Close a job and record the money

Closing a job is how Dispatch Bros records the money: the job's status becomes completed and a finance record is created with the gross total, parts cost, technician payout, and company share. Open the close form from the checkmark button on any row of the Jobs table or the Close Job button on the job's page, enter the amounts, review the live split, and click Save & Close Job.

Before you start

• A technician must be selected to close — it's the one hard requirement.
• The Gross Total (what the customer paid in total) must be greater than zero.
• Cancelled jobs can't be closed — the row's close button is disabled and reads "Job cancelled" on hover.

Step 1 — Open the close form

Any of these opens the same form:

1. Jobs table — click the checkmark icon on the job's row (its hover text is "Close job"). If the job already has finance, the icon is green and opens the record in view mode instead.
2. Job page — open the job and click the blue Close Job button. A job that's already closed shows a green Job Closed button in the same spot; clicking it opens the finance for viewing or editing.
3. Messages — closing from a technician's text message opens the same form, pre-filled from the message (see how job math works for what gets parsed).

Step 2 — Confirm the details

The left side shows Service Date (defaults to today in your business timezone), the Customer, and a Job Details card with Job Type, Job Source, the required Technician picker, and Notes. Each technician in the list shows their default commission percent — picking one loads their rate into the math.

Step 3 — Enter the money

In the Finance rail:

1. If both parts modes are enabled in your settings, the toggle at the top of the rail chooses Company Parts or Tech Parts — who paid for the parts. This changes who gets reimbursed (the math explained).
2. Gross Total — the full amount collected. Required.
3. Parts Cost — what parts cost on this job.
4. Sales Tax % — optional; when set, choose Company Pays Tax or Tech Pays Tax.
5. Form of Payment — cash, credit card, and so on. Card payments can apply your processing fee, with Company Pays Fee / Tech Pays Fee when both payers are enabled.
6. Referral Company — when referral splits are enabled, pick the referring partner and their Referral Rate % auto-fills.

Step 4 — Review the live split

As soon as Gross Total has a value, the rail shows the live calculation: Net (Gross - Parts), the referral payout if any, the technician payout at their commission percent, any card fee or sales tax deduction, and the Company Share. If a deposit was collected earlier, a Remaining Balance line shows what was still owed at close.

Recording a deposit before the job closes

When you move a job to Took Deposit, the deposit form asks for three things: Total Amount — the full price of the job — then Deposit Amount — the part you're collecting now — and the Payment Method. The total is optional, but filling it in is what makes a deposit readable later: the job page, the Jobs table hover and the close form all show the deposit against its total instead of a bare number, plus what's still owed.

The total you record here is context, not revenue. Nothing is billed from it — the money is booked when you close the job.

If you close a job whose gross is lower than the deposit already collected, the close is refused. That combination is arithmetically impossible and almost always means the remaining balance was typed into Gross Total instead of the full price.

If parts are larger than gross you'll see a warning: "Parts cost exceeds gross — net will be negative". You can still save — some jobs genuinely lose money — but double-check the numbers.

Step 5 — Save

Click Save & Close Job. The job's status flips to completed, the finance record is written, and you'll get a confirmation toast with the job number and amount.

After closing

• The status is locked. A job with a finance record can't change status — this protects your books. To change it, open the finance and delete the record first; the job reopens automatically.
• To edit the numbers, open the finance (green checkmark or Job Closed button), click Edit, change the values, and Save Changes. The header also shows which team member closed the job.
• To undo the close entirely, click Delete inside the finance view. The confirmation says "Are you sure you want to delete this finance record? The job will be reopened."

Troubleshooting

• The save button stays disabled — a technician and a gross total greater than zero are both required before Save & Close Job activates. If the picker shows "No technicians found.", add a technician to your team first.
• The close button on the row is disabled — the job is cancelled. Change its status first if it was cancelled by mistake.
• I can't change the job's status anymore — that's the finance lock. Delete the finance record to reopen the job, change the status, then close it again.
• "Failed to load data." — the form couldn't fetch your team and settings. Check your connection and reopen it.