Jobs & Maintenance plans, assigns and records farm work while keeping machinery, parts, checks and repair history together.

Open More → Jobs & Maintenance.

The same machines and tools are also in Inventory → Machinery, which opens the same machine page. See Machines, tools, parts and checks below.

The top of Jobs & Maintenance has the heading with More and New work beside it, then the tabs. More holds Alerts, Export and Quick walkthrough; on a phone it shows as its ••• icon.

New work opens the whole list of everything you can begin from Jobs & Maintenance, so you don't have to hunt through the tabs:

You only see the items your role allows, and some appear once they make sense (for example, Upload a service invoice and Start a service once the farm has a machine, and Do a pre-start check once there is a checklist). Someone who can set things up but not manage work sees Add instead of New work. The arrow that used to sit beside New work is gone: to plan a job, choose New work → Plan a job.

A new farm sees Get Jobs & maintenance working for you on the Overview: add your machines, set up service reminders, build a pre-start checklist, add parts and fluids, and plan your first job, each one tap away. It disappears once every step is done, or hide it with ×.

The Jobs widget on Phase's Overview (the home screen) lists the farm's next open jobs, soonest first, with how many are open. An overdue job says Overdue in red. Tap a job to open it, or Open → for Jobs & Maintenance. Two buttons along its bottom save opening the page first:

On a phone, when the widget is half width, the buttons show as icons only: a clipboard with a tick for Check and a + for Job. The full-width widget also shows who each job is assigned to and its parts, and beside its title how many jobs are open, overdue and services due.

Finding the machine. Machine / asset opens a list with a search box at the top, ready to type. Type part of the name ("hilux", "deere 95") and the list narrows; tap the machine, or press Enter for the first match. Each machine shows its type, and saved combinations are at the top. To take the machine off again, open the list and choose No machine (or None) at the bottom. Add implement or machine works the same way, and so do the Machine box on a service reminder and the machine box on a pre-start check. In Link to a farm record, any list longer than eight (paddocks, inventory products, notes, crop activities, mobs) can be searched the same way.

A machine that isn't in Phase yet. Anyone who can edit the farm sees New machine… at the foot of the Machine / asset list and a service reminder's Machine box. A short sheet takes the name, type, make, model and rego, saves the machine to Machines and picks it. Add its meters, photos and service reminders on the machine afterwards.

Photos and invoices while you create the job. New work has Photos and invoices under Notes, with an Attach button. Choose images or PDFs, up to 10 MB each and up to 20 at a time; each is listed with its size and an x to take it back off. They are attached when the job is saved, for a planned job and for work already done. If a file doesn't go up (no signal, say), the job still saves and a message names the file: open the job and use Attach to add it. The same form opens when a job is made from a mob in Livestock, from a Note on the Map, and from the soil and yield screens, so it is there too. Only people who can attach to a saved job see it.

Jobs are To do or Done. Choosing Done while editing opens the completion details so readings, parts, costs and notes can be reviewed before the job is completed. On an open job, Mark complete is at the bottom, and Edit and Delete are under More beside the job's title.

Delete on an open job removes it from the work queue but keeps it recoverable. Find it under Tasks → Past → Filter → Status → Deleted, then choose Restore to return it to To do.

A finished job can be removed for good, such as a duplicate service, a job recorded against the wrong machine or one left behind by a failed import. Open it and choose More → Delete; a job already in Deleted has More → Delete permanently. Both ask first and cannot be undone. Any parts the job took off stock go back into stock. The machine's hours, a service reminder's next due and any follow-on job stay as they are. People who can edit the farm can do this, and so can the person who added the job. To correct a finished job rather than remove it, choose Reopen at the bottom of the job; for the day or hours of a finished service or repair, use Correct date or hours instead (see below).

Choose New work → Record work already done (or Record completed work at the top of the job form) when work has already happened. Log service on a machine or a service reminder does the same. It asks one date, Work done on, and carries it into the completion step, where you add the notes, costs, readings or photos that belong with the record.

Finishing a job asks Work done on, which starts at today. Pick an earlier day and the job is recorded as done that day: its parts come off stock that day and the next service is counted from it. A date still to come can't be picked.

On a machine, the meter box is Hours at service (Odometer at service on a ute or truck):

A finished service shows Done on with the day, Logged with when it was entered if that was a different day, and Hours at service. A service logged late for an older day doesn't move its reminder's next due backwards or plan a second follow-on job: the newest service wins.

