Your first job, end to end
A full walkthrough of one job — created in the office, done in the field, billed, collected and closed — so you can see how the two halves of KaryaFlow fit together.
This is one job followed from start to finish. Do it once with a real customer and a real technician, and the rest of KaryaFlow makes sense.
Before you start you need a company set up, one technician with a login, and the app on their phone. See Set up your company and Add your team.
Step 1 — The office creates the job
Open Jobs. The new job form is at the top of the page.
Type a Job Title
Something the technician will understand at a glance, such as Chimney service — no suction.
Pick the Customer
Type a name to search. Not on record? Type the full name and choose Create "…".
Set the Date to today
It already is.
Pick your technician
Search in the Technician box.
Click Add Entry
The job appears in the table with a job number.
The job is now on the technician's phone. If you set When a technician is assigned in your work statuses, it has already moved to that stage.
Step 2 — The technician checks in
On their phone, the technician opens Attendance and taps Check In. They must be inside one of your work sites, and they take a selfie.
Until they do this, every button on the job is switched off and the job shows Check in to start working.
Step 3 — The technician does the work
They open Jobs, tap the Today chip and tap your job.
Tap Navigate to get there
It opens Google Maps with the customer's address.
Add the parts they fitted
Add Part in the Parts used section. Stock comes out of your store as they add each one.
Take photos
Add Photo, then Before, During or After.
Take the payment
New payment in Payments collected. Amount, then Cash or UPI.
File the completion sheet
Create Completion Sheet in the Jobsheet section. They fill in what they found and what they did, sign it, and hand the phone to the customer to sign.
Tap Create & Share
The sheet is filed. A message says Your portion is complete.
Move the work status
Change in the Work status section, then the next stage.
Detail in Record your work.
Step 4 — The office bills it
Back on the Dashboard, open the job and go to the Invoices tab.
Click Create invoice
The parts the technician fitted are already listed.
Set the place of supply
The customer's state. The line below tells you which tax applies.
Click Preview
Check the bill in a new tab. Nothing is saved and no number is used.
Click Create & issue invoice
The invoice is issued with its number.
Detail in Raise an invoice.
Step 5 — The office approves the money
Open the Collections tab and click Approve
The payment the technician recorded moves from Pending to Approved.
Open the Technicians tab and click Approve incentive
What the technician earned now counts towards their pay.
Click Approve on the strip at the top of the job
The Payment Status moves from Pending Review to Approved.
Click Mark as Paid once the money is settled
The status becomes Paid.
Detail in Complete a job.
Step 6 — Close the job
Set the Work Status to your finished stage. That is what stamps the completion date and what the reports count.
The technician checks out at the end of their day.
What that one job changed
| Where | What changed |
|---|---|
| Jobs | One job, from created to closed |
| Inventory | The parts used came out of stock |
| Invoices | One issued bill with a number in your series |
| Collections | One approved payment |
| Reports → Technicians | One visit with an approved incentive |
| Attendance | One recorded day for the technician |
| The customer's page | One more entry under History |
Nothing was typed twice. That is the point.