Work Orders

What is this?

This guide covers vendor workflow after estimate approval: assign technician, complete work documentation, and submit invoice.

When should I use it?

Use this process when:

• Your estimate is approved.
• You need to dispatch technician.
• Work is completed and ready for documentation.
• Invoice is ready for submission.

Prerequisites

Before starting, ensure you have:

• Vendor admin or manager permissions.
• Approved work order.
• Technician assignment details.
• Completion photos and notes.
• Final invoice in PDF.

Flow diagram

Step-by-step instructions

Step 1: Locate Approved Work

1. Log into vendor portal.
2. Click Work Orders.
3. Find item in awaiting expert or approved state.
4. Open ticket details.

Step 2: Complete Work

Option A: Assign to technician

1. Use Assign Technician.
2. Technician starts work on-site.
3. Technician completes work and uploads proof media and notes.

Option B: Complete directly as vendor admin

1. Open ticket.
2. Click complete or mark finished.
3. Upload media and notes.

Step 3: Submit Invoice

1. Confirm invoice upload permission.
2. After completion, open Upload Invoice.
3. Attach final itemized invoice PDF.
4. Submit.

Example scenario

Situation: Citywide Plumbing estimate for sink repair is approved.

Vendor flow:

1. Open work order.
2. Assign technician.
3. Technician starts and completes job.
4. Uploads completion photo and notes.
5. Vendor admin uploads invoice and submits.

Common mistakes / FAQs

• Mistake: Completing work with no photos.
  • Solution: Require proof media before completion.
• Mistake: Uploading invoice before completion stage.
  • Solution: Follow completion then invoice sequence.
• FAQ: Technician cannot see assigned job.
  • Answer: Check technician account, role access, and assignment target.
• FAQ: Can I upload multiple photos?
  • Answer: Usually yes; invoice upload is commonly a separate step.

Pro tips

• Use mobile web for real-time field updates.
• Standardize completion-note format.
• Match invoice number and amount with approved estimate.
• Track queue by work-order status.