The Wraptor handbook

Jobs — the spine of every vehicle wrap project

Who it's for

Everyone on the shop floor uses Jobs. The owner or manager creates jobs, sets priorities, and watches pipeline health. Installers check their assigned jobs for due dates and stage checklists. Designers watch for jobs that need artwork. Production staff confirm material availability before pulling stock. Front-desk staff can open a job straight off a phone call — the New Job form needs a customer plus either a vehicle or a one-line subject, and nothing else.

Three tabs inside a job are permission-gated: Quotes and Invoices need the Billing permission, and Rex needs the AI permission. Editing the contact card needs the Customers permission. Everything else on a job is open to anyone who can open it.

Where it fits

Jobs is the starting point and the central spine of the entire Wraptor workflow. Every other major module — Quotes, Proofs, Calendar, Invoicing, Files — threads back to a job record. See workflow-map.md for the full lifecycle diagram. See personas.md for how each role interacts with Jobs at each stage.

Overview

A job is the record Wraptor creates the moment you decide to track a piece of work. It holds the customer, the vehicle, the coverage type, the priority, the timeline, every file uploaded, every note taken, every status change logged, and every dollar quoted and billed — all in one place.

/jobs is the hub, with Schedule, Today, List, Board, Bays (when configured), and Crew views of the same jobs. List is the initial default; choose a view and use Set … as my default to save your preference to your account. Schedule follows install dates or promised due dates, Today brings together work needing attention, and List and Board show workflow stages. Whichever view you use, opening a job opens the same job panel.

Wraptor auto-generates a job number in the format JOB-0001, JOB-0002, and so on. It also auto-generates a job title from the customer, vehicle, and coverage type when you don't type one — you can override both. A new job lands on your board's default stage unless you pick another one in the form's Status field.

Jobs hub (/jobs) Shows active jobs. On-hold, set-aside and archived jobs all leave the board; a job that has reached the last stage stays in that column until you archive it.

View switcher — Schedule · Today · List · Board · Bays · Crew, subject to permissions and configured bays. Schedule is a Jobs view; the full Scheduling workspace remains available in the sidebar.
- Schedule — switch between install dates and due dates, then agenda, week or month. Undated work stays accessible for scheduling.
- Today — today's and tomorrow's work, changes needing review, blockers, customers awaiting a reply, and follow-ups due.
- List (default) — job rows grouped under their stage, and the stages grouped under three phase bands: Win the job, Produce, Paid. A job whose status matches no stage on your board is bucketed under Other instead of disappearing.
- Board — the drag-and-drop stage board. Drag a card to a column to move the job, or use the card's Move to… menu to pick a stage without dragging.
- Bays — the same jobs laid out across your install bays with today's schedule state on each (upcoming, in progress, running late).
- Crew — one lane per team member with a load bar, plus an Unassigned lane for jobs nobody owns yet.
- Cards on Bays and Crew carry the same Move to… menu as the Board, so you can change a job's stage there without switching views.
Mine / Member — two lenses on the same jobs: Mine filters to jobs assigned to you, Member filters to one teammate. They are mutually exclusive. Your Mine / Member choice, any stage filter, and your sort are remembered on this device (not across devices), so the board opens the way you left it. Whenever a remembered filter is hiding jobs, a Filters · N chip appears beside the view switcher; click it to clear them all. A teammate who has since left the shop, or a stage you've deleted, is dropped from the remembered filters instead of hiding everything.
Counts — overdue, due today, owe balance and active, in the toolbar at every desktop width (on a narrower window the words fold to small icons; hover one to see what it counts). The first three are buttons: click 3 overdue and the board shows just those three jobs, with a Past due · 3 chip beside the search box. Click the number again, or the chip, to see every job. The counts follow everything else narrowing the board — the location picked in the top bar, Mine / Member, a stage, Needs a customer and search — so a number is always what clicking it shows. Overdue and due today use the same rules as the morning briefing on Home: a lead or a quote that's still out isn't overdue (it's being sold, not produced), and nothing in a finished stage is. Owe balance counts jobs with a Sent, Partial or Overdue invoice that still has money owing, after refunds. A count's filter lives in the page address (/jobs?lens=overdue), so a refresh, a shared link or Back from a job keeps it, but it is never remembered as your board's default.
Links from Home — the briefing card's due today, past due, no deposit and not moving tiles open this board showing exactly those jobs, under a chip named for the tile (No deposit · 2); click the chip to see every job. A Job Pipeline bar opens its stage, and a Team Workload row opens that teammate's jobs (on a phone the list opens with its Filter panel showing, so you can see whose jobs they are). A link sets the whole view — a remembered stage, Mine or search is set aside for it — and isn't saved as your board's default.
Appearance (Board and Bays only) — the Board appearance menu. Card layout picks Normal ("Large cards with image previews") or Compact ("More jobs and stages at once"), and below it you can upload or remove a board background image.
Sort — Due Date, Status, Customer, Material, or Newest.
Needs a customer — appears only when the shop has jobs whose customer is a placeholder from a CSV import, and filters to exactly those.
Import jobs — opens the CSV importer at /jobs/import.
Search — on desktop, the Search jobs box sits in the toolbar next to the view switcher; press / anywhere on the board (when you're not typing in a field and no job window is open) to jump into it, and Esc to clear it. On phones, the magnifier in the header opens a Search jobs... box. It matches job number, title, or company (customer) name. It does not search the contact person's name.
Phone toolbar — the mobile header carries search, filters, sorting, and access to the Jobs views. Schedule supports install-date and due-date views on phones too.
Phone list — the list, the stage pills (All and one per stage), their counts and the header count follow the same rules as the desktop board: only the location picked in the top bar, archived jobs only under your last (completion) stage's pill and never under All, and whatever search, Mine / Member, Needs a customer or count filter is on — so a pill's number is what tapping it shows. Under the pills, chips repeat the board's counts (2 overdue, 1 due today, 3 owe balance); tap one to see just those jobs, and tap it again to clear it. A filter that came from a Home tile with no chip of its own (no deposit, not moving) shows there already pressed. Each card shows its due date in red once it's overdue and amber within three days, and an Urgent, Balance due or Deposit in chip under the stage, like a desktop row.

