Work Orders

Work orders formalize maintenance work by adding contractor assignments, cost tracking, and scheduling to maintenance requests.

Creating a Work Order

Work orders can be created in two ways:

From a maintenance request:

1. Open a maintenance request.
2. Click Create Work Order -- the details are pre-populated.

Directly:

1. Navigate to Operations > Work Orders and click Create.
2. Fill in the details:
   • Maintenance Request -- Link to the originating request (optional).
   • Unit -- The unit where work will be performed.
   • Title -- Description of the work to be done.
   • Contractor -- The assigned service provider.
   • Priority -- Inherited from the request or set manually.
   • Scheduled Date -- When the work should be completed.
   • Estimated Cost -- The expected cost of the work.
3. Click Save.

Each work order receives a reference number (e.g., WO-001).

Work Order Lifecycle

Cost Tracking

Work orders track both estimated and actual costs:

• Estimated Cost -- Set when creating the work order.
• Actual Cost -- Updated when work is completed.
• Variance -- The difference between estimated and actual costs.

This data feeds into financial reports and helps with budget planning.

Assigning Contractors

Select from your registered contractors when creating a work order. The contractor record includes:

• Contact information and specialization.
• Historical work order performance.
• Rating and notes.

See Contractors for managing your contractor database.

Viewing Work Orders

The work order detail page shows:

• Work Details -- Description, priority, and schedule.
• Contractor -- Assigned service provider.
• Costs -- Estimated vs. actual cost breakdown.
• Timeline -- Status history with timestamps.
• Related Request -- Link to the originating maintenance request.

Track actual costs diligently. This data powers the maintenance cost reports and helps identify properties with recurring issues.