Tracking elements such as your billable hours and used materials isn’t always that easy when you’re working on the road. More often than not important things are forgotten or hours worked are only rough estimates. Enter the work order: a document that keeps everything neatly in one place. But paper is impermanent and can easily get lost. The solution? A digital work order. The perfect solution? A digital work order combined with Teamleader.
Working digitally has the big advantage that there are no more papers that can get lost, plus all of your information is being centralised: everything you fill in will be sent to Teamleader automatically when you’re connected to the internet.
Access to workorders is managed in the user settings of an admin account in Teamleader. If you want a user to be able to create workorders, go to settings --> HR and grant access by switching on the workorders slider.
Different ways of creating a work order
There are some different ways to create a work order in Teamleader, but there’s one thing you need to know: you can’t finish a work order from the web version of Teamleader. Finalizing a work order is only possible from within the mobile app. What you can do, is preparing the work order for later use.
- Create a work order from scratch via the app
- Prepare your work order from a meeting in Teamleader
- From scratch
- Based on the content of a deal
1. Creating a work order from scratch
Creating a work order using the Teamleader app is child’s play. Our app will present you with the necessary steps and will let you sign off with the customer’s signature.
Step 1: define a customer
Thanks to the link between the mobile app and the Teamleader database you can easily look up existing customers and complement their data in the work order. The address will be automatically filled in, or, if you want, you can enter a construction site address. You can also add a department and project.
Step 2: add items:
Starting the job? Tab on the 'Add items' button to add different options to your work order. Tab on 'Work hours' to enter your start and end time to define how long you’ve been working. Taking a lunch break? No problem, just add a couple of hours after you started working again. Do you have anything to report concerning those hours, add a description if you want.
Working solo can be tedious. That’s why, if you’re hitting the road with co-workers, you can add them to the same work order. All combined hours will be added to the total amount of the invoice.
Step 3: save consumed products
Similar to adding work hours you can add products that are already available in the Teamleader database to your work order. Add as many products as you like together with the amount you used!
Step 4: add a description, distance and pictures
You can also add some additional items to the work order, such as a description, distance and photos to complete the picture. This way, you and your co-workers will know if there is anything special that’s best not to be forgotten.
Step 5: finalise the work order
Completely finished? Tap on 'finalise' to collect all the data in a PDF file and let the customer sign on the spot. Save the work order and send it directly to the office!
2. Prepare a work order from a meeting
This happens a lot in companies that have a field service and an office staff. For example, the office staff can arrange a meeting for the technicians of the field service.
As the office staff, you can create a meeting in Teamleader so your technician knows where to go. Even better, via the tablet icon you can already prepare a few things for him. You’ll get two options: either you partially fill in the work order based on an existing quotation, or you can choose to manually add some data. You can add a description of the tasks to be performed or the required materials. That way, your technician will know what to expect!
Converting a work order into an invoice
After you’ve saved the work order you’ll be able to locate it in the web version of Teamleader under the according customer. You’ll find the PDF under ‘Files’ and the hours spent below ‘Unbilled time spent’. You’ll find a couple of actions you can undertake there:
- Create an invoice
- Don't invoice the hours
- Make some alterations
- Export to Excel
If you’re choosing to create an invoice, the content of the invoice will appear on a new screen. Make some edits if you like and save the invoice. That’s all you have to do to convert a work order to a full invoice!
Invoice a work order out of a project
It’s also possible to invoice a work order out of a project. Read more about that in this article.