Job Status Workflow
Job statuses track where every job is in your pipeline — from the first enquiry through to getting paid. Trade2Base comes with a sensible default workflow and lets you add custom stages to match how your business actually works.
The default job statuses
Trade2Base ships with eight built-in statuses that cover a typical trade job lifecycle:
A new lead has come in but no quote has been sent yet. The job exists in the system but no work is committed.
A quote has been sent to the customer. Awaiting their approval.
The customer has approved the quote and a date has been scheduled. An engineer is assigned.
The engineer has started work on site. The job is active.
Work is finished. The job is ready to invoice.
An invoice has been sent to the customer. Awaiting payment.
Payment has been received in full.
The job was cancelled and will not proceed.
Moving a job between statuses
There are three ways to update a job's status:
- Open the job record and use the status dropdown at the top of the page. Click the current status label to open the picker, then select the new status.
- In the job list, click the status badge in the row and select a new status from the pop-up menu — without opening the full job.
- On the pipeline view (Kanban board), drag the job card from one column to another. Each column represents a status.
Every status change is logged in the job timeline so you can see exactly when a job moved and who changed it.
How status changes trigger automations
Trade2Base can run automations whenever a job moves to a specific status. The most common built-in triggers are:
To view or edit these automations go to Settings > Automations and filter by Trigger: Job status change.
Creating custom statuses
If the default statuses do not match your workflow, you can create additional statuses. For example, you might add a Parts Ordered status between Booked and In Progress, or a Warranty Claim status after Completed.
- 1Go to Settings > Jobs > Statuses and click Add status.
- 2Enter a name and choose a colour for the status badge.
- 3Set the position in the workflow by dragging it into place in the status order list.
- 4Optionally create an automation that triggers when a job enters this status, then click Save.
Status visibility in the customer portal
Customers can see a simplified version of the job status in their portal. You control which internal statuses map to the customer-facing label. Go to Settings > Customer Portal > Status Labels to customise what customers see at each stage. For example, your internal In Progress status might show as Engineer on the way in the portal. Paid jobs show a green Completed and paid banner by default.
Using status filters in the job list
In the job list, use the Status filter at the top to show only jobs at a particular stage. You can select multiple statuses at once — for example, show all Quoted and Booked jobs together to review your upcoming pipeline. Save common filter combinations as Saved views using the bookmark icon, so you can jump back to your most-used filters in one click.
Reporting on jobs by status
Go to Reports > Jobs by Status to see a breakdown of how many jobs are at each stage and the total value attached to them. This report is useful for forecasting — for example, the value of all Quoted jobs is your pipeline potential, and the value of all Invoiced jobs is your outstanding receivables. You can filter the report by date range, engineer, or job type and export it to CSV.