Generating Work Orders from Estimates

Objective

This guide will teach how to efficiently convert approved project estimates into actionable work orders (both standalone and parent/child setups) within the Sitefotos platform.

Overview

The Estimates module allows users to generate Sitefotos work orders directly from accepted Project Estimates. This streamlined process automatically carries over your estimated service items. Work orders can be generated individually from within a specific estimate or directly from the Estimates dashboard. You can choose to create a single "Standard" work order or a multi-task "Parent + Child" structure to better organize complex jobs.

Prerequisites

An estimate must be approved before it can be converted into a work order.

Step-by-Step Guide

Method 1: Creating a Standalone Work Order

1. Open the desired approved estimate and click the green checkmark icon to create a work order it.

2. You will be prompted with an "Add Workorder" dialog. By default, the Standard (Standalone) option is selected, which consolidates all service items into a single work order.

3. Configure the mandatory fields: Select your Form Template (the system defaults to a standard template if left blank), choose an Employee or Contractor in the "Assign To" dropdown, and set your Schedule Date.

4. Review your Client and Contractor NTEs (Not To Exceed). These limits govern pricing when work orders are submitted and flow back for management in the dashboard and Service History.

5. Review your service items. The items from your estimate populate automatically, but you can add additional items for internal tracking by clicking the blue + Add Services button.

6. Click Save to dispatch the work order.

Method 2: Creating a Parent + Child Work Order

If your project requires multiple assignments (e.g., splitting tasks between in-house crews and external contractors), use a Parent + Child setup.

1. In the Add Workorder dialog, click the Parent+Child toggle at the top of the window.

2. The system will automatically generate a parent work order placeholder and allow you to create multiple child work orders (e.g., Workorder 1, Workorder 2).

3. To split the services, check the box next to a specific line item, click Assign to Workorder, and choose which child work order should receive that task.

4. Select each child work order tab to assign it to different vendors, manage separate NTEs, and write specific Child Workorder Descriptions.

5. Click Save. Every child work order operates independently for the assigned worker, but belongs to the overall parent project group.

Method 3: From the Estimates Dashboard

1. Navigate to the Estimates dashboard via the left-hand menu.

2. Locate the estimate you want to convert and click the green checkmark in the Actions column to approve it.

3. Click the Create Workorder icon (the clipboard with a plus sign) in the Actions column to open the Add Workorder dialog and follow the steps outlined above.

Managing and Invoicing Work Orders

• Navigate to your Workorders module.

• The parent work order acts as a placeholder for the overall project. You can click the + icon next to the parent's ID to expand the list and view the status of all associated child tasks.

• While individual child work orders will show as "Completed" when finished, the parent work order will remain open until every single task within the project is done.

• To streamline one-time project management, you can create Invoices and/or Bills directly from the Workorders dashboard by selecting the completed work order and using the Actions button at the top right, bypassing the Service History page entirely.

Pro-Tips & Best Practices

• Flexible Reporting: We highly encourage field crews to complete all forms and work orders using the Sitefotos mobile app. However, if connectivity or device issues occur, office staff can report services on behalf of a field user utilizing the Web Form directly in the work order section, just as you would in Service History.

Troubleshooting

• Billing vs. Invoicing Parent/Child Projects: You can bill a child work order immediately upon its individual completion, regardless of the status of the other tasks within the parent project. This flexibility ensures you don't have to wait to process contractor payments. However, you cannot generate a final customer Invoice for the Parent Workorder until all individual child tasks are marked completed.