Work order record
What it's for
A work order record is everything about one job in one place: what was asked for, who is doing it, what went on it, what it cost, and what it billed. Every other screen that touches a job — Dispatch, the field app, Invoices — is writing to this record.
Reach it by opening any job from Jobs → Work Orders, from Dispatch, from a
customer, or from a piece of equipment. The route is /jobs/<job>.
Tabs
- Details — the job itself: customer, site, schedule, technician, and the job actions.
- Line items — labor, parts, and other charges, with quantity, unit price, and total.
- Notes & photos — field notes and photos captured on the job.
- Invoice — the invoice raised from this job, or the fact that none is yet.
- Inspection — the inspection or maintenance results recorded on the visit.
- History — the audit trail: status changes, schedule changes, who did what.
- Permits — permits pulled for the job, with hold-points.
- Refrigerant — refrigerant added or recovered on the job, and the ledger.
Panels and controls
Header and actions
The record header names the job and carries its status. Job actions groups what you can do next: Add visit for a second trip, Assign a technician, Create PO to order parts against the job, Create survey link for the customer, Generate Invoice, Sell membership, Complete & invoice, Log refrigerant, View ledger, Create Callback WO, and Apply template.
Side panels
- Customer — who is being served and who is billed: Customer, Bill to, Site, Trade, Tax class, Phone, Agreement, Balance, and where the job came from.
- Job costing — Revenue, Material cost, Field purchases, Subcontractor cost, Commission cost, Gross margin and Margin %. This is the number that tells you whether the job made money, built from what was actually recorded rather than a guess.
- Equipment — the unit being worked on: Serial, Age, Warranty, Zone, Type, Refrigerant.
Line items
Each row carries a Description, Kind, Qty, Unit Price, and Total. Add a catalogue item by searching "by name, code, or category", or add an ad-hoc line for something the price book does not cover. Line items are what the invoice is built from, so a correction here is cheaper than a correction after billing.
Permits
Permit #, Jurisdiction, Status, Hold-points, Applied, and Cleared. A hold-point is a safety stop: clearing one requires a written reason, so the record shows who cleared it and why.
Empty states
No line items, No photos yet, No invoice yet, No inspection started, No permits, No service history, No equipment linked, and No schedule changes yet — each says which part of the job has not happened, rather than a blank panel.
What it accepts
| Field | Format | Required | Rule |
|---|---|---|---|
| Start / End | Date and time | Yes, to add a visit | "Pick a date and time for the visit.", "Invalid start time.", and "End time must be after the start time." |
| Technician | Pick a technician | Yes, to assign | "Select a technician to assign." and "Technician not found." |
| Field note | Free text — "Type a field note…" | Yes, to save a note | "Note can't be empty." |
| Description | Free text — e.g. "3-ton condenser coil" | Yes, per line item | Used on the invoice |
| Quantity | A number | Yes, per line item | |
| Unit cost | Dollars, e.g. 245.00 | Yes, per line item | |
| Permit number | Free text — e.g. BLD-2024-04512 | No | |
| Jurisdiction | Free text — e.g. City of Bellevue | No | |
| Applied on / Approved on / Cleared on | Dates | No | |
| Clearance cert URL | A link | No | |
| Hold-point clearance reason | Free text | Yes, to clear a hold-point | The prompt marks it required |
| Certification override reason | Free text | Only on a mismatch | "A reason is required to override a certification mismatch." |
A staging-and-delivery job refuses a second delivery visit: "Staging & delivery already has an active delivery visit. Reschedule that visit instead."
How to configure it
- Job costing settings decide how labor, materials, and burden land in the job costing panel.
- Invoicing settings decide what Generate Invoice produces and whether it needs approval first.
- Price book settings supply the catalogue the line-item search reads.
- Compliance settings decide whether refrigerant logging and permits are required on a job of this type.
- Not-to-exceed settings decide whether the job carries a cap and what happens as it is approached.
Who can see it
This screen sits behind the Work orders area.
Owners, office managers and dispatchers can open it. Technicians work the same job from the field app instead, where they see their own assigned work. The gate is checked on the server, not just hidden in the sidebar, so a direct link does not get around it.
The full role matrix is on Roles & permissions.