Work Orders Management

The Work Orders module in our Facilities Management app helps manage, track, and complete maintenance tasks efficiently. This guide walks you through the main sections and key attributes visible in the Work Order screen.

Work Order Lifecycle

The following diagram shows the various stages in the work order workflow:

Work Order Status Description

Below is a breakdown of each Work Order status and its meaning within the system.

Work Orders Dashboard

The Work Orders Dashboard provides a centralized view of all work orders in the system. At the top, status tiles display the total number of work orders in each stage, offering quick insights into your work orders pipeline. This dashboard helps streamline work order management and track progress at a glance.

The Work Orders dashboard gives a summarized view:

• Job numbers, status, priorities, service contacts, and sites.
• Quick view into New, Scheduled, In Progress, Completed, and Invoiced jobs.
• Search and filter jobs by property location, status, and supplier.

Work Order Creation & Editing

To add a new Work Order, click at New Work Order button. To create or edit a work order, you’ll enter the following information:

Fields Overview

You must fill in required fields, marked with a red asterisk (*).

Work Order Information

Each Work Order goes through different tabs, allowing full control over Tasks, Costs, Invoices, Documents, Comments, and Activity.

Images

Attach visual evidence or supporting photos:

• Supports drag-and-drop for image uploads.
• Images can be linked to specific tasks (optional).

Upload Image: Click Upload Image and add a photo with an optional description.

Tasks

Manage and assign specific tasks under the Work Order:

• Task Name
• Status (Pending, Invoiced, Completed)
• Supplier and Technician/User
• Start Date and End Date
• Quantity and Unit

Add New Task: Click + New Task to create task lines.

Costs

Costs tab enables tracking of cost elements associated with the Work Order. Click at the the Cost Line to edit or click + Add Cost and fill out the Work Order Line form with following information:

• Work Order Task: Select the Task associated with the cost (if applicble)
• Item: The service or material provided.
• Quantity: Quantity of item(s)
• Unit: Unit of measurement
• Unit Price: Cost per unit.
• Tax Rate and Tax Amount
• Billable Price: Amount charged to the client.
• Price Uplift % (if applicable)

Invoices

Manage invoices linked to the Work Order.

• Invoice ID and linked Supplier/Client
• Amount billed
• Status (Paid or Pending)
• Allocation % if partial payments exist

Documents

You can upload supporting files via Upload Document:

• Select document type
• Drag and drop or browse files (Allowed document types - PDF, Word, Excel; max document size 15MB)

Work Order Actions

• Save: Click to save any updates.
• Close: Exit without saving.
• Actions: Work Orders provide Actions menu that allows users to perform additional operations such as status updates, communication, and document preview. Below is a description of each available action.

Actions Visibility

The following table outlines when specific actions are visible based on the current status of the Work Order.

Key

Action is available.

Status Transition Flow

Below is a visual flow of how Work Order status can change based on available actions.

New 
 ├──> [Scheduled] (via "Scheduled" action)
 └──> [In Progress] (via "In Progress" action)

Scheduled
 ├──> [In Progress] (via "In Progress" action)
 ├──> [Completed] (via "Completed" action)
 ├──> [On Hold] (via "On Hold" action)
 └──> [Send SMS] (available at Scheduled stage)

In Progress
 ├──> [Completed] (via "Completed" action)
 └──> [On Hold] (via "On Hold" action)

On Hold
 └──> [In Progress] (via "In Progress" action)

Completed
 └──> [Invoiced] (after invoice is created)

Some actions like Send SMS are conditional and appear only when the Work Order is in a Scheduled state.

Tip: Always Save the Work Order after performing an action to ensure the status or operation is recorded properly!

Add Bill / Expense

The Add Bill / Expense feature allows users to record expenses and supplier invoices related to a Work Order.
This ensures that all material, labor, and third-party costs are accurately tracked and managed in the Work Order.

When an expense is logged, a Cost Line is automatically created under the Work Order, improving financial visibility.

Fields Overview

You must fill in required fields, marked with a red asterisk (*).

How to Add a Bill / Expense

1. Click Actions → Add Expense inside the Work Order.
2. Select the appropriate Supplier.
3. Attach the supporting invoice file (optional but recommended).
4. Fill in the invoice details, including payment terms and due date.
5. Enter the Invoice Amount and select the correct Tax Rate.
6. Review calculated Tax and Net Amount.
7. Click Save to record the expense and create a corresponding Cost Line.

Important Notes

• Expenses without an attachment can still be saved, but uploading proof is highly recommended.
• Only suppliers already linked to the Work Order can be selected.
• Every added expense will contribute to the Actual Cost shown in the Work Order.

Tip: Always double-check the Payment Term and Due Date to avoid supplier disputes later.

Create Invoice

The Create Invoice screen allows you to generate an invoice by selecting the relevant payee, billing details, cost allocation, and sales account.

Fields Overview

You must fill in required fields, marked with a red asterisk (*).

** How to create an Invoice

1. Complete All Tasks
   Ensure all assigned tasks in the Work Order are marked as completed.

2. Log All Costs
   Verify that all material, labor, and other costs have been added to the Work Order.

3. Navigate to Create Invoice
   Click Actions → Create Invoice on the Work Order page.

4. Fill in Invoice Details

   • Select the Payee.
   • Enter or confirm the Billing Address.
   • Select a Sales Account.
   • Specify the Cost Allocation % (if partial billing is needed).

5. Review the Invoice Amount
   Ensure the Invoice Amount looks correct.

6. Click Create Invoice
   Hit Create Invoice to generate and save the invoice.

Important Notes

• Only completed and cost-logged tasks are available for invoicing.
• You can split billable costs between multiple payees by allocating partial percentages using Cost Allocation %.
• Invoices must be linked to a valid Sales Account for financial tracking.

Tip: Always double-check the Total Billable Cost before creating the invoice to avoid discrepancies later.

Work Order Workflow

Work Order Workflow Highlights

• New Work Order is created and prepared for scheduling.
• Scheduled once start dates, technicians, or suppliers are assigned.
• In Progress when tasks are actively being worked on.
• On Hold available at any point to pause and resume work later.
• Completed after all tasks, costs, and validations are finished.
• Add Bill/Expense to capture real costs and create Cost Lines.
• Invoice Created to bill customers or process supplier payments.
• Invoice Paid marks full financial closure of the Work Order.

Tip: Keep your Work Order updated in real-time to maintain accurate costs and project timelines.