Completing a Work Order
Work orders capture what was actually done in response to a request — the effort, materials, checks, and findings recorded by the person doing the work. This article explains every field across all work order types.
For an overview of work order types and which request types they sit under, see Requests and Work Orders. For creating a work order, see Creating and Scheduling Requests.
The panels and fields visible on each work order type are configurable — your Administrator can hide panels that are not relevant to your workshop and adjust which fields appear. What you see may differ from what is described here. See Work Order Configuration.
Common Header Fields
These fields appear at the top of all or most work orders.
Work Order ID
A unique identifier assigned automatically when the work order is created. Read-only.
Request ID
The ID of the parent request this work order sits under. Read-only. Select it to navigate back to the request.
Account Codes
Account codes inherited from or added to the work order for cost allocation. See Account Codes.
Created By
The user who created the work order. Set automatically. Read-only.
Asset
The asset the work order is for, carried through from the parent request. Read-only on most work order types.
Work Order Type
A dropdown showing the type of work order. Can be used to change the work order type after creation if needed, subject to available types for the asset's group.
Assignment and Scheduling Fields
These fields appear on most work order types.
Workshop
The workshop the work order is assigned to. Defaults to the workshop on the parent request.
Assigned
The technician or external supplier assigned to the work order. Assigning a work order makes it appear in the technician's Assigned To Me and My Work Orders views on the Workshop Dashboard. Work orders can also be assigned to external contractors — see External Contractors.
Repair Type
A category describing the nature of the work — for example, Electrical, Mechanical, or Body Repair. Options are configured by your organisation. See Repair Types.
Estimated Inspection Minutes
An estimate of how long the inspection or work will take, in minutes. Used for scheduling purposes.
Exp. Start / Exp. Completion
The expected start and completion dates and times for the work order. Used in the Work Scheduler to show when the work is planned to occur.
Estimated Labour Time
An estimate of the total labour time required, in minutes. Separate from the expected inspection time.
Metre Reading Fields
These fields appear on Repair and PM Service work orders.
Primary Metre Reading / Secondary Metre Reading
Metre readings recorded at the time the work is carried out. Recording accurate readings on each work order builds a history of the asset's usage against its maintenance events, and keeps the asset's metre current for preventive maintenance scheduling.
Show All Components
A checkbox that expands the component list to show all components on the asset, not just those flagged as relevant to this work order.
Components
The asset components being worked on. Components can be selected to associate the work with specific parts of the asset.
Component in Warranty / Asset in Warranty
Checkboxes indicating whether the component or asset is under warranty at the time of the work. Used to flag jobs where warranty claims may apply.
Status and Timeline Fields
Status
The current stage of the work order: New, In Progress, On Hold, or Complete. Work order statuses are managed independently of the parent request status.
Created Date
Set automatically when the work order is first saved. Read-only.
In Progress Date
Set automatically when the work order is moved to In Progress status.
Completed Date
Set automatically when the work order is set to Complete.
Completed By
The user who marked the work order complete. Set automatically.
On Hold Started
The date and time the work order was placed on hold.
Reason on Hold
A free-text field explaining why the work order is on hold — for example, waiting for parts or awaiting an external inspection result.
External Supplier Reason
A free-text explanation of why the work has been assigned to an external supplier rather than completed internally.
Time Recorder
A toggle to start and stop automatic time tracking on the work order. Time is accumulated while the recorder is running and contributes to the Total Time field. See Time Recording.
Repair Work Order Fields
Repair work orders are used to record repairs, modifications, and general work on an asset.
Req. Description
The original description from the parent request, shown here as a read-only reference. Gives the technician the context from the initial fault report without needing to open the request separately.
Maintenance Notes
Internal notes about the repair. Separate from the technician's report — use this for supervisor or scheduling context rather than a technical account of the work.
Work Completed
A description of the work that was completed. This is the primary field for recording what was done on the job.
Repair Reason
A dropdown categorising why the repair was needed — for example, Wear and Tear, Operator Damage, or Manufacturing Defect. Options are configured by your organisation.
Repair Cause
A dropdown identifying the root cause of the fault. Options are configured by your organisation.
Technicians Report
The technician's own account of findings, work performed, and any relevant observations. Distinct from Work Completed — use this for technical detail that may be useful for future reference.
Additional Work
Notes about any additional work identified during the repair that was not part of the original scope. Used to flag work that may need a follow-up request.
Images
Photos of the fault, the repair in progress, or the completed work. Can be added during or after the work.
