In this article, you'll learn how to send a work order from a job. A work order shows your customer what's being done before you start, and you can ask them to sign it so you have their OK in writing.
Work Order is one of the four document templates every account starts with, alongside Invoice, Estimate and Payment Receipt. It fills itself in from the job, so there's nothing to type before you send it.
To open the send window on the web:
- Open the job you want to send a work order for.
- Click Actions at the top of the job.
- Click Send document.
You can also open the job's Attachments tab, scroll to the Documents section and click Send document there. On a phone-sized screen the web job page has no Attachments tab, so the Documents section sits at the bottom of Details instead.
To open it on the phone app:
- Open the job and stay on the Details tab.
- Scroll down to Documents.
- Tap Send document.
Send a work order
The Send document window opens with Work Order already picked under Document. Most of the time all you have to choose is how it goes out.
- Check that Work Order is picked under Document. Custom templates you've made are in the same list, with (Custom) after the name.
- Leave Ask the customer to sign it on if you want a signature. Turn it off if they only need to read it. The Work Order template has a signature box, so this starts on.
- Choose how to send it:
- Text sends it to the phone number on the customer's record.
- Email sends it to the email address on their record.
- Copy link creates the link and copies it so you can paste it anywhere. On the phone app this button is Share link, and it opens your phone's share sheet.
The window closes once the text or email goes out. If you sent it from the Documents section, you'll see "Document texted to the customer." or "Document emailed to the customer." When you copy the link on the web, it shows under the buttons after Link copied:.
What your customer gets
The text or email carries a link to your customer portal, where they see the work order with your company's details and the job's. If you asked for a signature, the page says "Your signature is needed below" and shows a Sign to approve box under the document. They draw their signature, type their full name and tap Sign document. On a computer the ⋮ menu beside the document offers Print and Download as PDF. On a phone a Download PDF button emails them a copy instead.
The message comes from the template's Document settings. By default it greets the customer by first name and says their work order is ready to view, with the link underneath. The email subject is "View your work order from" followed by your company name.
See where it's got to
The Documents section lists every document you've sent from a job. On the web it's on the Attachments tab. In the phone app it's on the Details tab. Each document shows where things stand:
- Sent by text or Sent by email, with the date
- Link created if you only copied or shared the link
- Viewed, with the date the customer first opened it
- Signed by and the customer's name once they've signed
- awaiting signature after the document's name while you're still waiting
Click or tap a document to see it the way your customer sees it.
Change what the work order looks like
The Work Order template lives in Settings › Documents, on the Document templates page. On the web, click the template's name or the pencil next to it to open the designer. Change the layout, add your own wording or move the signature box, then click Save. Every work order you send after that uses the new design. Work orders you've already sent stay as they were.
