Work Orders
Complete guide to creating, managing, and completing customer work orders.
📹 Video Tutorial: A 5-minute video showing the complete work order workflow from creation to completion would be very helpful here.
Overview
Work orders are the core of the mechanic system. They track customer repairs from initial request through completion and payment.
A work order includes:
Customer information
Vehicle details
Services to be performed
Parts needed
Labor and parts costs
Status tracking
Work history and notes
Creating a Work Order
Prerequisites
Minimum rank 1 (Mechanic) required
Access to mechanic tablet
Customer vehicle information
Step-by-Step Creation
Step 1: Gather Vehicle Information
Before creating the order, collect:
Vehicle plate number (required)
Customer name (required)
Vehicle model (auto-detected if near vehicle)
Description of issue/service needed
Tip: Have the customer nearby or note their details before starting.
Step 2: Open New Order Form
Open tablet → Mechanic app
Go to Dashboard
Click "+ New Work Order" button
Order creation form opens
Step 3: Enter Basic Information
Fill in the required fields:
Vehicle Information:
Customer Information:
Service Description:
Tips:
Plate must be valid (vehicle must exist on server)
Model auto-fills if you're near the vehicle
Be specific in description for team communication
Step 4: Add Services
Click "Add Service" button to add work items:
Service entry fields:
Service name: "Oil Change", "Brake Repair", "Tune-Up", etc.
Labor cost: Your labor charge for this service
Estimated time: How long it will take (optional)
Example services:
Add multiple services:
Click "Add Service" for each item
Each service tracked separately
Total auto-calculates
Step 5: Add Parts
Select parts needed from inventory:
Click "Add Parts" button
Search or browse parts catalog
Select item and quantity
Part added to order
Parts list shows:
Part name and image
Quantity needed
Unit price
Total cost
Availability (in stock / out of stock)
Out of stock?
Order shows warning
Can create order anyway
Status auto-updates to "Waiting Parts" when parts ordered
Step 6: Review & Set Pricing
Review order summary before creating:
Cost breakdown:
Pricing options:
Auto-calculate - System calculates based on config
Manual override - Enter custom total
Discount - Apply percentage or flat discount
Pricing tips:
Check shop pricing guidelines
Consider customer relationship
Apply discounts for regulars
Manager approval may be required for high values
Step 7: Assign Mechanic (Optional)
If you're a manager (rank 2+), you can assign the order:
Assign to me - You'll do the work
Assign to other - Select from employee list
Leave unassigned - Anyone can claim it
Assignment benefits:
Clarity on who's responsible
Performance tracking
Commission tracking (if enabled)
Step 8: Create Work Order
Review all information
Click "Create Work Order" button
Confirmation message appears
Order appears in order list
Customer notified (if notifications enabled)
Success! Your work order is now active.
Managing Active Orders
Viewing Orders
Access order list:
Tablet → Mechanic app → Orders tab
View all shop orders or filter
Filter options:
All Orders - Every order in shop
My Orders - Assigned to you
Pending - Not started
In Progress - Currently working
Waiting Parts - Parts on order
Completed - Finished
Cancelled - Void orders
Order Statuses
Work orders progress through statuses:
Pending
🟡
Awaiting start
Claim and start work
In Progress
🟢
Being worked on
Continue work, update notes
Waiting Parts
🔴
Parts not available
Wait for delivery
Completed
✅
Work finished
Bill customer, archive
Cancelled
❌
Order void
Archive only
Claiming an Order
If order is unassigned:
Open order details
Click "Claim Order" button
Order assigned to you
Status changes to "In Progress"
Start working
Updating Order Status
As work progresses, update status:
Open order details
Click "Update Status" dropdown
Select new status:
Start Work (Pending → In Progress)
Need Parts (→ Waiting Parts)
Resume (Waiting Parts → In Progress)
Complete (In Progress → Completed)
Cancel (→ Cancelled)
Confirm status change
Status rules:
Can only move forward (mostly)
Some transitions require permissions
Completed orders can't be reopened (usually)
Adding Notes
Keep team informed with order notes:
Open order details
Scroll to Notes section
Click "Add Note" button
Type your note:
Click "Save"
Notes best practices:
Document all findings
Record customer approvals
Note any deviations from plan
Time-stamp important events
Adding/Removing Parts
Modify parts during work:
Add more parts:
Order details → Parts section
Click "Add Parts"
Select items
Confirm - price updates
Remove parts:
Find part in list
Click "Remove" icon
Confirm removal
Inventory returned (if applicable)
Note: Some servers restrict part changes after customer approval.