Department boards Use Manage boards to start from Wraps, Signs or PPF and set your own stage names and order. Add department work to a customer job, optionally making one work item depend on another. The combined view shows department progress alongside the job's customer lifecycle. Required departmental work must finish before the customer job can complete. The order keeps one customer and billing record.

Department boards are a Fleet feature, with unlimited boards; Starter and Shop run on the main job board. Trials include boards, and shops that created a board before September 30, 2026 keep their original allowance (Starter one, Shop three). A downgrade does not remove access to existing work. Department stages do not replace the customer-visible workflow configured in Settings.

Quick capture and handoffs Quick capture saves a request with a short note, optional customer, due date, reviewer and reference photos. It requires a connection. If a photo fails, retry it while the dialog remains open without creating another job. Photo uploads offer camera, photo library or file browsing on supported mobile devices.

In Handoff & next action, assign scheduling and production owners, record the next action, blocker and follow-up, and acknowledge the exact revision reviewed. Later schedule, due-date or scope changes appear in the handoff history and can require another review. Unsaved edits in the handoff form survive saving a department work card or marking the handoff reviewed; Reload latest details discards them.

Install dates and customer communication Set a due date and a separate install date/time in the create form or job editor. Booking an install does not advance its stage. Select the shop location; bay and crew are optional. Shops with no bays use the same schedule without a Bays view.

Appointment templates open editable message drafts for staff to review and send. Staff track the appointment as Tentative, Communicated or Confirmed. Rescheduling the time returns it to Tentative; a crew or bay-only change retains its state. These states do not claim that a customer replied automatically.

Job cards and rows A card carries a stage colour rail, a stage chip, the customer, the vehicle (or the job title when there's no vehicle), the job number, a Sample badge on seeded demo jobs, a short coverage badge, the due date (red once it's overdue), and assignee avatars. A money signal shows Balance due in amber or Deposit in in emerald when either applies. Balance due means one of the job's Sent, Partial or Overdue invoices still has money owing after refunds; drafts, void invoices and paid ones never trigger it. Normal cards also show a cover image, a checklist progress bar, and the job's location when you aren't already filtered to one. Hovering a card reveals one action: Move to {next stage}, or Archive once the job is at the last stage. On a touch screen there is no hover, so that action is always visible as a small arrow (or archive) button in the card's bottom-right corner.

On the Board, Bays and Crew views, every card also has a move button (two arrows) in its top-right corner — it appears when you hover the card with a mouse and is always there on a touch screen. It opens Move to…: every stage in board order, with the job's own stage ticked Current and greyed out. Pick a stage and the job moves exactly as if you'd dragged it there: the same sign-off check, material prompts and "Couldn't move job" messages apply. Tapping the button never opens the job or picks the card up to drag, so it's the easy way to move a job on a phone or across a long board. Cards in the Other lane can be sent to any stage this way, and the cards in a stage spotlight (click a column's title) carry the same menu as a Move to… button beside Open. Picking a stage there closes the spotlight and moves the job on the board, so any sign-off or material prompt opens in front of you.

Archive dock A shelf at the bottom of the Jobs hub. It sits collapsed as an Archive pill with a count; click it and the panel opens — "Finished and paused jobs, without leaving the board." It has two tabs, Completed and On Hold, each showing its true count — every archived or on-hold job you can see, not just the ones loaded. Rows open the job. A tab opens on its 50 most recent jobs; a longer list ends in a Show more button that loads the next 50 ("Showing 50 of 212"), down to the oldest.

New Job form One form, not a wizard. It opens from the top bar's Create → New job (paid plans), from /jobs/new, from New Job on a customer's profile, or from the New job button on an empty board.

Customer — search an existing customer, or open New Customer and fill in company name, contact name, phone, and email. Paste reads a copied email signature and fills those fields for you.
Status — which stage the job starts in.
Vehicle Wrap or Other Project — pick a vehicle for the customer (or add one: type, year, make, model, wheelbase), or type a subject for non-vehicle work ("What's this job for? (e.g. Banner, Signage, Mural...)").
Coverage type; the material's brand, product, colour and roll size; location; install date/time and duration with optional bay and crew; independent due date; assignees; notes; and How did they hear about you?
Location lists only the locations you work at, and starts on the one picked in the top bar — otherwise your default location if you work there, otherwise your first one. It shows only when you have more than one.
An assignee who doesn't work at the job's location is left off — they couldn't open the job — and once the job is saved a note names them: "Job created — {name} not assigned".
Create Job finishes. Until it's ready the form says why: "Select a customer to continue.", "Select a vehicle to continue.", or "Add a job subject to continue."

Job panel Clicking any job card opens a full-screen panel (/jobs/[id] redirects to ?open=[id] on the hub). It is the complete job record.

Header — the current stage as a coloured pill, the job number (click to edit), the title (click to edit), and three buttons: Notify crew, Packet, and Installer link.
Money line — Quoted → Invoiced → Balance due, Paid in full, or Not invoiced, from the job's own quotes and invoices. Roles without Billing see the deposit/balance glance only, without amounts.
Make it look unreal — appears once the job has files, and opens WrapStudio preloaded with them.
Side rail — Contact (click to edit name, phone and email, with the Customers permission), Vehicle, Description, Team (add or remove assignees; the small badge on each avatar flips them between Designer and Installer), Due Date, and Bay. Tap the contact's phone number to call it, or Text beside it to open your messages app on that number. An extension or a note typed after the number ("ext. 2", "cell") is left off the call and the text; a phone with nothing dialable in it shows as plain text with no Text button.
Bottom bar — Hold, Set aside, Delete, Urgent, Share (copies the tracking link), Follow-Up, and a button named after the next stage that advances the job. On a phone the bar is a single row: a … button, a bell for Follow-up, and the next-stage button across the rest of the row, so the two you use most are always under your thumb. The … menu holds Mark urgent (or Remove urgent), Copy tracking link, Hold…, Set aside… and Delete. A red dot on the … button means the job is marked urgent. Hold… and Set aside… ask for their optional reason in a small window, and Delete asks you to confirm first.
When a change doesn't save — every button and field in the job panel says so in a toast that names what failed ("Couldn't put the job on hold", "Couldn't assign this teammate", …) instead of failing silently. Where trying again is safe, the toast has a Retry button that repeats exactly the change you made; a stage move that deducts material, and scheduling a follow-up, have no Retry so nothing happens twice.

