Understanding Job Statuses in Protiv

1. Job Statuses in Protiv

a. Pending

The job is available in Protiv, but no work has started.

b. In Progress

Work has started, or labor, time, or actual costs have been recorded.

c. Completed

The job has been marked complete, approved, billed, archived, or ready for invoicing in the connected platform.

d. Cancelled

The job has been cancelled and is no longer expected to continue.

2. How Statuses Work by Connector

a. Aspire

Where to update it:

• One-off jobs: Open the opportunity or work order in Aspire and update the overall Job Status.
• Recurring jobs: Complete the individual scheduled visit or service occurrence while keeping the parent job active.

Key point: Use the Job Status for the overall job and the scheduled visit for individual recurring work.

b. Jobber

Where to update it:

• One-off jobs: Open the job in Jobber and mark the overall job complete when all work is finished.
• Recurring jobs: Open the recurring job, select the applicable visit, and mark that visit complete.

Key point: Jobber does not send a direct Cancelled status to Protiv. Archived jobs are treated as Completed.

c. LMN

Where to update it:

• One-off jobs: Open the job in LMN Production and update the overall job status.
• Recurring jobs: Open the job’s schedule and complete the individual scheduled visit. Keep the parent job active while recurring work continues.

Key point: Update the overall job for one-off work and the scheduled visit for recurring work. An unrecognized LMN status defaults to Pending.

d. QuickBooks Time

QuickBooks Time Projects

QuickBooks Time Jobcodes

Where to update it:

• Projects: Open Projects in QuickBooks Time, select the project, and update its status.
• Jobcodes: Open the Jobcodes or Customers list and make the Jobcode active or inactive.
• Recurring work: Keep the Project or Jobcode active while employees continue recording time. QuickBooks Time does not provide a separate completed visit status for each recurring occurrence.

Key point: Standard Jobcodes do not provide separate Pending or Cancelled statuses. An inactive Jobcode is treated as Completed.

e. Procore

Procore does not currently use one universal status mapping that applies to every account.

Where to update it:

Open the applicable Project or Subjob in Procore and update its status or stage. Make sure time is also recorded against the correct Project, Subjob, and cost code.

Key point: Procore stages may not automatically match one of Protiv’s four statuses. Contact Protiv Support if the status is incorrect.

Provide:

• Procore project name and ID
• Current Procore stage
• Current Protiv status
• Expected Protiv status

f. Salesforce

The fields used may include:

• Opportunity Stage
• Closed or Won status
• Close date
• Project completion date
• Work Order Status

Where to update it:

• Overall job: Update the applicable Opportunity or Program.
• Individual work: Update the related Work Order.
• Recurring work: Complete each Work Order or service occurrence while keeping the parent Opportunity or Program open until the full job is finished.

Key point: Salesforce configurations vary by company, so there is no single status mapping for every account.

If the status is incorrect, send Protiv Support the Salesforce record ID, current Salesforce status, current Protiv status, and expected status.

g. BOSS

Where to update it:

• One-off jobs: Open the job in BOSS and update the overall Job Status.
• Recurring jobs: Open the applicable Job Ticket and update the ticket as each service is completed. Keep the parent job active while recurring work continues.

Key point: BOSS does not send a direct In Progress job status. Protiv derives In Progress when actual labor, time, or costs are recorded.

3. Where Job Statuses Should Be Updated

a. Source of Truth

For integrated jobs, update the status in the connected platform:

The connected platform is the source of truth. Manual changes in Protiv may be replaced during synchronization.

b. If the Status Does Not Update

1. Confirm the correct status is saved in the connected platform.
2. Confirm that time, costs, or completion information has been recorded when required.
3. Allow the integration to sync.
4. Use the job resync option in Protiv when available.

c. Contacting Protiv Support

If the status remains incorrect, provide:

• Job name
• Job number or external record ID
• Connected platform
• Status in the connected platform
• Status displayed in Protiv
• Expected Protiv status