Work Orders

1. 1Basics & Location: click New Work Order, pick the customer, service site and order contact.
2. 2Work Order Details: choose the Type (Service, Installation or Setup) and describe the Customer Issues and Services to Perform.
3. 3Customer Prep Instructions (optional): pick what the customer should do before the visit. These show on quotes, reminders and en-route notifications.
4. 4Parts & Services: click + Add Service to bill one of your service types. It also sets the estimated duration and which technicians can do the job. Add parts as line items.
5. 5Scheduling & Assignment (optional): click Find Available Slot, then Use This Slot, or enter a date, time and technicians yourself.
6. 6Save the work order.

1. 1Open the work order and choose Edit.
2. 2In the scheduling step, find an open slot or enter the date, start and end time, and the lead and other technicians.
3. 3Save. The appointment appears on the calendar.

Let the customer pick their own time from your technicians’ open slots.

1. 1Open the work order and find the Scheduling Link card.
2. 2Choose who to send it to and whether by text or email.
3. 3Set the visit length, an optional Not before date, and who they can book with.
4. 4Send it, or choose Just create the link and use Copy link to share it yourself.

Open the work order’s actions menu and choose Update Status (Scheduled, In Progress, Completed or Unable to Complete). You can also mark the technician En Route, On Site or Complete for them. Technicians normally do this from the mobile app.

1. 1Choose Finalize from the work order’s actions menu (or from the appointment on the calendar).
2. 2Check the arrival and departure times. They are normally set by the technician’s status in the mobile app.
3. 3Fill in Service Readings, any Appliance Inspections and the Completion Checklist (Mark all Pass fills every item).
4. 4Add completion notes, Customer Recommendations, photos and whether a follow-up is needed.
5. 5Confirm the customer was present and who completed the work, then save.

Choose Invoice Work Order from the actions menu to bill the visit, then Send Invoice to text or email it. Items already on an invoice are locked. If you add more items later, use Invoice Added Items to bill them on a separate invoice.

Click Collect Payment to take a prepayment or payment by Clover terminal, payment link, card or manual record. Payments show under Prepayments & Financials.

Choose Reschedule from the actions menu and pick the new date and times. A cancelled work order stays cancelled; rescheduling it creates a new work order for the new date with the same customer, address, notes and line items.

1. 1Open a finalized work order and choose Schedule Return Visit.
2. 2Pick the date, start and end time, and a technician (or leave it unassigned).
3. 3Leave Send the customer a booking confirmation checked unless the visit is already arranged with them.

Choose Cancel Work Order from the actions menu and confirm.

Choose Change Customer from the actions menu, pick the new customer and their service address, and confirm.

Drop files on the work order’s attachments area, or click it to upload. Images, PDFs and Word files up to 25 MB each. They also appear under Documents → Work Orders.

1. 1Open the work order and find its attachments.
2. 2If the customer has more than one appliance, pick which one the photo is for. Appliances on this work order are listed first.
3. 3Click Rating plate and take or pick the photo.

For parts the crew makes or modifies on site (like cutting bricks to fit), click Add fabrication item in the Fabrication section. Enter what needs to be made, the quantity, who it’s assigned to and when it’s needed. Use Start, Mark complete and Bill this as it progresses.

Use the search box, and filter by status, type, payment status, date range, technician, or return trips only.