Job panel tabs

The tabs are grouped into four sections across the top of the panel: Work, Files & design, Money, and Customer & activity (shortened to Work, Files, Money and Customer on a phone or a narrow window). Pick a section and its tabs appear underneath. Each section remembers the tab you last had open in it, so going back lands you where you were. Anything that sends you to a tab — Create Invoice on a quote, a link to a proof comment, Rex taking you there, an Ask Rex button — opens the right section for you. A section with no tabs for you doesn't show: without the Billing permission there is no Money section.

A small dot flags something you might otherwise miss — on the tab, and on its section while that section is closed. Point at the tab or section to see why:

Checklist — "Ready for sign-off": every item is done and the stage needs a sign-off before the job can move on.
Proofs — "Changes requested": the customer asked for changes to a proof.
Materials — "Not enough material in stock": an open job needs more vinyl or laminate than you have on hand. It only appears once you keep vinyl or laminate stock in Inventory, and a layer you don't stock at all (laminate, for a shop with none on the shelf) isn't counted.

With a keyboard, Tab reaches the section row and then the tab row; the arrow keys (and Home / End) move along a row, and Enter or Space opens the one you're on.

Work

Details — the job's notes, its warranty registration, and its e-sign documents. Notes here show every thread, including Production and Proof notes, each with a badge.
Rex — a chat about this one job, preloaded with its vehicle, customer and stage. Shop-wide ("Visible to your shop"). Needs the AI permission; see Rex.
Ask Rex buttons — two quiet shortcuts, also behind the AI permission: Draft with Rex beside Send an update on the Customer tab, and Explain this quote at the top of the Quotes tab (one Explain {quote number} per quote when the job has several, up to four). Each switches the job panel to its own Rex tab and sends the prompt there for you — a customer update you can paste, or a plain-language walk through the quote's lines and total — so the job stays open beside the answer. Each tap is one Rex turn on your shop's AI meter. If the quote builder has unsaved edits, Wraptor asks before discarding them.
Install brief — generated fitting guidance for this vehicle and coverage: known quirks, surface prep, technique, substrate, and service-specific notes.
Checklist — the current stage's checklist, created from your stage templates. Items can be check boxes, text fields, number fields, or dropdowns.
Materials — planned and used material for the job, and the availability check.
Inspection — digital vehicle inspections: check-in/check-out walkarounds with photos, video clips, a graded checklist, damage notes, and the customer's e-signature. Jobs that used the older photo-only tool keep a read-only Photos (legacy) tab.
Time — the timer and the time log (see Capabilities).
Fleet — only on a job that is a fleet parent, a fleet child, or typed Commercial Fleet. See below.

Files & design

Files — everything uploaded to the job. Images and PDFs show as thumbnails; set any image as the job's cover. A signed document's PDF and any signature image show a lock in place of the delete X.
Proofs — proof versions sent to the customer, with their own notes thread. See Proofs.
Production — the production notes thread for print and cut instructions.

Money (needs Billing)

Quotes — quotes on this job: Build Quote, Upload PDF, Copy previous, Send / Resend, Approve {SO-number}, Create Invoice, and the delivery line that says how the quote actually reached the customer. Open in full builder goes to the quote page.
Invoices — the job's invoices, plus the profitability panel: Revenue, Material Cost, Labor Cost, Margin.

Customer & activity

Customer — everything the customer sees and everything you send them, in one place: the job's public tracking link with Open, Copy link, Preview as customer, and Send tracking link; Send an update for one-off news; the customer's contact details inline (edit an email here and the next message actually reaches them); a switch for whether the promised due date is shown to them; Regenerate link if the link went to the wrong person; how many times they've opened the page and when; and What we've sent them, the log of every message. Use Preview as customer to check your work — Open loads the customer's real link and counts as a view.
Timeline — the job record end to end: Quoted / Collected / Outstanding at the top, then Job opened, Quote sent, Quote approved, Scheduled install, every stage move, Proof sent, Proof approved, Invoiced, Payment in, Paid in full.
Email — compose to the customer, plus the job's email history from WrapMail.
History — every stage change with a timestamp, the previous and new stage, and who made it.

On phones the Work section starts with an Info tab that carries the side rail's contact, vehicle and schedule cards.

The panel loads up to 12 files, 10 proofs and 25 notes; the full lists live on their own screens.

Fleet tab A fleet is a parent job with one child job per vehicle. On the parent, the tab shows Fleet Progress ("{done}/{total} complete") with a bar, then a row per child job you can click through to. At the bottom, pick from Add a vehicle to this fleet… — the customer's vehicles that aren't already in it — and press Add. On a child job the tab instead shows a link up: "Part of fleet {JOB-number} — {title}". A child inherits the parent's title prefix, description, coverage type, priority, due date, location, customer, and its current stage — not the board's first stage. See Fleets.

Shop-floor TV display (/jobs/tv) A full-screen, read-only board built for a wall-mounted screen. It shows every job grouped by stage with your shop name, so the whole team can see what's in production at a glance. Nobody drags or edits from the TV; open /jobs on a computer or phone to make changes. The TV icon in the top bar opens it, on every plan — it's hidden on phones.

Setup checklist card While your shop is still new, shop owners see a dismissible setup checklist above the board (and on Home) with seven steps: Tailor your workflow, Bring in your first real job, Set your quote standards (2 min), Send your first quote, Take deposits by card (connect payouts so an approved quote can collect its deposit — it ticks itself once your Stripe account can take a card), Connect the email you already use, and Get leads on your lock screen. Every step except Tailor your workflow has a Skip, and the card disappears once all seven are done or skipped — or when you dismiss it.

