6 min guideUpdated September 2026App review required

Create a job manually and keep its commercial source clear

Create a job that did not begin from an accepted SignBas3 quote, with the client, name, dates, status, ownership, line items and notes recorded before the workspace opens.

Best forOwner / Admin · Project Management / Production
Before you beginUse a representative record and confirm you have the permissions required for this area.

Step by step

  1. Select New Job in the top menu, or New job on the Jobs page; the Create job page opens with Next number preview in the header.
  2. Under Job details, choose the Client, type a Job name, set the Required date and confirm the Job status.
  3. Enter the Site address when the work is delivered or installed away from the shop.
  4. Expand Link existing work only when an existing quote or lead belongs to this job; otherwise leave No quote linked and No lead linked.
  5. Expand Planning and ownership to set Client order number, Planned start, Job manager, Client manager, Priority and Payment arrangement, and tick Freight required or Install required.
  6. Expand Timesheet access and tick the job groups or individual staff who may record time.
  7. Under Job line items, select Add line or Add from inventory to record the approved scope with quantity, unit price and unit cost, then add Notes.
  8. When the footer reads Ready to create this organisation job., select Create job; SignBas3 confirms the new number and opens the job workspace.

Good practice

Use manual creation for a genuine exception, such as a client purchase order, a warranty repair or work quoted outside SignBas3, and write the source of the approved value in Notes before you select Create job. A job that starts from an accepted quote should be created from the quote, so its totals and sign details carry across.

When you are finishedA numbered job exists with a client, name, required date, status and owner, and its workspace is ready for tasks, files, purchasing and financial work.

Before you begin

  • The client exists in Clients, or you have the details to add it from the client selector.
  • Your role can create jobs; Owner, Admin and Manager can by default.
  • At least one job status exists under Settings > Job Statuses.

Complete workflow

How the workflow moves

  1. 01
    Identify

    Choose the client and give the job a recognisable name.

  2. 02
    Describe

    Set the required date, status, site address and ownership.

  3. 03
    Structure

    Add line items, timesheet access and notes the work needs.

  4. 04
    Create

    Select Create job and confirm the workspace opens with the right details.

What this controls

Create job builds the record that every later workflow reads: the job workspace header, the Jobs list, the Scheduler, timesheets, purchasing, invoicing and, for installations, the Jobsite safety pack. Job details holds the fields that must be right before the job exists; everything under the collapsible headings is optional and can be edited later.

Before you start

  • New Job appears in the top menu for roles that can write jobs; by default Owner, Admin and Manager. Other roles ask an administrator.
  • Check the client record exists; the Client selector searches existing clients.
  • Agree the Job manager. Left blank, the job uses the client's manager where one is set (the form notes Uses client manager); otherwise the header reads Unassigned.
  • Know whether Settings > General > Job Creation has Require a due date before creating a job switched on. When it does, Required date carries an asterisk and the job cannot be created without it.

Walkthrough

1. Open Create job

Select New Job in the top navigation, or New job at the top of the Jobs list. The Create job header shows either Next number preview with the number the job will receive or Number assigned when saved. Once you type anything, Unsaved changes is added, and leaving with Back to jobs asks Discard this job draft? with Keep editing and Discard draft.

2. Complete Job details

Choose the client with the Client selector. Type a Job name that a colleague would recognise, for example Reception signage package. Pick the Required date. Job status is pre-filled with the organisation's new-job default from Settings > Job Statuses; change it only when the job is genuinely at a different stage. If no statuses exist, the selector reads No job statuses configured and the job cannot be created until an administrator adds one.

3. Enter the Site address

Site address takes the installation or job-site address. It is kept in Job details and becomes the SWMS Site location when the Jobsite safety pack is generated, so enter it for any job that leaves the shop.

4. Link existing work only when it applies

The Existing quote and Existing lead selectors read Select client first until a client is chosen, then default to No quote linked and No lead linked. A linked quote carries its approved totals and sign details into the job and replaces the Job line items section. If the quote is already attached to another job, SignBas3 shows This quote is already linked to job followed by its number and opens that job instead of creating a duplicate.

5. Set Planning and ownership

Expand Planning and ownership to record the Client order number (the customer's PO or order reference), a Planned start date, the Job manager and Client manager, and the Priority and Payment arrangement lists maintained as workflow references in Settings. When the chosen payment arrangement calls for a deposit, a Deposit percentage field appears with the organisation default. Tick Freight required or Install required as the delivery method demands; Install required is what later shows the Jobsite tab.

6. Choose Timesheet access

Timesheet access lists Quick-add job groups and Individual staff. Ticking a group marks each member with a Group badge. Access can be changed later from the Timesheets tab.

7. Add line items and notes

Job line items records the approved scope of a job created without a quote. Add line gives a row with Item name, Detailed scope or specification, quantity, unit price and unit cost. Add from inventory opens the catalogue so reusable products carry their cost. In Notes, record production details, site constraints and where the approved value came from.

8. Create the job

The footer reads Complete the required job details to continue until the client, job name, required date (where required) and status are present, then Ready to create this organisation job. Select Create job. SignBas3 shows Job, the new number and created, then opens the workspace on its Overview tab.

What changes elsewhere

  • The job appears under Active jobs on /jobs with the status you chose and counts toward the Work in progress figure.
  • Line items become the Job scope on the workspace Overview and the basis for invoicing under Financials.
  • Install required adds the Jobsite tab at /jobs/:id/jobsite and lists Set install status under Next actions until the install is scheduled.
  • Staff given Timesheet access can select the job when recording time, and their hours appear under Timesheets and Labour cost review.

Common problems

SymptomCauseFix
Select a client before creating the jobNo client chosen.Use the Client selector; create the client first if it does not exist.
Add a job name before creating the jobJob name is empty.Enter a name the team will recognise on the Jobs list.
Add a job due date before creating the jobThe organisation requires a due date on every job.Set Required date, or ask an administrator to change the Job Creation setting.
Select a job status before creating the jobNo default status is configured.Pick a status, or set a new-job default under Settings > Job Statuses.
This quote is already linked to job …The quote already produced a job.Work in the existing job that SignBas3 opens instead of creating a second one.

Check your work

  1. The workspace header shows the new job number, the job name, the client and the required date you entered.
  2. The status chip shows the status you selected.
  3. Job scope on the Overview tab lists every line item with the expected ex-tax total.
  4. Notes explain where the approved scope and value came from.

Next: understand the job workspace →

Explore sign shop job management software →

If your workspace behaves differently, record the relevant job, client or record number and raise a support ticket so the team can investigate the exact context.