. Click **+ Add New Customer Type**. 1. Enter a name for the customer type (e.g., Residential, Commercial, Government). 1. Click **Save**. Once added, customer types can be assigned when creating or updating a client record to better organize your database. --- ## **Managing Contact Roles** Contact roles define the relationship of a specific contact within a company or organization. This ensures accurate communication and hierarchy management. **How to Add a Contact Role:** 1. **Navigate to** **Administration →****Customers**. 1. Click **+ Add New Contact Role**. 1. Enter the role name (e.g., Owner, Manager, Accounts Payable, Site Supervisor). 1. Click **Save**. When adding a new contact under a client, you can assign them a role to clarify their function within the business. --- ## **Best Practices** ✅ Keep lead sources clear and concise to make reporting easier. ✅ Use meaningful customer type names to streamline filtering and segmentation. ✅ Assign accurate contact roles to ensure the right people receive important communications. --- # Sub Pages [👨 Adding Customer Type and Customer Contact Role](/kb/adding-customer-type-and-customer-contact-rol) [✉ Adding Lead Sources and Accessing Lead Source Analysis](/kb/adding-lead-sources-and-accessing-lead-source) # Translations Clients can also be known as Customer or Customers. --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 👷‍♀️ How to Add Labour Charges from iPad Source: https://ascora.com.au/kb/how-to-add-labour-charges-from-ipad Adding labour charges from your iPad ensures that job costs are accurately recorded in real time, making it easier to track billable hours and labour roles. Whether you're managing a team or logging your own time, this feature allows you to select users, adjust durations, and modify rates as needed. The following steps will guide you through adding labour charges to jobs or quotes, helping to maintain precise records and streamline invoicing. --- **1.** From the main screen or from the job screen, tap the job number to display the details. [](%F0%9F%91%B7%E2%80%8D%E2%99%80%EF%B8%8F%20How%20to%20Add%20Labour%20Charges%20from%20iPad/image2021-1-15_19-25-41.png) **2.**Tap **Labour**located on the left side of the iPad screen. [](%F0%9F%91%B7%E2%80%8D%E2%99%80%EF%B8%8F%20How%20to%20Add%20Labour%20Charges%20from%20iPad/image2021-1-15_19-27-0.png) **3.** Tap **Add Labour** button. [](%F0%9F%91%B7%E2%80%8D%E2%99%80%EF%B8%8F%20How%20to%20Add%20Labour%20Charges%20from%20iPad/image2021-1-15_19-29-5.png) **4.** From this screen, select the User and the Labour Role. You can also manually adjust the duration and rates if needed. Once ready to proceed, click **Save**. [](%F0%9F%91%B7%E2%80%8D%E2%99%80%EF%B8%8F%20How%20to%20Add%20Labour%20Charges%20from%20iPad/image2021-1-15_19-35-38.png) **Note:** *To add labour charges to a quote from an iPad, simply access the quote details screen and the rest of the steps are the same.* --- # Sub Pages [💲 How to Add Labour Charges to a Quote](/kb/how-to-add-labour-charges-to-a-quote) [💼 How to Add Labour Charges from the Android Mobile App](/kb/how-to-add-labour-charges-from-the-android-mo) [📝 How to Add Timesheet Details, Supply Details, and Labour Details in a Custom Form](/kb/how-to-add-timesheet-details-supply-details-a) [📱 iOS App](/kb/ios-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 👷‍♂️ Creating a New User Source: https://ascora.com.au/kb/creating-a-new-user Efficiently managing user access and roles is a key part of optimizing your workflow in Ascora. This guide provides a step-by-step process for creating new users, assigning web access, and setting up permissions. Whether you're adding office users with limited permissions or mobile users with full access, Ascora offers flexible options to tailor roles and permissions to meet your business needs. Follow these steps to ensure your team members have the appropriate access and tools to contribute effectively. 1. To create a user, go to **Administration → Users.** 2. Click **New**and enter the name and email address and click **Save**. ℹ️*⚠***Note:***Email address can only be used once so if a user's email address may have been used to sign up for Ascora account in the past, contact Ascora for support.* 3. Allow web access by ticking the box beside **Permissions > Allow Web Access** and assign a role whether Administrator, Scheduler, or Supervisor. Next step is to add permissions by ticking the corresponding boxes. In this example, we are setting up Administrator role who has access to all areas. 4. In the following section, you can adjust permission levels such as user having the ability to view invoices but unable to delete or a user with access to view jobs but unable to edit and delete. 5. To create a password, click **Change Password** and enter the details in *Password Field* and *Confirm Password*field. Once done, click **Save**. **Note:***Make sure that password criteria are met when setting up a password.* 6. After updating permissions and permission levels as well as creating a password, click **Save**. 7. Provide the username and password to the user and depending on role assigned and permissions, password can be changed once logged in. We've now completed the steps in Creating a New User. ℹ️**Note:***To enable mobile access please see**[📲 How to add Mobile Users & Grant Permissions](/kb/how-to-add-mobile-users-grant-permissions)********* --- # Sub Pages [👨‍💼 Users Guides](/kb/users-guides) [💻 User Web Roles](/kb/user-web-roles) [📲 How to add Mobile Users & Grant Permissions](/kb/how-to-add-mobile-users-grant-permissions) [🔓 How to Reset Passwords](/kb/how-to-reset-passwords) --- # 🙅‍♂️ Disabling User or Removing Duplicate Users Source: https://ascora.com.au/kb/disabling-user-or-removing-duplicate-users In **Ascora**, users cannot be permanently deleted to **preserve critical historical data** related to completed jobs, invoices, and reporting. However, if a team member leaves or no longer requires access, you can **deactivate their account** to **restrict all permissions while maintaining data integrity**. ✅ **Key Benefits of Deactivating Users Instead of Deleting Them:** - Ensures that **past job records remain intact** for reporting and tracking. - Prevents accidental data loss that may **impact business insights and audits**. - Allows for **reactivation** if the user returns to the system in the future. **How to Disable a User in Ascora:** 🔹 **Set a user to "Inactive" status** to remove all permissions. 🔹 **Disable Web and/or Mobile Access** to ensure no further logins occur. 🔹 **Filter and manage inactive users** for better workforce organization. ⚠ **Note:** You can choose to disable only **Web Access**, only **Mobile Access**, or both, depending on your business needs. 👉 If you need to **enable mobile access for a different team member**, see our guide: **[How to Add a Mobile User](https://support.ascora.com.au/display/AS/How+to+add+Mobile+User)****.** --- 1. Go to **Administration → Users.** [](%F0%9F%99%85%E2%80%8D%E2%99%82%EF%B8%8F%20Disabling%20User%20or%20Removing%20Duplicate%20Users/image2020-12-13_10-8-6.png) 2. Click **View**beside the user name that you need to set as Inactive. [](%F0%9F%99%85%E2%80%8D%E2%99%82%EF%B8%8F%20Disabling%20User%20or%20Removing%20Duplicate%20Users/image2020-12-13_10-11-11.png) 3. Untick the box beside**Allow Web Access**and if user has mobile access, click **Disable Mobile Access** button and once done, click **Save**. [](%F0%9F%99%85%E2%80%8D%E2%99%82%EF%B8%8F%20Disabling%20User%20or%20Removing%20Duplicate%20Users/image2020-12-13_10-13-19.png) 4. Filter the users and select **Inactive**and you can immediately see the user in the list with an indication of No Web Access and No Mobile Access. [](%F0%9F%99%85%E2%80%8D%E2%99%82%EF%B8%8F%20Disabling%20User%20or%20Removing%20Duplicate%20Users/image2020-12-13_10-21-35.png) --- # Sub Pages [👨‍🏫 Creating a New User](/kb/creating-a-new-user-2) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ✉ Adding Lead Sources and Accessing Lead Source Analysis Source: https://ascora.com.au/kb/adding-lead-sources-and-accessing-lead-source Tracking where your customers come from is crucial for evaluating the effectiveness of your marketing and outreach strategies. In Ascora, you can assign a **Lead Source** to each new customer record—whether it’s social media, online ads, community events, or any other channel. Once lead sources are set up, you can use the **Lead Source Analysis** report to gain valuable insights into which channels bring in the most profit and highest job value. This guide walks you through adding lead sources, selecting them for individual customers, and running the report so you can optimize your marketing efforts. ## Adding a Lead Source **1.**Go to **Administration → Customers**and click **Add New** under Customer Lookups. In this example, we've added lead sources such as Facebook, Google, Community News, etc. [](%E2%9C%89%20Adding%20Lead%20Sources%20and%20Accessing%20Lead%20Source%20An/image2021-1-29_19-17-44.png) **2.**After adding your lead sources, click the **Save**button located at the right side of the screen. [](%E2%9C%89%20Adding%20Lead%20Sources%20and%20Accessing%20Lead%20Source%20An/image2021-1-29_19-42-50.png) ## Selecting a Lead Source for a Customer **1.**Go to **Customers**menu and select one of your customers and click **Details**tab. [](%E2%9C%89%20Adding%20Lead%20Sources%20and%20Accessing%20Lead%20Source%20An/image2021-1-29_19-48-35.png) **2.**Scroll down and look for **Lead Source** field in the left panel. In this example, we have a lead source selected as *Community News* for this customer. [](%E2%9C%89%20Adding%20Lead%20Sources%20and%20Accessing%20Lead%20Source%20An/image2021-1-29_19-52-15.png) ## Accessing Lead Source Analysis report. **1.** Go to **Reports**menu and select **Lead Source Analysis.** [](%E2%9C%89%20Adding%20Lead%20Sources%20and%20Accessing%20Lead%20Source%20An/image2021-1-29_19-59-1.png) **2.** Select a date range and you can see an overview of job value and job profit based on lead sources. You can also see a pie showing the percentage of each lead source. [](%E2%9C%89%20Adding%20Lead%20Sources%20and%20Accessing%20Lead%20Source%20An/image2021-1-29_20-7-35.png) --- # Sub Pages # --- # ✍ Create a Task Source: https://ascora.com.au/kb/create-a-task In Ascora, **Tasks** function as reminders for important actions or follow-ups, ensuring that nothing is overlooked in your workflow. You can create Tasks and link them to various elements within the platform, such as **Quotes**, **Jobs**, **Customers**, **Invoices**, or **Contracts**. Tasks can be used to remind you of important actions, like collecting keys before a job or following up on a quote, and can be scheduled with a due date. Whether you're adding a Task directly from the **Dashboard** or within a specific **Job**, **Quote**, or **Customer** record, Ascora allows you to easily organize your to-dos in one central location. This guide will walk you through the different ways to create and link Tasks, helping you stay on top of your work and improve efficiency across your business. ✅**NOTE:**If you are creating a task that must be linked to a job, quote, etc., the easiest way is to create it within the job or quote screen. *For example, if you create a Task within a Job, it is automatically linked to the Job.* ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/mb7g7nhh6y](https://ascora.wistia.com/medias/mb7g7nhh6y) --- ## Create a Task from the Dashboard **1.** Click the **Dashboard Icon** from the Top Menu. **2.** Click the **+Add Task** button. **3.** The **Task Details**Screen will display. Enter a Title (name) and Description for the Task and then assign the Task to a User by choosing from the dropdown list. **4.** (This step only applies if creating the Task from the Dashboard) To link the Task with a specific Quote, Job, Customer, Invoice or Contract, click the **Change**button. **5.** The Regarding pop-up window will display. Note that your choice here will also affect the options available under the Due section. Use the instructions below to link the Task with a Quote, Job, Customer, Invoice or Contract. When ready, click the **Save** button. The Task is now displayed on the Dashboard and, if you have linked the Task, will also display under the Tasks Tab on the applicable Card (e.g. a Task links with a Job will display on the Job Card). --- ## Link a Task with a Customer If creating the Task from the Customer Card, skip to **Step 3**. **1.** In the Regarding pop-up window, choose Customer from the dropdown list. **2.** Type the Customer’s Name into the text box. As you type, the customer list will refine. For example, if the Customer’s name is Melissa, type “Mel” and the list will refine to show only records which include “Mel”. Once you have located the Customer, select them from the dropdown list and click the **Set**button. **3.** Under the Due Section, select the method on which the Task’s Due Date is based on from the dropdown menu. For a Task linked to a Customer, you can only choose A Selected Date. --- ## Link a Task with a Quote If creating the Task from the Quote Card, skip to **Step 3**. **1.** In the Regarding pop-up window, choose Quotation from the dropdown list. **2.** Type the Quote Number into the text box. As you type, the Quote list will refine. For example, if you type “12”, the list will refine to show only records which include “12”. Once you have located the Quote, select it from the dropdown list and click the **Set**button. **3.** Under the Due Section, select the method on which the Task’s Due Date is based on from the dropdown menu. For a Task linked to a Quote, you can choose from A Selected Date, Date Quoted or Valid Until Date. **A.** Selected Date – set the Due On date using the Calendar pop-up window. **B.** Date Quoted – set the Due date as a number of Days/Weeks/Months Before/After the day the Quote is scheduled. When you choose this option, once the Quote is scheduled, the Task will automatically set its due date based on these criteria. **C.** Valid Until Date – set the Due date as a number of Days/Weeks/Months Before/After the day the Quote is valid until. --- ## Link a Task with a Job If creating the Task from the Job Card, skip to **Step 3**. **1.** In the Regarding pop-up window, choose Job from the dropdown list. **2.** Type the Job Number into the text box. As you type, the Job list will refine. For example, if you type “12”, the list will refine to show only records which include “12”. Once you have located the Job, select it from the dropdown list and click the **Set**button. **3.** Under the Due Section, select the method on which the Task’s Due Date is based on from the dropdown menu. For a Task linked to a Job, you can choose from A Selected Date, Date of First Booking, Date of Last Booking, Expected Date or Completed Date. **A.** A Selected Date – set the Due On date using the Calendar pop-up window. **B.** Date of First Booking – set the Due date as a number of Days/Weeks/Months Before/After the day the Job is scheduled. When you choose this option, once the Job is scheduled, the Task will automatically set its due date based on these criteria. **C.** Date of Last Booking – set the Due date as a number of Days/Weeks/Months Before/After the last booking day for the Job. **D.** Expected Date – set the Due Sate as a number of Days/Weeks/Months Before/After the expected Job booking date. **E.** Completed Date – set the Due Date as a number of Days/Weeks/Months After the Job Completion Date. --- ## Link a Task with an Invoice If creating the Task from the Invoice Details screen, skip to **Step 3**. **1.** In the Regarding pop-up window, choose Invoice from the dropdown list. **2.** Type the Invoice Number OR the Invoice’s Customer Details into the text box. As you type, the Invoice list will refine. For example, if you know the Invoice Customer’s name is Georgia, type “Georgia” and the list will refine to show only records which include “Georgia”. Once you have located the Invoice, select it from the dropdown list and click the **Set**button. **3.** Under the Due Section, select the method on which the Task’s Due Date is based on from the dropdown menu. For a Task linked to an Invoice, you can choose from A Selected Date, Invoice Date or Due Date. **A**. A Selected Date – set the Due On date using the Calendar pop-up window. **B.** Invoice Date – set the Due date as a number of Days/Weeks/Months Before/After the date of the Invoice **C.** Due Date – set the Due date as a number of Days/Weeks/Months Before/After the Invoice Due Date. ## Link a Task with a Contract If creating the Task from the Contract Details screen, skip to **Step 3**. **1.** In the Regarding pop-up window, choose Contract from the dropdown list. **2.** Type the Contract OR Customer Name into the text box. As you type, the Contract list will refine. For example, if you know the Customer’s name is A Dart & Co, type “A Dart” and the list will refine to show only records which include “A Dart”. Once you have located the Contract, select it from the dropdown list and click the **Set**button. **3.** Under the Due Section, select the method on which the Task’s Due Date is based on from the dropdown menu. For a Task linked to a Contract, you can choose from A Selected Date, Start Date or End Date. **A.** A Selected Date – set the Due On date using the Calendar pop-up window. **B.** Start Date – set the Due date as a number of Days/Weeks/Months Before/After the start date of the Contract. **C.** End Date – set the Due date as a number of Days/Weeks/Months Before/After the End Date of the Contract. --- ## Create a Task within a Job Access the job from the Jobs Menu and click **Tasks**tab and then click **+ Add Task.** ## Create a Task within a Quote Access the quote from the Quotes Menu and click **Tasks**tab and then click **+ Add Task.** --- # Sub Pages [📅 How to Schedule Non-Chargeable Job or Task](/kb/how-to-schedule-non-chargeable-job-or-task) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # ✍️ How to Add a Signature on your Custom Form Source: https://ascora.com.au/kb/how-to-add-a-signature-on-your-custom-form Ascora allows you to capture **signatures** directly within Custom Forms, ensuring compliance, accountability, and verification for job completions. Technicians and staff can sign off on forms using the **Ascora mobile app** (Android and iOS), making it easy to document approvals and confirmations on-site. This guide will walk you through: - **How to add a signature field to a Custom Form** - **How to configure the signature field in Ascora** - **How to test the signature feature in the Ascora mobile app** By following these steps, you can ensure your forms are set up correctly to capture digital signatures, improving documentation and workflow efficiency. --- **1.** Go to **Advanced → Custom Forms.** **2.** Look for the Custom Form that you want to edit and click **View**. **3.**Under "Quick Add", select Signature to create the field. ********4. Fill out the details of the field and drag and drop it among others to choose its placement. ✅You can repeat the above steps if you need to add more signatures on the custom form. For example, you may have a form that needs three signatures when a job is being completed. ## Testing your Custom Form on your Android Mobile App Make sure to synchronise your mobile app first before running the test. **1.**Access your job from the mobile app. [](%E2%9C%8D%EF%B8%8F%20How%20to%20Add%20a%20Signature%20on%20your%20Custom%20Form/image2021-2-12_7-32-23.png) **2.** Navigate to **Custom Forms** tab and tap the **+ button.** *The form that appears should already be the updated version.* ***Note:****Do not use a draft or previously saved custom form to do the testing. Always tap the + button to test a new one.* [](%E2%9C%8D%EF%B8%8F%20How%20to%20Add%20a%20Signature%20on%20your%20Custom%20Form/image2021-2-12_7-34-20.png) **3.**Select the custom form that you need to test and in this example, it's called **Custom Form test by Ascora.** [](%E2%9C%8D%EF%B8%8F%20How%20to%20Add%20a%20Signature%20on%20your%20Custom%20Form/8ed5c035-2e42-4b99-8f08-8d9a28443e06.png) **4.**Once the custom form is displayed, you would be able to add your signature by tapping **Sign Here.** [](%E2%9C%8D%EF%B8%8F%20How%20to%20Add%20a%20Signature%20on%20your%20Custom%20Form/cfdcf413-68a6-49e1-838b-f29dc07969f0.png) **5.**Add your signature and once done, tap on the check mark. [](%E2%9C%8D%EF%B8%8F%20How%20to%20Add%20a%20Signature%20on%20your%20Custom%20Form/image2021-3-7_11-44-54.png) **6.** Your signature should appear in the preview and tap on **GENERATE**tab to create the PDF file. [](%E2%9C%8D%EF%B8%8F%20How%20to%20Add%20a%20Signature%20on%20your%20Custom%20Form/8ac241ef-b97c-4f31-bdbb-94d174af3ccd.png) **7.**A PDF file is generated which now contains the signature that we've just added. [](%E2%9C%8D%EF%B8%8F%20How%20to%20Add%20a%20Signature%20on%20your%20Custom%20Form/image2021-3-7_12-0-33.png) ## Testing your Custom Form on your iPad App Make sure to synchronise your mobile app first before running the test. **1.**Access your job from the mobile app by tapping **Menu → Jobs.** [](%E2%9C%8D%EF%B8%8F%20How%20to%20Add%20a%20Signature%20on%20your%20Custom%20Form/image2021-3-8_17-54-9.png) **2.**Tap one of the jobs to access more details and menus. Alternatively, you can use the search button to search for a specific job. [](%E2%9C%8D%EF%B8%8F%20How%20to%20Add%20a%20Signature%20on%20your%20Custom%20Form/image2021-3-8_18-4-9.png) **3.