Capabilities

Creating and editing jobs

Create a job from the top bar's Create → New job, from /jobs/new, from a customer's profile, or by approving a quote (see below).
The form creates customer and vehicle records on the fly if they don't already exist.
Edit the job number and title inline in the panel header; edit the description, contact, vehicle, team, due date and bay in the side rail.
The side rail's Vehicle box has two links. Change relinks the job to another of the customer's vehicles, or to none; when the right one isn't there yet, + Add a new vehicle for this customer under the list creates it and brings you back to pick it. Edit opens the linked vehicle's details — year, make, model, color, VIN, plate, notes — and Update Vehicle brings you back to the job. Both need the Vehicles permission. The box shows the color, plate, VIN and vehicle notes.
Mark a job Urgent from the bottom bar (on a phone, … → Mark urgent).
Non-vehicle work ("Other Project") is a first-class job — a subject line stands in for the vehicle.

Jobs that arrive from an approved quote

Approving a quote creates its job automatically — whether the customer approved online or you recorded the yes yourself on the Mark approved sheet. There is no separate convert step. (An approved quote that somehow has no job still offers Create Job in its Actions menu.)
The job carries over the quote's customer, its vehicle, its coverage type, and — on an area-priced quote only — the approved option's square footage as the job's estimate. A per-unit or flat-price quote never measured the vehicle, so it hands production no number rather than a guessed one.
The job number chains off the quote number where it's free: SO-00005 becomes JOB-0005, otherwise the next free JOB number.
It lands on your Approved stage if your board has one, otherwise on your default first stage.
A quote with no vehicle still becomes a job. It's titled "{Customer} — vehicle to be confirmed" and rings a bell: "{SO-number} approved — add the vehicle · {Customer} is booked in. Add the vehicle so the crew knows what's coming." Add the vehicle from the job's side rail (Change, or + Add a new vehicle for this customer when the customer has none on file) and the title is yours to fix. Choose No vehicle under Change to unlink a vehicle attached by mistake.
Converting twice is safe — the second attempt returns the job that already exists.
The job's location: when you mark the quote approved or click Create Job, your default location if you work there, otherwise the first location you're assigned to (the same rule as a new job), so the job is on your board. A customer's online approval files it at the shop's default location.
One thing stops a conversion: no location to file it at ("{SO-number} couldn't become a job · Set a default location in Settings, then convert the quote.").
See Quotes for the send and approve flow itself.

Moving jobs through stages

Drag a card between columns on the Board view.
On the Board, Bays or Crew view, open a card's Move to… menu (the two-arrow button in its top-right corner) and pick any stage — the same move as a drag, without dragging.
Hover a card and click Move to {next stage}.
Open the job and click the next-stage button in the bottom bar.
Advance from the Checklist tab once the stage's checklist is complete (and signed off, when the stage requires it).
Every stage change is recorded in History with a timestamp and who made it.
When a job moves to a stage with a checklist template, Wraptor creates that checklist automatically.
When a job reaches the terminal stage, Wraptor captures a pricing snapshot for AI-assisted pricing on future jobs.
Moving a job never prompts you to email the customer. What the customer hears is decided in advance by the milestone rows on Settings → Customer messages — see "Keeping the customer posted" below.
Stage actions. If the stage a job lands in has actions set up under Settings → Workflow → Automation → Stage actions (request the deposit or balance, send a document to sign, ask for a review, remind the crew to inspect, notify someone, chase an unanswered proof), they run right after the move — from every door that moves a job: a drag, Move to…, the job's bottom bar, the calendar, the installer's phone view and installer link, Rex, and a customer's proof approval. They never slow the move down or stop it; anything that can't run sends the Settings people one notification. Deleting a stage (its jobs move to the stage you pick) doesn't fire them, and neither does a job being created — an approved quote, a booking or an import starts the job in its stage without a move. The one exception is the New Job form with a Status other than your starting stage: the job is created in the starting stage and then moved to the one you picked, and that move runs its actions. Each action runs once per time the job enters the stage — a job that leaves and comes back runs them again. A customer approving a quote online doesn't move a job that already exists, so it doesn't run them either. Stage actions are off until Wraptor turns the feature on.

When a move is refused A blocked move tells you why instead of failing silently. When you move a card on the Jobs hub — a drag, Move to…, or a card's Move to {next stage} — a sign-off block opens a Sign-off required box with the reason and an Open checklist button, and the card stays where it was. Inside the job, a sign-off block on the bottom bar's next-stage button shows a Sign-off required toast with the reason and switches the panel to the Checklist tab. A move the server refuses shows a toast reading Couldn't move job or Couldn't advance stage with the reason, and a card you moved snaps back. The sign-off reasons read:

Sign-off gate, no checklist yet — ""{Stage}" requires a signed-off checklist before jobs can move forward, but this job has no {Stage} checklist yet. Open the job's Checklist tab to create it."
Sign-off gate, unfinished — "The "{Stage}" checklist must be fully completed and signed off before this job can move forward."
Sign-off gate, unsigned — "The "{Stage}" checklist is complete but still needs sign-off from a team member assigned to this job."

One case gets its own toast title: when stock came out but the move itself then failed, the toast reads Material was deducted, but the job didn't advance, then the reason and "— drag it again to retry (the material won't be deducted twice)."

Keeping the customer posted (what a stage move sends)

Wraptor sends three fixed milestone emails on a job — Scheduled, Work started, and Ready for pickup — not one per stage. Each is bound to what a stage does, so it works the same whether your board has seven columns or twelve, and a customer gets at most one email per milestone across the whole job.
Each milestone is an on/off row on Settings → Customer messages. All three are off until you switch them on; each row shows which of your stages it is bound to. A milestone with no bound stage says so in amber — "No stage on your board sends this, so it never goes out even when it's on. Add or rename a stage in Settings → Workflow." — and never sends.
A shop with nothing switched on sends nothing. These rows are off for every existing shop, and no preset, reset, or update turns them on for you.
One send per milestone. Move a job out of Installing and back in and the customer is not emailed twice.
Each row also lets you rewrite what the customer reads — Edit what the customer reads opens one message box per bound stage. Leave it empty and Wraptor sends its own wording.
Milestones fire from every stage-move door — dragging a card, the job panel, the installer work view, and the no-login work link — so a job that only ever advances from an installer's phone still reaches the customer.
The wording follows the trade on the job's quote: wrap, window tint, paint protection, or a neutral "your project" when Wraptor genuinely can't tell. A tint customer is never told about "your wrap".
If quiet hours are on, a milestone that lands inside the window is held and delivered when it closes.
Separately, the Customer column in Settings → Workflow controls which stages appear on the customer's tracking page and what they're called there. Showing a stage does not email anyone — display and email are deliberately two different switches.
For anything a milestone can't predict, use Send an update on the job's Customer tab. It emails the customer and posts the same words on their tracking page.

