A Work Order is a crucial document that ensures both parties agree on the terms of a job including price, schedule, and scope. It helps track contractor/supplier scope individually from the rest of the project budget, giving quick pay reconciliation, remaining spend, and withholding amounts.

Work Orders are also great for committed cost representation. They can be used to analyse your value of work which could change during the project procurement.

Accessed from Orders on the left side menu, this is where you will see any work orders with spend remaining. You can also see Work Orders with all other project events on the Overview Site Diary.

Cost Matching for Work Orders is designed to adjust the overall project budget in real time. Withheld Match is also an important feature for defect work, or related to retention applied to the project.

Included in this Guide:

Creating a Work Order
Updating / Editing a Work Order (Video)

Creating a Work Order

Using the Work Orders Tab

On the left side menu, click Orders to access the Work Orders tab.

Click the +Add Work Order button, select the appropriate project on the popup, and complete the form.

Document Date	Date the work order was created. This date will automatically populate based on today's date, but it can be changed manually.
Title Name	Be descriptive. Be sure to follow any naming conventions your company follows.
Status	Status of the claim. This will be marked as a Draft until it is Saved & Sent to the client for approval. Can be manually changed.
Order No.	Automatically created. Each order is numbered uniquely.
From	Name of creator or site/staff contact
Attention	Name of the company contact
Company	Name of the company being sent the Work Order
Accepted Price (Excl. GST)	Price excluding Goods and Service Tax (GST) It should match the Total for the Breakdown below.
Description	Explain the scope fully. Reference necessary documents, quote numbers, and any additional items for clarity.
Invoice Information	Space to provide Terms and Conditions, or to reference the attachment link below. Let the recipient know how you need them to submit their invoices to obtain payment.
Project Cloud Attachment URL Link	Add a link where supporting documentation can be found. This may be a service like Google Drive, Dropbox, etc.

Click the +Add button to add components to the Breakdown. Each component must have an associated Cost Centre, Task, and Type, as well as a Cost.
Each component will be either a payment or a variation.
- Payment: The payment breakup from the company. This could be deposits, an agreed single price, or amounts broken up in stages, reflecting what will be invoiced from the company.
- Variation: Any new scope you want to add to this Work Order, extending the originally agreed-upon scope and allowing the extension to be tracked.
Click the checkbox for Add Images to upload supporting documentation.

Note: The Subtotal at the bottom of the Work Order must match the Accepted Price (Excl. GST) at the top.

There are three options to save your new work order:

Save & Close	Saves as Draft
Save & PDF	Saves as Draft Saves PDF to your computer
Save & E-Approval	Saves as Sent Emails the client for approval Requires client name and email address

Getting Approval

When the Work Order is sent to the company for approval, they can sign virtually using Eversign, and the creator will receive an approval alert. It will then be added to the Overview Site Diary tab.

Using the Overview Site Diary

You can also add new Work Orders directly from the Overview Site Diary tab by hovering over a date and clicking the plus (+) button. Enter the Work Order information as described above.

Updating/Editing a Work Order

There are several reasons you may want to update a Work Order:

The scope changes
The amount charged by the contractor or supplier has changed
To keep track of contractor or supplier costs and budgets simultaneously
To match incoming costs and monitor for overspend

From the Work Orders tab, click the plus (+) button to expand a section. Then click Open Work Order to open and edit an existing work order. You will also need to update the Accepted Price (Excl. GST) if the cost of a breakdown item has changed. Be sure to click the Save button or Save & Send if new approval is required.

After editing the Work Order, be sure the match has been updated or you can manually update it as needed.

You can also view a case study on Work Orders here.

Note: You will not be able to edit breakdown amounts less than the current approved and matched amounts.