**Tap **Forms**button which is located at the left side of the screen. [](%E2%9C%8D%EF%B8%8F%20How%20to%20Add%20a%20Signature%20on%20your%20Custom%20Form/image2021-3-8_18-8-16.png) **4.**Tap **Add** button. [](%E2%9C%8D%EF%B8%8F%20How%20to%20Add%20a%20Signature%20on%20your%20Custom%20Form/image2021-3-8_18-33-6.png) **5.**Search for the Custom Form by typing its name. *In this example, we are testing the custom form called****Custom Form Test by Ascora.*** [](%E2%9C%8D%EF%B8%8F%20How%20to%20Add%20a%20Signature%20on%20your%20Custom%20Form/image2021-3-8_18-33-34.png) **6.**Tap **Sign Here** to enter your signature. [](%E2%9C%8D%EF%B8%8F%20How%20to%20Add%20a%20Signature%20on%20your%20Custom%20Form/image2021-3-8_18-34-10.png) **7.**Enter or create your signature and once done, tap **Accept.** [](%E2%9C%8D%EF%B8%8F%20How%20to%20Add%20a%20Signature%20on%20your%20Custom%20Form/image2021-3-8_18-35-31.png) **8.** Your signature should appear in the preview and tap on **GENERATE**tab to create the PDF file. [](%E2%9C%8D%EF%B8%8F%20How%20to%20Add%20a%20Signature%20on%20your%20Custom%20Form/image2021-3-8_18-36-47.png) **9.** A PDF file is generated which now contains the signature that we've just added. [](%E2%9C%8D%EF%B8%8F%20How%20to%20Add%20a%20Signature%20on%20your%20Custom%20Form/image2021-3-8_18-38-5.png) ***ℹ Note:****This PDF form is accessible in Ascora web by going to the Job screen →****Attachments****tab.* [](%E2%9C%8D%EF%B8%8F%20How%20to%20Add%20a%20Signature%20on%20your%20Custom%20Form/image2021-3-7_12-10-27.png) --- # Sub Pages [👩‍💻Custom Form User Guide](/kb/custom-form-user-guide) [🖥️ How to access Custom Form](/kb/how-to-access-custom-form) [💻 How to update a Custom Form](/kb/how-to-update-a-custom-form) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🌐Ascora Accounting API Source: https://ascora.com.au/kb/ascora-accounting-api The **Ascora Accounting API** allows businesses to automate the transfer of **invoices and payments** between Ascora and their accounting systems, ensuring **seamless financial reconciliation**. This eliminates the need for manual data entry, reducing errors and saving time. By leveraging the **API functions**, businesses can: ✅ **Automatically retrieve invoices and payments** that need to be processed. ✅ **Mark invoices and payments as successfully pushed**, preventing duplicate entries. ✅ **Sync real-time financial data** between Ascora and accounting platforms like Xero, QuickBooks, and MYOB. ✅ **Enhance financial accuracy and tracking** with detailed invoice and payment data. This guide provides an **in-depth overview of API functions**, covering authentication, invoice and payment retrieval, and best practices for integration. --- ### Overview This document provides a high level detail on the API functions available for Accounts Integration. A separate document exists for details on the Enquiry submission API. The general process is that the InvoiceDetails are retrieved up to a specified date (for example Invoices may have been reviewed up to Friday 14th^{th}th June. Once the invoices are processed successfully, the MarkInvoice function allows the calling system to record that the specified invoices have been successfully pushed to the Accounting System. Similarly Payments can be retrieved and processed then marked as sent to Accounts. ### API Connection Connection to the Ascora is achieved utilising **Basic Authentication** with an Ascora Account. This must be added to the headers in the HTTP Get/Post operations. ### Invoice Functions [Route("/invoicedetails")] [Route("/invoicedetails/{CompanyId}")] public class InvoiceDetails: InvoiceDetailResponse { publicDateTime InvoicesPriorToDate { get; set; } }Retrieves all Invoices prior to the specified Date which have not yet been marked as sent to the Accounting System.**** [Route("/MarkInvoice", "POST")] public class MarkInvoice { publicList InvoiceIds { get; set; } }Marks the specified Invoices as having been successfully pushed to the Accounting System. ℹ️***Note:****Invoices must be marked as successfully pushed once retrieve or they will be retrieved again in future* *requests.* ### Invoice Response Data This represents the data returned from the Invoice Details request. public class InvoiceDetailResponse { public List Results { get; set; } } ### Invoice Details public class InvoiceHeader { public Guid Id { get; set; } public DateTime InvoiceDate { get; set; } public DateTime InvoiceDueDate { get; set; } public string InvoiceNumber { get; set; } public decimal AmountExTax { get; set; } public decimal AdjustedAmountExTax { get; set; } public decimal Tax { get; set; } public bool SentToMyob { get; set; } public Guid? BillingCustomerId { get; set; } public string CompanyName { get; set; } public string ContactFirstName { get; set; } public string ContactLastName { get; set; } public string EmailAddress { get; set; } public string Phone { get; set; } public string Mobile { get; set; } public string Fax { get; set; } public string Description { get; set; } public string JobNumber { get; set; } public string LeadSource { get; set; } public string StreetAddressLine1 { get; set; } public string StreetAddressLine2 { get; set; } public string StreetAddressSuburb { get; set; } public string StreetAddressCountry { get; set; } public string StreetAddressPostcode { get; set; } public string StreetAddressState { get; set; } public string BillingAddressLine1 { get; set; } public string BillingAddressLine2 { get; set; } public string BillingAddressSuburb { get; set; } public string BillingAddressCountry { get; set; } public string BillingAddressPostcode { get; set; } public string BillingAddressState { get; set; } public string PurchaseOrderNumber { get; set; } public List InvoiceLines { get; set; } } ### Invoice Detail Lines public class InvoiceDetailLine { public string PartNumber { get; set; } public string Description { get; set; } public decimal Quantity { get; set; } /// /// Unit Price exclusive of Tax/// public decimal UnitPriceExTax { get { return AmountExTax / Quantity; } } /// /// Total Amount for the Line excluding GST/// public decimal AmountExTax { get; set; } /// /// Total Tax for all items on this invoice Line/// public decimal Tax { get; set; } } ### Payment Functions [Route("/payments")] public class Payments { publicList Results {get; set; } }Retrieves all Payments that have not yet been sent to the Accounting Package but are linked to Invoices that are already marked as sent.**** [Route("/MarkPayment", "POST")] public class MarkPayment { publicList PaymentIds { get; set; } }Marks the specified Payments as having been successfully pushed to the Accounting System. ℹ️***Note:****Payments must be marked as successfully pushed once retrieve or they will be retrieved again in future requests.* ### Payment Details public class Payment { public Guid PaymentId { get; set; } public DateTime PaymentDate { get; set; } public decimal PaymentAmount { get; set; } public string InvoiceNumber { get; set; } public DateTime InvoiceDate { get; set; } public string CompanyName { get; set; } public string ContactFirstName { get; set; } public string ContactLastName { get; set; } } --- # Sub Pages [🔢 Ascora Enquiry API](/kb/ascora-enquiry-api) [💸 Basic Accounts Integration Setup](/kb/basic-accounts-integration-setup) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📝Contracts Source: https://ascora.com.au/kb/contracts Contracts in Ascora provide a structured way to manage **long-term service agreements** with key clients, allowing for seamless job allocation and streamlined billing. Instead of invoicing for individual jobs, contracts **group multiple jobs under a single agreement**, ensuring efficient financial tracking and simplified client management. **When to Use Contracts** Contracts are ideal for businesses that: ✔ Provide **ongoing services** to clients across multiple sites ✔ Need to **bill periodically** rather than per job ✔ Manage **large-scale maintenance agreements** ✔ Want to **track job allocations** under a contractual agreement For example, if you secure a **$1,000,000 contract** to maintain grocery stores for a large chain, Ascora lets you assign multiple jobs to this contract while ensuring only approved locations and services are covered. **How Contracts Work** A contract is defined by: ✔ A **Billing Customer** – the client responsible for payments ✔ A **Defined Time Period** – only jobs created within this period are included ✔ A **List of Covered Sites** – locations that fall under the agreement Whenever a new job is created, Ascora **automatically checks if it matches an active contract**. If the job meets all criteria, it will be assigned accordingly. If a job **doesn’t fit** (e.g., capital works outside of the maintenance scope), you can easily **remove it from the contract**. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/wpc702yytg](https://ascora.wistia.com/medias/wpc702yytg) --- ℹ️If a particular Job does not fit the definition of a Contract - for example if may be a capital works Job and the Contract is only for Maintenance - it can be removed from Contract from the Job Details. # Creating a Contract 1. Under the **Advanced**menu, select **Contracts**. 1. Click **New**Contract. 1. Select the **Billing Customer** for which the Contract will apply. 1. Enter the **Start Date** and **End Date** for which the Contract will apply. Note: Only Jobs created in this date range will be added to the Contract. 1. **Save**the Contract 1. After the Contract has saved select the Sites that are **In Contract**. # Removing a Job from a Contract If a Job shouldn't be associated with a Contract due to the type of work it can be removed. 1. Open the Job. 1. Click the **Remove from Contract** button. ✅To access a tutorial video about Contracts you can click this link: [https://www.ascora.com.au/TrainingVideos/VideoViewer/ContractsinAscora](https://www.ascora.com.au/TrainingVideos/VideoViewer/ContractsinAscora) --- # Sub Pages [💥 Advance Guides](/kb/advance-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📄Create a Checklist Source: https://ascora.com.au/kb/create-a-checklist Checklists in Ascora are a **powerful tool** designed to **ensure consistency, quality, and efficiency** in your workflows. By creating structured, step-by-step guides, you can help your team **stay on track, reduce errors, and meet compliance requirements** before finalizing a Quote or Job. With **customizable checklists**, you can: ✔ **Standardize processes** across different job types ✔ **Ensure critical steps** are never missed ✔ **Improve accountability** by tracking completed tasks ✔ **Reduce rework** and maintain quality control Whether it’s a **safety inspection, job completion checklist, or routine maintenance process**, Ascora makes it easy to create, manage, and apply checklists across your business operations. ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/0wvj1mzx2f](https://ascora.wistia.com/medias/0wvj1mzx2f) --- **1.** In the side navbar, choose **Advance****d >** **Checklists**. **2.** To create a new Checklist, click the **+Add New** button. Alternatively, you can also use AI to auto-generate it. **3.** The Add New Check List pop-up window will display. Enter a name for the new Checklist and click the **Save**button. **4.** The Checklist Details screen will display. Add an Item to the Checklist by clicking the **New Item** button. Type the Item Description into the text-box then click the **Update**button to save the Item. Repeat this process to add all the Items you require to be included in the Checklist. **5.** To change the order of Items in the Checklist, click on the Item you wish to move and then click either the **Move Up** or **Move Down** buttons until the Item is in the correct location in the Checklist. **6.** When ready, click the **Save**button. Your Checklist is now available to add to a Quote or a Job. ## How to Set up a Default Checklist per Job Type You can set up a default checklist per job type and can also do the same for quotes. **1.**Go to **Administration → Jobs.** **2.**Click **Edit**beside the Job name where you want to set up a default checklist. **3.**In the field **Default Job Checklist****.**Once ready to proceed, click the **Save**button located on the lower right part of the box. ✅***Note:****You can create checklists by going to****Advanced → Checklists → Add New.*** ✅To access a tutorial video about Checklist you can click the link : *[https://www.ascora.com.au/TrainingVideos/VideoViewer/Advanced-Checklists](https://www.ascora.com.au/TrainingVideos/VideoViewer/Advanced-Checklists)* --- # Sub Pages [📃 Add a Checklist to a Quote](/kb/add-a-checklist-to-a-quote) [📃 Add a Checklist to a Job](/kb/add-a-checklist-to-a-job) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📝Create an On-Demand Job Template Source: https://ascora.com.au/kb/create-an-on-demand-job-template On-Demand Job Templates are a **game-changer** for businesses that perform recurring or standardized work. Instead of manually creating jobs from scratch every time, **you can save time, improve consistency, and reduce errors** by using pre-configured templates. These templates **streamline your workflow** by: ✔ **Standardizing job deails** – Ensure job descriptions, pricing, and materials are always correct ✔ **Reducing repetitive data entry** – No need to manually input the same job information each time ✔ **Improving scheduling efficiency** – Quickly create new jobs without delays ✔ **Enhancing accuracy** – Reduce the risk of missing important job components Whether you’re setting up **routine maintenance, scheduled services, or common repair jobs**, On-Demand Job Templates help **optimize your job management process and increase productivity**. Use Job Templates to quickly create new Jobs for frequently undertaken work, as well as to create Recurring Jobs. ▶ An On-Demand Job Template is used to quickly create a new Job based on a standard format (eg, Job Description, Supplies, etc) ▶ A Recurring Job Template is similar to an On-Demand Template but adds the ability to include scheduling information and have Ascora automatically create (and schedule) future Jobs. --- To use an On-Demand Template, choose **Create Job From Template** or **Create Quote From Template** on a Customer Card. You can create a new On-Demand Template from the **Advanced Icon** in the side navbar, by choosing**Templates**. **1.** Click the **+New** button. **2.** Click the **On Demand** button and then enter Details for the Job Template. **3.** When you are ready, click the **Save**button. ## Add Supplies to an On-Demand Template Click the **Supplies Tab** on the Job Template Card. You can then choose to add Supplies, Write Ins, and/or Kits. For assistance see Add Supplies to a Job. When you are ready, click the **Save**button. ## Add Labour and Callout Charges to an On-Demand Template Click the **Labour & Callout Tab** on the Job Template Card. You can then choose to add a Callout Fee and/or Labour Charges as required. When you are ready, click the **Save** button. --- # Sub Pages [💥 Advance Guides](/kb/advance-guides) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📝Credit Notes Source: https://ascora.com.au/kb/credit-notes Credit Notes are essential for **adjusting invoices**, **resolving overpayments**, or **issuing refunds** to customers. In Ascora, handling Credit Notes is a **two-step process**: 1️⃣ **Creating a Credit Note** for the customer. 2️⃣**Applying the Credit Note** as a payment against an existing invoice. By following this guide, you’ll learn how to: ✅ **Issue a Credit Note quickly and accurately** for a customer. ✅ **Ensure seamless synchronization** with Xero or MYOB, reducing manual data entry. ✅ **Apply Credit Notes to invoices** to maintain accurate financial records. This process helps keep your **accounts balanced**, ensures **compliance with financial reporting**, and provides a **smooth experience for customers needing invoice adjustments**. Let’s get started! --- ### Creating a Credit Note for a Customer 1. Choose the Customers Icon from the Top Menu. [](%F0%9F%93%9DCredit%20Notes/image2020-12-2_21-11-31.png) 2. The Customer List will display. Locate the applicable Customer record and click the View button to view the Customer’s Details. [](%F0%9F%93%9DCredit%20Notes/image2020-12-2_21-14-0.png) 3. On the Customer Details screen, choose the Invoices Tab. [](%F0%9F%93%9DCredit%20Notes/image2020-12-2_21-15-28.png) 4. Scroll down the screen to the Credit Notes section and click the +Create Credit Note button to create a new Credit Note for the Customer. [](%F0%9F%93%9DCredit%20Notes/image2020-12-2_21-16-21.png) 5. The Add A Credit Note pop-up window will display. Enter the Credit Note Amount, select a date from the Calendar and provide a Reason for the Credit Note. When you are ready, click the Save button. [](%F0%9F%93%9DCredit%20Notes/image2020-12-2_21-18-41.png) The Credit Note is now created and ready to be applied against an Invoice. ❌**Note**: There is also an option on this tab to push the Credit Note to Xero and MYOB. When the Credit Note is pushed it may take a few minutes to appear in your accounting system. ### Applying a Credit Note as a Payment against an Invoice 1. Choose the Invoices Icon from the Top Menu. [](%F0%9F%93%9DCredit%20Notes/image2020-12-2_21-22-19.png) 2. The Invoices List will display. Locate the applicable Invoice record and click the Invoice Number to view the Invoice Details. [](%F0%9F%93%9DCredit%20Notes/image2020-12-2_21-23-34.png) 3. Click on the Payments Tab then click the +Add Payment button. [](%F0%9F%93%9DCredit%20Notes/image2020-12-2_21-24-18.png) 4. The Add Payment pop-up window will display. Select the Payment Date using the calendar button and then choose Credit Note from the Payment Method dropdown menu. [](%F0%9F%93%9DCredit%20Notes/image2020-12-2_21-25-3.png) 5. Choose the Credit Note you wish to apply from the Credit Note dropdown menu. ℹ️**Note:** The entered payment amount will not be able to exceed the remaining balance of the credit note. This will translate as an application of the credit note against the invoice in your accounting package. --- # Sub Pages # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 👩‍💻Custom Form User Guide Source: https://ascora.com.au/kb/custom-form-user-guide Custom Forms in Ascora allow businesses to **digitize paperwork, standardize job documentation, and enhance field data collection**. Whether you need **site inspections, compliance checklists, safety assessments, or customer sign-offs**, Custom Forms ensure accurate and efficient information gathering—all within the Ascora platform. With **fully customizable fields, integrated auto-fill data, and mobile accessibility**, your team can **capture job details, attach photos, collect signatures, and ensure compliance** without the hassle of paper-based processes. This guide walks you through **creating, uploading, and managing Custom Forms** in Ascora, so you can optimize workflows and improve job management. If your company uses standard forms as part of its business process, you can create Custom Forms for Ascora and make these available to Users in the Ascora Mobile Apps. Examples of Custom Forms could include a Job Safety Analysis (JSA), Safe Work Method Statement (SWMS), Airconditioning Duct Audit, etc. --- ## Contents [Contents](#193c74d8-3182-8004-8a24-f6aa5ea2b2ef)[Creating the Form Template](#193c74d8-3182-80a3-bcd1-d83419f4dfad)[Creating a Check-Box for Yes/No and Multiple-Choice Responses](#193c74d8-3182-80bc-9cbf-f6604b5577ef)[To enter a Signature or Capture/Attach a photo:](#193c74d8-3182-8000-b227-cdfc17a40835)[📽 Watch the video guide ⤵](#1d2c74d8-3182-8067-a1aa-db2a9f876533)[Adding Standard Fields](#193c74d8-3182-8007-b021-fe7f91be782d)[Uploading the Form Template into Ascora](#193c74d8-3182-805b-ac5a-d371bc85a271)[Creating Form Questions](#193c74d8-3182-803e-8884-e1b6d32cbecc)[*Answer Types*](#193c74d8-3182-80c1-ac04-ed4929c7ea49)[Creating a Question for a Checkbox or Multiple-Choice Response](#193c74d8-3182-8050-84e8-deadd12dda16)[Testing the Form Using the Ascora Mobile App](#193c74d8-3182-80bd-9da4-cfd17acbbc1d)[APPENDIX A – Available Standard Fields](#193c74d8-3182-802c-8218-feb04d20cff7)[Sub Pages](#193c74d8-3182-80fc-b88e-d563679b447e)[](#193c74d8-3182-8000-a201-e346a32a6227) ### Creating the Form Template Use Microsoft Word to create the Form Template. Often the template is already an existing paper-based form or Microsoft Word-based document. Think of the Form Template in terms of a pre-printed form that is ready to be filled out by a User. The Template must include all static information, just as a pre-printed form would – for example, the document title, business details, headings, etc. ℹ️***⚠ NOTE***The Form Template must always be saved in the **.docx** Microsoft Word format. The example below is an original form. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddav278a4437f57ac167a242a9193a985d07.png) For each Field within the Form Template that the User is required to action, you must create a **Field Code**. A Field Code can consist of any alpha-numeric text combination that you wish, and must be enclosed in Braces. Braces, or Squiggly Brackets look like this: { } [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddav744006dcb4214080d01316bc9d54deff.png) ### Creating a Check-Box for Yes/No and Multiple-Choice Responses Follow the instructions below, or alternatively view this quick video tutorial on how to create a check-box for yes/no and multiple-choice responses Video guide (to be re-embedded): Tutorial - Adding Checkboxes (Form Templates) If working with an existing Microsoft Word document, delete the existing Check-box (if applicable) [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/image2020-12-14_20-45-51.png) Place the cursor where you wish to create a Check-box and choose the **Developer**Tab in the Ribbon. