Run your first job record

Launch playbook12 min read

Use one real or demo US job to prove the core record: quote it, evidence the work, record the change, get approval, update the contract sum, and invoice from the agreed position.

Job details with US commercial setup

desktop

When to use this

Use this in the first week after Getting started. It is the path that shows SiteHut is more than a task list.

Skip it if you only needed a workspace and a jobs list. Come back when you are about to send a customer quote.

Before you start

• Finish workspace setup. Prefer the US general construction starter pack, or check Settings → Workspace settings for USD, sales tax, retainage, and US terminology.
• Company details and tax ID so public quote and invoice pages look legitimate.
• At least one customer and one partner in Customers & trades.
• A small, real job pattern: single-story addition, kitchen, or roof repair.

Tip

SiteHut is the operational record (what was agreed, what changed, what was approved). QuickBooks, Xero, or your accountant remains the statutory ledger. See Integrations.

The outcome

One job record should contain:

• Customer, site, and US commercial defaults.
• A quote or contract baseline with assumptions written down.
• A short schedule (five to ten tasks).
• A daily log entry that captures a client instruction or site issue.
• A change order (or early warning) linked to that evidence.
• A client approval link with signer details.
• Final Account showing original contract, approved change orders, invoiced, paid, retainage, and remaining.

1

Create the job

Create a job with customer, site address, planned start, and expected finish. If the job uses a formal contract, open Job → Details → Contract setup and confirm change order rules, retainage, and sales tax.

Job → Details with US commercial fields

desktop

2

Set the baseline

Open Job finances → Quotes and create the quote, or record the agreed contract. Write assumptions and exclusions in plain language: client selections, allowances, access, working hours, who owns permits and inspections, and how changes will be approved.

See Quotes.

3

Build a simple schedule

Add five to ten tasks on Plan or Tasks. Include at least one client-decision task and one inspection or permit task so a delayed change is visible on the Gantt.

4

Capture site evidence

From mobile My Work or Job → Construction → Daily log, add an entry with photos or notes. A good demo line: Client requested two extra outlets in the kitchen wall after the rough-in walk-through.

My Work → Daily log entry with photos

mobile

5

Raise the change order

Open Job finances → Change Orders (or convert from the daily log issue if your workflow offers it). Pick the route that matches the moment:

Route	Use when
Early warning	Cost, time, or risk may move, but you do not need approval yet
Request / quote request	The client wants a price before work starts
Directive / change directive	The instruction was already given and must be on record
Priced change order	The client must approve cost or time
No-cost change order	Scope or schedule changes, contract sum does not

Simple vs full register is explained in Change Orders.

6

Send for client approval

Use the public approval link. Check it shows builder branding, the job, scope, price impact, schedule impact, signatory name, capacity, and a clear evidence statement.

Public change order approval page

mobile

7

Check Final Account

Open Job finances → Final Account. Confirm original contract value, approved change orders, pending or forecast items, and the revised contract sum. See Final Account.

8

Invoice from the agreed position

From Final Account invoice position or Invoices, raise the next progress invoice. Check labels that apply to this job: sales tax, retainage, amount paid, balance due, payment reference.

Public invoice totals with retainage

mobile

9

Check the client view

Open each public link at phone width: quote, change order, invoice, and any shared schedule. Someone who does not use SiteHut should understand the number without training.

What done looks like

• You can explain the job's commercial position in under 30 seconds.
• The approval page says exactly what is accepted or rejected.
• Change order approval stored signatory name, authority, note, locale, and timezone.
• Final Account separates approved value from forecast or judgement value.
• Invoice totals show retainage, sales tax, paid, and remaining where they apply.
• The same path still works if you start from a phone on site.

Common mistakes

• Logging the extra in a text thread and never raising a change order.
• Invoicing remaining work before the change order is approved.
• Using titles like "Extra 3" with no daily log evidence.
• Treating SiteHut as a replacement for QuickBooks or Xero. Sync or export; do not skip the accountant.

What this path is not

SiteHut is not a takeoff, permit, or safety-inspection product. Keep those records on the job with tasks, files, and the daily log, and use specialist tools where the contract requires them.