Assigning to Another Mechanic
If you're rank 2+ (Senior Mechanic):
Open order details
Click "Assign To" button
Select mechanic from list
Confirm assignment
Selected mechanic receives notification
Why reassign?
Workload balancing
Specialist needed
Employee unavailable
Completing a Work Order
Pre-Completion Checklist
Before marking complete, verify:
Completion Steps
Open work order details
Review final costs (should match estimate)
Click "Complete Work Order" button
Confirmation dialog appears:
Click "Complete"
What Happens on Completion
Automatic processes:
✅ Order status → Completed
💰 Customer charged (if automatic billing)
📦 Parts deducted from inventory
💵 Payment distributed (shop account / commission)
📊 Statistics updated
🕐 Completion timestamp recorded
Manual processes (if configured):
Customer must approve payment
Admin must verify completion
Quality control review
Payment Processing
Depending on server configuration:
Option 1: Automatic
Customer charged immediately
Money goes to shop account
Employee receives commission (if configured)
Option 2: Customer Approval
Customer receives payment request
Can approve or dispute
Payment processes after approval
Option 3: Manager Approval
Manager reviews completed work
Approves payment
Then customer charged
Commission split example:
Work Order History
Viewing Completed Orders
Orders tab → Completed filter
View all finished jobs
Click order to see details
History includes:
All original order information
Final costs
Completion timestamp
Who completed it
All notes and updates
Searching History
Search past orders by:
Vehicle plate
Customer name
Date range
Mechanic who completed
Services performed
Use cases:
Check vehicle service history
Verify warranty work
Review mechanic performance
Customer dispute resolution
Advanced Features
Order Templates
Save common services as templates (if enabled):
Create template:
Set up order with common services/parts
Click "Save as Template"
Name template (e.g., "Basic Oil Change Package")
Template saved
Use template:
New order → "Load Template"
Select saved template
Services and parts auto-populate
Adjust as needed
Popular templates:
Basic oil change
Full brake service
Standard tune-up
Pre-purchase inspection
Recurring Orders
Schedule regular maintenance (if enabled):
Create work order
Enable "Recurring" option
Set interval (every 2 weeks, monthly, etc.)
Order auto-creates at interval
Good for:
Fleet vehicles
Regular customers
Preventive maintenance contracts
Work Order Attachments
Attach photos or documents (if enabled):
Open order details
Click "Attach File"
Take photo or select file
File uploaded to order
Visible to all with access
Attachment types:
Before/after photos
Diagnostic reports
Customer approval signatures
Receipts
Best Practices
Creating Orders
✅ Do:
Be specific in descriptions
Verify vehicle plate before creating
Itemize all services separately
Add notes as you work
Update status promptly
❌ Don't:
Create vague orders ("fix car")
Skip required fields
Forget to add parts
Leave status stale
Complete without verification
Managing Orders
✅ Do:
Check orders regularly
Claim orders you can complete
Communicate with team via notes
Document everything
Test after repairs
❌ Don't:
Claim more than you can handle
Change prices without approval
Skip quality checks
Rush completions
Forget customer updates
Customer Service
✅ Do:
Keep customers informed
Provide accurate estimates
Explain all charges
Offer recommendations
Follow up after service
❌ Don't:
Add work without approval
Surprise customers with costs
Skip explanations
Ignore complaints
Forget courtesy checks
Common Issues
Can't create work order
Problem: "Permission denied" error
Solutions:
Check your job rank (need rank 1+)
Verify you're assigned to shop
Check shop is active
Contact manager
Order not showing for others
Problem: Created order but team can't see it
Solutions:
Verify order saved (check order list)
Ask them to refresh tablet
Check they're viewing same shop
Verify network connection
Can't complete order
Problem: Complete button grayed out
Solutions:
Check order status (must be "In Progress")
Verify you have permissions
Ensure all required fields filled
Check parts availability
Customer not charged
Problem: Completed order but no payment
Solutions:
Check server billing configuration
Verify customer has funds
Check payment mode settings
Contact server admin
Next Steps
Now that you understand work orders:
Learn Vehicle Tuning to perform modifications
Understand Parts Management for inventory
Explore Shop Management if you're a boss
Need help? Check Troubleshooting or ask your shop manager.
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