Work Order General Setup

This article outlines how to configure general work order settings for your building.

• General Setup
• Work Order Restrictions
• Invoices and Statements

Work Order General Setup

• Tax rate: The current tax rate applied to materials or labor in the building.
• Tax GL Account (Optional): Account number used for tax on billable work orders in the building.
• Tax Charge Code (Optional): Charge Code used for tax on billable work orders in the building.
• ID Prefix: The current prefix used for work order identification. When change is made all future work orders will reflect the change. Frequent changes are not recommended.
• Work Order Scheduling Mode: If there is a due date set on the work order, when should the work order open?
  • Buffer before work order due date
    • If you choose this option, the Advance Open Buffer For Scheduled Work Orders fields will open.
    • When a work order is scheduled with a required due date, how far in advance should the work order open?
    • Can be configured in day, week, month or years.

• Immediately when work order is created
• Same day as the work order due date

Work Order Restrictions

• Labor Cost Visibility for Internal Team: Controls which roles can see Labor Rates, the Invoice tab, and edit billing configurations on labor entries:
  • Show labor costs and billing info for all roles (default)
  • Hide from non-Building Admins

• Work Order Purchase Order Restrictions (optional): Restrict the work order from being closed until the following criteria.

  • Purchase Order Status needs to be Closed

  • Purchase Order Approval Status needs to be Approved

• Work Order Completion Requirements: Enabled requirements must be satisfied before a Work Order can be marked Complete:
  • Require Labor Hours
  • Require Notes
  • Require Travel
• Allow The Following Roles To Bypass Requirements: Selected roles can complete Work Orders even when required Labor, Notes, or Travel have not been added. Requirements will still be shown to these users.
  • Building Admin
  • Building Manager
  • Vendor User

• Work Order Verification Requirements (optional): Enabling any of the options below requires the work order to meet the following criteria before billing verification.

  • Require Lease Code

  • Require Tenant ID

  • Require Cost Code on billable items

• Work Order Dispatch Settings: Controls when a Work Order opens and notifies Work Groups after creation:
  • Dispatch Immediately (default): Work Order will open immediately upon creation. Work Groups will be notified based on their notification settings.
  • Dispatch Based on Issue Type Coverage Hours: Work Order dispatch (and notifications) will be held until the next available coverage window, as defined by the Issue Type's coverage hours.

Invoices and Statements

• Show tenant invoices on Closed & Verified work orders: Choose yes or no
• Tenant Statement PDF Formatting: Sets how pages break on the statement:

  • Continuous (default): no page breaks. Charges flow onto the next page as needed.

  • Page Breaks by Work Order: each work order starts on a new page. A long work order can still spill onto a second page, and the next one starts on a fresh page.

  • Page Breaks by Lease: a new page starts when one lease's charges end and the next lease begins.

• Tenant Statement PDF Components: Select the items that should breakout for billable items within the tenant statement

  • Tax Amount (on by default): Shows the tax amount for each billable item.

  • Base Rate Amount (off by default): Shows the base rate for each billable item.

  • Quantity Used (off by default): Shows the quantity used for each billable item.

• Show Tenant ID on Tenant Statement: No (default); Yes: shows the Tenant ID to the left of the "Tenant Statement 1 of 1" text. There's room for IDs of at least 8 characters.
• Show Tenant Address on Tenant Statement: No (default) Yes: shows the tenant's address below the tenant name.
• Show Work Order Notes on Tenant Statement: No (default); Yes: lists each work order's external notes below its description. Each note shows the date, the author and the note text:

• 10/01/2025 — TJ Kite: Arrived onsite and confirmed no cooling in the north conference room. Filter was fully clogged and the condensate line had backed up.
  10/01/2025 — Kelly McAuliffe: Replaced the air filter and cleared the condensate line. System is cycling normally again.

• Internal notes never appear.

• If a work order has no external notes, its Notes section is hidden.

• The description and notes run the full width of the page, with no blank lines between notes.

• Tip: Once this is on, every statement at the site includes external notes. Remind your team to write external notes as if the tenant will read them.