Correct date or hours, at the bottom of a finished service or repair, changes the day it was done and the hours, with the same checks; tap Save correction. Its parts move to the new day, the next service is worked out again (unless someone typed it in by hand), and so is the reminder if this was its latest service. The change shows in the job's activity. People who can edit the farm can correct any service; anyone else can correct one they recorded.

A workshop's or dealer's invoice can become the service record, so you don't type it in. Choose New work → Upload a service invoice, then Choose invoice and pick a PDF or a photo. Phase reads:

You check all of it on one screen before anything is saved:

Then choose Save service (Add to Planned for a job still to do). The job's cost is saved ex GST, with the parts, labour and other charges broken down in its notes. The invoice is attached to the job and filed in Documents against the machine.

Once on each device, Jobs & Maintenance shows a short note, New: upload service invoices, with Upload an invoice to try it straight away; Got it closes it.

Attach on a job takes photos and PDFs (up to 10 MB each), on an open or a finished job; a PDF opens from the job. You can also attach them while creating the job, under Photos and invoices on New work.

A job's checklist can be saved part-way. Open the job, tick the items you have done under Task checklist, and tap Save progress at the bottom, beside Mark complete. The job stays in To do, and everyone sees what is done and what is left:

Ticks not yet saved show "Not saved yet. Tap Save progress.", and closing the job with unsaved ticks asks Save your checklist progress? first. Job cards say how far through their checklist they are on Tasks, My work, the Jobs widget on the Overview, a machine's Work tab and its Phase tag screen. Mark complete still needs every item ticked. Staff whose role can complete work but not edit the farm can save progress too, including on service jobs.

Numbers typed with commas, such as 12,000 hrs or $1,250, are read correctly throughout Jobs & Maintenance. A meter reading left blank is not saved as 0.

The tabs show a number when something there needs attention:

Overview lists the next three jobs in a short work ledger (work, when, machine and parts) with counts in a rail above it; alert settings sit under Alerts in the heading. The work ledger marks a job that came from a pre-start check. The open-problems count opens Checks → Problems. Show all opens the full Tasks work queue.

Needs attention on the Overview, under the counts, has one card per machine with open pre-start problems. Machines that must not be operated come first, with a red mark and Do not operate. Each card says what is wrong, how many problems and since when, then either Job: and the job's title (tap to open it) or Make a job. The machine's name opens its Checks tab, and Review all opens the Problems list.

Tasks has a Planned / Past switch and, beside the search box, one Filter button: Status (Today, Overdue, Upcoming, Assigned to me and job categories such as Machinery, Repairs and Livestock; Past adds Deleted) or Assignee. Each filter you pick shows under the search box with an × to remove it, and Clear all removes them. Assigned to me includes shared jobs and jobs assigned to Everyone, and Past lists the newest completions first. My work shows work assigned to you, and only the sections that have jobs. Checks remembers whether you were on Templates, History or Problems.

Filter by several people, or group by person or machine. Under Assignee you can pick more than one person; each adds its own chip, and the list shows every job any of them has. Pick Unassigned alongside a person to see their jobs and the ones nobody has yet. A job for Everyone shows up when you filter by a person, because it is their job too. Under the search box, the Group switch has Due date (the usual), Person and Machine. Person lists every job under each person on it, so a job shared by two people appears under both, then Everyone and Unassigned, each with a count. Machine groups jobs by their machine, with No machine last. A person's or a machine's group has Add job, which starts a job already given to them. Each job card names everyone on the job, or says Everyone. The filter and grouping are in the page address, so a bookmark or a shared link opens the same view, and the grouping is remembered on that phone or computer.

Livestock jobs. A job added on a mob in Livestock (Add job, or More → Job, or the follow-up on a health note or treatment) is an ordinary job here, linked to the mob and its paddock. Find them with the Livestock filter under Tasks (Planned or Past). Completing one here finishes it on the mob as well, and its detail has Open mob in Livestock. Tasks added to a mob before 30 September 2026 stay on the mob only.

You can also ask Phase Agent "What needs my attention this week?" for one ranked list of overdue and due-soon jobs, machine services due by date or hours (with the parts the service template lists), crop-plan activities due, stock expiring and shed checks due.

Assign work only to people who have joined the farm. Invited people do not appear until they accept. If saving an assignment reports a problem, check the job list before trying again: the job may already have saved, and a second save can create a duplicate.

A machinery service or repair must be linked to a machine (implements can be added under it the same way). Record the technician, expected time and cost, checklist items, parts, fluids and meter readings.

