Complete and Approve
Close out finished work: the Complete Work screen, verifying billables, approving jobs, and bulk stage actions.
Finishing a job is two sign-offs. Completing says the field work is done; approving says the office has reviewed the billables and the job is ready to invoice. Keeping them separate gives you a natural checkpoint between "crew says done" and "customer gets billed."
Complete a job
On an Active job, the Mark complete button opens the Complete Work screen:
- Verify billables. Every billable line is listed with its unit price and quantity. Adjust the Actual qty actually billed and use the Include? toggle to drop lines that shouldn't be invoiced. These changes flow into the invoice you generate next. (Editing here requires the Jobs write permission — otherwise the list is read-only.)
- Review the cost band — Estimated cost, Actual cost, and Projected margin — to catch surprises before billing.
- If the job holds a deposit or prepay balance, the Apply Available Deposit section controls whether available funds are applied to this job's invoices (changing it requires the payment management permission).
- Add tags and an optional Completion note ("What did the crew finish? Anything to flag for billing?"), then confirm.
The job moves to Completed. If the job already has an invoice, the screen warns you: changes here apply to the job and to the next invoice you generate, not to the existing one.
Note: You can still make billable corrections while the job sits in Completed — approval is the point of no return for review.
Approve a job
On a Completed job, click Approve and confirm. Once approved, the job is your invoice-ready record — and approval is what triggers QuickBooks invoice sync and inventory depletion, as covered in job stages.
One-step Complete & Approve
If your office doesn't need the two-step review, turn on the Complete-and-Approve setting (Settings, Jobs area). The Complete action then becomes Complete & Approve — one step from Active straight to Approved — for users who hold both the Complete and the Approve permissions. The Complete Work screen still runs first, so billables get verified either way.
Bulk actions from the Jobs list
Select jobs with the row checkboxes on the Jobs page (a banner offers Select all matching this filter when you've selected a full page). Depending on the active stage tab you'll see:
- Mark as Completed — on the Active tab.
- Mark as Approved — on the Completed tab.
- Mark as Completed & Approved — one step, when the one-click setting is on.
- Reject — on the Leads and Proposals tabs.
The confirm dialog previews the effect and lists how many selected jobs will be skipped and why — wrong stage, on hold, archived, or no permission. Skipped jobs are left untouched; the toast reports how many were updated versus skipped.
If something was wrong
Use Reopen on a Completed or Approved job to restore it to its prior stage, fix the estimate or billables, and complete it again.