How to create a work order

Overview

Setting up work orders is an essential part of managing your production pipeline in Roofr. This guide will walk you through creating and managing work orders to ensure your jobs are executed accurately and efficiently.

Work orders define the scope of work for your subcontracted crews, detailing key job information such as:

• Customer name and job address
• Materials to be used
• Special instructions or notes

Work orders help eliminate scope disputes, ensure accurate installations, and minimize fraudulent crew activity. By documenting the agreed scope, contractors can work confidently and maintain smooth operations.

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

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
• Special 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 work orders

Once your work order is ready:
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 editing 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.
• Delete: If a work order is no longer needed, you can delete it from the system. Deleted work orders can be restored if necessary.

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: No, labor costs can be managed through proposals or job costing tools.

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.

With work orders, you can streamline your operations, reduce errors, and ensure every job is executed perfectly. For further assistance, contact our support team or explore the help center for more tips.