Required parts are deducted when the work is completed. Review them first because the completed maintenance record becomes the history of what was done.

New work has one Add part button: search what is already in Inventory, or create a part or fluid with the same form Inventory uses. On a machine job, parts marked as fitting that machine come first, but the rest of Inventory stays in the list so you can pick a same-named filter by its part number. Add machine is grouped into what it is, its meter, cost and warranty.

Part and fluid quantities take decimals: type 4.1 L of oil as 4.1, or with a comma as 4,1. The unit shows beside the box. In Parts, leaving Count blank does not set stock to zero, and editing a part or fluid there keeps the SDS and label links, formulation and default rate set in Inventory.

Parts and fluids are one list shared with Inventory → Parts & other: a filter, oil, coolant or diesel added in either place shows in both. To add every part on a supplier's invoice at once, choose New work → Add a part or fluid → Add from an invoice, which opens Upload invoice in Inventory → Parts & other. Parts groups Parts and Fluids, its Inventory button opens Inventory → Parts & other, and it still lets you add a part on a service job. Tick each machine a part fits under Fits these machines and it appears for every one of them. In Inventory → Parts & other, open Filter beside the search box and pick a machine under Machine to show only the parts and fluids that fit it; Not linked to a machine finds parts without a machine ticked. In Jobs & Maintenance → Parts, Show a machine first puts one machine's parts at the top of the list.

The workspace includes Overview, My work, Tasks, Machines, Tools, Parts and Checks. Tools contains assets saved as Tool or Pump, while Machines keeps tractors, sprayers, headers, seeders, spreaders, implements, trucks, utes, trailers and Stationary plant. Select Add tool to create a tool without changing its type afterwards. Available actions depend on the user's Phase role and farm permissions.

The same fleet is also in Inventory → Machinery, with Machines and Tools views, Add machine, Add tool, Import Deere and, on a CNH farm on Phase Ultra, Import CNH. It is not a copy: a machine opens the same page from either place, with Servicing, Work, Checks, Plan work, Log service, documents and reminders. Its Actions menu has Alerts, Export and Open Jobs & Maintenance, and opening a job or a check from Machinery carries on here in Jobs & Maintenance.

Parts on a machine. A machine's Parts tab lists the parts that fit it. Every part there has Add to list, which puts it on the farm's Town list for someone to pick up or order (see Lists in Getting Started With Phase). A part that goes by other numbers at other dealers shows them beside it; add them on the part under Workshop details → Other numbers for this part (see Inventory, Products And Stock). Searching any of a part's numbers finds it.

Every machine, implement and tool has a Fluids, pressures & specs section for the things the crew always needs to know: which oil, what the tyres run at, where to grease.

A machine without specs shows a one-line prompt to add them, or "No oils, pressures or specs recorded for this machine yet." The old notes box is unchanged and still saves.

Engine number sits straight after Serial when adding or editing a machine. It is optional. Once filled in it shows on the Details tab ("Not added" until then), the printed machine report, the exports, the scanned Phase tag and the service reminder email, so the number the parts counter asks for is there. Machine search finds it, and a service invoice that quotes the engine's number is matched to the right machine.

Open a machine and tap Work. Every line under Upcoming and open work and Maintenance history starts its second line with the kind of work, such as Machinery service or Machinery repair, ahead of the date and the hours, so a repair doesn't read as a service at a glance.

Log service opens the form named "Service" and the machine's name. Change Category to Machinery repair and the name changes to "Repair" and the machine's name (and back again if you change your mind). A name you typed yourself is never changed. A repair logged before this that is still named "Service" shows as a repair on the Work tab; its saved name isn't rewritten, so the job list shows the old name beside its Machinery repair badge until you rename it.

Machines (and Inventory → Machinery) shows the fleet in groups: Tractors, Headers, Sprayers, Seeders, Spreaders, Implements, Trailers, Trucks, Utes, Stationary, then Other. Each group's heading says how many machines are in it and what needs looking at, such as "1 service due · 2 due soon". Tap a heading to hide or show that group (it says Hide or Show). Groups work with the photo grid, the detail list and Filter. Group by type, beside the grid and list buttons, turns grouping off for one plain list; each device remembers your choice. Tools groups pumps and tools the same way.

Stationary is the type for a compressor, generator, welder or pressure washer that has an hour meter and services. It stays on Machines with the rest of the serviced fleet rather than on Tools.

