REXX — Site Job Management Platform
Work orders from the first call to the paid invoice, with the completion decision reserved for the person who owns the money.
A contracting business coordinating work across sites lives in the gap between the job being done and the job being paid for. A complaint comes in, someone gets assigned, work happens, and then the paperwork trail goes cold — nobody can say which finished jobs have been invoiced, which are waiting on a further quote, or which P1 jobs are past their due date. Spreadsheets track jobs or invoices but never both, so "ready for invoice" and "actually invoiced" quietly diverge. And the permission problem is real: office managers need to run the job board day to day, but marking a job complete is the trigger for billing, and letting everyone flip that switch means invoices go out against work that isn't finished.
A Django platform tracking a job from creation through to a paid invoice, with the role split drawn precisely where the money is. Managers run the board — create, edit, reassign, update status, add remarks and attachments — but the Completed status is admin-only, and the system doesn't merely hide it: a manager POSTing "completed" directly is silently converted to "Ready for Invoice", so the restriction holds at the server rather than in the dropdown. Invoices are invisible to managers entirely, not just read-only. The job status flow has a dedicated Further Quotation branch, because in this trade a job often stalls waiting on an additional quote rather than progressing, and treating that as "in progress" hides it. The invoiced flag stays synchronised with the invoice record automatically in both directions, so the dashboard's Invoiced and Pending Invoice counts can't drift from reality. A dashboard of eight clickable summary cards each filters the job list rather than just displaying a number, and overdue jobs are flagged in the list itself.
Outcome
Deployed and running in production for an Australian contracting operation. The platform grew past the original job-and-invoice scope into a fuller back office: customer records, itemised invoicing with GST-inclusive or exclusive modes, purchase-order-style work orders with their own numbering and GST totals, completion reports capturing service performed and materials used, internal messaging, and a to-do list.
Key features
- Job lifecycle across seven statuses with a dedicated Further Quotation branch
- Completed status reserved to admins, enforced server-side rather than by hiding the option
- Invoicing hidden entirely from the manager role, not merely restricted
- Auto-generated job and work-order numbering, never editable
- Status auto-advance from Waiting to Assigned when an assignee is set
- Job status history, remarks feed, and file attachments per job
- Completion reports recording service performed, materials used, and recommendations
- Customer records with ABN and accounts-department contact details
- Itemised invoices with GST-inclusive or exclusive modes and raised/paid status
- Work orders with line items, subtotal, GST and total calculation
- Invoiced flag kept synchronised with the invoice record in both directions
- Dashboard with eight clickable summary cards that filter the job list
- Chart.js status breakdown and a live analytics strip including unresolved P1 count
- Job list filterable by status, priority, Australian state, assignee, invoice state and due-date range
- Overdue highlighting on jobs past their due date and not closed
- Virtual "Ongoing" status group spanning waiting, assigned and in progress
- Manager account creation, editing and deactivation by admins
- Reports section restricted to admins with a 403 for everyone else
- Full email-based password reset flow
- Internal messaging with conversations, plus a to-do list
- Completed jobs archive separate from the active board
- PDF generation for invoices and work orders
Tech stack
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