Complete a work order

When the work is done, the technician checks the completion note and taps Complete. That one action closes every appointment on the job and the work order itself, on both sides, stamps who and when, makes the job’s equipment, and starts billing.

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Before you start

• Every required action on the work order done: checklists answered, and a serial and a photo for each piece of equipment on the job. Until they are, Complete stays greyed out.
• The completion note written. The box starts filled in; see below.

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Steps

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The completion note starts from a template

Opening the note fills the box for you. For a service, maintenance or installation job the app writes in the template for that type of job, and the recommendations box from a second template; you then change what does not fit. Every other type of job opens with an empty box on purpose. A note holding a blocked word cannot be saved. The templates and the blocked words are rows in the engine, not in the app: a developer changes a template row, and the next note started in the app uses the new wording. No app release is needed.

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Tapping Complete makes the job’s equipment

Each line whose product converts to an asset becomes a piece of equipment on the customer, at their service address, whether the job was booked from the Service calendar widget in Zoho or typed straight into Zoho. The piece is added to the work order’s equipment list in Zoho too. A job that already has equipment gets none added, so a widget-booked installation, which made its equipment at booking time, is left alone. The model, brand and type come from the product; the serial and the photos are what you record on site.

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How you know it worked

• In Zoho, the appointment and the work order show Completed, with Completed By and Completed At. Completed At is the moment of the tap.
• Once billing has run, the work order’s Billing Status reads Invoiced, unless the job has nothing billed to the customer.

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What happens next

Billing runs on its own: the engine builds the invoice from the lines billed to the customer, or marks a job with only warranty and plan lines Non-Billable and stops there. See How invoicing works. A completed visit produces a certificate when the checklists answered on it all share the Maintenance or Commissioning category; a Service job never produces one. See Certificates.

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If the job was completed in Zoho instead

The status reaches our side, the completion time is stamped here and sent back to Zoho’s Completed At, and billing runs the same way. The equipment is made too. The completion note and Completed By stay empty, so complete from the app when you can.

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Related

• A visit in the app
• Answer a checklist
• How invoicing works