Jobs Raised as a Group, Checked as a Group
No more a note added to one job and invisible on the other eleven. No more working through a group job by job with the quote open alongside. The group behaves like one piece of work, because that's what it is.
Who it's for
Anyone raising related jobs as a group. Multi-visit contracts, phased works, quoted packages, planned schedules.
What it saves you
The reconciliation that meant opening every job in turn, and the query that follows when it doesn't get done.
Set up time
Days for the notes. Longer for the completion check.
How do you update a group at once?
Add a note to any job in a group and it appears against every job in that group, rather than only the one somebody happened to open.
Then, when the work completes, each job in the group gets checked back against the quote it belongs to. What was quoted, what was done and what's being billed all line up before anything reaches an invoice.
Two things, and you can run either without the other. Most people start with the notes.
Why groups drift apart
Because the group only really exists at the moment it's created. After that, every job is on its own.
Somebody rings about the works. Whoever takes the call adds a note to whichever job comes up first. Eleven other jobs in that group now have no record of the conversation, so the next person to look sees nothing. Access arrangements, a change the client asked for, the reason a visit moved. All recorded once, in one place, invisible everywhere else.
The same thing happens commercially. The group was quoted as a package. The jobs complete one at a time. Whether what got done matches what got sold is a question nobody asks until the client asks it.
What that costs
Two different bills.
The notes half costs you repeated conversations and decisions made on half the picture. An engineer turns up without the access detail somebody was given three weeks ago.
The reconciliation half costs you money directly. Work completed outside what was quoted, found weeks later when the client queries the total. By then you're either absorbing it or having an awkward conversation, and both are worse than having known at completion.
What the automation does
Notes across the group
- Fires the moment a note is added to any job in a group.
- Finds the group and every job in it.
- Writes the note against each one.
The completion check
- Fires on completion.
- Pulls every job in the group and the costs recorded against each.
- Matches each job to the quote it belongs to.
- Compares what was quoted, what was done and what's being billed.
- Summarises anything that doesn't line up, in plain language, for whoever reviews it.
What you need
- A reliable way that groups are identified today. A job group reference, a shared quote number, a parent job.
- A decision on which half you want, or both.
- For the completion check, agreement on what happens when something doesn't match. Hold the invoice, or flag and carry on.
How it gets set up
- Start with the notes. It's a small build, your team sees it working immediately, and it proves the group reference is trustworthy before anything commercial gets built on top of it.
- Scope the completion check separately. It's a materially bigger piece of work, because it has to reconcile three sources rather than copy one field.
- Run the check in report-only mode first. A fortnight of telling you what it would have flagged is how the thresholds get set sensibly.
Common Questions
From whatever you already use. A job group reference, a shared quote number, a parent job. It doesn't impose a new way of grouping.
Fix that first. A check that compares the wrong things is worse than no check.
That's the default, and it can be limited by note type, so internal working notes stay put while client-facing ones travel.
No, and they shouldn't be quoted together. The notes are small. The check reconciles the quote, the work and the billing.
Whatever you decide. Hold the invoice until someone looks, or flag it and let it through.
Yes, though most people find the answer more useful once the group's complete.
Keep the group together
Get in touch with the Build Concierge team and we’ll set it up around the way you work.
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