How to Create a Work Order

Overview

Setting up work orders is an essential part of managing your production pipeline in Roofr. Work orders help eliminate scope disputes, ensure accurate installations, and minimize risk of fraudulent activity. With clear documentation of the agreed upon scope, you can work confidently and keep everything running smoothly. This guide will walk you through creating and managing work orders to ensure your jobs are executed accurately and efficiently.

In this article we'll cover:

• Work order overview
• Creating a work order
• Editing and adding details to a work order
• Sending work orders

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Prerequisites: Must be on a Premium or Elite Subscription plan with Roofr.

Work order details

The work order feature allows you to convert your existing job information that lives in Roofr into a detailed work order. You can edit and manage your scope of work without having to use a separate document and don't have to worry about keeping track of one more thing, Here's an overview of the work order:

Crew details

• Crew contact details: Crew information will appear at the top of the work order. To add or edit a crew contact, select Manage Crews. Add and save your crew contact's for future use here.

Customer and job details

• Customer details: Customer information (e.g., name and address) is pulled directly from the associated job.
• Note: If you prefer not to share this information with your crew, you can remove it from the work order without impacting the job itself.
• Location: The job address is also pulled from the associated job record. This cannot be changed unless the job record itself is changed.

Add or update the installation date

• Install date: Select a date to specify when the crew will perform the installation. This keeps everyone aligned on the project schedule.

Update instructions and materials

• Instructions: Add detailed instructions for the crew to ensure the job is executed as expected. This can includes notes from the homeowner or your team.
• Materials: The materials list is pulled from the associated material order or signed proposal. You can edit the list by removing items that are no longer needed or add new materials.

Attach and manage photos

• Uploading photos: Add photos to the work order by uploading them from your device or via CompanyCam. To upload a photo, click Add Photo, select the file, and upload.

• Pulling from job attachments: Photos attached to the associated job can also be added to the work order. Similarly, any photos uploaded to the work order will automatically sync with the job's attachments. This creates a centralized location for all project documentation.
• Organizing photos:
  • Drag and drop to rearrange the photos as needed.
  • Add captions or descriptions on each photo to provide context or instruction.
  • To remove an attachment, click the minus icon.

Creating a work order

You can create work orders in Roofr from scratch, a proposal, or a material order. Here’s how:

1. From scratch

Step 1: Navigate to the "Work Orders" tab in your Roofr dashboard.
Step 2: Click Create Work Order.
Step 3: Enter the necessary details:

• Customer name
• Job address
• Material requirements
• Instructions

Step 4: Review your entries and save.

2. From a proposal

Step 1: Open an existing proposal in the Proposals tool.
Step 2: Click Generate Work Order from the options.
Step 3: The proposal’s details (e.g., customer, job address, and line items) will automatically populate the work order.
Step 4: Edit the line items or add additional notes as needed.
Step 5: Save the work order.

3. From a material order

Step 1: Open an existing material order in the Material Orders tool.
Step 2: Click Generate Work Order.
Step 3: Materials from the material order will populate the work order automatically.
Step 4: Add labor details or special instructions as necessary.
Step 5: Save the work order.

Sending a work order

before you send your work order, you can preview it.

Once your work order is ready you can send it directly from Roofr as an email. You can cc additional contacts, add subject line and message, and attach additional documents.
Step 1: Select the work order you want to send.
Step 2: Click Send Work Order and choose the crew you wish to assign it to.
Step 3: Use Roofr’s in-app email feature to send the work order to the selected crew. Attachments and dynamic fields (e.g., addresses and instructions) will be included automatically.

Managing and tracking work orders

• Edit or update: Open the work order, make necessary changes, and click save.
• Track status: Move work orders between statuses (e.g., draft, in progress, completed) as required. This flexibility ensures adaptability to real-world conditions like weather delays.
• Track activity: Any actions taken on a work order are tracked in the job activity section of your job card. This gives you visibility on every work order sent, every edit made, and person cc'ed.
• Delete: If a work order is no longer needed, you can delete it from the system.

Tips for using work orders

• Permissions: Job assignees, tagged users, and admins/owners have access to work orders. Ensure the right people are assigned for seamless collaboration.
• Document storage: Use the Document Library to store permits, licenses, or additional crew documentation.
• Future updates: Keep an eye out for upcoming features like automation and calendar integration, which will make managing work orders even more efficient.

FAQs

Q: Do work orders include labor costs?
A: Right now, no, labor costs can be managed through proposals or job costing tools. In the future, work orders will import line item pricing, allowing you to agree on labour costs upfront with your crews.

Q: Can I store crew information within a work order?
A: Currently, crews exist only in the context of work orders. A CRM Contacts feature, coming in 2025, will expand these capabilities.

Q: Why are all line items from a proposal included in a work order?
A: To provide flexibility. Contractors can edit line items to suit smaller jobs like inspections or minor repairs.