Learn how to book a job after the bid is won
Congratulations, the customer has accepted your bid! Once the bid has been accepted, you will now have a job to manage in the BidClips platform. Jobs can be created by a member of your sales team or they can be created organically by a customer utilizing the BidClips widget embedded into your organization’s website. Jobs that are created by your sales team or your customers will have to be scheduled for your shop. You will also be able to accept payment on jobs once they have been created.
Job Created by Your Sales Team
A good example of a job that gets created by a member of your sales team would involve a situation where your customer reviews the bid they received and follows up with you by phone. During the follow-up phone call, the customer decides they would like to accept your bid. You would locate the bid in the BidClips Provider Portal and reserve the job. In this case, you will need to navigate to the Bids by clicking on the 'Bids' link from the 'Bid' section of the navigation bar on the left side of the screen:
Navigating to the Bid List page will show you a list of all existing bids.
Once you have located the Bid you are interested in reserving, either click on the grid row or the 'view' icon.
Scroll to the bottom and click the 'RESERVE SLOT' button.
You will then see a 'Select Job Location' panel where you can select where the service will be performed. The example shown below involves a bid where service can be provided at either the shop or the customer's location.
If the bid you created included service at only one location, you would only see one option not both. Here is an example of a message you would receive for a bid that includes service at the shop only.
Choose the desired options and click the 'RESERVE' button to create a job.
You will see a 'Service Request Updated Successfully' message in the upper right corner of your screen like the one shown below:
You will also be redirected to the Job page where you can see all of the details for this particular job. Here you can edit the details for the job, include available add-ons, schedule the job for the shop, accept payment, etc.
Jobs Created by Your Customers
Jobs are also created organically from the BidClips widget when your customer reviews and accepts their bids without involvement with your sales team. The customer may have the ability to schedule the job when they accept your bid depending on whether you enabled/disabled scheduling when creating the bid. The maximum lead time for any of the parts included in the bid, the duration you configured for the service being provided, the shop/customer location service slots that have been created for your organization, and slot availability based on other booked jobs will all be factored in when offering a slot to a customer. In the event you do not enable scheduling for the customer at time of reservation, you will have to follow up with the customer after the job is won for scheduling purposes.
The example shown below involves a bid, with scheduling enabled, that is being accepted by your customer on Thursday, 10/17/2019. The bid has three parts: one with no lead time, one with a two (2) day lead time, and one with a seven (7) day lead time. The example also assumes your provider has two shop service slots available (8am to 12pm or 1pm to 5pm) and one mobile service slot available (8am to 5pm) Monday through Friday. The shop also has one service slot each for shop and mobile service available (8am to 3pm) on Saturday.
Reserving the job at the shop:
The customer can reserve the job any day on or after the 7 day, maximum lead time of parts (Thursday, 10/24/2019 in this example) by selecting one of the available slots and clicking the 'Select Slot To Reserve' button. When your customer is done selecting a slot and reserving it, they will see a confirmation of the appointment as shown in the screen shots below.
Reserving the job at the customer location:
The customer can reserve the job any day on or after the 7 day, maximum lead time of parts (Thursday, 10/24/2019 in this example) and can select one of the available single mobile service slots. When your customer is done selecting a slot and reserving it, they will see a confirmation of the appointment as shown in the screen shots below.
Managing Jobs in BidClips Provider Portal
Now that the job has been won; you are able manage the job in the BidClips platform. You can edit the job scheduling slot, apply add-ons that were not previously accepted by the customer, and accept payment for the job.
To navigate to the Job Details page, you first click on the 'Jobs' link from the 'Bid' section of the navigation bar on the left side of the screen:
Navigating to the Jobs page will show you a list of all existing jobs.
The Jobs page will display a list of existing jobs where you can view details including: the service request number, customer details, customer address, shop name, requested service, service location (shop or mobile), service date, and the status of the job.
In order to edit an existing job, you will first have to locate the correct job. You can use any of the column filters at the top of the page to help narrow your search. Once you have located the job you are interested in examining, either click on the grid row or the 'edit' () icon.
Within the Job details page, you will see a Job Header section at the top for general information about the job.
Below the Job Header section you will see a breakdown of of pricing (parts/labor/discounts/add-ons/taxes/travel) for the job:
Next, you will see a Transaction History section. The Transaction History section will allow you to see the amount of any payments, the Authorize.net transaction id, the person who applied the payment (customer or user), the cardholder name, and the payment card type (Visa, Mastercard, etc.). Within the Transaction History section, you will also see the amount that has been paid on the job to date and the amount that is outstanding on the job. Here is where you, or another of your shop's users, can also accept payment on the job by clicking on the 'ACCEPT PAYMENT' button.
Near the bottom of the Jobs page, you can assign a technician from your list of users and update the status of the job.
You can also click on the 'EDIT SCHEDULE OR BID' button to update the job service date/time, include/remove add-ons that were/were not previously accepted by the customer, apply an insurance deductible, or utilize a different bid if multiple service options were provided to the customer. More detailed information relating to editing a job, job scheduling, and accepting payments on a job are found throughout the Help Center.
Finally, at the bottom of the page, you will see all customer and internal messaging that has transpired for this job as it progressed through your lead to order process. You can also create a message for your customer or an internal note for your sales team here, just as you could in the service request and/or bid pages.