Work a job through to lodged and closed
Move a job through its stages, hand it to a reviewer for sign-off, keep its checklist and notes, and see everything linked to it.
- In progress
- Checklist
- Review
- Signed
- Lodged
- Closed
Every job has a status, a preparer who does the work and a reviewer who checks it. This guide covers working one job from start to finish.
How do I open a job?
- On the WorkBoard or WorkBacklog, click the card. A panel opens beside the list, so you don't lose your place.
- In a client's WorkJobs, click the job name. It opens the full job page.
From the panel, Open full page (history & more) takes you to the full page, and View client to the client.
Priority, due date and blocker are changed in the panel. The full page shows them, plus the history and linked work.
What do the stages mean?
- Not started: nothing done yet.
- Data in: you've got what you need from the client.
- In progress: the preparer is working on it.
- Client query: waiting on the client to answer something.
- Review: ready for the reviewer to check.
- Signed: the reviewer has signed it off.
- Lodged: sent to the ATO.
- Assessed: the ATO has assessed it.
- Closed: finished and filed away.
How do I change a job's status?
- Open the job.
- Choose the status under Change status.
- Pick the new stage.
You can move a job to any stage, forward or back. Every move is saved in the job's history, so a wrong move is easy to spot and undo.
On the Board you can also drag a card between columns. Dragging into Done marks the job lodged.
Billbook doesn't move jobs by itself when you lodge or sign something. Update the status as you go, so the Board stays right.
Why can't I start a job?
Some work is a designated service under the AML/CTF rules (anti-money laundering and counter-terrorism financing). Billbook won't move that job out of Not started until the client's customer due diligence is done. The message says why, and Open AML/CTF takes you to the client's checks.
Who prepares and who reviews?
The Preparer does the work. The Reviewer checks it before it's signed off. Both start from the staff assigned to the client or its group.
- Click the name beside Preparer or Reviewer.
- Search for a person, or pick Assign to me or I’ll review it.
- To clear it, pick Unassigned or No reviewer.
Staff can't review their own personal return. They're left off the reviewer list, and the job page says who can't review it.
How does review and sign-off work?
- The preparer finishes the checklist and moves the job to Review.
- The reviewer checks the work. If something's wrong, they move it back to In progress and add a note saying what.
- When it's right, the reviewer moves it to Signed.
Only people with sign-off permission can move a job to Signed. Others see partner beside it in the list. Firm owners and admins have it, and they can give it to others in your team settings.
How do I set a priority, due date or blocker?
In the panel, pick a Priority, change the Due date, or type what it's waiting on under Blocker. Each change saves straight away.
A blocker is for a job in Client query. Moving the job to any other stage clears it.
How do I use the checklist and notes?
- Type a step in Add a checklist item… and choose Add.
- Tick each step when it's done. The count shows how many are finished.
- Hover a step and choose the bin to remove it.
- Type in Add a note… and choose Add note.
Notes are shared with everyone on the job and show who wrote them and when. They can't be edited or deleted.
What's under linked work?
The full job page shows everything tied to the job, under Linked work:
- Document requests asked for this job, with their status.
- Signing: documents out for signature, and how many have signed.
- Files filed against the job. Click one to download it.
- Billed: invoice lines for the job, and whether they're paid.
- Activity statement on a BAS or IAS job.
Open on client takes you to that section of the client's page. To link something, pick the job when you request a document, send for signing or upload a file.
When you invoice a client's service, the line is linked to the client's open job of the same kind, so it shows under Billed.
How do I log time on a job?
Choose Log time at the top of the job's page. The time goes on this job and its client, and builds up WIP like any other time. You need permission to log time. See the time and WIP guide.
How do I start the BAS from the job?
On a BAS or IAS job for an obligation, choose Start activity statement. Billbook starts the statement for that period and opens it. You need permission to manage tax work.
How do I see what happened on a job?
Scroll to History on the full page. It lists when the job was created and every status, preparer and reviewer change, with the date and time.
How do I close a job?
Move it to Closed. Closed jobs sit in the Board's Done column for a short while, then drop off. They show greyed out in the client's jobs list. Need it again? Move it back to an earlier stage and it reopens.
Next
Set up jobs for clients
Get jobs set up when a client signs, add your own, and find every client's jobs.
Plan the firm's work on the Board and Backlog
Drag live jobs across the Board, group them by person, and use the Backlog to see everything still due.
Record time and work in progress
Log time against a client or job, see what's unbilled, and keep billable and non-billable work apart.
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