Jobs — the spine of every vehicle wrap project

Who it's for

Everyone on the shop floor uses the Jobs board. The owner or manager creates jobs, sets priorities, and monitors pipeline health. Installers check their assigned cards for due dates and stage checklists. Designers watch for jobs that need artwork. Production staff confirm material availability before pulling inventory. Front-desk staff can create jobs directly from a phone call by entering the customer and vehicle details in the new-job wizard.

Where it fits

Jobs is the starting point and the central spine of the entire Wraptor workflow. Every other major module — Quotes, Proofs, Calendar, Invoicing, Files — threads back to a job record. See workflow-map.md for the full lifecycle diagram. See personas.md for how each role interacts with Jobs at each stage.

Overview

A job is the record Wraptor creates the moment you decide to track a piece of work. It holds the customer, the vehicle, the coverage type, the priority, the timeline, every file uploaded, every note taken, every status change logged, and every dollar quoted and billed — all in one place.

The main Jobs screen is a Kanban board organized by workflow stages (for example: Lead → Quote Sent → Approved → Scheduled → Installing → Complete). You can also view jobs as a grid or list. Jobs that are on hold or completed (archived) sit in a drawer at the bottom of the screen, out of the way but easy to reach.

Wraptor auto-generates a job number in the format JOB-0001, JOB-0002, etc. It also auto-generates a job title from the customer name, vehicle, and coverage type — you can override both.

Jobs board (/jobs) The default view after signing in. Shows all active (not on-hold, not archived) jobs as Kanban columns. Each column is one workflow stage. You can filter by stage by clicking the stage name in the flow bar at the top.

Kanban view — drag-and-drop cards between stage columns. Each card shows the job number, title, customer/vehicle, assigned installers, proof thumbnails, file count, quote/invoice counts, checklist progress, and a material-availability indicator (ready / low / insufficient).
Grid view — a compact card grid. Useful when you have many jobs. Toggle between kanban and grid with the view switcher.
Stage flow bar — the row of chevron-shaped stage tabs at the top of the board. Click a stage to filter the board to that stage only. Click again to clear the filter.
Search — a live search box that matches job number, title, company name, or contact name.
On-hold badge — a count badge in the toolbar shows how many jobs are on hold. Click it to expand the on-hold list from the bottom drawer.
Archive drawer — a bottom drawer (fixed to the bottom of the page) that contains completed (archived) jobs and on-hold jobs. The last 50 completed jobs are listed with their completion date.

New job wizard (/jobs/new or the + button on the board) A three-step modal:

Customer — search and select an existing customer, or create a new one (company name, contact name, email, phone).
Vehicle — select an existing vehicle for that customer, or create a new one (type, year, make/model from catalog or custom, wheelbase, color).
Job details — choose coverage type, pick a material tier (optional), set a due date, and confirm or edit the auto-generated title.

Job detail panel Clicking any Kanban card opens a full-screen modal (or navigates to /jobs/[id] which redirects to ?open=[id] on the board). The panel is the complete job record. It includes:

Header with editable job number, title, and description (click-to-edit inline).
Stage flow bar showing the current stage; click a stage chevron to advance or rewind the job.
Status updater dropdown (same effect as dragging a card or clicking the flow bar).
Vehicle info panel — customer details, vehicle year/make/model, wrap type, estimated sq ft.
Assigned installers — avatar pills, add/remove installers.
Deposit paid / balance due toggles.
Start date and due date.
Notes tab — internal notes with a raw-text input and an AI "Clean up & extract" button that polishes notes and can auto-fill job fields (description, wrap type, due date, vehicle details).
Checklist tab — checklists auto-created from stage templates, each with items that can be check boxes, text fields, number fields, or select fields.
Files tab — all uploaded files (images and PDFs shown as thumbnails); upload new files; set a file as the job thumbnail.
Proofs tab — proof versions sent to the customer (links to the Proofs module).
Quotes & Invoices tab — a list of quotes and invoices attached to this job (links to the Billing module).
Time tracker — start/stop a live timer or log manual time; activities: Design, Production, Installation, Removal, Other.
Profitability panel — revenue, material cost, labor cost, margin %, updated in near-real-time from quotes and inventory usage.
Install brief — a structured handoff sheet for the installer with notes, reference photos, and special instructions.
Vehicle inspection — before/after photo capture with labeled categories and notes.
Email thread — the job's email history from WraptorMail (paid plans).
AI chat — an in-panel AI assistant pre-loaded with job context (title, customer, vehicle, wrap type, status, recent notes).
Status history — a full log of every status change with timestamps and the user who made the change.

Fleet parent job Jobs with a COMMERCIAL_FLEET wrap type can have child jobs — one per vehicle in the fleet. A fleet progress bar on the parent card shows how many child jobs have reached the terminal stage.

