Run Your First Real Job

This is the payoff of the setup. You will take one real piece of work through the whole chain: a quote, a job, a booking, the waste paperwork, and an invoice. At each stage there is a check that points back to the setup page that makes it right, so a mistake shows up as a short list of things to fix rather than a customer's complaint.

Before you start

• Steps 1 to 10 are done, or at least steps 2 to 9. Step 10 (email) is optional. If you skipped it, your emails go from Dsposal's address. See Set up email.
• You have a Paperwork role that can create sales, jobs and invoices, and book work on the scheduling board. The Paperwork Owner role has every permission. See Set up your organisation and team.
• A real job to hand, with a customer you have added and a site you have added to that customer. See Add your customers and sites. If the work is hazardous, the site needs its Country and Consignment note code prefix too, and the sale needs a SIC code, a Process giving rise to waste and a waste producer with a postcode.
• A carrier and a disposal site that exist as suppliers, each with a site and a registration. See Add your suppliers and transport.
• A driver and a vehicle to book it onto. See Add your vehicles and drivers.
• Xero and Digital Waste Tracking are not connected yet. They are covered in step 12, on purpose, so this job cannot post to a live ledger or be submitted to DEFRA before you have seen the basics work.

Create the quote

Start a new sale

Click Sales under Workspace, then New sale. Choose Quote. The Agreement option is greyed out on purpose, because agreements are made by converting a quote.

Fill in the details

Enter a Title. Choose a Department if your organisation uses them. Check Valid from and Valid to, which is pre-filled if you switched on Auto-set a sales expiry date. Under Customer details, choose the customer and site, and use Listed for both: an unlisted customer or site is allowed on a quote but blocks the job later.

Create the sale

Click Create sale. You land on the sale, where you add its lines.

Check against your setup:

• The quote number starts with your Sales & Job prefix. With the prefix DSP and no department, the first quote is DSP- followed by the year, month and a running number. With a department, its short code sits in the middle, for example DSP-HAZ-2610001. If instead New sale shows "Set up a sales & job prefix first", go back to Set your Sales & Job prefix.
• The customer and site are in the pickers. If they are not, they were not added as a listed customer or site: see Add a customer site.
• "A department is required" means you switched on Require a department on sales and jobs but have no department yet. See Add your departments.

Add a waste line and an extra

Add the waste line

Open the Waste tab and click New waste line. Describe the waste, add its EWC codes, choose the Container and a Container quantity, and enter the Unit price. Container is required. If the waste is hazardous, each hazardous line also needs a chemical component, an HP code, a UN class and a packing group, or the job check blocks the job.

Add an extra

Open the Extras tab and click New extra. Give it a Description, a Unit type, a Quantity and a Unit price. If your organisation locks accounting codes, choose an Extra type as well.

Check against your setup:

• "Container is required" means no container was chosen, or none exists yet. See Add your containers.
• "Unit type is required" on the extra means a unit type is missing. See Add your unit types.
• "Extra type is required when an extra is priced under strict accounting." means you switched on Lock accounting codes in invoicing. See Add your extra types.

Add the carrier and disposal site

Open the Carriers tab and click Add carrier, then the Disposal sites tab and Add disposal site. Choose Your suppliers as the Source, and pick the supplier site and its registration. If you carry or tip the waste yourself, your own company is on that list only if you added it as a supplier on step 8.

Check against your setup: each row's Status badge reads Active. No registration or Unverified is only a warning on the job check, but it means the supplier site has no registration, or the carrier was entered by hand. See Add a registration to the site. If you are the carrier, see If you carry or tip yourself.

Preview the quote before you send it

This is the safe first look at your branding. Nothing leaves Paperwork while you do it.

Open the Documents tab

On the sale, open the Documents tab. It previews the Sales Document, and the Booking Form too.

Read the preview

Scroll through the Sales Document and compare it with the checks below. Do not click Download or Email yet if you are only looking. Downloading or emailing a Draft quote asks "Mark quote as sent?", and you would choose Not now.

Check against your setup:

• Your logo, name and colours are in the header. If it shows the Dsposal logo or blanks, see See what prints where.
• The footer carries your address, company number, VAT number, phone and email. A footer with empty labels such as "VAT Registration No.:" means those fields on your company profile are blank. Fix them in Dashboard, then reload the preview.
• The number on the document is the one you saw on the sale, starting with your prefix.
• Your sales terms and conditions print if you wrote any. See Set expiry and terms for your quotes.
• The prices and total are what you expect. If the quote is for a customer who should not see a total, Customise has Hide total price.