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/image2020-12-14_20-48-49.png) Click the **Check Box Content Control** [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddavb04c2b565e93430aaa98acf2bfa7ed70.png) A new Check-box will appear in the location where you positioned the cursor. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddavb9bfa87da2b98a71b3fc524e33400688.png) Click the Check-box and then choose **Properties** from the Developer Tab. The Content Control Properties pop-up window will display. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/image2020-12-14_20-52-51.png) Enter the Field Code into the **Tag** text box (A). Note that for Check-boxes you do not need to include the enclosing Braces. When ready, click the **OK** button. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddave55e6fadcbf0ba0663f44cd94093bc37.png) Field Codes for Yes/No and Multiple-Choice responses must be related to each other. In our example above, the main Code is thaz, with the options or Yes and No indicated as thaz_yes and thaz_no. If our example was multiple-choice, our Field Codes could look something like: Main Code: pcon Option A: pcon_Watch person Option B: pcon_Barries Option C: pcon_Warning signs ### To enter a Signature or Capture/Attach a photo: ## 📽 Watch the video guide ⤵ [https://ascora.wistia.com/medias/ybmep7nzzl](https://ascora.wistia.com/medias/ybmep7nzzl) --- Insert a sample picture in the Field where you want the Signature or Photo to display by placing the cursor in this Field and choosing the **Insert** Tab in the Ribbon. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddav23c3e38eb7ff6d242fa8366d5ce8794b.png) Click the **Pictures** icon. The Insert Picture pop-up window will display. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddavd7d189afd2b8050a1c84bedf8145942a.png) Locate your placeholder picture and click the **Insert** button. Your placeholder picture will now be inserted into the Form Template. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddave82dee0ddeff8253dbdadf93340b99ed.png) Right-click on the placeholder picture you just inserted and choose **Format Picture** from the pop-up menu. The **Format Picture** slide-out menu will appear at the side of the screen. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddavaebf8ef73d8ecb56f133ea56e87337d2.png) Select the **Layout and Properties** icon (A), click on **Alt Text** (B) to expand the Alt Text menu and then enter the Field Code into the Title text box (C). Note that for Signature and Photo Fields you do not need to include the enclosing Braces. When ready, click the X (D). [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddavc532dfc984803c7da91f54e64523c0b8.png) Once you have completed creating all the required Field Codes for the Form Template, save the template. ***IMPORTANT – Form Templates must be saved as the .docx format***. ### Adding Standard Fields Standard Fields include information such as Job Number, Customer Name, Customer Address, etc. When you include Standard Fields in a Form Template, they will automatically populate from the data in Ascora when the Form is generated. This increases efficiency by saving the User having to enter information which is already available in Ascora. Standard Fields are inserted in the same manner as other Field Types, for example, {SiteCustomerName}. A list of available Standard Fields is available in Appendix A. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddav81ebf1289afa49562b71907c163448f5.png) ### Uploading the Form Template into Ascora Log in to your Ascora Account. Select the **Advanced** icon from the Top Menu and choose the **Custom Forms** option. A list of all your Custom Forms will be displayed. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddav045679e7fbd4869d5ad03c466c240a4c.png) To create a new Custom Form, click the **+Add New** button. The Add New Custom Form pop-up window will display. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddav4a2d8f205ca9568fb90f691d5ef62b29.png) Enter a Name for your Custom From. When ready, click the **Save** button. The Custom Form details screen will display. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddav3a315d3367df41efa65c7ba93f1752cf.png) Click the **Upload New Template** button to upload the Form Template you just created by locating the Form Template on your computer and click the **Open** button. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddav786eba73be02f31888d100c9ae659e7f.png) When ready, click the **Save** button at the far top-right of the screen. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddavf5c2e3082c033bcc216018bb2b305de5.png) The Form Template is now uploaded and is ready to configure in Ascora. ***Now you need to work through the Form Template and create a Question in Ascora for every Field Code on the Template. You can also create Heading Questions to include fields such as company names, the document title, headings, etc. These will display on the Forms screen in the Ascora Mobile App.*** ### Creating Form Questions To create a new Question, click the **New Question** button. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddav2631c4940e1b8a0992ff2db4439fd6f9.png) In the Question Details section, enter the information for each Field Code you create on the Form Template. Create each Question in the same order they appear on the Form Template to ensure a logical flow of questions for the User. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddave9e4ee61de1e7a606d786ffd08cb0155.png) 6.1 **Field Name** – a name you create in Ascora to identify the Question (A). Typically, this will correlate to the field name/heading that is on the actual Form 6.2 **Field Code** – the value you enter here must match the Field Code you entered on the Form Template for that particular field, however you do not include the enclosing Braces (B) ***⚠ FIELD CODE NOTES*** **A.** For fields such as company name, logo, document titles headings, etc, the Field Code value should be a dash symbol ➖. This will allow this information to display on the form input screen in the Mobile App without requiring any action from the User **B.**For Fields with multiple answer options (such as Yes/No or multi-choice A/B/C/etc), enter the Field Code without the suffix extension. For example, in Step 3.5 we entered a Field Code in the Tag box as thaz_yes. In the Field Code for the corresponding Ascora Question, we will simply enter thaz **C. Description** – will display as a subheading or instruction/information line on the form in the App to provide the User with additional information about the specific question **D. Must Be Filled Out** Box – when this is Checked, the question is made mandatory for the User to complete. The User will not be able to finalise the Form without completing mandatory questions **E. Has Comments** – typically used for multiple choice questions, when Checked this will create a comments box on the form that allows the User to provide additional information related to the question with free text entry **F.** Choose an **Answer Type** from the drop-down menu . Some answer types will display additional options when selected. After you have entered the information for a Question, click the **Save** button ### *Answer Types* **NUMBER** – restricts User input to numeric values only **TEXT** – use for short, alpha-numeric answers. For example, a Task Name or a short answer **MEMO** – use for questions which require longer answers **DATE** – use for date entry fields **MULTIPLE CHOICE** – use for Yes/No or multi-choice questions. When selected, an option list will display for you to enter the available options for te User to choose from (eg, Yes, No, etc) **MULTIPLE CHOICE, MULTIPLE ANSWER** – works in a similar fashion to Multiple Choice however the User is able to select more than one of the available options **SIGNATURE** – use to capture and insert a Signature **HEADING** – choose this Answer Type for all company names, logos, document titles, headings, etc **PHOTO** – used to capture and/or insert images. The user will have the option to take a photo using the mobile device, or attach a photo that already exists on the mobile device. ### Creating a Question for a Checkbox or Multiple-Choice Response - Enter the Field Name and Description as before. Choose whether to mark this Question as Must Be Filled Out and/or Has Comments - Enter the Field Code. Remember that for Checkbox or Multiple-Choice Questions, the Field Code must be the Main Code - Select the Answer Type as Multiple Choice or Multiple Choice, Multiple Answer. A series of Options Boxes will appear - Enter the choices available to the user in the Options boxes. - In our Yes/No example before, the Main Code was thaz and the Option Codes were thaz_yes and thaz_no. So in the Option 1 box we would type yes and in the option 2 box we type no to match the suffix of the thaz codes [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddavdc12526e88a19d250e8843c1fca8669e.png) In our Multiple-Choice example before, our Main Code was pcon and our Option codes were pcon_Watch person, pcon_Barriers and pcon_Warning signs. Our Questions details would look like this: [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddav450d81245f19fa3d7a5b413c9445d209.png) ### Testing the Form Using the Ascora Mobile App To test the Form, log in to the Ascora Mobile App on your phone or tablet. It is important to work through the form in its entirety to ensure every field is configured and working correctly and also to ensure the final outputted form is correctly formatted. The screenshots below are based on the iPad version of the Ascora Mobile App. Log in to the Mobile App by entering your User email address and assigned Pin Code [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddav91021e3357e9b6a1b8df9529b9c381fb.png) If no Jobs are showing in the list, tap the **Filter** icon on the Side Menu. The Filter options will display. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddav3554d6acfe089ceb2938a0d1f2d6a751.png) In the WHEN section, activate Past, Today and Tomorrow by tapping the respective icons. In the STATUS section, activate Scheduled, In Progress and Completed. When ready, tap **Apply**. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddavcb29af8b99a21474392948e52fdb3785.png) Select any Job that is displayed in the List by tapping it. This will display the Job Card. Tap the **Forms** icon on the Side Menu. This will display the Job Forms screen. