- Enabling Work Orders
- Custom Fields
- Accessing Work Orders
- Creating Work Orders
- Accessing your Work Orders in the Calendar
- Accessing your Work Orders in Boards
- Do's and Don'ts
Do you work with subcontractors? Do you need to send your subcontractors a document so they know what needs to be done? JobNimbus has just what you need. Work Orders can be used to keep track of multiple different types of work you do. You can also use Work Orders to send to your Subcontractors. To learn more about adding subcontractors to your JobNimbus account, read in our article here.
Here, we will go over how to enable the Work Order feature and how to get the most out of your Work Orders.
Before we Get into it
Enabling Work Orders
To use Work Orders, you will need to enable the feature. To enable the feature, click on your name in the top right corner and select "Settings" from the drop-down menu. From your settings, select "Features" from the menu on the left, and then click on the "Enable" button to the right in the Work Orders row.
After you have enabled the Work Orders feature, two new options will appear in the left side menu bar, Work Order Workflows and Work Order Fields. To learn more about creating and updating workflows, read our article here.
After you enable the feature, you will also be able to adjust your team members' access settings for Work Orders in the Access Profiles section in your Settings. To learn more about how to adjust your team members' access profile settings, read in our article here.
Sometimes you will need to create custom Contact fields for your Work Orders. These fields can help you keep track of certain information that is not included in JobNimbus's default Work Order information and can be used in custom reports.
To create custom Work Order fields, click on your name in the top right corner and select "Settings" from the drop-down menu. In your Settings, select "Job Fields" from the menu on the left, and click on the "Add Field" button.
This will pull up the Add Work Order Field window.
In this window, you can:
- Give your custom field a name.
- Choose a Work Order field type. The different Work Order field types are as follows:
- Date - Add a date, or choose one from a calendar. The maximum number of fields you can have with this type across all custom fields is 30.
- Decimal - Add a decimal number to your Job's information. When this type of field is chosen, a checkbox will appear to update this to a Currency amount. The maximum number of fields you can have with this and the Number type across all custom fields is 20.
- Number - Add a whole number to your Job's information. The maximum number of fields you can have with this and the Decimal type across all custom fields is 20.
- Text - Add a string of text containing symbols, numbers, and letters. The maximum number of fields you can have with this and the Options List type across all custom fields is 35.
- Boolean - Add a checkbox to your Job's information. A marked checkbox is true, an unmarked checkbox is false. The maximum number of fields you can have with this type across all custom fields is 20.
- Options List - Add a drop-down list with up to 50 options to your Job's information. The maximum number of fields you can have with this and the Text type across all custom fields is 35.
- Mark the Work Order field required. Marking the Work Order field as required means you will be required to fill the field while creating the work order.
Each of these options will appear in the portion of your Work Order when creating it. You can edit the information at any time by clicking on the three dots to the right of your Work Order and selecting "Edit" from the drop-down menu.
Accessing Work Orders
To access or create your Contact's or Job's Work Orders, navigate to the Contact or Job and click on the Work Orders tab in their file. You can also convert an estimate, invoice, or material order to a work order.
To create an estimate, click on the "Add Work Order" button in the Work Orders panel.
This will pull up the Work Order Builder.
In the Work Order Builder, you can:
- Choose whether to use an existing estimate to build out your work order, or build it out manually. By choosing to use an existing estimate, a drop-down menu will appear for you to choose which estimate in the contact or job to use.
- Choose a Design Template you have previously created in the Templates section of your Settings. To learn more about creating templates, read in our article here.
- Choose a Saved Work Order you have previously created and saved. From the drop-down menu, you can also edit or delete a Saved Work Order.
- Update the Start/Due and End dates for the work order. Once these are entered, the work order will appear on your Calendar.
- Change the work order type. This type corresponds with your work order workflows. You can add more workflow types in your settings. To learn more about creating workflows, read our article here.