Send the quote and mark it accepted

Email the quote

On the Documents tab, click Email on the Sales Document. The Email window has From, Reply-to, To, Subject and Message. Check them, put your own address in To first if you want a dry run, and click Send email. You will see Email sent.

Mark it as sent

If the quote is still a Draft, Paperwork then asks "Mark quote as sent?". Choose Mark as sent once the customer has the quote. If you only sent it to yourself, choose Not now, and send it to the customer afterwards.

Mark it accepted when the customer agrees

Click the status pill on the sale and choose Accepted. A quote moves Draft, Sent, then Accepted.

Check against your setup:

• The From address is your own domain, if you set up email on step 10. If it shows Dsposal's address, see Choose who each type of email comes from.
• The subject and message match your template, with no gaps where a placeholder was misspelt. See Write the default quote email.

Convert the quote to an agreement, only if your rules require one

With that switch on, a quote cannot raise a job: Paperwork says "This organisation requires jobs to be created from an agreement". An agreement can only be created by converting an Accepted or Completed quote, or an Active price list, which is why the quote above was marked Accepted.

Start the conversion

On the Accepted quote, click Convert to Agreement. The wizard walks through Details, Waste lines, Extras, Carriers, Disposal sites, Attachments and Review.

Choose what to carry across and convert

Tick the lines, carriers and sites the agreement should start with, then click Convert. The agreement is created as a Draft, linked back to the quote. Raise your job from the agreement, not the quote.

See Core settings for why you chose this rule, and Sales for the full wizard.

Create the job and read the job check

Click Create job on the sale. Before anything is created, Paperwork runs the job check. Each section passes, warns or fails. A warning is advice and never stops you. A blocking failure has to be fixed first, and a banner names the sections, for example "2 blocking failures must be fixed before this sale can raise a job."

Read the report

Every finding links to the thing to fix. Fix it, then click Re-check. The same report is on the sale's Validation tab, so you can run it before you click Create job.

Continue and fill in the wizard

Click Continue. If the sale has Job creation rules, tick "I've read the creation rules for this sale" first. The wizard has seven steps and most values start from the sale. Click Create job on Review.

Check against your setup:

If the job check says	The cause	Go back to
"This sale uses an unlisted customer" or "...unlisted site"	The customer or site was typed in, not picked	Add your customers and sites
"Customer 'name' is on stop" or "Site 'name' is on stop"	Start this customer on stop was left on	Add a customer
"This sale has no carriers" or "This sale has no disposal sites"	Nothing was added on those tabs	How a job gets a carrier and a disposal site
"No usable carrier on this sale"	Every option has a dead registration or an archived supplier	Add a registration to the site
"The site's country is not set" or "The site has no consignment note code prefix"	Hazardous work and the site is missing those	Add the country and consignment note prefix
"SIC code is missing", "Process giving rise to the waste is missing", "Waste producer has no postcode", or a hazardous line that "has no chemical component", "has no HP code", "has no UN class" or "has no packing group"	A hazardous sale is missing details that go on the consignment note	What blocks a job
"A requested date is required" or "A department is required"	A rule switch from step 4 is on	Decide the rules your team works under

Check the job: the job number is the sale number followed by /0001, such as DSP-2610001/0001, and its status is Planning.

Book the job

Open the scheduling board

Click Scheduling under Workspace. Your job is in the Unscheduled panel, because it is a Planning job that needs transport. Click Schedule on its card. You can also use the Schedule button on the job's Overview tab.

Set the date, time, driver and vehicle

Choose the Date, Start and Duration. Choose the driver and the vehicle. Both are required.

Click Schedule

You will see "Job scheduled", and the job moves to Scheduled.

Check against your setup:

• The driver is in the list, and the board has a row for them. If the board says No drivers to schedule, the contact needs Driver and Show in scheduling both on. See Mark your drivers.
• "Vehicle is required" means you have no vehicle to choose. See Add your vehicles.
• The job's status moved to Scheduled and the booking is on the board. That only happens when you book. If you set Scheduled by hand, the job has no driver or vehicle and is off the board. See Let booking set the status.

Print the waste transfer note or consignment note

On the job, open the Documents tab. A job with non-hazardous waste lines has a Waste Transfer Note. A job with hazardous lines has a Consignment Note. Open the preview, then Download it.