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddav9263a29aa56732a32dbea211d049ad83.png) Tap the **+Add** icon. This will display a drop-down list of all available Custom Forms. Select the Custom Form you wish to test by tapping it. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddav54739ead3a96b8677b02578ac63313d0.png) Work through the form, answering all the questions to identify any configuration issues. Once you have completed all the answers, tap **Save**. [](%F0%9F%91%A9%E2%80%8D%F0%9F%92%BBCustom%20Form%20User%20Guide/worddav97d7c03e3d85568e25bf0693bcef4598.png) A PDF version of the Form will now generate. Check through the PDF to identify any issues with the final output ℹ️***⚠ NOTE***The Customer Form will not be available in the Ascora Mobile App unless:A Form Template has been uploaded into AscoraThe Ascora Mobile App has been synchronised ### APPENDIX A – Available Standard Fields It is important that when you create the field code in the Form, it needs to be enclosed in squiggly brackets. **Example:***If you need to add the field code SiteCustomerName then it has to be added as****{SiteCustomerName}****in the Form.* **Site Customer****Notes**SiteCustomerNameSiteCustomerNumberSiteCustomerBNSiteCustomerFirstNameSiteCustomerLastNameSiteCustomerPhoneSiteCustomerFaxSiteCustomerMobileSiteCustomerAlternatePhoneSiteCustomerEmailSiteCustomerNotesSiteCustomerSiteNotesSiteContactFirstNameSiteContactLastNameSiteContactFullNameCareOfBillingNameSiteContactMobileSiteContactPhoneSiteContactEmailSiteContactFaxSiteContactRoleSiteAddressLine1SiteAddressLine2if is not address line 2, will be replaced by a combination of site customer suburb, state and postcodeSiteAddressLine3if there is an address line 2, address line 3 will be a combination of site customer suburb, state and postcodeSiteAddressSuburbSiteAddressStateSiteAddressPostcodeSiteAddressCountry**Billing Customer**BillingCustomerNameBillingCustomerFirstNameBillingCustomerLastNameBillingCustomerPhoneBillingCustomerFaxBillingCustomerMobileBillingCustomerAlternatePhoneBillingCustomerEmailBillingCustomerNumberBillingCustomerBNBillingCustomerNotesBillingCustomerSiteNotesBillingContactFirstNameBillingContactLastNameBillingContactFullNameBillingContactMobileBillingContactPhoneBillingContactEmailBillingContactFaxBillingContactRoleBillingAddressLine1BillingAddressLine2if is not address line 2, will be replace by a combination of site customer suburb, state and postcodeBillingAddressLine3if there is an address line 2, address line 3 will be a combination of site customer suburb, state and postcodeBillingAddressSuburbBillingAddressStateBillingAddressPostcodeBillingAddressCountry**Job**JobNameJobAddressLine1JobAddressLine2JobSuburbJobPostcodeJobStateJobCountryJobCustomField1JobCustomField2JobSectionNameJobNumberJobNoJobTypeJobSummaryJobWorkUndertakenJobTotalExTaxJobCompletedOnPurchaseOrderNumberClientOrderNumberPriorityCreatedOnCreatedByTotaltaxTotalAmountIncTaxTotalSuppliesChargeTotalLabourChargeTimeLoggedTimeRespondedReattendanceRequired**Service Tech**UserFirstNameUserLastNameUserFullNameUserTeamUserJobTitleUserMobileUserEmailAssignedUserFirstNameAssignedUserLastNameAssignedUserNameAssignedUserTeamAssignedUserJobTitleAssignedUserMobileAssignedUserEmail**Custom Forms**FormCompletionDateFormCompletedTime**Company Details**CompanyNameCompanyLegalNameCompanyPhoneCompanyFaxCompanyEmailCompanyWebsiteCompanyStreetLine1CompanyStreetLine2CompanyStreetLine3CompanyStreetSuburbCompanyStreetPostcodeCompanyStreetStateCompanyPostalLine1CompanyPostalLine2CompanyPostalLine3CompanyPostalSuburbCompanyPostalPostcodeCompanyPostalStateCompanyReg1CompanyReg1NameCompanyReg2CompanyReg2NameCompanyReg3CompanyReg3NameBankAccountNameBankAccountBSBBankAccountNumberExtraInvoiceTextTaxName --- # Sub Pages 👩‍💻Custom Form User Guide [🖥️ How to access Custom Form](/kb/how-to-access-custom-form) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📄Custom Form vs Document Template Source: https://ascora.com.au/kb/custom-form-vs-document-template Ascora provides two key features for managing business documentation: **Document Templates** and **Custom Forms**. While both serve different purposes, they allow you to standardize and automate important workflows within your business. ### **📄 Document Templates** ✔ Used for **invoices, quotes, job cards, and purchase orders**. ✔ Uploaded as **Word documents** via **Administration → Document Templates**. ✔ Enables customization of branding, layouts, and key information to maintain consistency across client communications. ### **📝 Custom Forms** ✔ Typically used for **safety checklists, compliance forms, risk assessments, and job-specific documentation**. ✔ Uploaded via **Advanced → Custom Forms**. ✔ Can include **dynamic fields** for easier data entry and automated reporting. Most **Custom Forms** are pre-built within Ascora under **Advanced → Custom Forms**. You can also download a **step-by-step guide** from this screen by clicking **Download Guide** to help you modify or create your own forms. ### **💰 Pricing for Custom Development** If you require professionally designed templates or forms, Ascora offers development services: ✔ **Custom Forms Creation:** $500 + GST ✔ **Document Template Creation:** $300 + GST Investing in these templates and forms helps streamline operations, ensuring consistency, compliance, and professional presentation of documents across your business. --- # Sub Pages [📄 Templates](/kb/templates) [📃 Document Template User Guide](/kb/document-template-user-guide) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # How to Ensure Mobile Devices Are Properly Connected and Updated Source: https://ascora.com.au/kb/how-to-ensure-mobile-devices-are-properly-con ## **To ensure your Ascora mobile app is up-to-date, follow these steps:** **Go to Administration Then Users** [](https://support.ascora.com.au/download/attachments/75989067/Admin%20-%20Users.png?version=1&modificationDate=1731544215207&api=v2) Adjust The Filter To Display Mobile Access [](https://support.ascora.com.au/download/attachments/75989067/Filter%20To%20Mobile%20Access.png?version=1&modificationDate=1731544227460&api=v2) **View The Last App Sync** [](https://support.ascora.com.au/download/attachments/75989067/Last%20App%20Sync.png?version=1&modificationDate=1731544251880&api=v2) **View The App Version** [](https://support.ascora.com.au/download/attachments/75989067/App%20Version.png?version=1&modificationDate=1731544265757&api=v2) ## **Note on the Numbering System** **6.90 [iPad - iOS 17.5.1]** This is broken up into two parts: - **6.90** = The Ascora App Version Number for iOS - **[iPad - iOS 17.5.1]** = The Apple Device Version Number [](https://support.ascora.com.au/download/attachments/75989067/66.png?version=1&modificationDate=1731544292983&api=v2) **4.80 [13]** This is broken up into two parts: - **4.80** = The Ascora Android Version Number - **[13]** = The Android Device Version Number [](https://support.ascora.com.au/download/attachments/75989067/67.png?version=1&modificationDate=1731544293417&api=v2) ## **Current Version as of****@December 9, 2024** **Ascora App** - **iOS**: 6.97 - **Android**: 4.83 ### **As of January 24, 2025, the latest iOS version is 18.2.1, compatible with the following iPhone models:** - iPhone XR - iPhone XS - iPhone XS Max - iPhone 11 - iPhone 11 Pro - iPhone 11 Pro Max - iPhone SE (2nd generation) - iPhone SE (3rd generation) - iPhone 12 mini - iPhone 12 - iPhone 12 Pro - iPhone 12 Pro Max - iPhone 13 mini - iPhone 13 - iPhone 13 Pro - iPhone 13 Pro Max - iPhone 14 - iPhone 14 Plus - iPhone 14 Pro - iPhone 14 Pro Max - iPhone 15 - iPhone 15 Plus - iPhone 15 Pro - iPhone 15 Pro Max - iPhone 16 - iPhone 16 Plus - iPhone 16 Pro - iPhone 16 Pro Max For detailed information on compatible devices, please refer to Apple's official support page. ### **iPad Models Compatible with iPadOS 18.2.1** Here is a list of iPad models that are compatible with iPadOS 18: - iPad mini (6th generation) - iPad mini (A17 Pro) - iPad (10th generation) - iPad Air (4th generation) - iPad Air (5th generation) - iPad Air 11-inch (M2) - iPad mini (5th generation) - iPad (7th generation) - iPad (8th generation) - iPad (9th generation) - iPad Air (3rd generation) - iPad Air 13-inch (M2) - iPad Pro 11-inch (1st generation) - iPad Pro 11-inch (2nd generation) - iPad Pro 11-inch (3rd generation) - iPad Pro 11-inch (4th generation) - iPad Pro 11-inch (M4) - iPad Pro 12.9-inch (3rd generation) - iPad Pro 12.9-inch (4th generation) - iPad Pro 12.9-inch (5th generation) - iPad Pro 12.9-inch (6th generation) - iPad Pro 13-inch (M4) These models are fully compatible with the latest iPadOS 18, offering access to the latest features and improvements. [](https://support.ascora.com.au/download/attachments/75989067/68.png?version=1&modificationDate=1731544293867&api=v2) ### **Android Devices Compatiable with Android 15** **Google Pixel Devices:** - Pixel 6, 6 Pro, 6a - Pixel 7, 7 Pro, 7a - Pixel 8, 8 Pro - Pixel Fold - Pixel Tablet **Samsung Devices:** - Galaxy S Series (S21 and newer) - Galaxy Z Series (Z Fold 3 and newer) - Galaxy A Series (A33 and newer) - Galaxy M Series (M33 and newer) - Galaxy F Series (F15 and newer) - Galaxy Tab Series (Tab S8 and newer) **OnePlus Devices:** - OnePlus 10 Pro, 10T, 10R - OnePlus 11, 11R - OnePlus 12, 12R - OnePlus Nord 3, Nord CE 3, Nord CE 3 Lite - OnePlus Open **Xiaomi, Redmi, and POCO Devices:** - Xiaomi 12, 12 Pro, 12T, 12T Pro - Xiaomi 13, 13 Pro, 13 Ultra, 13 Lite - Xiaomi 14, 14 Pro, 14 Ultra - Redmi Note 12 Series - Redmi Note 13 Series - POCO F5, F5 Pro - POCO X6, X6 Pro **Other Manufacturers:** - **Motorola:** Edge 40, Edge 40 Pro, Razr 40, Razr 40 Ultra - **Nokia:** XR21, X30, G60, G42 - **Nothing:** Phone (1), Phone (2) - **Oppo:** Find X6, Find X6 Pro, Reno 10 Series - **Realme:** GT 2, GT 2 Pro, GT Neo 3, 11 Pro Series - **Sony:** Xperia 1 V, Xperia 5 V, Xperia 10 V - **Vivo:** X90, X90 Pro, X90 Pro+, V29 Series - **iQOO:** 11, 11 Pro, Neo 7 Series ### **Android Devices Compatiable with Android 14** **Google Pixel Devices:** - Pixel 4a 5G - Pixel 5 - Pixel 5a - Pixel 6, 6 Pro, 6a - Pixel 7, 7 Pro, 7a - Pixel Fold - Pixel Tablet - Pixel 8, 8 Pro (shipped with Android 14) **Samsung Devices:** - Galaxy S Series: S21, S21+, S21 Ultra, S21 FE, S22, S22+, S22 Ultra, S23, S23+, S23 Ultra - Galaxy Z Series: Z Fold 3, Z Fold 4, Z Fold 5, Z Flip 3, Z Flip 4, Z Flip 5 - Galaxy A Series: A33, A34, A53, A54, A73 - Galaxy M Series: M33, M53, M54 - Galaxy Tab Series: Tab S7 FE, Tab S8, Tab S8+, Tab S8 Ultra, Tab S9, Tab S9+, Tab S9 Ultra **OnePlus Devices:** - OnePlus 8T - OnePlus 9, 9 Pro, 9R, 9RT - OnePlus 10 Pro, 10R, 10T - OnePlus 11, 11R - OnePlus Nord 2T, Nord CE 2 Lite - OnePlus Open **Xiaomi and Redmi