Sort out Other. When some machines are in Other, a line above the fleet says so ("5 machines are in Other. Give them a type so they group properly.") with Sort them and Not now. Sort them lists every machine in Other with a Type to pick. Where the name makes it plain (a "Boom spray" is a sprayer, a "Chaser bin" a trailer) Phase picks the type and says Suggested from the name; anything unclear stays Other. Save changes only the machines whose type you changed. Sorting needs permission to edit the farm.

No machine's type changes unless you choose it. Machines imported from John Deere get a better first guess at their type from the name, make and model, and a sync never changes a type you have set.

Build checklists under Checks → Templates → Checklist (or New work → Build a pre-start checklist). Each checklist is made of sections with one row per check: name a section, use Add check for each item and Add section for the next group. Beside any check you can tick Require note or Require photo, and add a Reference photo that shows the operator what good looks like.

A checklist and a check can cover more than one machine: a seeding rig is the tractor, the tillage bar and the air cart. Under Machine on a check (Machines on a checklist), choose the main machine, then Add implement or machine for each one working with it. Each is listed under the main machine with × to take it off. Any machine can be added, whatever type it is set to, and nothing needs naming or saving. A checklist that names its machines fills them all in when you choose Begin. If your farm saved combinations before, they are under Saved combinations in the machine list, and choosing one fills in its machines.

Choose Begin on a checklist to start a check, or Check on the Overview Jobs widget. A check of several machines is one record that lists them all. When you mark an item as Problem, Which machine? asks which one it is on, starting with the main machine, and the problem goes on that machine only: a fault on the air cart puts the air cart in for repair, not the tractor. The hours or kilometres typed on the check are the main machine's. Each machine's Work and Checks show the jobs and checks it was part of. Combination checks done before this change still show in History, and an unfinished one can still be resumed.

A machine that fails a check stays flagged until the problem is resolved under Checks → Problems, which lists open problems first. History shows recent checks, with Show all for every check. A retired or in-repair machine keeps its status after a pre-start.

A fault found on the morning pre-start can become a repair job, so it doesn't sit unseen until the next check.

The job opens filled in: a repair on that machine, titled by the item ("Hoses and runs: 8R 340"), urgent for a critical or unsafe fault and high priority for a moderate one, with the operator's note as the description and their photos attached. Once saved, the problem shows Job: with the job's title and status, and the job shows From a pre-start check: with the item and date; each opens the other. Completing the job offers Resolve the problem too (on while the problem is open), using the completion notes as the corrective action. Resolving the problem first never touches the job.

The next check shows what is still open. When the next pre-start of that machine (or a rig it is part of) begins, the check says, for example, "2 unresolved problems on 8R 340" as soon as the machines are picked, each with its item, severity, date and who reported it. A critical or unsafe one says Do not operate. A checklist item with the same name as an open problem says "Reported 3 Oct, still open", with Still a problem (marks the item as that same problem, noted as seen again rather than reported twice) and Resolve. A new check never resolves an earlier problem by itself.

Open Machines → Service reminders to see every service interval on the farm, most urgent first. Every service reminder has a Start service button, whether it is due by hours, kilometres or date, and whether it is due, due soon or on track. It opens a job with the reminder's checklist and parts already filled in, so you can start a service early. If a job is already planned for that service, the button says Open job and opens that job instead. The same buttons are on a machine's Servicing tab, and the machine list on Overview shows Start or Open job for a service that is due, due soon or already planned.

Use Log service only for a service that has already been done. Edit changes the reminder. When creating or editing a reminder, choose the machine, service name and whether it is due by meter, calendar or both. Check the live next-due calculation before saving; changing a calendar reminder's date takes effect even after a service has been logged. Delete reminder removes an interval that is no longer needed. A warranty date is not a service: open the machine from its row instead.

Machines switches between Fleet and Service reminders. On Fleet (and on Tools), one Filter button narrows the list: Status (Service due, Due soon, No reminder, Open problems or Under warranty, each shown when some machine fits it), Type, and Retired (Shown or Hidden). Each filter shows under the search box with an × to remove it, and Clear all removes them.

Open a machine for Servicing, Work, Checks, Parts, Fuel, Documents and Details. More at the top of the machine holds Print, Export, Edit, Retire machine (or Return to service) and Delete machine. Update its meter in the unit shown for that machine—hours or kilometres—so reminders remain accurate. A reminder set up before the machine had a meter reading no longer shows as thousands of hours overdue when the first reading arrives. A John Deere sync never winds a machine's hours backwards: if JDLink stops reporting, the higher reading logged in Phase stays.