- Change the status of the work order. The status corresponds to the statuses in your work order workflow types in your settings. To learn more about statuses in your workflows, read our article here.
- Assign the work order to a team member.
- If you have Subcontractors enabled in your features, you can assign the work order to a Subcontractor you have in JobNimbus.
- Add line items. These line items are pulled from your Products & Services. If you have not yet added the line item in your Products & Services, you can enter it in your work order and save the item, which will save it in your Products & Services. While hovering over the line item, the options to delete that line item or add an image to the line item appear.
- Add another line item or add another section. Sections can help you separate your line items into groups.
- Add a Customer Note. This customer note will appear at the bottom of your work order under the Customer Note Title and is visible to your customer.
- Add an Internal Note. The internal note will appear in the work order description when you open the work order in JobNimbus and is only visible to your team.
- Save your work order as a Saved Work Order template. This will allow you to save the work order with all of its line items and totals to be used later. When creating a Saved Work Order template, you will be prompted to give the template a name. Then it will appear in the Saved Work Order drop-down for the next time you need to create the same work order.
- Save your work order. This will take you to the Work Order Viewer, so you can see how it will look for your customers. It will also save the work order in the work orders panel in your Work Orders tab.
If you need to edit your work order after creating it, click on the 3 dots to the right of the work order and select "Edit" from the drop-down menu.
The other options you have in the drop-down menu are to:
- View the work order in either PDF view or in JobNimbus.
- Download the work order.
- Duplicate the work order. This will duplicate the work order with all line items and notes, but not the activity of the work order.
- Change the status of the work order according to the work order workflow type.
- Email the document. To learn more about emailing work orders to subcontractors, read in our article here.
- Add a note to the work order
- Convert the work order to either an estimate or invoice.
- Delete the work order.
Accessing Work Orders on your JobNimbus Calendar
You can view your Work Orders in your JobNimbus Calendar. After you create your Work Order, it will appear on your JobNimbus Calendar on the day you entered into the Work Order. To view your Work Order on your JobNimbus calendar, select Calendar from the left-side navigation bar.
In the calendar, you will notice:
- The Work Order appears on the date and time specified in the Work Order. If you have added an End Date a few days after, the Work Order will span over the days specified on the Work Order. Clicking on this task will pull up the task's information and allow you to view the Work Order. To learn more about tasks in your Calendar, read in our article here.
- The color of the Work Order task corresponds with the person assigned to the Work Order. In this case, the Work Order's color corresponds with the Subcontractor, to learn more about Subcontractors, read our article here.
- In the left-side pane, there is an option to customize which Work Order types you view in your calendar. The Work Order types correspond with your Work Order workflow types. By checking or unchecking these checkboxes, you can choose which Work Order types you view in the calendar.
Accessing Work Orders on your Boards
Much like your Contacts and Jobs, you can view your Work Orders and where they are in your Work Order workflows in your Boards. To learn more about Boards, how to create them and use them, read our article here.
When creating your Boards with Work Orders enabled, you will notice that there is an option to change the Board type to Work Order. When creating Contact Boards, there will be an option to choose between Contact and Work Order, while in creating Job Boards, there will be an option to choose between Job and Work Order.
The Work Orders you create in your Contacts' files will appear in your Work Orders with your Contacts, while the Work Orders you create in your Jobs' files will appear with your Jobs.
Do's and Don'ts
- Use work orders if you need to separate your work between different types of jobs.
- Use work orders if you are planning to send them to your subcontractors
- Replace your estimates with work orders.
How can I attach photos to work orders?
- Why are my work orders not showing line item costs?
I have a work order with the status of new, but it is not appearing on my Job work order board under new work orders.
How should I manage multiple trades on one project?
Still have a few questions about work orders? Contact Support at (855) 964-6287 or via email at firstname.lastname@example.org.
Have a great idea to help us improve our work order feature? Recommend features and vote for requests at JobNimbus Feedback!