How to Book and Schedule a Recurring Job in Simpro

Learn how to convert approved recurring jobs into work orders, dispatch contractors, schedule them on a calendar, and notify your clients.

June 25, 2026 By Reem Saba

This guide explains how to convert an approved recurring maintenance job into an active work order, schedule it with a contractor, and properly notify the client. Following these steps ensures your preventative maintenance tasks are completed on time and properly documented.

This workflow is designed for service dispatchers, coordinators, or account managers responsible for scheduling recurring jobs. It is used after a client has given approval for a specific maintenance appointment.

Phase 1: Create the Job

Navigate to the History tab of the site's recurring jobs profile.

Step #2: Click Options ▼ next to the recurring job you want to schedule. — Click **Options ▼** next to the recurring job you want to schedule.

Step #3: Select Create Job from the dropdown menu. — Select **Create Job** from the dropdown menu.

Step #4: When the confirmation modal appears, click OPEN JOB. — When the confirmation modal appears, click **OPEN JOB**.

Phase 2: Configure Job Settings

Step #5: Go to the Settings tab. — Go to the **Settings** tab.

Step #6: Click the Order Number field. — Click the **Order Number** field.

Enter the authorization details and the scheduled date.

If the client has a formal service agreement, you can book recurring jobs using just a phone confirmation. For standard reactive jobs, written authorization is required.

Phase 3: Dispatch Contractor Work Order

Step #8: Navigate to the Contractor tab. — Navigate to the **Contractor** tab.

Step #9: Click + NEW WORK ORDER. — Click **+ NEW WORK ORDER**.

Step #10: Select the designated contractor from the dropdown menu. — Select the designated contractor from the dropdown menu.

Step #11: Select the specific employee or technician assigned to the job. — Select the specific employee or technician assigned to the job.

Step #12: Under the script dropdown, select Overview Description. — Under the script dropdown, select **Overview Description**.

Step #13: Click SAVE to apply the details. — Click **SAVE** to apply the details.

If your contractors already have access to Simpro, you don't need to manually type out all contact or site details on the work order—they can view it directly in their portal.

Step #14: Switch to the Forms tab to prepare the notification email. — Switch to the **Forms** tab to prepare the notification email.

Update the scheduled date directly in the email body.

Step #16: Click SEND to dispatch the work order to the contractor. — Click **SEND** to dispatch the work order to the contractor.

Step #17: Click OK on the confirmation prompts. — Click OK on the confirmation prompts.

Step #18: Click SAVE AND FINISH to close the work order module. — Click **SAVE AND FINISH** to close the work order module.

Phase 4: Schedule on the Calendar

Step #19: Click the Schedule Job icon. — Click the **Schedule Job** icon.

Step #20: Select the agreed-upon date on the calendar interface. — Select the agreed-upon date on the calendar interface.

Step #21: Drag the task block to allocate the correct duration based on the size of the site. — Drag the task block to allocate the correct duration based on the size of the site.

Step #22: Click FINISH. — Click **FINISH**.

Phase 5: Send Client Notification & Notice

Open the Contacts tab in the site profile.

Step #24: Copy the primary site contact's phone number and email. — Copy the primary site contact's phone number and email.

Step #25: Paste the contact details and any relevant lockbox code into your draft client email. — Paste the contact details and any relevant lockbox code into your draft client email.

Step #26: Open your standard Maintenance Notice template in Microsoft Word. — Open your standard Maintenance Notice template in Microsoft Word.

Step #27: Update the Start Date and Finish Date on the notice. — Update the Start Date and Finish Date on the notice.

Step #28: Click File, then proceed to Save As. — Click **File**, then proceed to **Save As**.

Step #29: Select PDF (*.pdf) from the file format dropdown. — Select **PDF (*.pdf)** from the file format dropdown.

Step #31: Attach the PDF to the email draft and click Send. — Attach the PDF to the email draft and click **Send**.

Q: Can I book a recurring job based on a phone confirmation?

A: Yes, if the client has a formal service agreement in place, you can proceed with booking via phone call. For reactive jobs outside an agreement, written confirmation is strictly required (EXCEPTION OUR CLIENTS SCAPE + CLEANAWAY - WE ACCEPT PHONE BOOKINGS)

Q: Do I need to manually paste the site contact list into the contractor work order?

A: No, if the contractor already has access to Simpro, they can check the site profile and contact information directly in the system. You can skip adding it to the work order email.

Q: How do I determine how much time to block on the schedule for a chute cleaning?

A: You need to calculate the total number of chutes across all buildings and levels. For example, three buildings with 10 levels and 2 chutes each equals 60 chutes, which takes approximately 5.5 to 6 hours to clean. for edwin. for big tree, every 10 levels take around 2 hours adn for steven shpw every 10 levels take around 1.75 hrs

Term	Definition
Preventative Maintenance (PM)	Regularly scheduled maintenance tasks designed to prevent unexpected equipment failure and fulfill service agreements.
Simpro	A comprehensive job management software used by service businesses to manage operations, scheduling, and billing.
Work Order	A formal request or authorization dispatched to a contractor to perform specific tasks at a site.
Reactive Job	Maintenance or repair work that is initiated in response to a specific, unforeseen issue or breakdown, rather than a planned schedule.