Stage-ready crew pings (notifications on stage moves)

When a job lands in a new stage, the assigned teammates whose role does that stage's work get a notification (in-app bell + mobile push): stages whose name contains design, proof, artwork or print ping assigned designers; install, prep, wrap, tint, PPF, apply or removal ping assigned installers; a stage matching both words or neither pings all assignees. Only people assigned to the job are ever pinged, and a stage that wants designers with none assigned stays silent rather than pinging the wrong person.
Whoever moved the job is never self-pinged, terminal stages stay silent, and when the job moves again the old ping auto-retires — so the bell only ever reflects the job's current stage. Pings fire from every door: board drag-and-drop, the job panel, the installer work view, and the no-login work link.
Notify crew in the job panel header re-pings the current stage's crew by hand and reports how many people it reached ("Pinged {n} teammates — Your crew sees it on their bell and phone. The customer was not emailed."). If nobody on the job matches the stage you get "Nobody on the crew to ping". Its dropdown repeats the manual Ping the crew for the current stage and holds the shop-wide switch Auto-ping the crew on every stage change — on by default, and flipping it needs the Settings permission. Turn it off and stage moves are silent for the crew; the header button still works by hand.
Notify crew goes to your team, never the customer. Anything the customer receives comes from the milestone rows or Send an update on the Customer tab.

Holding, setting aside, and archiving

Hold in the job's bottom bar pauses the job with an optional reason. It leaves the active board and lands in the Archive dock's On Hold tab, keeping its stage, its files and its history. Open it from the dock any time — but it stays off the board until someone clears the hold, and there is no one-click release today. If you expect to pick the work back up soon, Set aside is the reversible option.
Set aside parks the job as a lead: it leaves the board for Leads → Parked, its upcoming bay reservations are released, and any queued customer emails are cancelled. Bring back on the Leads → Parked row returns it to the board ("Back on your board — This job is active again.").
Archive is the hover action on a card that has reached the last stage. Archived jobs drop off the board and collect in the Archive dock's Completed tab. A "Job archived" note confirms it with an Undo button for a misclick. Archiving also releases the job's upcoming bay reservations and cancels its online bookings — an unpaid booking is voided and the customer is emailed the cancellation, while a booking with a paid deposit is left alone so refunds stay a deliberate calendar decision. Undo brings the job back to the board but does not rebook what the archive cancelled — the customer was already emailed — and the note says so when that applies.
Archived jobs never render on the board. Every one of them, of any age, opens from the Archive dock or from its own /jobs/<id> link. To put one back on the board, open it and move it to a working stage — that un-archives it.

Assigning the crew

Add or remove team members from the Team card in the job's side rail.
A teammate who works only at other locations can't be added — they'd get the "You were assigned" ping and then couldn't open the job. The toast says so: "{name} doesn't work at this job's location, so they couldn't open it." Add them to the job's location first (Manage staff on the Locations card).
Each assignee carries a role badge you can flip between Designer and Installer; that role decides which stage pings they get.
Assignees see the job on their calendar when a schedule event exists, and installers see it in My Jobs.

Job packet & installer work view

Packet in the job header opens the combined job packet PDF. Its dropdown offers the individual sheets: Job overview (customer, vehicle, coverage, dates, notes), Installer QC (the stage checklist to tick off on-site), and Proof sheet (the approved artwork).
Installer link mints and copies a no-login link (/work/<token>) so a freelance or off-site installer can run the job from their phone without a Wraptor account: they see the approved artwork and the job's production notes, run per-activity timers, tick the QC checklist, and advance the stage. Logged-in staff get the same screen at /jobs/<id>/work, whose Install packet adds the job packet, the production files link and the install brief. An item that takes a value is filled in right there — a number box (a bleed amount), a text line (an ICC profile) or buttons for a pick-one (a print mode) — and only a number, or one of the listed choices, is accepted. A tap that a teammate's tick has already overtaken (two phones on one job) leaves the item as they set it instead of unticking it. When a stage needs sign-off, the link says so in place of Advance — signing needs a signed-in member assigned to the job, who can do it from the job panel or their own work view (Sign off as {name}).
Work-link actions are job-scoped and rate-limited, and any time logged from the link rolls into the job's time tracking and profitability exactly like a staff entry. Pairs with the freelance installers you hire.

Digital vehicle inspections (check-in/check-out)

Full guide: Digital Vehicle Inspections. The short version: a Condition Report card on the installer tablet (/work/<token>) and the job panel's Inspection tab both run the same walkaround.
Each walkaround is a 9-slot photo/video grid — front, rear, driver side, passenger side, roof, hood, trunk, and two close-ups — plus a graded checklist (OK / Attention / Fail per item, shop-customizable in Settings → Workflow), per-slot notes, and one free-text damage notes field.
The customer signs on-screen with their typed name. A signature is required to submit a check-in report; check-out can be submitted without one if the customer isn't there to sign.
Once a report is signed, its photos, clips, and signature are locked as evidence — Wraptor blocks deleting those files (from the Files tab or anywhere else) for as long as the report stays signed.
Submitted reports also appear on the customer's own Track page — photos, clips, checklist, and a PDF download once signed.

Notes and AI cleanup

Add internal notes any time from the Details tab. Notes are visible to your shop, never to the customer.
Type rough notes — the placeholder is "Type rough notes from a customer call — AI can clean them up..." — and once there's enough text an AI Clean Up button appears. It rewrites the note in place; Undo puts your raw text back. The note box is locked while it works, so nothing typed during the clean-up is lost.
Cleanup also reads out structured job info into a Detected job info banner (coverage type, due date, vehicle details, sq ft estimate). Apply a single chip, dismiss it, or press Apply all. Save attaches the note.
The Production and Proofs tabs each carry their own notes thread; the Details tab shows all of them, badged.

