Work orders
A work order records what you did at a customer's: the visit, the hours, the materials, and a signature from the customer confirming the work was done. Once the work order is signed, you turn it into an invoice with one click. It is made for work you carry out on location, such as installation, maintenance or repairs.
Turning it on
Work orders are an opt-in module. Switch them on under Settings > Modules. There is no plan gate: the module is free on every plan, and access follows the same page permission as invoices.
The work order list
The list lives at Work orders in the navigation. Tabs at the top filter by state: All, Draft, Signed and Invoiced. Each row shows the work order number, the customer, the work address and the state as a coloured pill. The search box finds work orders by number, customer or address.
Creating a work order
- Choose New work order
- Pick the customer (search existing customers or add a new one)
- Check the work address. It is taken from the customer, and you can change it when you worked somewhere else
- Fill in the date and the start and end time
- Describe the work carried out
- Add lines under Labour (hours with an hourly rate) and Materials (quantity with a unit price and VAT)
- A discount per line works the same way as on quotes and invoices
- The internal note is just for you: it never appears on the work order or the invoice
Save the work order, or choose Save and get it signed right away. You can also create a work order from a quote: the lines are pre-filled from the quote.
Getting it signed
On the work order page, choose Get it signed. Fill in the name of the person signing and let the customer sign with a finger or stylus on your phone. By signing, the customer confirms that the work shown on the work order was carried out.
Once signed, the work order can no longer be changed. The signature, the signer's name and the signing date appear on the work order itself.
PDF and email
Every work order has a PDF with the visit details, the hours and materials, the totals and, when it is signed, the customer's signature. Email the signed work order to your customer from the work order page: the PDF is attached automatically.
The work order PDF follows your invoice design by default, so it carries the same accent colour, typography and letterhead. Want the work order to look different? Give it its own template in the design studio; a work order has no closing text.
From work order to invoice
A signed work order turns into an invoice in one click. The invoice starts as a draft with the hours and materials already on the lines, and it shows the work order number as a reference. There is one invoice per work order; if it already exists, the link on the work order page takes you straight to it. Check the draft invoice and send it as usual.
Invoicing several work orders together
On the work order list, tick several signed work orders of the same customer and choose Invoice together. You get one draft invoice with the hours and materials of every work order you selected, and each line carries the date of its own work order.
Not every work order can join: only signed work orders without an invoice, and only ones that belong to the same customer. Work orders tied to two different quotes cannot go on one invoice together; a work order without a quote (extra work) does join work orders that have one. And when one work order falls under VAT reverse charge while the other selected work orders carry VAT, the app refuses the combination instead of quietly invoicing everything at 0%: invoice those separately.
Customer merge
When you merge two customers, their work orders move to the remaining customer together with the rest of their records.
Tips
- Work orders are draft until they are signed. Use the state tabs to see what still needs a signature.
- The work order page shows the next step for each state: fill in and sign, then invoice or email, then check the invoice.
- Create a work order from a quote and the lines carry over: hour lines become labour, the other lines become materials, and line discounts come along.