Completing jobs with clear notes and photos protects your business, reassures customers, and keeps cash flow healthy. Toolfy automatically updates the job status, notifies customers, and gives you everything you need to invoice on the spot.
Mark a job complete
- Open the job from Today's Jobs, the Schedule, or the Jobs list to review progress and any existing notes.
- Add photos showing the original issue, work in progress, and final result. Photos help avoid disputes and showcase your quality.
- Write completion notes covering what was done, parts used, and any customer instructions. These transfer straight onto your invoice.
- Select “Complete job”. Toolfy records the completion timestamp and updates the schedule for everyone.
What happens automatically
- Job status moves to “Completed” with a time stamp for your records.
- Customers receive an email or SMS (if enabled) with your summary and photos.
- Photos appear immediately in the customer portal and on the job timeline.
- The Create invoice button appears so you can bill in one click.
- Recurring customers get their next maintenance reminder scheduled automatically.
Completion notes checklist
- Summary: a short description of the work carried out, referencing the original request.
- Materials and parts: record anything used so invoices stay accurate and profitable.
- Internal notes: capture anything your office team or next technician should know (customers do not see these).
- Follow-up tasks: schedule the next visit or set a reminder so nothing gets overlooked.
Flag a follow-up
- If more work is needed, click Mark follow-up required in the Actions panel.
- Add clear notes for the office team or next technician (e.g. parts to order, return date, customer preferences).
- Use Create follow-up job to book the return visit. The new job links back to the original so history stays together.
- When the follow-up is no longer needed, select Clear follow-up to remove the flag and keep the job marked as done.
Customer notifications
When a job is completed Toolfy can send:
- SMS updates such as “Your boiler service is complete. View the summary and invoice here.”
- Email receipts that include your photos, completion summary, and a payment link.
- Office notifications for your admin team so they know when to follow up.
Create an invoice immediately
After you complete the job, click Create invoice. Toolfy brings across the customer, job description, photos, and any tracked materials. Add prices if needed and send the invoice while you are still on-site to get paid faster.