Work orders are used to manage tasks for your clients. They allow you to track the status, scheduling, fees, and invoices associated with a job.
Before Building your first work order
To build a work order, your account will need a list of services and your customers will need those services configured in your customer settings.
If you have created services and configured them to your customers, you can proceed right to work order setup. If not, follow this set of instructions to create and configure your services.
How to Build a Work Order
- Go to Work Order > Manage Work Orders
- Click the +Add New Work Order button
- Select a Location - This will auto-fill the fields on the left side of the form
- Select Type from the Type drop-down - The type is either a Service or Supply
- If Service - Choose the service type
- Fill in the Work Description for the required service or supply work to be performed
- Schedule a time for the job
- Enter your service fee
- Click the Save button - This places the work order in Quote Status
- Click Labor Cost
- Select employee or employees to perform the work one at a time
- Use the Job Type drop-down to identify the assignment for that employee
- Check the wage and update the hours expected for the job
- click +Add Employee button for each employee on the job - They will display in the Employee Labor Cost box below
- Click the Supply Cost tab
- Add any supply items to the work order as needed
- Supply item costs can be adjusted with a markup before you add them to the work order
- The Analysis tab will show a report for the projected Profit/Loss on the work order
- Click Actions tab
- If your work order is ready to schedule, click the schedule work order button
- The Notes tab will allow you to add more details if needed to the work order.
- When finished editing the work order, click the Back button
Work Order Actions
There are some key actions to perform when your new work order has been saved. These are found under Work Orders > Manage Work Orders. Look for the Actions column.
Edit - Make changes to the work order (Updating the work order's steps)
Delete - Delete the work order
Print Work Order Summary - Generates a printable work order sheet with a detailed summary. No financial information is attached to this print.
Print Work Order Invoice - Generates a printable work order sheet with a description and an amount due cost. (This is only visible when the work order is in the Scheduled status - See statuses below)
Email - Brings up an email window you can use to send the work order to the client, as well as send it to chosen employees and users from your JM account.
- Send to Client Button - Sends work order to Client via email
- Employees/Users fields - Choose the employee(s) and/or User(s) to send the work order to and click the Send button
Work Order Statuses
Quoting, Scheduling, Performing, and Tracking Payment
The following tasks can be done on the Actions menu for a work order. Find this by going to Work Order > Manage Work Orders > Create or Edit a work order > Click Actions tab
Work orders are tracked with a Status. These are adjusted in the Actions menu on each work order. The statuses are: Quote, Scheduled, Invoiced, InvoicePaid.
When you build a work order, it begins as a Quote status. While in quote status, you can update your service fee, labor costs, supply costs, and any other details of the job to be performed. When the quoted work is agreed upon by any necessary parties, you can schedule the work order and mark it as Scheduled status. When you mark the work order as completed, the status changes to Invoiced. When you receive payment from the client, and update the work order, it will save as InvoicePaid.