Create a work order and quote

A work order follows one job from the customer's request to the invoice. You first build the estimate, record it as a quote, and get the customer's approval before you schedule anyone.

Before you start

• Field jobs must be switched on in Settings → Apps.
• You need the right Manage Services & Maintenance.
• To use spare parts from stock, Inventory must be switched on.

Steps

1. Open Field jobs → Work orders (or choose New → Work order). The page is titled Services & Maintenance; stay on the Work orders tab.
2. Under New · Work orders, type a Title and choose the Customer.
3. Choose the Equipment if the job is on a registered machine, and fill in Site / address and Description.
4. Choose the Priority: Normal or Urgent.
5. Select Create record. The order opens with the status Requested.
6. Under Actions, open Line.
7. Choose the Line type: Labour, Spare part or Service.
8. Type the Details, Quantity and Unit price. For a part held in stock, choose the Stock product.
9. Select Line. Repeat for each line of the estimate.
10. Open Record quote and select it. The order adds VAT and moves to Quoted.
11. When the customer agrees, open Approve, type how and when they approved in Details (for example "Accepted by phone, 12 October"), and select Approve.

Good to know

• An order holds up to 30 estimate lines. Use Remove line to take one out.
• Adding or removing a line after the quote puts the order back to Requested. Record the quote again. There are no quote versions.
• The VAT on the quote uses your organisation's VAT rate.
• Approve records an approval you obtained outside Kluvan. There is no signature.
• If you share the customer portal with the customer, they see the quoted order there and can select Approve estimate themselves. Customers can also send a New request from the portal, which arrives here as a requested order.
• Cancel with a reason stops an order that is requested, quoted, approved or scheduled.
• Add note keeps a running history under Notes and activity.
• Each work order also has a job page for the phone and the office: on the order, select Open the job page. See Do a job on your phone.
• Next: schedule and complete the work, or assign it on the dispatch board.