Filling in a work order and getting it signed

You fill in a work order on site. You can start one from Work orders, or directly from an appointment in your own schedule.

Filling in the form

The form runs top to bottom through these parts:

• Customer & location — search for the customer by name, email or company, choose the contact person and fill in the work location and the name of your contact on site. These details are a snapshot: changing them here doesn't change the customer record.
• Type of work — the category of this job.
• Hours & kilometres — add a row per day with start and end time. The app calculates the hours; the quarter-hour buttons let you round up or down quickly. Also fill in your travel time and kilometres.
• Work performed — what was done. Note: this text goes on the form the customer signs and takes with them. Under Still to do you note what's outstanding.
• Materials — look up a material, or use Frequently used or Same as last time to fill quickly. Enter quantity and unit.
• Note for the office — internal. This does not appear on the PDF or in the email to the customer.

Getting the customer to sign

You have three options:

1. Directly on screen — open the signature window and have both yourself and the client sign. Fill in the name of whoever signs, and optionally their role.
2. Link to the customer — if the customer can't sign right away, send a link. The customer signs without logging in; the link expires after two weeks.
3. Customer doesn't sign — choose this option with a reason, for example "contact had already left, form left at the office".

Note the warning when signing: once signed, the form is locked. Whoever signs, signs for the hours, materials and description exactly as filled in at that moment. If something needs changing afterwards, only the office can arrange it.

Statuses

A form goes through: Draft → Ready for signature → Signed → Sent. A form can also be Cancelled.

Frequently asked questions

• I've signed but something isn't right. A signed form is frozen; contact the office.
• Do I have to enter my hours again on the timesheet later? No, the hours from your forms are automatically in your timesheet.
• Can I see colleagues' forms? Yes, all staff can view all forms. You only see amounts if you're an administrator.
• Does my note for the office reach the customer? No, that stays internal.