Checklists

Checklists are created automatically when a job enters a stage that has a checklist template configured in Settings → Workflow (the template is edited inline under each stage row).
Items can be check boxes, free-text fields, number inputs, or dropdowns.
A stage can require sign-off: every item ticked, then a team member assigned to the job signs off before the job can leave that stage.
Checklist progress shows as a bar on Normal job cards.

Files and photos

Upload any file to a job from the Files tab. Images and PDFs show as thumbnails — click one to open it full size, then use the arrows (or ←/→) to step through the rest. Open original in the viewer opens the full-resolution file in a new tab.
Photos on the Production and Inspection tabs (quick photos, walkaround slots and checklist close-ups) enlarge the same way, and so do older jobs' Photos (legacy); the magnifier on the hero strip opens the cover photo. Escape or the dark background closes the photo and leaves the job open.
Set any image as the job's cover, or use the camera button on the panel's hero strip.
Files up to 50MB each are accepted. Images are prepared in the browser first — iPhone HEIC photos are converted and anything over 4096px or over the cap is scaled and re-compressed — so a phone photo almost never bounces. Your plan's storage cap still applies ("Storage limit reached").
Check-in/check-out photos and clips live on the Inspection tab, and are locked once their report is signed. The tab's quick Add photos shots are different: they go to the job's plain photo store and are never part of a signed report.

Time tracking

Open the Time tab, pick an activity — Design, Production, Installation, Removal, or Other — and press Start. Stop ends the run.
Log opens the Log Time dialog for time you didn't clock live: Hours, Activity, Notes, and — for the owner and members with Team Management or Payroll — Hourly Rate ($). That rate is the wage payroll falls back on for someone with no pay rate set, so other members don't get the field and can't set their own pay.
Entries list with totals, plus a per-stage breakdown. Time feeds the profitability panel.

Profitability

The panel at the bottom of the Invoices tab aggregates invoice revenue, material cost from inventory usage, and labor cost from time entries.
Margin and margin percentage are colour-coded: green at 40% or better, amber at 20% or better, red below that.

Fleet management

Add a child job per vehicle from the parent job's Fleet tab; the picker only offers vehicles already on that customer's record.
Child jobs inherit the parent's coverage type, description, priority, due date, location, customer, and current stage.
The parent's Fleet tab shows the combined progress; each child job runs independently.

Deleting a job

Delete in the bottom bar asks "Delete permanently?" (on a phone, … → Delete opens a "Delete {job number} permanently?" box) and then removes the job with its files, notes, proofs, checklists and its warranty registration — the customer's certificate link stops working. Online bookings for the job are cancelled with it and the customer is emailed the cancellation. Clearing the whole board, or deleting the customer or vehicle a job belongs to, removes those jobs' warranties the same way, and clearing the board cancels the deleted jobs' online bookings and emails those customers too.
A job with invoices is refused: "This job has invoices. Void or delete its invoices first — financial records are never deleted with a job."
A job with a signed check-in/check-out report or an e-signed document is refused: "This job has a signed condition report or e-signed document. Signed records are kept for good, so the job can't be deleted — set it aside or archive it instead." Clearing the whole board keeps those jobs as well, and deleting the customer or vehicle the job belongs to is refused the same way.
A job with crew time that hasn't been through payroll yet — logged hours no finalized payroll period has paid, or a timer still running — is refused too, because deleting the job would erase those hours. Run payroll for the hours, or delete the entries on the job's Time tab, then delete the job (a running timer is stopped by whoever started it; the owner and anyone who manages the team or payroll can also delete it there). On a plan without payroll the message only points you to the Time tab. Clearing the whole board keeps those jobs the same way, and deleting the job's customer or vehicle is refused until the hours are dealt with.

