Complete a job
What the office does after a technician finishes in the field — check the sheet, approve the incentive and the payment, and close the job.
A technician finishing on site is only half of it. The office still has to check the paperwork, approve the money and close the job.
Open the job from Jobs. The job page has tabs across it: Details, Messages, Checklist, Parts, Parts Issued, Photos, Invoices, Completion Sheets, Collections, Technicians and Activity.
Check what the technician recorded
Open the Parts tab
Check the parts and services against what the customer was told. A part that is already on an invoice cannot be removed.
Open the Photos tab
Photos are tagged Before, During or After, and carry the place they were taken.
Open the Completion Sheets tab
This is the signed record of the visit. Open the PDF and check the customer signature is there.
Approve the technician's incentive
Open the Technicians tab. Each technician on the job has a row with one of four states.
| State | What it means |
|---|---|
| In progress | They have not submitted their completion sheet yet. |
| Awaiting approval | They filed the sheet. The incentive is waiting on you. |
| Approved | You agreed. It counts towards their earnings. |
| Rejected | You turned it down. It will not be paid. |
The amount comes from your incentive rates, not from the technician. It shows a breakdown line such as Visit ₹200 + Parts ₹150.
- Click Approve incentive to agree. A message confirms Incentive approved.
- Click Reject to turn it down. You have to give a reason, and the technician sees it.
- Click the pencil to open Edit incentive and set the amount by hand.
You do not have to open every job. The Jobs page has a filter called Incentives to approve that shows only the jobs waiting on you, and you can approve them in bulk from the table.
Approve the money
Open the Collections tab. Each payment the technician recorded is a row waiting for you.
Click Approve on the rows that match the receipt. Click Reject on ones that do not — you have to say what was wrong, and the technician sees your reason.
See Collect a payment for what each state means.
Move the payment status
The strip at the top of the job carries the Payment Status and the buttons that move it.
Click Approve
Use this when the whole submission is right. The status moves from Pending Review to Approved.
Click Mark as Paid once the money is settled
The status moves to Paid. The methods already recorded on each payment are kept.
If something is wrong, click Reject instead and write what needs correcting. The status becomes Needs Revision, and the technician gets a Resubmit for Review button on their phone.
Some companies do not use payment status. If your provider turned it off, this strip only shows the work status, and there is nothing to approve here.
Close the job
Set the Work Status to your finished stage. Your provider or admin named it — often Completed.
That stage matters for pay. The completion date, and the reports that count what a technician did, key off the stage your admin set as the completed one. See Job statuses explained.
Do many jobs at once
Tick rows in the jobs table and use the bar that appears:
- Approve and Reject move the payment status.
- Mark Paid settles them. Pick one method for the batch, or keep the methods already recorded.
- Approve incentives and Approve collections handle only the money.
- Move to status changes the work status.
Approve and Reject need every selected job to be at the same point. If your selection mixes them, KaryaFlow says Select only pending review jobs or only approved jobs.