Working in Work Orders

Work orders are the heart of Wenmar Pro. They track every repair job from the moment a customer walks in until the job is completed and paid for.

The Work Order Lifecycle

Understanding how work orders move through your shop:

pending → scheduled → checked_in → in_inspection → awaiting_authorization → in_progress → completed → invoiced → [closed/paid]

Active Job Board Statuses

These statuses appear on the Job Board:

Status	Description	Color
Checked In	Vehicle at shop, ready for inspection	Blue
In Inspection	Being inspected, photos being taken	Violet
Awaiting Auth	Estimate sent, waiting approval	Amber
In Progress	Approved and being worked on	Wenmar Red
Completed	Work finished, ready for pickup	Emerald
Invoiced	Invoice created, awaiting payment	Slate

Other Statuses

Status	Description
Pending	Created but not scheduled
Scheduled	Has an appointment time
Closed	Archived, no longer active
Paid	Payment received

💡 Pro Tip

Pending and scheduled work orders don't appear on the Job Board. Use the Pending WO panel (clock icon in top bar) to see pending WOs.

What You'll Learn

Creating Work Orders

Learn how to create new work orders, including customer lookup, vehicle entry, and service selection.

Learn about Creating Work Orders

Job Board Overview

The Job Board is your visual command center. See all active work orders organized by status in a Kanban-style view.

Explore the Job Board

Managing Work Order Status

Track jobs as they move through your shop. Update statuses, add notes, and keep everyone informed.

Status Management Guide

Adding Parts and Labor

Build accurate estimates by adding parts and labor to work orders. Use canned jobs or create custom services.

Parts and Labor Guide

Technician Assignment

Assign technicians to work orders and track who's working on what. Manage workloads and balance your shop.

Technician Assignment

Quick Actions

Common work order tasks:

• Create new work order - Press Ctrl+N or click + in top bar
• Find a work order - Use Global Search (Ctrl+J) or browse Job Board
• Update status - Drag cards on Job Board or use status buttons
• Send estimate - Click "Send Estimate" from any work order
• View history - See all activity in the Activity Log tab

Global Search Integration

Press Ctrl+J to search work orders by:

• Work order number
• Customer name
• Vehicle VIN or plate
• Status

Best Practices

1. Always get approval before starting work - Protects you and sets clear expectations
2. Update status promptly - Keeps the Job Board accurate for your team
3. Add detailed notes - Helps with communication and future reference
4. Use canned jobs - Saves time on common services
5. Review estimates before sending - Customers appreciate accuracy

Role-Based Access

Action	Admin	Manager	Service Advisor	Technician
Create WO	✅	✅	✅	❌
Edit any WO	✅	✅	✅	Own only
Send estimates	✅	✅	✅	❌
Assign technicians	✅	✅	✅	❌
Update WO status	✅	✅	✅	Assigned
View all WOs	✅	✅	✅	Assigned
Process payments	✅	✅	✅	❌

Common Issues

Can't find a customer?

• Try searching by phone number (last 4 digits work)
• Check if they have a different name on file
• Create a new customer record if needed

Vehicle not showing up?

• Verify the VIN is correct
• Check if it's associated with a different customer
• Add the vehicle manually if necessary

Estimate not sending?

• Verify customer has email or phone number
• Check that all required services have prices
• Ensure work order status is appropriate (checked_in or in_inspection)

Can't see work orders?

• Check you're viewing the right location
• Verify your role has access (technicians only see assigned WOs)
• Use Global Search to find specific WOs

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Ready to dive deeper? Start with Creating Work Orders or jump to the Job Board Overview.