Check against your setup:

• The carrier's name, registration and licence are printed. They come from the carrier on the job, which is the registration you imported on step 8. If they are missing, see Suppliers and transport.
• The driver's name, the vehicle registration and the signatures are blank. This is expected, even though you booked a driver and vehicle. They are left empty so they can be filled in by hand on the day. See Let booking set the status.
• Your logo is the only thing taken from your company profile. The note does not carry your address or VAT number. See See what prints where.
• On a consignment note, the Consignment Note Code is allocated. It is built from the site's prefix. See the hazardous work fields.

You are responsible for checking the details are right before the waste leaves site.

Complete the job and mark it ready to invoice

Mark it Completed

Once the work is done, click the status pill on the job and choose Completed.

Record what was actually collected

If the quantities differ from the quote, open the Waste tab and click Record actuals. Enter the Actual container quantity and the other actuals for each line. The line's price is replaced by the actuals, and that is what you invoice.

Release it to finance

Click the status pill and choose Ready to Invoice. The job now shows in the Jobs ready to invoice tile on Home.

Also record the Waste received date on the job's Overview tab once the disposal site has accepted the waste. Reports, and the Digital Waste Tracking cut-off on step 12, depend on it. See Record what was actually collected.

Check: the job's status reads Ready to Invoice. A job that is not at this status cannot be invoiced.

Raise the invoice

Start the invoice

Click Invoice this job on the job. You can also click New invoice under Invoicing. Tick the job under Invoiceable jobs and read the Plan panel, which shows what will be created.

Create the draft

Click Create invoice. Paperwork creates a Draft invoice, numbered DRAFT-0001 for now. Nothing is sent and nothing is numbered for real.

Check the draft, then authorise it

Work through the checks below on the Details, Lines and Document tabs. When it is right, click the status pill and choose Authorised. Paperwork says "Authorising allocates the invoice number and locks the lines."

Check against your setup, on the draft:

• VAT on every line (the Lines tab). A line showing no VAT, when it should have some, means no tax rate was found on the site, the customer or the nominal code. See Know how VAT is decided on an invoice and Choose a tax rate and payment term. Fix it on the customer or site, or use Tax rate override on a draft.
• A due date (the Details tab). It comes from the customer's Payment term. An empty due date means the customer has none. Set one on the customer, then edit Due date on the draft. Invoices already created keep what they were created with.
• The PAYMENT DETAILS block is filled in (the Document tab). The block always prints, so a blank account name, sort code and account number means your bank details are missing. See Add your bank details and invoice text. Terms and the public comment are copied when the invoice is created, so a draft created before you set them will not show them.
• The header shows your name, logo and finance email. See See what prints where.

Check after you authorise:

• The number is your invoice prefix and four digits, such as INV0001, with no hyphen. The prefix is the one on the General tab. See Check your document prefixes.
• The job moves to Invoiced and is locked.
• If the invoice needs to go out, choose Sent from the status pill, or click Email on the Document tab. The sender is the Invoice row from step 10.

If you find a mistake after authorising, you can Void an invoice that has not been sent: Paperwork asks for a Reason. Once it is Sent, it cannot be voided, so correct it with a credit note instead. See Invoicing and purchase orders and credit notes.

If you skip this

Nothing here is blocked if you skip it, which is the problem. Most setup gaps are silent.

• Skipping the previews — blank footer details, a missing logo, no VAT on a line, no due date and an empty PAYMENT DETAILS block do not raise an error. The first person to notice is your customer.
• Skipping the quote preview — the first time you see your letterhead is when the customer does.
• Using a throwaway job instead of a real one — authorising it uses an invoice number for good.
• Bypassing the job check on your first job — the failure is hidden, not fixed, and it comes back on the next job.
• Setting up Xero or DWT first — a first job that goes wrong can then post to a live ledger or reach DEFRA. That is why they are in step 12.

Check it worked

• You have an Authorised invoice with a number like INV0001, a due date, VAT you expect on every line, and a PAYMENT DETAILS block with your bank details.
• The job it covers shows Invoiced.
• Each document you printed on the way, the quote, the waste note and the invoice, carried the right logo, letterhead and details, and you know which setup page to visit for anything that did not.

What to do next

You are set up. Step 12, Connect Xero, DWT and the customer portal, is optional and covers the three connections you only need if you use them. It comes after this job on purpose, so it could not post to a live ledger or to DEFRA before you had seen the basics work.

• Introduction to Paperwork — how the whole product fits together
• Workflow basics — the day-to-day flow from enquiry to invoice
• Sales — quotes, price lists and agreements in full
• Jobs — the job check, documents and statuses in full
• Scheduling — moving and changing bookings
• Invoicing and purchase orders — credit notes, payments and supplier purchase orders