On Phase Ultra, engine hours from CNH FieldOps (Case IH, New Holland and STEYR) go onto the machine in Jobs & Maintenance, so its service reminders count from the real meter, the same way John Deere hours do.

Hours then refresh by themselves overnight, shortly before Phase works out the day's service reminders, and when Jobs & Maintenance opens (at most every four hours). Sync CNH, beside Sync Deere on the Overview tab's Machines & servicing panel, does it on the spot. The meter only moves forward: if CNH reports fewer hours than Phase has, the meter stays and the sync says so. A sync never adds a machine.

A machine read from CNH shows CNH sync, and its Details tab shows Meter source: CNH sync and CNH FieldOps: Linked by VIN. Remove CNH link beside it (people who can edit the farm) stops CNH updating that machine: its hours and service reminders stay as they are and are typed in by hand from then on. If the CNH sign-in has expired, Sync CNH says so with Manage CNH, and the hours stop moving until someone reconnects on the CNH FieldOps page.

When a service reminder comes due soon, or due, Phase makes the service job itself, with the reminder's checklist and parts (the reminder's Add the service to the work queue automatically switch, on by default). Each machine has Service jobs go to: pick a person, and every service job Phase makes for that machine is given to them. It shows in their My work and they get the usual new-job notice, once. If that person has since left the farm, the job is left unassigned. Start service on a reminder fills in the same person, and you can change it before saving.

Every machine starts on Nobody yet, and jobs already made stay as they are unless you hand them over. Choosing who service jobs go to needs permission to edit the farm.

A job Phase made while a service was due soon becomes Urgent when the service falls due, if nobody has started it. An automatic service job you delete does not come back the next morning for the same service; the next service still gets a job.

A machine's running cost is per hectare or per kilometre. Open a machine → More → Edit and use the Per hectare / Per km switch in the running-cost block. Trucks, utes and anything on an odometer start on Per km; everything else starts on Per hectare. Pick either and Phase remembers it.

The machine's Details tab and the machines export show the running cost the way the machine is costed; the export has Costed by, Running cost $/km and Fuel L/100 km columns. A truck or ute that was set up before per-km costing opens on Per km with the boxes empty. Its per-hectare figures are kept and still pre-fill plan activities, which are always costed per hectare.

A machine's Fuel tab shows its fill-ups from the fuel log, the litres it took this financial year, its real fuel use (L/100 km or L/hr, worked out from the readings at each fill) beside the figure you set, and its last fill. Record a fill-up records one here (with the pump's meter and the machine's own hours or odometer), tapping a fill-up changes or deletes it, and Open in the fuel log opens Inventory → Fuel showing only that machine. Fuel use needs two fills with a machine meter reading. Scanning a machine's Phase tag has Fuel up for the same thing. See Inventory, Products And Stock for the fuel log.

Open a machine or tool → More → Edit to record purchase price, supplier, warranty end date and warranty terms. Filter → Status → Under warranty shows the machines still under warranty, and the asset card shows when the warranty is nearing its end. If offered, create a reminder for 30 days before expiry.

Use the asset's Documents tab to attach a receipt, warranty card or operator manual as a photo or PDF. These files also appear under More → Documents.

When planning work, open Location & recurrence and choose daily, weekly, fortnightly, monthly or a custom interval in days. A job that repeats says so on its card and in its detail, such as Repeats every week or Repeats every 10 days.

Phase creates the next occurrence when the current job is marked Done. It does not create every future occurrence in advance. If work is late, the schedule advances to the next suitable due date after completion. The next one goes to everyone who was on the last one, or stays Everyone if that is how it was set, and each of them gets the usual "assigned to you" notice for the new date.

Skip one week. Open the job and choose More → Skip this one. The next one is planned straight away for the same people, and this one goes to Tasks → Past → Deleted, marked Skipped; Restore brings it back if that was a mistake. Delete still ends the series, and its confirmation says so. Anyone who can delete a job can skip one.

For machinery service, use a calendar-based or meter-based service reminder from the machine instead of the standard job recurrence control. Start service on the reminder creates the job when you are ready, with the person the machine's service jobs go to already filled in.

Marking the same job done again does not duplicate its original product use. If you add a missing product to a finished job and complete it again, Phase records only the new product on the existing completion. Deleting an open job or crop plan removes its linked product use, while population-style seed rates that cannot be reconciled with Inventory units are left out of stock deduction and explained on the completion screen.