Work Orders are used to manage services at locations.

Creating Work Orders	Notes	FAQ
Labor Cost	Checklist
Supply Cost	Images
Analysis	Creating Recurring Work Orders
Actions and Status	Resetting Work Orders

Services need to be added and assigned to Customers before Work Orders can be created. Click here to learn more about adding services.

Creating Work Orders

Go to Work Management > Manage Work Orders.
Select the +Add New Work Order button.
Fill out the required fields. Required fields are marked with an asterisk (*).
- Customer & Location* - The Customer and Location where the Work Order will be performed.
- Use Location Address - Uses the Location's Address instead of the Billing address.
- Stock Area - The stock area that supply items will be pulled from. This field only applies to accounts using IMS (Inventory Management System).
  - If Stock Area is not selected, supplies cannot be added to the work order.
- Requester Name, Email, Address* - This information will be available on external reports.
- Phone Number - Available on external reports.
- Billable - Billable status (true/false) is visible on the Work Order Management Excel export.
- Earliest Start Date* - Employees added to Labor Cost will have access to the work order on this date. If the Earliest Start Date has not been reached, the Work Order will not be available.
- Type* - Service, Supply, or Equipment.
- Service Type* - The service being performed. Only services assigned to the location will be available.
- Service Description - The description of the assigned service.
- Scheduled Date* - The Date and Time that the Work Order should be completed.
- Work Description* - The description of the actual work. This information will be available on external reports.
- Service Fee - The service fee related to the Work Order.
- Invoice # - The invoice number for the Work Order. This information will be available on external reports. A number will automatically be generated if left blank.
- Enable Work Order Completion Alert - If enabled, employees who receive Work Order Completion alerts will receive an email once the Work Order has been completed.
Select Save to create the work order.

Labor Cost

This tab is used to assign employees to work orders. Employees must be added under Labor Cost to access the Work Order on JM Connect.

To add an employee:

Select an Employee from the dropdown menu. Only employees trained at the location will appear on the list.
Add the following information.
- Job Class - The job class associated with the employee while performing the service.
- Wage - The employee's hourly wage for performing the service.
- Hours - The estimated number of hours required to complete the service.
Click + Add Employee.
- Once added, the employee's Event Calendar schedule will be visible.

Creating an Open Work Order allows employees to claim the work from JM Connect.

Select the Create Open Work Order checkbox.
Fill out the schedule information and select Publish.

Supply Cost

The Supply Cost tab allows supply items to be added to the Work Order. This can be useful in keeping track of inventory.

Choose the Supply Item from the dropdown menu. Only items that have been assigned to the location will appear in this list.
The Unit Cost will update automatically, and cannot be edited from this screen.
Add an Additional Markup, if needed.
- To change the markup to a percentage, select the Use Percentage for Markup checkbox. The markup value will be a percentage of the unity cost.
Enter the Quantity of items used for the Work Order.
Click + Add button to save the item. Repeat as needed.

Analysis

The Analysis tab breaks down the projected Profit/Loss for the Work Order based on Service Fee, Labor Cost, Supply Cost, and Supply Revenue (Markup).

On New work orders, click View Table to show ROI (Return on Investment) details.

Actions and Status

The Actions tab allows the status of the Work Order to be updated.

New - The Work Order is not available to employees on JM Connect and cannot be completed in this status.
Scheduled - The Work Order will become available to Employees once the Earliest Start Date has been reached.
In Progress - The Work Order has been started, but not yet completed.
Completed - The Work Order has been marked as Completed from either JM Connect or the web.
Invoiced - The Work Order has been marked as Invoiced from the web.
Invoice Paid - The Work Order has been marked as Invoiced Paid from the web.

Notes

Any text added to the Notes tab will be internal only. Multiple notes can be added. This can be useful for keeping track of any additional information for the Work Order.

Checklist

The Checklist tab allows checklists to be added to Work Orders. When a checklist has been added, the checklist must be completed for the Work to be marked as Complete on JM Connect.

To learn more: Checklists for Work Orders

Images

Images can be added to Work Orders using the web portal or JM Connect. Adding images to Work Orders can help communicate an issue, document progress, and prove that the service was completed.

JPG, PNG, GIF, and HEIC file types are supported.

To add images from the web:

Navigate to Work Management > Manage Work Orders.
Create a new work order, or select the Edit Pencil in the Actions column for an existing Work Order.
Select the Images subtab, then + Add Image.
Upload the image and a remark/note.
- The image will be visible to employees on JM Connect.
Click Save to add the image to the Work Order.

Images can only be deleted while the Work Order is in the New status.

Creating Recurring Work Orders

Recurring Work Orders are useful for repeating services, such as quarterly deep cleans or annual floor care.

Go to Work Management > Manage Work Orders.
Open the Recurring tab and click + Add Recurring Work Order.
Add the required information and select Save.
- Add relevant information to the Labor Cost, Supply Cost, and Checklist tabs.
Click the Recurring tab and fill out the information.
- Monthly - Recurs every first day, or first, second, third, fourth, or last week of the month.
- Weekly - Recurs every specified number of weeks.
- Days of the Week - Which day the work order will be scheduled.
- Start Date - When the work orders will begin populating.
- End Date - Work orders will stop populating after this date.
- No End Date - Work orders will populate indefinitely until the recurring module is deleted.
Click Add to save the module.

Once the recurring module is created, monthly work orders for the first 6 months and weekly work orders for the first 30 days will be generated automatically. The first work order in the series will display instantly when the Start Date is reached.

After that, work orders will auto-generate up to 45 days in advance.

Resetting Work Orders

Completed, Invoiced, and Invoice Paid Work Orders can be reset to the In Progress status at any time.

Navigate to Work Management > Manage Work Orders.
Click the Edit Pencil for the desired Work Orders.
Select the Reset as In Progress button.
The Work Order will be reset to the In Progress status.

FAQ

Question: Why don't I see the Supply Cost tab when editing my work order?

Answer: If IMS (Inventory Management System) is enabled for your account, the Stock Area field is required when creating the work order. If Stock Area is not specified then the Supply Cost tab will be unavailable. Stock Area cannot be specified after the work order has been created.

Question: When are new work orders created from the recurring module?

Answer: The Recurring Work Order job runs daily starting at midnight (EST).

Question: My company hires subcontractors. Can I add a subcontractor to a work order without setting their wage?

Answer: Yes. In those cases, the user's Labor Cost Wage can be set to 0.

For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.