Step-by-step tasks

Create a new job
1. Click Create → New job in the top bar (or go to /jobs/new).
2. Search for an existing customer, or open New Customer and fill in company name, contact name, phone and email. If you have their email signature on the clipboard, Paste fills those fields.
3. Leave Status on your first stage, or start the job further along.
4. Choose Vehicle Wrap and pick or add the vehicle, or choose Other Project and type what the job is for.
5. Set the coverage type, and anything else you already know — material, location, bay, install date, due date, assignees, notes, and how they heard about you.
6. Click Create Job. Wraptor numbers the job, titles it from the customer, vehicle and coverage type, and opens it.
Move a job through its workflow stages
1. Open /jobs and switch to the Board view.
2. Drag the card to the next column — or hover it and click Move to {next stage}, or open the job and use the next-stage button in its bottom bar.
3. If the new stage has a checklist template, the checklist is created automatically. Work through it in the Checklist tab.
4. If the stage requires sign-off, tick every item and then click Sign off; the Advance Stage button appears once it's signed.
5. Repeat until the job reaches the last stage, then archive it.
Pause a job
1. Open the job.
2. Decide which pause you want. Set aside sends it to Leads → Parked and can be undone with Bring back. Hold keeps it as a job but leaves it in the Archive dock with no one-click release — use it for work that is genuinely stalled.
3. Click Set aside or Hold in the bottom bar. On a phone, tap … and pick Set aside… or Hold….
4. Type an optional reason (e.g. "Waiting for customer design approval") and confirm — Move to Parked for a set-aside, Confirm for a hold (Put on hold on a phone).
5. The job leaves the active board. A set-aside job waits under Leads → Parked; a held job waits in the Archive dock's On Hold tab, still in its current stage. Either one opens from where it landed.
Add a note with AI cleanup
1. Open the job and stay on the Details tab.
2. Paste or type your raw notes — for example, what the customer said on the phone.
3. Once there's enough text, click AI Clean Up. (Undo restores your raw text.)
4. Review the Detected job info chips — coverage type, due date, vehicle info, sq ft estimate. Apply the ones you want, or click Apply all.
5. Click Save to attach the note.
Track time on a job
1. Open the job and go to the Time tab.
2. Choose an activity: Design, Production, Installation, Removal, or Other.
3. Click Start. The timer runs until you click Stop.
4. For time you didn't clock live, click Log and fill in the Log Time dialog — hours, activity, notes (and the hourly rate, if you manage the team or payroll).
5. Entries appear with totals and a per-stage breakdown, and feed the profitability panel.
Run a fleet
1. Create the parent job and choose Commercial Fleet as the coverage type.
2. Make sure the fleet's vehicles are on the customer's record — the Fleet tab only offers vehicles already on file. Add any missing ones under Vehicles.
3. Open the job's Fleet tab, choose a vehicle from Add a vehicle to this fleet…, and click Add.
4. Wraptor creates a child job for that vehicle in the parent's current stage, inheriting its coverage type, description, priority, due date and customer.
5. Repeat for each vehicle, then run each child job through the workflow on its own. The parent's Fleet tab shows the combined progress.
Archive a completed job
1. Move the job to your last stage.
2. Hover its card and click Archive (the action that replaces Move to once there's no next stage).
3. The job leaves the board and collects under the Archive dock's Completed tab. Clicked the wrong card? Press Undo on the "Job archived" note.
Hand a job to an installer (packet or work link)
1. Open the job and click Packet in the header to open the combined packet PDF — or use its dropdown for just the Installer QC sheet.
2. To send the job to a phone instead, click Installer link. Wraptor copies a /work/<token> URL to your clipboard ("Link copied"); text it to a freelance or off-site installer — no login needed.
3. On that link they run per-activity timers, check off QC items, and advance the stage; everything they log shows up on the job here. Timers are booked under the name they type ("Mike" and "mike" count as the same installer, so retyping the name on another phone still finds the running timer). One name runs one clock: starting a timer stops that name's running link timer on any of your jobs, so moving from one job's link to another's never books the same hours twice. The big Stop is only for the timer running under the name on that phone, with a large live clock above it showing how long it's been running and when it started; while it runs, Change is hidden so a rename can't strand it. Any other timer started from the link shows as a coworker's line with a small Stop that asks "Stop {name}'s timer?" before it stops — so a phone whose name changed (a different spelling, a private tab, cleared storage) can still stop its own old timer. A signed-in teammate's timer has no Stop on the link; they stop it themselves.
Capture a check-in or check-out inspection
1. Open the job's installer work link (/work/<token>) on the drop-off/pickup tablet, or open the job's Inspection tab and start the walkaround right at the desk.
2. Snap photos or short video clips into the 9-slot grid (front, rear, sides, roof, hood, trunk, two close-ups); tap a slot to add a note on it.
3. Grade the inspection checklist (OK / Attention / Fail per item) and attach close-ups to anything not OK.
4. Add any damage notes in the free-text field.
5. Check-in only: hand the screen to the customer to type their name and sign, then submit. Check-out can be submitted without a signature if the customer isn't present.
6. The report shows up on the job's Inspection tab and on the customer's Track page — full guide in Digital Vehicle Inspections.
Keep the customer in the loop
1. Open the job → Customer tab. Check the contact email is right; fix it inline if it isn't.
2. Send tracking link (or Copy link and text it). Use Preview as customer first if you want to see what they'll get — your preview isn't counted as their visit.
3. Decide once, in Settings → Customer messages, which of the three milestone emails go out: Scheduled, Work started, Ready for pickup. From then on the right stage move sends each one, once, without asking you.
4. Decide once, in Settings → Workflow, which stages appear on their page and what they're called there (the Customer column).
5. For news a milestone can't cover, use Send an update on the same tab. It emails them and lands on their tracking timeline.

Settings & permissions

Who can see and use Jobs

The jobs permission is granted to all four default roles: Manager, Designer, Production, and Installer. Every active team member can open the hub and open job cards. Managers hold every permission, as owners do.

Inside a job, three tabs need more: Quotes and Invoices need billing (Manager and Designer by default), and Rex needs ai (Manager and Designer by default). Editing the contact card needs customers. Custom roles can have jobs added or removed in Shop → Team → Roles & Permissions.

What the customer sees of a job

Two settings outside the board decide the customer's experience, and both need the Settings permission:

Settings → Workflow → the Customer column — which stages appear on the tracking page, and what the customer calls each one. Off for every stage on a board that already existed; new shops seeded from a trade preset start with sensible customer labels filled in. Re-applying or resetting a workflow preset deliberately leaves this column alone, so a reset never starts narrating a live shop's board to its customers or throws away wording you wrote.
Settings → Customer messages — the three milestone email rows, quiet hours, and the review ask.

Everything else on the job's Customer tab — sending the link, sending an update, showing the due date, regenerating the link — is available to anyone with the jobs permission. Reading What we've sent them additionally needs Billing or Settings.

Plans and the trial

The Jobs board is open with no active-job cap on every plan and during the 7-day free trial (no card required; no automatic charge). There is no free plan: a shop without a plan lands on the plan picker instead of the board, and its data is kept. See Plans.

Installer-only accounts land on My Jobs rather than the hub; managers also have Home as a separate landing screen.

Inventory / material tracking

The material check / deduct / reconcile steps on stage transitions only run when material tracking is enabled for the shop (a shop-level setting in Inventory). With it off, those stage flags are ignored and a move never touches stock. That switch is not plan-gated — the aggregate stock rack is open on every plan; only per-roll and remnant tracking is a Wraptor Shop feature.

Job cards themselves carry no material badge. The only place material availability shows on the board is the Material sort, which orders jobs short-of-stock first.

Location scoping

Every current plan includes one location. Wraptor Shop and Wraptor Fleet can add more as metered add-ons ($99/mo, or $990/yr, each); Wraptor Starter runs a single location, and a few grandfathered plans carry unlimited locations already. When a shop has multiple locations, each team member's job list is scoped to the locations assigned to them, and a manager can filter the board by location. The scoping covers every way into a job, not just the list: a member can't open, print (the packet, ticket or inspection PDF) or change a job at a location they aren't assigned to, even from a link — it reads as "Job not found". Owners, and members with no locations assigned, reach every location.

When a payment fails

A past-due shop stays signed in and keeps working. An amber banner sits above the board — "Payment failed. Please update your payment method within {n} days." — with an Update Payment button for managers and owners. Past the grace period the banner turns red and reads "Your account is in read-only mode. Update your payment method to continue.", and it can no longer be dismissed.

What actually changes at that point is entitlement, not the board: the shop stops counting as a paying subscriber, so paid-only features go dark and writes are locked until billing is fixed. Cancellation is different: when trial or paid access ends, the workspace keeps all of its data and pauses on the plan picker until the shop subscribes. See Plans.