Devices:** - Xiaomi 12, 12 Pro, 12T, 12T Pro, 12S, 12S Pro, 12S Ultra, 12 Lite - Xiaomi 13, 13 Pro, 13 Ultra, 13 Lite - Xiaomi Mix Fold 2 - Xiaomi Pad 6, 6 Pro - Redmi Note 11R, 11T Pro, 11T Pro+ - Redmi Note 12, 12 Pro, 12 Pro+, 12 Pro Speed, 12S, 12 Turbo - Redmi K50, K50 Pro, K50 Gaming, K50i, K50 Ultra - Redmi K60, K60E, K60 Pro **Motorola Devices:** - Motorola Razr 40, Razr 40 Ultra, Razr 2022 - Motorola Edge+ (2023), Edge (2023), Edge (2022) - Motorola Edge 40 Pro, Edge 40 Neo, Edge 40 - Motorola Edge 30 Ultra, Edge 30 Pro, Edge 30 Neo, Edge 30 Fusion - Moto G (2023), G Stylus 5G (2023), G Stylus (2023), G Power 5G - Moto G84, G54, G73, G53, G23, G14 **Other Manufacturers:** - **Nothing:** Phone 1, Phone 2 - **Realme:** GT 2, GT 2 Pro, GT Neo 3, GT Neo 3 150W, 11 Pro, 11 Pro+, Narzo 60, Narzo 60 Pro, GT Neo 3T, C55, 10, 10 Pro, 10 Pro+, Narzo N55, 11, 11X, 9, 9 5G, 9i, 9 Pro, 9 Pro+, GT, Narzo 60X, Narzo 50, Narzo 50 Pro, C53, C51, Narzo N53 - **Sony:** Xperia 1 V, Xperia 10 V, Xperia 5 V, Xperia 5 IV, Xperia 1 IV, Xperia 10 IV - **Asus:** ROG Phone 7, 7 Ultimate, ROG Phone 6, 6 Pro, 6D, 6D Ultimate, Zenfone 9, Zenfone 10 [](https://support.ascora.com.au/download/attachments/75989067/68.png?version=1&modificationDate=1731544293867&api=v2) ## **How to Update IOS On Iphone** **Go to settings Then General** [](https://support.ascora.com.au/download/attachments/75989067/apple%20update%20settigns.png?version=1&modificationDate=1731544540080&api=v2) **Software Update** [](https://support.ascora.com.au/download/attachments/75989067/Software%20Update.png?version=1&modificationDate=1731544540660&api=v2) --- # Sub Pages [📱 iOS App](/kb/ios-app) [📱 Android App](/kb/android-app) --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🖥️How to Remove Formulas or Paste Data as Values in Excel Source: https://ascora.com.au/kb/how-to-remove-formulas-or-paste-data-as-value When importing supplies or supply prices into Ascora using the *Ascora Supply Import Template*, it’s crucial to remove any formula-based numerical data. Formulas can cause import errors or unintended changes in pricing, which may impact your supply records. By pasting data as values, you ensure: ✔ **Stable and accurate pricing updates** without recalculations. ✔ **No dependency on external Excel formulas**, reducing errors. ✔ **Clean and error-free imports** that align with Ascora’s formatting requirements. This guide will walk you through: - **Identifying and selecting formula-based cells** in your import template. - **Copying and pasting data as values** to remove all formulas. - **Verifying data integrity** before proceeding with the import. By following these steps, you can confidently import your updated supply data into Ascora without worrying about formula errors or inconsistencies. --- When you're using the *Ascora Supply Import Template* (see [⤴️ Importing Supply Price List](/kb/importing-supply-price-list) ) to import your supplies or supply prices, it is important to ensure that you remove any formula based numerical data. In this example, we are removing the formulas in column J by pasting the data as values. [](%F0%9F%96%A5%EF%B8%8FHow%20to%20Remove%20Formulas%20or%20Paste%20Data%20as%20Values%20i/image2021-2-1_20-45-38.png) **1.**Start by selecting the data then right click and select copy. [](%F0%9F%96%A5%EF%B8%8FHow%20to%20Remove%20Formulas%20or%20Paste%20Data%20as%20Values%20i/image2021-2-1_20-48-27.png) **2.**Click **Paste**menu and select the first option below Paste Values which is indicated by the numbers 123. [](%F0%9F%96%A5%EF%B8%8FHow%20to%20Remove%20Formulas%20or%20Paste%20Data%20as%20Values%20i/image2021-2-1_20-57-36.png) Your data is now pasted as values and you can repeat the steps for the rest of the columns with formulas. --- # Sub Pages [🔄 Importing Guides](/kb/importing-guides) [⤴️ Importing Supply Price List](/kb/importing-supply-price-list) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 🔎Search for an Existing Enquiry Source: https://ascora.com.au/kb/search-for-an-existing-enquiry Keeping track of customer enquiries is essential for maintaining an organized sales pipeline and providing timely responses. Ascora’s **Enquiries List** allows you to efficiently manage, search, and filter your enquiries, ensuring no lead or customer request goes unnoticed. This guide will walk you through how to **view, search, and filter existing enquiries**, enabling you to quickly find relevant information, update enquiry details, and take the necessary next steps—whether that’s following up, converting an enquiry into a quote or job, or assigning it to the right team member. By using Ascora’s **search and filtering tools**, you can streamline your workflow, reduce response times, and improve your overall customer management process. --- Choose the **Enquiries Icon**in the Top Menu to display the Enquiries List. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FTop%20Menu%2FTop_Menu_Enquiries.png) ### View an Existing Enquiry In the Enquiries List Screen, click the **View**button located beside the Enquiry to view and/or edit that Enquiry’s details. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FEnquiries%2FView_Enquiry_Button.png) ### Filter the Enquiries List Narrow your search by filtering the Enquiries List by Company, Enquiry Status, Lead Source, the Assigned User and/or the Enquiry Rating. [](%F0%9F%94%8ESearch%20for%20an%20Existing%20Enquiry/image2021-8-7_14-21-3.png) ## Search Using the Global Search Box You can enter any Enquiry related information into the **Search**box and the Enquiries List will refine as you type. For example, if you know the person is located in Fremantle, as you type “Fre” the Enquiries List will refine to only show Enquiries whose details include “Fre”. [](https://ascora.com.au/Assets/Content/Images/HelpGuides%2FEnquiries%2FGlobal_Search_Enquiries.png) --- # Sub Pages [🔎 Search for an Existing Quote](/kb/search-for-an-existing-quote) [🔎 How to Search for an Existing Customer](/kb/how-to-search-for-an-existing-customer) [📞 Enquiries Guides](/kb/enquiries-guides) [📲 How Enquiry Works](/kb/how-enquiry-works) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # Splitting Income Codes Source: https://ascora.com.au/kb/splitting-income-codes ## 📽 Watch the video guide ⤵ Video guide (to be re-embedded): Tutorials - Splitting Income Codes --- In Ascora, you are able to direct your revenue across different GL code based on your **Job Type** or if you’re tracking your **supplies** GL code. To direct your different Job Types to the different GL codes, you’ll be able to set this via **Administration > Jobs > Job Types > Edit > Account labour income code OR Account Materials Income Code** If you are tracking income based on Materials, you may set your specific GL to be pushed across via **Inventory > Supplies > Select the relevant supply with a double click > Set income code** Most clients track only key items as part of supplies such as tractors or specific machineries income, if any for example, as tracking every single supply is normally unnecessary or can be daunting. 💡NOTE: Any specific income code set within Job Type and Supplies will take precedence over the default income code set in Accounts Integration screen. All other job type or supplies without any specific set income code will continued to be pushed to your default income code. --- # 🏙️Using Multiple Companies in Ascora Source: https://ascora.com.au/kb/using-multiple-companies-in-ascora Ascora’s **multi-company support** allows businesses operating under different brands or locations to manage operations efficiently within a **single platform**. Whether you run multiple branches, divisions, or businesses under different trading names, this feature ensures that each company maintains **separate branding, financial data, and workflows** while keeping everything centralized in Ascora. With multi-company functionality, you can: ✔ Set up **distinct companies** with unique branding, contact details, and document templates. ✔ Assign **specific jobs, quotes, and invoices** to the correct company. ✔ Maintain **separate accounting and payroll settings** per company for accurate financial tracking. ✔ Ensure staff access is limited to their **assigned company** for better workflow management. This guide provides step-by-step instructions on **configuring, managing, and troubleshooting** multiple companies in Ascora, helping you keep operations organized while maintaining **financial and operational clarity** across all business units. [Setting Up a New Company in Ascora](#192c74d8-3182-805b-93d1-c656ec930c2f)[Using Multiple Companies for Quotes and Jobs](#192c74d8-3182-8049-a057-e0ed0d416a2d)[Managing Purchase Orders by Company](#192c74d8-3182-802c-bf66-d219bbd848b2)[Creating Document Templates per Company](#192c74d8-3182-8017-bb14-ea1eadd344b2)[Accounting Integration by Company](#192c74d8-3182-80b2-9e5a-d48cf558e41e)[Payroll, Supplies, and Supplier Invoicing by Company](#192c74d8-3182-801a-8d1f-f71ef709ebd1)[Configuring Rates and Charges by Company](#192c74d8-3182-80fe-9b21-fa869774d77f)[Enquiries, Follow-Ups, and Reporting by Company](#192c74d8-3182-80d4-b17b-ca102fd5491d)[Managing Staff Access by Company](#192c74d8-3182-80fa-909d-e77f4ef7ff87)[Email Configuration by Company](#192c74d8-3182-808d-ae96-ce6c6cce58c6)[Checklist and Troubleshooting Tips](#192c74d8-3182-8017-a3c5-d12b6263fdbd)[Troubleshooting Tips](#192c74d8-3182-80e8-a674-c4a44bebfeb2)[Sub Pages](#192c74d8-3182-8043-9303-f95a809b4481)[](#192c74d8-3182-802b-a3a3-ea0f2ba634ab) --- ## Setting Up a New Company in Ascora 1. **Navigate to Administration → Company Details** [](%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Untitled_design_(11).png) 1. **Add a New Company**Click “+ Add Company” and enter the required details, including the company’s legal name, phone number, email, etc.To simplify operations, you may want to set a company as the default so its details populate automatically in jobs, quotes, and invoices. [](%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Untitled_design_(12).png) 1. **Customize Your Company Profile**Upload branding elements, such as your logo, Terms and Conditions, and invoice header. Having separate branding elements for each company ensures consistency with each brand’s identity. [](%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Untitled_design_(13).png) 1. **Save Your Setup** - Once all details are entered, click the “Save” button in the upper right corner. [](%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Untitled_design_(14).png) ℹ️**Best Practice:** Use clear naming conventions for each company to easily distinguish between them when navigating in Ascora. ℹ️***Example Scenario:****For example, let’s say you own two businesses: ‘Spark Electricals’ and ‘Flow Plumbing.’ You can set up each business in Ascora with unique branding, contact details, and templates. You may also want to set ‘Spark Electricals’ as the default if it’s the primary focus of your business.* --- ## Using Multiple Companies for Quotes and Jobs When you create or edit a quote or job, simply select the company to which it should be associated from the Company dropdown menu within the details section. This helps keep quotes, jobs, and invoices organized and specific to each brand. **Expected Results:** When viewing your Quotation, Job, and Invoice lists, these documents will be filtered according to the selected company. --- ## Managing Purchase Orders by Company 1. **Set the Delivery Method to Yard**In the Purchase Order Details, select the relevant company and set “Deliver To” as Yard. This selection will display the company’s physical address as the delivery destination. 1. **Destination Location Note**The “Destination Location” refers to where inventory is stored upon receipt, distinct from the delivery address on the Purchase Order. --- ## Creating Document Templates per Company Document templates allow for brand consistency. Customize templates with company-specific logos and details, ensuring that quotes, invoices, and other documents reflect each brand’s identity. 1. **Upload Custom Templates**Go to Administration → Document Templates and click “Add New.” Upload the template and name it based on the company. 1. **Selecting Templates in Quotes**When creating a quote, select the appropriate template (e.g., “Quote Template - Company B”) for brand alignment. [](%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Untitled_design_(15).png) ℹ️**Best Practice Tip:** Name templates in a way that clearly identifies the company they belong to (e.g., "Invoice_Template_Spark"). ℹ️**Expected Results:** Each quote, job card, and invoice will display the branding specific to the selected company when the document is generated. --- ## Accounting Integration by Company Ascora allows each company to have separate accounting settings, facilitating accurate financial reporting and streamlined management. 1. **Set Separate Accounting Information**Go to Administration → Accounts Integration and select “Separate accounting settings per company.” Assign existing accounting information to each set-up company. 1. **Assign Accounting Codes**Link each company to an accounting package and assign relevant codes. [](%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Accounts_.png) --- ## Payroll, Supplies, and Supplier Invoicing by Company This feature allows you to separate payroll, supplies, and supplier invoicing for each company. - **Payroll**: Go to Administration → Payroll Settings to split payroll settings per company. [](%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Payroll_Multi_Company.png) - **Supplies**: Adjust account codes per company in Inventory → Supplies. [](%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Supplies_-_Multi_Company.png) - **Supplier Invoices**: Within a supplier invoice, select the associated company and adjust codes if needed. [](%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Payroll_Multi_Company.png) --- ## Configuring Rates and Charges by Company Different rates and charges can be set per company for accurate financial tracking. Adjust settings under Administration → Rates and Charges. [](%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Rates_and_Charges_Multi_Company.png) --- ## Enquiries, Follow-Ups, and Reporting by Company - **Enquiries**: Customize enquiry codes per company under Administration → Enquiries. [](%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Enquiries_Multi_Company.png) - **Follow-Ups**: Adjust follow-up automations based on the company under Administration → Follow-Ups. [](%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Follow_ups_multi_company.png) - **Reporting**: Filter reports by company for detailed analysis specific to each brand. [](%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Follow_ups_multi_company.png) --- ## Managing Staff Access by Company Assign users to view only the tasks related to their assigned team. Scheduler groups can further help filter tasks by team, allowing staff to focus on work specific to their assigned company. [](%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Scheduler_groups.png) --- ## Email Configuration by Company Emails sent via the Ascora Email Server will use the address linked to the selected company. Third-party email systems will use the settings configured under general system settings. [](%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Email_setting_multi_company.png) --- ## Checklist and Troubleshooting Tips Here’s a quick checklist to ensure successful multi-company setup: 1. Confirm all company-specific settings, including names, email addresses, and templates, are correctly configured. 1. Verify that all accounting, payroll, and inventory codes align with the correct company. 1. Test email configurations by sending test messages from each company. ## Troubleshooting Tips - **Issue**: Templates not displaying correct company branding.**Solution**: Recheck template selection and verify company name before generating the document. - **Issue**: Incorrect company appearing on invoices.**Solution**: Verify default company settings and confirm company selection at the start of each invoice creation. - **Issue**: Inconsistent payroll data.**Solution**: Ensure payroll settings are correctly split per company and codes are updated in each system. - **Issue**: Accounting package not matching Ascora.**Solution**: Go to Reports >> Invoice Report >> Generate Reconciliation Report And Fix Discrepancies [](%F0%9F%8F%99%EF%B8%8FUsing%20Multiple%20Companies%20in%20Ascora/Untitled_design_(16).png) --- With these steps and best practices, managing multiple companies in Ascora should be smooth and efficient. Refer to each section and apply settings that align with your specific needs for each business entity. --- # Sub Pages # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** --- # 📈Using the Accounts Reconciliation Reports Source: https://ascora.com.au/kb/using-the-accounts-reconciliation-reports Keeping your financial records accurate and up-to-date is essential for maintaining a **healthy cash flow and compliance**. Ascora’s **Accounts Reconciliation Reports** help ensure that **invoices and payments** are correctly synced between Ascora and your accounting platform (**Xero, QuickBooks, or MYOB Live**). These reports allow businesses to: ✅ **Identify missing or unsynced invoices** between Ascora and the accounting system. ✅ **Quickly detect discrepancies** in payments and fix them automatically. ✅ **Resolve connection issues** that may have caused failed data transfers. ✅ **Ensure seamless reconciliation** without manually comparing records in two systems. With **automated reconciliation tools**, you can **save time**, **eliminate manual errors**, and **ensure financial consistency** across all transactions. This guide walks you through the **Reconciliation Report**, how to **fix discrepancies**, and how to **run a Payments Report** to ensure all transactions are correctly recorded. --- You must first connect your Accounting Package to Ascora before you can use the reporting piece and you can connect it in **Administration → Account Integration.** ℹ️Accounts Reconciliations is available for **Xero, QuickBooks,**and **MYOB Live**but not for MYOB Essentials. ## Reconciliation Report Reconciliation Report is used to go through all invoices in Ascora and your Accounting Package and it helps pick up the invoices that have not pushed across from Ascora to your accounting package such as Xero. It doesn't touch those invoices that are not coming from Ascora. It is helpful as sometimes the system may be down or Xero API is down and you can use this report without having to go through and compare everything in Xero and Ascora manually. **1.**Go to the **Reports → Invoice Report →**enter the **Date Range** and click **Generate Reconciliation Report.** [](%F0%9F%93%88Using%20the%20Accounts%20Reconciliation%20Reports/image2021-1-11_19-22-18.png) ## Reconciliation Report And Fix Discrepancies If after running the Reconciliation Report and you pick up discrepancies, you can run **Reconciliation Report And Fix Discrepancies** to go through and compare the invoices and if they don't match to the Ascora invoices, it will then update the invoices in your accounting package. If it fails, it could be due to an old invoice, locked invoice, or an invoice with a reconciled payment. It will also check the payments against the invoices. For example, if you have payments in Ascora that have not been pushed across to Xero, it will update them and the same works if payments were made in Xero but failed to push across to Ascora. ℹ️**Note:** Y*ou may need to run the Reconciliation Report again to see what has been fixed and the ones left with some actions still required.* [](%F0%9F%93%88Using%20the%20Accounts%20Reconciliation%20Reports/image2021-1-11_19-36-42.png) ## Payments Report This report does the same thing by running a report and identifies discrepancies but from payments point of view. For example, you may need to check if all payments received last month in Ascora have been pushed across to your accounting package. If after running this report and you notice discrepancies, you have the option to **Reconcile Payments in Accounting Package.** [](%F0%9F%93%88Using%20the%20Accounts%20Reconciliation%20Reports/image2021-1-11_19-48-13.png) ℹ️**Note:** *If your accounting package fails to connect to Ascora, make sure that you are connected****.****For example, there might be some limitations in Xero side but you can simply click Disconnect and then Reconnect afterwards.* You can do this by going to **Administration → Accounts Integration.** [](%F0%9F%93%88Using%20the%20Accounts%20Reconciliation%20Reports/image2021-1-11_19-58-29.png) --- # Sub Pages [↪️Integrating Ascora with QuickBooks](/kb/integrating-ascora-with-quickbooks) [↪️Integrating Ascora with Xero](/kb/integrating-ascora-with-xero) [↪️Integrating Ascora with MYOB Essentials](/kb/integrating-ascora-with-myob-essentials) [↪️ Integrating Ascora with MYOB AccountRight](/kb/integrating-ascora-with-myob-accountright) [↪️ Integrating Ascora with MYOB Live](/kb/integrating-ascora-with-myob-live) # --- **Need Help?****** [☑ Help: How to Articles & Troubleshooting Guides](/kb/help-how-to-articles-troubleshooting-guides) **Got a question?** [❓ Frequently Asked Questions](/kb/frequently-asked-questions) **Submit an Idea 💡**Go to **[Ideas Portal](https://www.ascora.com.au/IdeasLogin?state=c5621fec7344bcda281eb115042ab4cb-6629863570148233866&return_to=%2F)** ---