Creating and Managing
Work Orders
Master the creation and management of one-time jobs using Work Orders, understanding how they differ from recurring Route Schedules and how they integrate into your daily workflow.
Duration
22 minutes
Category
Field Operations & Work Orders
Part 1: Route Stops vs. Work Orders: What's the Difference?
In the last two modules, we focused on Route Schedules, which are for your regular, recurring maintenance visits (e.g., "Weekly Service"). But what about everything else?
The "Everything Else" Jobs
Filter cleanings
Pump motor replacements
Acid washes
New equipment installations
These are Work Orders. Think of them as individual, one-time jobs that need to be scheduled, performed, and billed separately from routine service.
| Feature | Route Stop (from a Route Schedule) | Work Order (becomes a Service Stop) |
|---|---|---|
| Frequency | Recurring (Weekly, Biweekly, etc.) | One-Time |
| Purpose | Routine Maintenance | Repairs, Installations, Cleanings |
| Scheduling | Automated based on a set schedule | Manually scheduled for a specific day |
| Billing | Usually part of a flat monthly rate | Billed separately (parts + labor) |
Why Separate Them? Separating these allows you to keep your recurring routes efficient and predictable while accurately tracking and profiting from valuable, non-routine services.
Part 2: Creating a New Work Order
You can create a Work Order from two places:
📍 Where to Create Work Orders
The main Work Orders page.
Directly from a customer's profile page, inside the "Work Orders" tab.
Step-by-Step Creation Process
Click "Create Work Order" or "Add Work Order"
This will open the new work order dialog.
Select a Work Order Type
This helps you categorize the job. Choose from pre-defined types like "Repair," "Filter Clean," etc. Selecting a type can pre-fill information like the description and price to save you time.
Choose the Customer and Location
First, select the customer. The "Service Location" dropdown will then show only the addresses associated with that client.
Describe the Work Needed
This is the most important field for your technician. Be descriptive!
✅ Good Example:
"Customer reports pump is making a loud grinding noise. Please diagnose and quote for repair or replacement."
❌ Bad Example:
"Pump issue."
Set an Estimated Price
Enter the estimated cost for the job. This is separate from their recurring service fee.
Schedule the Work (Optional)
You can leave a new work order unscheduled. It will appear on your "Unscheduled" list, acting as a to-do list of approved jobs waiting to be put on the calendar.
Or, you can immediately assign a Technician and pick a Service Date and Time. This action creates a Service Stop and places the work order directly onto that technician's route for that day.
Click "Create Work Order"
The work order is now saved in the system.
Part 3: Managing Work Orders
This is your master list of all one-time jobs. You can use the tabs at the top to filter your view:
🗂️ Work Order Tabs
All
See every work order in the system.
Scheduled
Work orders that have been assigned to a technician and a date.
Unscheduled (Your To-Do List!)
Work orders that have been created but are waiting to be put on the calendar. This is where you'll manage your pipeline of upcoming jobs.
Finished
All completed work orders.
📋 Work Order Detail View
Clicking on any work order from the list takes you to its detailed view. Here you can manage everything about that specific job:
✏️ Inline Editing
Most fields on this page are editable. Simply click on the text for the description, price, or technician to update it on the fly.
🔧 Items & Materials
Add specific parts or materials needed for the job. This is crucial for accurate billing and ensuring your tech has what they need. You can search your existing product list or add custom items.
📝 Service Checklist
Create a custom to-do list for this specific job. This ensures the technician follows all necessary steps for a complex repair or installation.
🚀 Start Work Order
When a technician is ready to begin, they click this button. It takes them to the Service Completion screen, which is the same interface they use for regular route stops.
Part 4: Key Concepts & Pro Tips
🔄 The Work Order Lifecycle
A customer calls with a problem.
You create an Unscheduled Work Order.
When you're ready, you schedule it by assigning a tech and date, turning it into a Service Stop.
The tech completes the stop and marks the work order as Finished.
You generate an Invoice from the completed work order to bill the customer.
📋 Custom Checklists
Unlike the universal checklist for routine service (which you set up in Settings), the checklist on a work order is specific to that job only. This is perfect for multi-step processes like an acid wash or installing a new heater.
💰 Profitability Tracking
By entering a price (what you charge the customer) and a laborCost (what you pay your tech), Upbuoy can later provide reports on the profitability of your repair services.
Key Takeaways
Work Orders are for one-time jobs (repairs, installations) while Route Schedules are for recurring maintenance.
The "Unscheduled" tab acts as your pipeline of approved jobs waiting to be calendared.
Custom checklists ensure complex jobs are completed properly with all necessary steps.
Detailed descriptions and accurate pricing are crucial for technician success and business profitability.
Next Steps
You now understand the two main types of work in Upbuoy: recurring Route Schedules and one-time Work Orders. Both of them result in a Service Stop that a technician needs to complete. Now, let's explore the screen that your technicians will use every day in the field.
Ready to learn about field operations?
Proceed to Module 13: Completing a Service Stop (For Technicians)