Tips & common pitfalls

Job number collisions: Wraptor retries up to five times if two jobs are created at once and collide on a number. Editing a number by hand can still clash — you'll see "Job number X is already in use."
Don't archive too early: reaching the last stage does not archive a job — it stays on the board so the last column is visible. Use the card's Archive action to move it into the Archive dock.
On hold ≠ set aside ≠ archived: Hold pauses a live job in place. Set aside demotes it to a parked lead under Leads → Parked and releases its bay bookings. Archive is for finished work. Only a set-aside job has a one-click Bring back.
Smart title overwrite: the title is generated when you create the job. Changing the coverage type later does not rewrite it — edit the title yourself if it matters.
Checklist templates: checklists only appear if someone has configured a template for that stage under Settings → Workflow. If the Checklist tab is empty, that's why.
AI note extraction: the detected fields are a suggestion. Review them before you apply, especially dates and sq ft estimates.
Profitability accuracy: the panel only reflects invoices and time entries recorded in Wraptor. If labour is tracked elsewhere, the numbers will be low.
Fleet vehicles must exist first: the Fleet tab adds vehicles already on the customer's record — it can't create one. Add it under Vehicles, then come back.
Fleet child jobs: deleting a child job only removes that vehicle's job — the parent and the other children are untouched.
Moving a job doesn't ask you about the customer. If you're waiting for a "send a status update?" prompt on a stage move, there isn't one. Set the milestone rows once in Settings → Customer messages and the emails take care of themselves; use Send an update for the one-offs.
No email is not a bug. If a stage move sent nothing, the usual reasons are: that milestone's row is off (the default), no stage on your board is bound to that milestone, the milestone already went out on this job, the customer has no email address on file, or they turned reminders off — on their contact record, or themselves from the footer of one of your emails. The job's Customer tab shows what has actually been sent.
Check the contact email before the milestone fires. Wraptor uses the customer's primary contact address, falling back to the customer record's own. If neither exists, the milestone is skipped silently rather than failing the stage move — fix the address on the Customer tab and the next milestone reaches them.
Signed inspection evidence can't be deleted: once a check-in or check-out report is signed, Wraptor blocks removing its photos, clips, or signature from the Files tab or anywhere else — that's deliberate, so a signed record can't quietly lose the evidence it's supposed to protect. The job itself can't be deleted either while it holds one (set it aside or archive it).
Invoiced jobs can't be deleted: void or delete the invoices first. Financial records never disappear with a job.
Jobs with unpaid crew time can't be deleted: hours logged on the job that payroll hasn't paid (or a running timer) would vanish with it. Run payroll for them or delete the entries on the Time tab first.
Get back to a job fast: open search (⌘K on a Mac, Ctrl+K on a PC, or More → Search on a phone) and, before you type anything, Recently viewed lists the last six jobs and customers you opened, newest first. Pick a job to reopen its card on the board. Start typing and the list gives way to search; each job result names its customer beside the job number — a print, sign or booking job with no vehicle included. The list lives on that device and belongs to whoever is signed in: when someone else signs in on a shared shop tablet, they start with an empty list rather than yours.

Print production tickets and steps

Open the job modal's Packet menu and choose Print job ticket. Print jobs also include the ticket in the combined packet. It contains customer and due-date details, print product dimensions, quantities, sides, material, selected finishing, artwork filename/revision, bleed, roll width, tiling warnings, manual prepress checks, saved checklist completion and sign-off, workflow boxes, and job notes. These are internal shop documents; they do not show quote prices.

The specification comes from the latest approved quote attached to the job. Unselected quote options are excluded. If no approved quote exists, the ticket uses the latest active quote with a warning. Missing or unreadable product specifications are flagged for review. Prepress checks report your recorded checks; they do not inspect artwork automatically. A typical ticket fits on one page, while large orders continue onto additional pages without dropping specifications.

Choosing the Print or Signage workflow seeds a Print production template with Prepress → Print → Laminate → Cut/finish → QC → Pack, unless that production stage already has a custom template. New jobs receive the seeded checklist immediately. It remains accessible in the job's checklist tab across stages, with the existing completion and sign-off controls. Existing jobs are not backfilled; create their production-stage checklist from the template when needed. No completed checks or sign-offs are copied onto new jobs.

Quotes — build and send quotes from a job's Quotes tab; approving one creates or updates the job.
Proofs — send design proofs for customer approval from the job's Proofs tab.
Calendar — schedule installs and bay bookings that link back to a job.
Invoicing & billing — create invoices and take payment from the job's Invoices tab; the profitability panel reads invoice totals.
Customers — every job belongs to a customer; customer records list all their jobs.
Vehicles — vehicles link to jobs, and sq ft estimates come from the vehicle template.
Fleets — running a fleet account as a parent job with a child job per vehicle.
Files — files uploaded to a job live in the shared file store and appear in the Files tab.
Documents & e-signatures and Warranty certificates — both live on the job's Details tab.
Track — the customer's public page for the job; the Customer tab is where you send its link, send an update, and see whether they've opened it. Inspections submitted at check-in/check-out also show there.
Digital Vehicle Inspections — the full guide to check-in/check-out inspections.
My Jobs — the installer's own view of the jobs assigned to them.
Imports — bringing existing jobs, customers and vehicles over from your old tool.
Ops — daily ops checklists are separate from per-job checklists but share the same stage-based trigger system.
Inventory — material availability is checked against vinyl and laminate stock; usage is deducted when a job hits the material-deduct stage.
Workflow map — the full lifecycle diagram showing how jobs move from lead to completion.
Personas — how each shop role interacts with jobs at each stage.

Open a job → Materials → Plan a material. Use the shared material preset picker or enter a custom material. The selection becomes a planned inventory usage record with zero used quantity; assigning it does not deduct stock. A matching inventory variant can be reused; otherwise a new inventory item starts with zero stock. Confirm the amount when material is used. The existing stock/roll picker remains available for recording actual usage. The new-job modal also includes the preset picker and existing inventory selection.

Material purchase cost and quote selling prices are separate. Configure them in Quote setup.