The work order module helps you record, complete, and approve work carried out for your customers. It allows you to register hours and products, send work orders for approval, and create invoices from completed work. This is useful when work is performed on site or remotely and needs to be confirmed by the customer. By following this guide, you will learn how to create, manage, and complete work orders step by step.
Table Of Contents
What Does The Work Order Module Do?
How Do I Create A Work Order?
Where Is Work Order Information Displayed?
How Do I Manage Work Order Phases?
How Do I Register And Process Hours?
How Do I Add Products To A Work Order?
How Do I Complete And Send A Work Order?
How Do I Invoice And Close A Work Order?
Quick Summary
What Does The Work Order Module Do?
The work order module allows you to manage work from execution to invoicing within Tribe. A work order records agreed work, registered hours, delivered products, and customer approval. It supports working from a computer, tablet, or smartphone, making it suitable for teams working on location.
How Do I Create A Work Order?
You can create a work order from several places in Tribe.
Open a Project, Won Sales Opportunity, or Relation.
Click + Work Order or + More, then select Work Order.
You can also create a work order via planning:
Open the Work Order Dashboard.
Select a date and time.
Choose Work Order.
Enter the subject.
Select a Work Order Template.
Click Save or Save And Open.
Where Is Work Order Information Displayed?
The work order screen shows all information related to the work order in one place, including hours, products, invoices, appointments, emails, and notes.
Key fields include:
Subject, Start Date, and End Date
Phase, showing the current status
Employee, linked to the work order
Template, which defines the document layout
Advanced, where sent and signed PDFs are stored
Timers, used to register hours during work
How Do I Manage Work Order Phases?
Work orders move through phases such as Draft, Scheduled, In Progress, Done, Sent, Signed, and Closed. Phases change automatically based on actions, such as registering hours or sending the work order.
You can customise phases if needed.
Go to Configuration.
Select Activities.
Open Work Order.
Go to the Phases tab.
Add or edit phases and set a default if required.
How Do I Register And Process Hours?
You can add hours using timers or manual registration.
To Register Hours Using A Timer:
Open the work order.
Click the relevant Hour Type Timer to start it.
Click Stop Hours to stop the timer.
Review the saved hours under To Be Processed.
Enable Declarable if the hours are billable.
To Register Hours Manually:
Open the work order.
Go to the Hours tab.
Click + Hour Registration.
Enter the details and save.
To Process Hours:
Open the Hours tab.
Select the hours.
Click Without Invoicing or To Invoice.
Processing hours finalises them so they can no longer be changed.
How Do I Add Products To A Work Order?
If products are delivered during the visit:
Open the work order.
Go to the Products tab.
Click + Product.
Enter the product details.
Process the products to a draft invoice if required.
How Do I Complete And Send A Work Order?
After the work is finished:
Open the work order.
Click Done.
Hours are only shown on the work order after they have been processed.
You can then send the work order:
Select Send Work Order For Info to email a PDF.
Select Digital Signing to request approval.
Approval options include signing directly in a web browser, via an email link, or using a copied link.
How Do I Invoice And Close A Work Order?
After the work order is signed:
Open the work order.
Click Invoice.
Enter the invoice details.
Click Save And Open.
Send the invoice if required.
To close the work order:
Open the work order.
Click Close.
Closing the work order prevents further changes.
Did you know?
More information about invoicing is available in the article How Do I Create and Send an Invoice?
Quick Summary
The work order module allows you to register work, hours, and products in one structured process. You can send work orders for approval, collect digital signatures, and create invoices from completed work. This helps ensure clear communication and accurate records from start to finish.