Your First Work Order

By the end of this guide, you'll have created a complete work order from check-in to completion.

Time to complete: 10 minutes

Overview

A work order in Wenmar Pro tracks everything about a repair job through its entire lifecycle. Understanding the flow helps you use the system efficiently.

The Work Order Lifecycle

Work orders move through these statuses:

pending → scheduled → checked_in → in_inspection → awaiting_authorization → in_progress → completed → invoiced → closed → paid

Status	What It Means
Pending	Created but not scheduled or checked in
Scheduled	Has an appointment time
Checked In	Vehicle is at the shop
In Inspection	Being inspected before estimate
Awaiting Auth	Estimate sent, waiting for customer approval
In Progress	Approved and being worked on
Completed	Work finished, ready for pickup
Invoiced	Invoice created, payment pending
Closed	Archived (no longer on Job Board)
Paid	Payment received and processed

💡 Pro Tip

Only work orders in "active" statuses appear on the Job Board. Pending and scheduled WOs are managed separately.

Step 1: Start a New Work Order

There are three ways to create a work order:

1. Top Bar: Click the + button next to the search bar
2. Job Board: Click + Add in any column
3. Global Search: Press Ctrl+J, search for customer, then New Work Order

The work order form opens.

Step 2: Add Customer Information

Search for an Existing Customer

1. Start typing in the Customer field
2. The system searches by name, phone, or email
3. Select the customer from the dropdown

Add a New Customer

If the customer isn't in your database:

1. Click New Customer
2. Fill in:
   • First and last name (required)
   • Phone number (required)
   • Email address (recommended for estimates)
3. Click Save

💡 Pro Tip

Use VIN lookup to auto-fill vehicle details. Enter the VIN and click Lookup to get year, make, model automatically.

Step 3: Add Vehicle Information

Once you've selected a customer:

1. VIN Lookup (fastest): Enter VIN → Click Lookup → Details auto-fill
2. Select existing: Choose from customer's vehicle history
3. Add new: Click + Add Vehicle and enter details manually

Enter the current odometer reading when prompted.

Step 4: Document Customer Concerns

Describe why the customer brought their vehicle in:

• Be specific: "Squeaking noise when braking at low speeds"
• Include symptoms: "Check engine light on since yesterday"
• Add multiple concerns if needed

Step 5: Add Services to the Estimate

Build the estimate by adding services:

Using Canned Jobs

Canned jobs are pre-built service packages:

1. Click + Add Service → From Canned Jobs
2. Search or browse the library
3. Click a job to add it (parts and labor auto-fill)

Custom Services

For services not in canned jobs:

1. Click + Add Service → Custom Service
2. Enter description, labor hours, and rate
3. Click Save

Step 6: Add Parts (If Needed)

1. Click + Add Part on any service line
2. Search by part number or description
3. Or enter manually:
   • Part number
   • Description
   • Quantity
   • Cost and sell price

Step 7: Review and Send Estimate

The system calculates:

• Subtotal (parts + labor)
• Taxes (GST/HST based on your location)
• Total amount

To send for approval:

1. Click Send Estimate
2. Choose delivery: SMS, Email, or Both
3. Add personal message (optional)
4. Click Send

⚠️ Important

Don't start work until the customer approves the estimate. You'll get a notification when they approve or decline.

Step 8: Manage the Work Order

Once approved:

1. Start Work - Click this button when the technician begins
2. Update Status - Drag the card on the Job Board or use status buttons
3. Add Notes - Keep detailed records of work performed
4. Track Time - Technicians can clock in/out on assigned jobs

Step 9: Complete and Invoice

When work is done:

1. Mark Complete - Updates status to "Completed"
2. Create Invoice - Click Invoice to generate
3. Process Payment - Use integrated payment or record external payment
4. Close - Archives the work order

What's Next?

Now that you've created your first work order:

• Job Board Overview - Master the kanban view
• Managing Work Order Status - Full status workflow
• Adding Parts and Labor - Build accurate estimates
• Technician Assignment - Assign and track work

Quick Reference

Keyboard Shortcuts:

Shortcut	Action
Ctrl + J	Open Global Search
Ctrl + N	New work order
Ctrl + F	Focus search bar
Escape	Close modal/cancel

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Questions? Contact us at help@wenmarpro.com