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Service & Job Templates

Stop rebuilding the same quote from scratch every time. A template is a reusable bundle of line items — think "Standard Installation Package" or "Monthly Maintenance Plan" — that starts a brand-new Sales Quotation, Job, or Subscription in one click instead of adding the same set of products and services line by line, again.

A template is its own dedicated record, built around one required Service Item from your catalog (the template's actual identity — its display name is derived from that item's own title, not separately typed, so a template's name can never drift out of sync with the catalog item it represents), plus an optional description and category, a status (Active/Inactive), a list of line items (item, quantity, rate, discount, tax), and an optional Cost Lines section (see section 1a). It carries no customer, no dates, and no status pipeline of its own — it's a starting point, not a document. Using a template never changes it: the same template can be reused indefinitely, and editing it later only affects quotations/jobs/ subscriptions created from it afterward, never ones already created.

Linking a template to one specific Service Item also means a Lead can request that same catalog item (see the Leads, Quotations & Job Conversions guide) and have this template's whole default combination copied in automatically the moment the Lead converts — the template is both a manual "start from here" shortcut and the thing that powers that automatic behavior behind the scenes.

Who this is for

  • Any business that quotes or scopes the same bundle of work repeatedly — a repair shop's standard service packages, a consultancy's common engagement types, an installer's typical parts-plus-labor jobs.
  • Teams who want a new hire quoting consistently on day one, without memorizing pricing for every line first.

Service & Job Templates — the main screen

drop a screenshot at assets/screenshots/guides/service-project-templates.png to replace this

1. MANAGING TEMPLATES

Templates → New Template opens a dedicated form. The first, required field is Service Item — a type-ahead search restricted to your Service-type catalog items; picking one sets the template's display name automatically from that item's own title. From there: an optional description and category, status, an optional default location, a line-items grid with the same item search used on Quotations/Jobs (add as many lines as needed; totals compute live as you go), and an optional Cost Lines section (1a).

The Templates list (Services → Templates) shows every template with its target Service Item, item count, and total, filterable by status (Active/Inactive) and searchable by name/ description, with a Columns button to show or hide any of its columns to match how you work. Inactive templates are hidden from the "start from a template" pickers elsewhere but aren't deleted — a quick way to retire a template without losing it.

1a. COST LINES

A template can carry its own Cost Lines — recurring or expected vendor/supplier costs tied to fulfilling this bundle of work (a subcontractor fee, a supplied part's landed cost, a licensing fee), the same Cost Lines concept Quotations, Jobs, and Subscriptions all share. Each line resolves-or-creates the named vendor contact and can be marked Invoiceable (its amount folds into the total of whatever Quotation/Job/Subscription is started from this template) or kept as internal cost/reference only. Cost Lines copy across along with the regular line items every time the template is used to start something new — nothing about the template itself is touched.

2. STARTING A QUOTATION, JOB, OR SUBSCRIPTION FROM A TEMPLATE

Three ways in:

  • From the Templates list, click Use on any template and pick "Start a Quotation," "Start a Job," or "Start a Subscription" (shown only when Subscriptions & Recurring Billing is turned on — see that guide).
  • From a brand-new Quotation or Job screen, the "Start from a saved template" search box at the top does the same thing inline.
  • From a brand-new Subscription screen, the same "Start from a saved template" search also accepts a quantity, scaling every copied line and Cost Line by it (request 3x of a service and every line triples) — see the Subscriptions & Recurring Billing guide.
One template, three starting points 
graph LR
  L["Lead: Requested Service"] --> A["Template"]
  A --> B["Quotation"]
  A --> C["Job"]
  A --> D["Subscription"]

Either way, a new Draft Quotation, Draft Job, or Subscription is created with the template's line items (and Cost Lines, if any) copied in (same pricing, quantities, discount, and tax) — the template itself is untouched. From there it behaves exactly like any normally- created record of that type: pick a customer, adjust anything, and continue through the normal pipeline. A Job created this way can be assigned to a staff member (Assigned To) and dispatched to a Team/ Technician/Unit the same as any other Job — see the Job Schedule & Dispatch guide.

3. SETTINGS & PERMISSIONS

No separate toggle — Templates is available wherever Services (Settings → Sales) is already turned on, alongside Leads, Quotations, and Jobs. Per-user access is its own row on the User Permissions grid ("Templates," with View/Add/Edit/Delete), independent of the Quotation and Job rows next to it — see the Leads, Quotations & Job Conversions guide for how the permission grid works across this whole pipeline.

4. HOW IT CONNECTS TO THE REST OF THE SYSTEM

  • Leads, Quotations & Job Conversions — a Lead's own Requested Service (see that guide) copies in a template's default combination automatically at conversion time, the same content this guide's section 2 describes copying in manually.
  • Job Schedule & Dispatch — once a Job exists (whichever way it was started), it flows into the same Job Schedule board, Assigned To picker, and Scheduling Resource dispatch as any other Job; templates have no scheduling concept of their own.
  • Subscriptions & Recurring Billing — a Subscription can start from a saved template the same way a Quotation or Job can, scaled by a requested quantity.
  • Item Type / Service Catalog — a template's line items can freely mix Service, Non-Inventory, and Inventory items (e.g. labor plus a physical part in one bundle); the Service Item a template is built around must itself be a Service-type catalog item.
  • Products & Inventory — every line item and Cost Line on a template draws its price, unit, and tax from the live catalog item at the moment it's copied into a new document, not a frozen snapshot on the template.

5. WHY IT SCALES FROM SMB TO ENTERPRISE

01

Small business / solo service provider

Save the one or two jobs you quote most often as templates and stop re-typing them.

02

Growing business

Cost Lines mean a template can carry its expected vendor cost alongside its price, so margin on a repeated bundle of work is consistent every time it's used, not re-estimated per quote.

03

Enterprise

Linking a template to a specific Service catalog item is what lets a Lead's Requested Service, a Quotation, a Job, and a Subscription all pull from the exact same, centrally-maintained default combination — update the template once, and every future document started from it (however it's started) reflects the change, without editing four different places.

Quick Reference

Quick reference — where things live 
  Templates list ............................. Services > Templates
  New Template ................................ Templates > New Template
  Show/hide list columns ................ Columns button above the
                                             Templates list
  Start a Quotation/Job/
  Subscription from a template ...... Templates list > Use, or the
                                             "Start from a saved template"
                                             search on a new Quotation/
                                             Job/Subscription screen
  Per-user access ............................ Settings > Users > [user] >
                                             Permissions > Templates row

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