Capabilities

Creating and editing jobs

Create a new job from the board (+ button or /jobs/new), from a customer record, or from a quote.
The job wizard creates customer and vehicle records on the fly if they don't already exist.
Edit title, description, and job number inline on the detail panel.
Change vehicle, wrap type, estimated sq ft, start date, due date, and priority without opening an edit form — all are inline.
Toggle deposit paid status.
Toggle balance due flag.

Moving jobs through stages

Drag and drop a Kanban card to a new column.
Click a stage chevron in the stage flow bar on the board or in the detail panel.
Use the stage dropdown in the detail panel.
Every stage change is recorded in Status History with a timestamp, the previous and new status, and an optional note.
When a job moves to a stage with a checklist template, Wraptor auto-creates the checklist for that stage.
When a job reaches the terminal stage (e.g., Complete), Wraptor captures a pricing snapshot for AI-assisted pricing on future jobs.
After any status change, Wraptor offers to send a status-update email to the customer (requires paid plan with WraptorMail).

Holding and archiving jobs

Put a job on hold from the card's action menu (three-dot menu). Provide an optional reason. The job moves to the on-hold list at the bottom of the board and no longer appears in the active Kanban view.
Restore a held job by expanding the on-hold drawer and clicking "Restore."
Archive a job (mark as complete) by setting completedAt. Archived jobs appear in the completed section of the archive drawer.
Unarchive a job to return it to the active board.

Assigning installers

Add one or more team members to a job from the "Installers" section on the detail panel.
Remove an assignment from the same panel.
Assigned users see the job on their calendar if a schedule event exists.

Notes and AI tools

Add internal notes at any time from the Notes tab. Notes are visible to all shop users but not to the customer by default.
Type rough notes (e.g., from a customer call) and click "Clean up & extract." The AI polishes the text and extracts structured fields. Review the extracted fields and click "Apply" to update the job record.

Checklists

Checklists auto-generate when a job enters a stage that has a checklist template configured.
Items can be check boxes, free-text fields, number inputs, or dropdowns.
Checklist progress is shown on the Kanban card as a progress bar.

Files and photos

Upload any file to a job from the Files tab.
Image and PDF files are shown as thumbnails.
Set any image as the job thumbnail (shown on the Kanban card).
The vehicle inspection panel captures labeled pre/post-install photos.

Time tracking

Start a live timer for a job with one click; stop it when the activity is done. Activities: Design, Production, Installation, Removal, Other.
Log time manually (hours, activity, notes, billable flag, rate).
View all time entries with totals on the detail panel.
Time feeds the profitability calculation.

Profitability

The profitability panel aggregates invoice revenue, material costs from inventory usage, and labor costs from time entries.
Margin and margin percentage are shown with color coding (green ≥ 40%, yellow ≥ 20%, red below 20%).

Fleet management

Create child jobs for each vehicle in a fleet from the parent job's detail panel.
Child jobs inherit the parent's wrap type, description, priority, due date, and customer.
The parent card shows a fleet progress bar (completed / total child jobs).

Deleting a job

Delete permanently from the action menu. This removes all files, notes, and checklists. The action requires confirmation. Quotes associated with the job are unlinked but not deleted.

