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 stage board organized by workflow stages (for example: Lead → Quote Sent → Approved → Scheduled → Installing → Complete). Cards are grouped under their stage and you drag a card to move a job along. Completed (archived) jobs only surface under the terminal stage; on-hold jobs are tucked away until you ask for them.

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) Shows all active (not on-hold, not archived) jobs grouped by workflow stage. A toolbar across the top holds the stage flow bar, search, a card-size toggle, and a sort control.

Job cards — drag a card to a new stage to move the job. Each card shows the job number, a money signal (an amber "OWED" / emerald "PAID" badge so the money state is always in view), the customer, vehicle, wrap-type badge, assigned-installer avatars, a thumbnail (proof or file), checklist progress, and due date. A bottom strip shows the next stage; click it to advance the job one step.
Card-size toggle — switch between Normal and Compact card sizes from the toolbar (the grid/rows icon). Normal shows the thumbnail and full detail; Compact packs more cards in by hiding thumbnails. This is the only "view" control — there are no separate kanban / grid / list modes.
Sort — sort the board by Due Date, Status, Customer, Material, or Newest from the toolbar.
Stage flow bar — the row of chevron-shaped stage tabs at the top of the board, each showing its job count. Click a stage to filter the board to that stage only; click again to clear. Double-click stages to multi-select.
Search — a live search box that matches job number, title, or company (customer) name. (It does not search the contact person's name.)
On-hold / archived jobs — held jobs leave the active board and come back via the Restore action; archived (completed) jobs appear only under the terminal stage chevron. Use the card's three-dot menu to put a job on hold or archive it.

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 job 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.
Condition tab — a read-only log of condition reports (check-in/check-out walkaround photos, damage notes, and the customer's e-signature) captured on the installer tablet — see Condition reports below. This is a separate, newer flow from Vehicle inspection above; older jobs' inspection photos still live there untouched.
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.

Shop-floor TV display (/jobs/tv) A full-screen, read-only version of the board built for a wall-mounted screen on the shop floor. It shows every job grouped by stage with your shop name, so the whole team can see what's in production at a glance. It's view-only — nobody drags or edits from the TV; open /jobs on a computer or phone to make changes.

Setup checklist card While your shop is still new, a dismissible setup checklist can appear above the board (and on Home) nudging you to set your brand color, add materials, complete shop details, invite your team, and create your first quote. It clears itself as you finish each item.

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 job card to a new stage.
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 leaves the active board and no longer appears among the staged cards.
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.

Job packet & installer work view

Print or download a job packet PDF from the job drawer's download control — either a combined packet or any single sheet: a Job Overview (customer, vehicle, coverage, dates, notes), an Installer QC sheet (the stage checklist to tick off on-site), and a Proof sheet (the approved artwork). Hand it to the installer or keep it for the file.
Generate a no-login installer work link (/work/<token>) so a freelance or off-site installer can run the job from their phone without a Wraptor account: they see the same packet, run per-activity timers, tick the QC checklist, and advance the stage. Logged-in staff get the same screen at /jobs/<id>/work.
Work-link actions are job-scoped and rate-limited, and any time logged from the link rolls into the job's time tracking and profitability exactly like a staff entry. Pairs with the freelance installers you hire.

Condition reports (check-in/check-out)

Captured on the same installer tablet as the work link above (/work/<token>, or /jobs/<id>/work for logged-in staff) — no separate customer token or app needed. A Condition Report card on that screen offers two walkarounds: Check-in (at drop-off) and Check-out (at pickup).
Each walkaround is a 9-shot photo grid — front, rear, driver side, passenger side, roof, hood, trunk, and two close-ups — with an optional note on any individual photo, plus one free-text damage notes field for the whole report.
The customer signs on-screen, on that same tablet, with their typed name. A signature is required to submit a check-in report; check-out can be submitted without one if the customer isn't there to sign.
Once a report is signed, its photos and signature are locked as evidence — Wraptor blocks deleting those files (from the Files tab or anywhere else) for as long as the report stays signed.
Submitted reports also appear on the customer's own Track page, so a customer can see their own drop-off and pickup photos.
On the dashboard, the job detail panel's Condition tab is a read-only view of whatever's been submitted — reports are only ever created from the tablet, not typed in here.

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 job 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 job 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 Jobs 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 Jobs 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.
Hand a job to an installer (packet or work link)
1. Open the job drawer and use the download/packet control to print or download the job packet PDF — grab the combined packet, or just the Installer QC sheet for an on-site checklist.
2. To send the job to a phone instead, generate the installer work link. Share /work/<token> with a freelance or off-site installer — no login needed.
3. On that link they run per-activity timers, check off QC items, and advance the stage; everything they log shows up on the job here.
Capture a check-in or check-out condition report
1. Open the job's installer work link (/work/<token>) or the staff work view (/jobs/<id>/work) on the tablet you use at drop-off/pickup.
2. Tap the Condition Report card and choose Check-in walkaround or Check-out walkaround.
3. Snap photos into the 9-shot grid (front, rear, sides, roof, hood, trunk, two close-ups); tap a photo to add a note on it.
4. Add any damage notes in the free-text field.
5. Check-in only: hand the tablet to the customer to type their name and sign on-screen, then submit. Check-out can be submitted without a signature if the customer isn't present.
6. The report shows up on the job's Condition tab and on the customer's Track page.

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 reach the Jobs board — those shops are confined to the Marketing/Leads area instead. All paid plans (Installer, Shop, Pro Shop, Multi-Shop, Franchise) reach the full app. Note that installers (the single-seat Installer plan, or anyone without dashboard access) get My Jobs as their work-home; managers also have Home as a separate landing screen.

Inventory / material tracking

The material-availability indicator on job 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 (Pro Shop has 2, Multi-Shop has 5, Franchise unlimited), 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.
Signed condition-report evidence can't be deleted: once a check-in or check-out report is signed, Wraptor blocks removing its photos or signature from the Files tab (or anywhere else) — that's deliberate, so a signed record can't quietly lose the evidence it's supposed to protect.
Condition reports are tablet-only to create: there's no way to add or backfill a condition report from the desktop dashboard — the Condition tab there is read-only. Use the installer work link or /jobs/<id>/work at drop-off/pickup.

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.
Track — condition reports submitted at check-in/check-out also show on the customer's tracking page.
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.