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Documentation Index

Fetch the complete documentation index at: https://help.propops.app/llms.txt

Use this file to discover all available pages before exploring further.

This guide walks you through the complete lifecycle of a job — from creation, through contractor assignment and completion, to financial close-out.
Before you begin, make sure your administrator has configured at least one branch, job type, and priority level under Settings → Job Tags.

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1. Create the job

1

Open the job form

Go to Jobs in the sidebar and select Create Job.
New Job Light Mode
2

Fill in the basics

Set the , , and . Enter a clear — something like “SINK REPAIR” — and write a full description in the rich-text editor.
3

Set the property address

Addresses are created independently from jobs, if the address hasn’t been added to the system before you will be presented with a add new address form automatically
4

Link the tenant

Search for the tenant in the Tenants field and select them. If the tenant doesn’t exist yet, you can create a new tenant from within the job and assign it to the address so they are automatically selected on future jobs or previous jobs as the current tenants.
5

Save the job

Select Create. PropOps assigns a unique job reference and sends notifications to the relevant parties.

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2. Assign a contractor

1

Find the right contractor

Open Contractors → Coverage Map from the sidebar. Enter the property postcode in the search bar. The map shows which contractors cover that area, with isochrone overlays showing realistic travel coverage.
2

Check their credentials

Select a contractor on the map to see their trades, certifications, and current workload. Make sure they hold valid certifications for the job type.
3

Assign them to the job

Go back to your job record and edit it. In the Contractor field, search for and select the contractor you chose. Save the job — the contractor receives a notification with the job details.
PropOps Web can suggest the best contractor automatically based on trade and location. Look for the suggestion in the contractor assignment field.

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3. Track progress

Once the contractor is assigned, the job moves through the lifecycle:
What happensWhat you see in PropOps
Contractor accepts the jobStatus changes to Assigned
Work begins on siteStatus changes to In Progress
Contractor adds updatesNew case notes appear in the job timeline
Photos or documents uploadedAttachment count increases in the job header
You can add your own case notes at any point — type in the Case Notes panel and attach photos or documents as needed.

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Monitor the SLA

The SLA indicator on the job card shows how much time remains before the target deadline. If the job approaches its deadline, PropOps sends automated warnings. A missed deadline is recorded as an SLA breach in the audit log.

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4. Complete the job

1

Contractor submits completion

The contractor marks the job as complete and adds a completion note with any relevant details or photos.
2

Review the work

Open the job and review the case notes, photos, and completion details. If you’re satisfied, move the status to Closed.
3

Handle issues

If the work isn’t right, select Actions → Recall Job to reopen it. Enter the reason — the contractor is notified and the job appears in Jobs → Recalls.

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5. Close out financially

1

Raise the invoice

Go to the Financial tab on the job. Enter the invoice number, agent price (ex. VAT), contractor total, and any budget figures. VAT is calculated automatically.
2

Record payments

As payments come in, mark each one in the Financial tab — client payment received, contractor payment sent, commissions paid. The payment status updates automatically.
3

Verify the job is settled

When all payments are recorded, the job shows Payment Complete. It’s now fully closed.

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What’s next?

Managing Contractors

Set up contractor profiles, certifications, and coverage areas.

Financial Workflows

Learn about invoicing, payment tracking, and reconciliation.