Run transformer maintenance from schedule to invoice

Every transformer you look after is an asset in TimeTap, linked to the client who owns it and to the address where it is installed. One transformer = one asset — a site with three transformers gets three assets.

• Asset Name — what the technician will recognise on site.
• Asset Type — choose Fixed / Building for an installed unit.
• Linked Client — ties every job, checklist, certificate and invoice to that client.
• Location Address — the exact installation address the technician drives to.
• Category — optional; a category with a service interval gives a next-due date even before a schedule exists.

A schedule is what makes TimeTap create the job cards for you. Pick the schedule type (for example Annual transformer service) — it brings the frequency, how many days ahead the job card is made, the checklist and the job type. Enter the first due date and, if you know it, the last service date.

• All schedules are also listed under Job Cards → Schedules, with the next due date, client, asset and technician.

When a service comes due (14 days ahead by default), TimeTap creates a Pending job card with the client, asset, address, checklist and technician already filled in. Pending means the date is still a proposal — nobody has agreed to it yet.

• Plan visits shows pending jobs close to each other, so one trip can cover several sites.

Open the pending job card. On the Visit date card, tap Ask client to confirm — the client gets a WhatsApp to accept the date or ask for another day. (This needs a cellphone number on the job, the contact person or the client.)

When the card shows Client confirmed, tap Commit & notify: the job is booked and the technician is notified on the staff app.

The technician opens the job on their phone, taps Start Job on site (the location is recorded) and fills in the Transformer Inspection Checklist. The job cannot be completed until the checklist is filled in.

They finish with Complete Job: their signature and the client's signature on the phone (or a sign-off link if the client is not there).

• Readings such as top oil temperature and insulation resistance are captured as numbers, so they can be compared visit after visit.

On completion TimeTap creates the Transformer Service Certificate with the date serviced and the next service due (from the schedule), and sends it to the client by e-mail and WhatsApp — straight away, or only once the invoice is paid. It stays on the job, on the asset and in the client's history.

• Set the certificate up once under Job Cards → Certificates: your letterhead, footer and a signature image (a PNG with a see-through background looks best).
• Want to be paid first? Set When does the client get it? to Once the job's invoice is paid — the certificate is created on completion but only goes to the client when the invoice is paid.

With the Invoicing & Quotes add-on, invoice straight from the completed job: TimeTap lists the labour, parts and costs marked to charge the client — add or change lines (e.g. Annual transformer service – Estate mini-sub 630 kVA), tap Create invoice, then send it by e-mail or WhatsApp. The job shows as Invoiced, so it can't be billed twice.

Every checklist done at a client is kept under Checklists — the answers, photos, the job, the certificate and the next service date. Ideal for audits, insurers and contract renewals.