Step-by-step tasks

Create a new job
1. Click the + button at the top of the Jobs board (or go to /jobs/new).
2. In Step 1, search for an existing customer by name or email. Select them, or click "Create New Customer" and fill in the company name, contact name, email, and phone.
3. Click Next: Vehicle. If the customer has vehicles on file, select one. Otherwise click "Add New Vehicle," choose the vehicle type, and fill in year, make, model, wheelbase, and color. Use the catalog dropdowns for common makes and models.
4. Click Next: Job Details. Choose the coverage type (e.g., Full Wrap). Optionally pick a material tier and set a due date. The title is auto-generated; edit it if you prefer something different.
5. Click Create Job. Wraptor creates the job at the first workflow stage (e.g., Lead) and opens the detail panel.
Move a job through its workflow stages
1. Open the Jobs board at /jobs.
2. Drag the job card from its current column to the next stage column. Or click the card to open the detail panel and click the next stage chevron in the stage flow bar.
3. If the new stage has a checklist template, the checklist is created automatically. Review and complete the checklist items in the Checklist tab.
4. If you have WraptorMail enabled, confirm or dismiss the email notification prompt to inform the customer of the status change.
5. Repeat until the job reaches the terminal stage (e.g., Complete).
Put a job on hold
1. On the Kanban board, click the three-dot action menu on a job card.
2. Click Put on Hold.
3. Enter an optional reason (e.g., "Waiting for customer design approval") and click Put on Hold.
4. The job disappears from the active board. Click the on-hold badge in the toolbar to see all held jobs.
5. To restore, expand the on-hold drawer and click Restore next to the job.
Add a note with AI cleanup
1. Open the job detail panel and go to the Notes tab.
2. Paste or type your raw notes (e.g., notes from a customer call).
3. Click Clean up & extract.
4. Review the polished note and any extracted fields (wrap type, due date, vehicle info, sq ft estimate).
5. Click Apply fields to update the job record with the extracted values.
6. Click Save note to attach the cleaned note to the job.
Track time on a job
1. Open the job detail panel and scroll to the Time Tracker section.
2. Choose an activity (Design, Production, Installation, Removal, or Other).
3. Click the Play button to start a live timer. The timer runs until you click Stop.
4. Alternatively, click Log time manually to enter hours directly.
5. Logged entries appear in the time list with totals. They feed the profitability calculation.
Create a fleet job
1. Create a new job and choose Commercial Fleet as the coverage type.
2. Open the job detail panel. In the fleet section, click Add vehicle and select the first fleet vehicle (or create it).
3. Wraptor creates a child job for that vehicle, inheriting the parent's wrap type, description, and due date.
4. Repeat for each vehicle in the fleet.
5. Manage each child job independently through the workflow. The parent card shows the combined fleet progress.
Archive a completed job
1. When a job finishes, move it to the terminal stage (e.g., Complete) on the Kanban board.
2. When you are ready to remove it from the active board, open the job's action menu and select Archive (or move to the archived state). The completedAt timestamp is set.
3. The job moves to the completed section of the archive drawer at the bottom of the board.
4. To unarchive, expand the archive drawer, find the job, and click Restore.

Settings & permissions

Who can see and use Jobs

The jobs permission is granted to all four default roles: Manager, Designer, Production, and Installer. In other words, every active team member can view the board and open job cards. Owners and Managers have all permissions including team management and settings.

Custom roles can have jobs added or removed in Settings → Team.

Free Claim plan

The free_claim plan tier does not land on the Jobs board by default — those shops go to the Marketing inbox instead. All paid plans (Solo, Starter, Pro, Business, Franchise) start on the Jobs board.

Inventory / material tracking

The material-availability indicator on Kanban cards and the material check / deduct / reconcile hooks on stage transitions only activate when material tracking is enabled for the shop (a shop-level setting). On plans with inventory: false (free_claim), these indicators are suppressed.

Location scoping

If your shop has multiple locations (available on Pro and above), each team member's job list is scoped to the locations assigned to them. A manager can filter the board by location.

Read-only mode

If a shop's subscription is canceled or past-due past the grace period, the app enters read-only mode — no creates, updates, or deletes are allowed until the subscription is restored.

Tips & common pitfalls

Job number collisions: Wraptor retries up to three times if two jobs are created simultaneously and collide on a job number. If you bulk-import jobs through an integration, do them sequentially.
Don't archive too early: Moving to the terminal stage does not archive a job — it keeps it on the board so the terminal column is visible. Use the Archive action (sets completedAt) to move it out of the active board.
On hold ≠ archived: On-hold jobs are not completed. They remain in their current workflow stage and are restored to the board as-is. Use on hold for "waiting on customer" situations; use archive for finished work.
Smart title overwrite: The title is auto-generated when you create a job. If you later change the wrap type from the detail panel, the title does not auto-update — edit it manually if needed.
Checklist templates: Checklists are only auto-created if your admin has configured checklist templates for each stage in Settings. If the Checklist tab is empty, ask your manager to set up templates.
AI note extraction: The AI extraction is a suggestion only. Always review extracted fields before clicking Apply, especially for dates and sq ft estimates.
Profitability accuracy: The profitability panel only reflects invoices and logged time entries in Wraptor. If labor is managed outside Wraptor, the numbers will not be accurate.
Fleet child jobs: Deleting a child job only removes that vehicle's record — it does not affect the parent or the other child jobs.

Quotes — create and send quotes from a job; approve a quote to mark a deposit.
Proofs — send design proofs for customer approval from the job detail panel.
Calendar — schedule events (install appointments, bay bookings) that link back to a job.
Invoicing & billing — create invoices and accept payment from a job; the profitability panel reads invoice totals.
Customers — every job belongs to a customer; customer records show all their jobs.
Vehicles — vehicles link to jobs; wrap sq ft estimates come from the vehicle template.
Files — files uploaded to a job live in the shared file store and appear in the Files tab.
Ops — daily ops checklists are separate from per-job checklists but share the same stage-based trigger system.
Inventory — material availability is checked against vinyl and laminate stock; usage is deducted when a job hits the material-deduct stage.
Workflow map — the full lifecycle diagram showing how jobs move from lead to completion.
Personas — how each shop role interacts with jobs at each stage.