Create and manage a work order

A work order records one workshop visit: who brought the vehicle, what needs attention and how the visit is progressing. The detailed repair tasks and parts belong to its job orders.

Before you begin

Have the correct customer and vehicle records ready. You need work-order creation permission; editing, photos and customer tracking links can require additional permissions.

Create the visit

1. Open Operations → Work Orders → Add Work Order.
2. Select Customers and the correct vehicle. Use Add Customer or Add Vehicle if a required record is missing, and check the new record before continuing.
3. Enter WO Date and WO Type, then record Mileage (km).
4. Describe the customer's concern in Reported Defect / Complaint.
5. Add Promised Date, LPO number, Service Advisor and Priority when relevant. Mark Customer Waiting only when the customer is actually waiting.
6. Put staff-only context in Internal Notes.
7. Complete Coverage / Claims if the visit is under warranty, insurance or contract. Selecting coverage does not itself approve a claim.
8. Click Save. The new work order starts Open and receives its number automatically.

Continue the visit

Use Start inspection to record findings, Add Job Order to prepare work, or Print job card for a workshop document. Add intake photographs before repair where useful.

Update the status to reflect the real situation. Waiting for parts, waiting for approval and completed work are different conditions. Job progress can advance a parent work order automatically; check the parent record after important changes.

What happens next

The work order connects the visit's inspection, estimates, work and invoices. An Invoiced work-order status cannot be moved back through the editor. Issued job orders are locked financial records.

Troubleshooting

Deletion is blocked when an advance is attached or an associated job has been invoiced. Do not delete a visit to undo a payment. If a saved coverage detail looks wrong, reopen the record and verify it before relying on it.

Related articles

• Inspect a vehicle
• Create and approve job orders
• Advances and bulk payments