Jobs

A Job is one piece of work — "Sarah & John's wedding", "Acme headshots, spring". It holds the quote you sent, the bookings you shot, the invoices you raised, the contract that was signed, and every payment that came in against any of them. Open the job and you see the whole story on one page: what was agreed, what has been paid, and what is still outstanding.

You never have to create a Job by hand. Every quote, booking, invoice and contract is filed into one automatically the moment it is created, and records that belong together are filed into the same job.

How records land in a job

Jobs are numbered JOB-YYYY-#### and shown on the job's page, in the Job panel on every quote, booking, invoice and contract, and in the sidebar under Jobs.

Tip: A record can only be in one job at a time, and a job has one currency. If you try to add a record in a different currency, Seleckt refuses rather than mixing the numbers.

The Jobs page

Jobs in the sidebar lists every job with its reference, title, client, status, next shoot date, and the three money figures — Total, Paid and Balance. Switch between All / Open / Completed / Cancelled, filter by client, or search by reference, title or client.

New job creates an empty job with a title, client and currency, for when you want to start filing before the first quote exists.

The job page

Open a job to see:

• Header — reference, editable title, client (or "No client yet" until the first record with a client arrives), currency and a status selector.
• Money summary — Total, Paid and Balance across everything in the job, with a note on where the total came from (see How the money adds up).
• Four cards — Quotes, Bookings, Invoices and Contracts. Each row links to its record. Add existing files a record you already have; Create new opens the right form with the client and currency filled in and files the result here. A row's menu can Detach it, which leaves the record intact but "Not in a job".
• Payments — every payment on the job in one list, whether it was recorded on a booking or on an invoice. Invoice rows link to the invoice; booking rows keep their refund actions.
• Timeline — the combined history of the job and all its records: quote sent and accepted, booking created from the quote, invoice converted, items billed from the quote, payment recorded, contract signed, records added or removed, and so on. An event that touches several records — an invoice cancelled and reissued, a quote revision accepted — is listed once, on the record it is about, even though each record's own history notes it.
• Notes — free text for anything that does not fit elsewhere.

Merging two jobs

If the same work ended up split across two jobs, open the one you want to keep, choose Merge another job into this one… from the header menu and pick the other. Its records move here and it is deleted; this job keeps its reference, title and client. The timeline records the merge, and each moved record's own history shows it leaving the old job and joining this one.

Deleting a job

Delete job removes only the job. Every quote, booking, invoice, contract and payment in it is kept and becomes "Not in a job", ready to be filed again; each record's history notes that its job was deleted.

How the money adds up

• Total is what the work is worth. Seleckt takes, in order: the sum of the job's invoices; otherwise the accepted quote's total; otherwise the booking amounts. If the invoices so far add up to less than the accepted quote — a deposit invoice, say, or a quote billed item by item with items still to invoice — the quote total is used until the invoices catch up. The summary says which of these it used.
• Paid is every settled payment on the job, from both the booking and the invoice side, net of refunds. A booking deposit that was later reflected on the invoice is counted once.
• Balance is Total minus Paid. When more has been collected than the total, it reads Overpaid. When there is no live total but money was kept — a cancelled booking whose deposit was retained — it reads Retained.

The same figures appear on the booking's billing card as Collected and Outstanding, so the booking never again shows "no payments" while its invoice is paid.

A job never gives your client two ways to pay the same money. Until a booking is confirmed, its deposit is paid on the booking. Once a confirmed booking's invoice has been sent — and nothing paid on the booking is still waiting to be credited, taken back off, or captured — the client pays the invoice and the booking's pending instalments are hidden from them; if that invoice is cancelled or unlinked, the instalments come back. On a quote billed item by item, the client pays the parts one after another: cancelling the part a booking points at moves the booking to another part of the quote (deposit credits on it are released — the booking page's credit banner shows where they can go), and once a part is paid the client is sent on to the next part that still has a balance. Money already paid on the booking is credited on the invoice, and the booking page tells you when that credit needs updating.

The guided flow

For a typical shoot the job walks you from quote to done without opening an edit page:

1. Send a quote. When the client accepts, the quote page shows Next steps.
2. Create booking — the booking form opens prefilled from the quote (client, title, currency, total and your default deposit) and the booking is filed into the same job.
3. Convert to invoice — choose a due date (14 days by default) and, if you like, invoice a deposit only as a percentage of the accepted total. The balance can be invoiced later. If the client pays for the quote in parts, use Bill selected items… instead, then Bill remaining items when the rest is due (see Billing items separately).
4. Get paid. Whether the client pays the invoice online or hands you cash that you record on the booking, the job's Paid figure moves.
5. Confirm the booking — when the deposit arrives on the invoice and the booking is still waiting on money, the booking page offers Deposit received on INV-xxx. Confirm booking? One click; nothing is confirmed for you automatically.
6. Handle a change order — if the client adds to the job after accepting, Revise quote sends them a new version to accept online; the job keeps its accepted value until they do, and the job page then offers to update the draft invoice, issue a change-order invoice, bill the items still left on a quote billed item by item, or align the booking's agreed total. See Revising an accepted quote.
7. Mark the job completed — once every booking in the job is finished, the agreed amounts have been invoiced, and nothing is outstanding, the job page offers Mark completed. Again, one click, never automatic.

Job statuses

Changing a job's status never changes the status of the records inside it.

Quick reference