Repair Checks
A checklist of standard inspection items relevant to the type of work. Each item can be marked as pass, fail, or not applicable. Items and their requirements are configured by your organisation.
PM Service Work Order Fields
PM Service work orders are used to record preventive maintenance services. They share the common header and assignment fields with Repair work orders, with the following differences.
Technicians Report
The technician's account of the service — observations, any items requiring follow-up, and confirmation of work done.
Additional Work
Work identified during the service that was not part of the service definition.
Images
Photos from the service.
Components to Service
The specific components included in this service, drawn from the service definition. Each component can be checked off as it is serviced.
Service Checks
A checklist of tasks required for this service, defined in the service schedule. Each item can be marked complete, not applicable, or failed. See Service Schedules.
Service Check Notes
A free-text notes field associated with the service checklist, for recording observations against specific check items.
Diagnose Work Order Fields
Diagnose work orders are used to record the findings from a fault diagnosis, typically before a separate Repair work order is raised.
Technician Report
The technician's description of the fault found and the recommended course of action.
Additional Work
Any additional issues identified during diagnosis.
Images
Photos taken during the diagnosis.
Materials
A simplified materials section for any items used during diagnosis.
Supervisor Review Work Order Fields
Supervisor Review work orders are used to formally sign off completed work before a request is closed. They are assigned to a supervisor and present a series of checks.
Review Checks
A set of radio-button checks, each requiring a pass or fail response:
| Check | What it covers |
|---|---|
| Work Requirements Met | Confirms the work scope from the request has been completed |
| Customer Requirements Met | Confirms any customer-specified requirements have been addressed |
| Work Orders Completion | Confirms all work orders under the request have been completed |
| Checklists | Confirms all checklists on work orders have been completed |
| Questionnaires | Confirms any defect or monitoring questionnaires have been addressed |
| Comments | Confirms notes and comments on the request and work orders are adequate |
| Parts | Confirms parts used have been recorded correctly |
| Invoices | Confirms any invoices or cost documentation is in order |
| Photos | Confirms photos of the work have been attached as required |
| Inspections | Confirms any required inspections have been carried out |
Technician Report
The supervisor's overall comments or notes on the review.
Images
Any photos the supervisor adds during review.
Internal Task Work Order Fields
Internal Task work orders are used under Internal requests to record labour time and activity on non-asset-specific jobs.
Internal Reference
A reference number or identifier for the internal task, if applicable.
Work Order Task
A dropdown selecting the type of internal task being carried out. Options are configured by your organisation.
Assigned
The person the work order is assigned to. Internal task work orders do not have a Workshop field or Time Recorder.
Status and Dates
Standard status (New, In Progress, Complete) with In Progress and Completed dates.
Assignee Report
The assignee's description of the activity completed.
Additional Work
Any additional activity identified during the task.
Images
Photos if relevant to the task.
Risk Assessment Work Order Fields
Risk Assessment work orders are used to carry out a structured risk assessment on an asset.
Workshop / Assigned
The workshop and the person carrying out the assessment.
Status and Dates
Standard status and date fields. No Time Recorder.
Technician Report
The assessor's overall findings and comments.
Images
Photos taken during the assessment.
Risk Assessment Checks
A structured checklist of risk assessment items. Each item can be marked as pass, fail, or not applicable.
Risk Assessment Outcome
A dropdown recording the overall outcome of the assessment — for example, Safe to Operate, Conditional, or Unsafe. Options are configured by your organisation.
Signoff
A signature field for the assessor to formally sign off the risk assessment.
Accident Data Collection Work Order Fields
Accident Data Collection work orders capture the details of an incident involving an asset.
Accident Date
The date and time of the accident.
Driver Details
Details of the driver involved in the incident, including name and contact information.
Accident Description
A free-text description of what happened.
Cause
A description of the identified or suspected cause of the accident.
Accident Location
The location where the accident occurred.
Quote Required
A checkbox indicating whether a repair quote is needed following the accident.
Insurance Claim
A checkbox indicating whether an insurance claim is being made.
Quote Amount
The repair quote amount, if applicable.
Quote Contact Name / Phone / Email
The contact details of the party providing or receiving the quote.
Signoff List
One or more signature fields for relevant parties to sign off the accident record.
Training Task Work Order Fields
Training Task work orders record a training activity and are typically used under Internal requests.
Training Type
A dropdown categorising the type of training carried out — for example, Induction, Licence Renewal, or Refresher Training. Options are configured by your organisation.
Training Details
A free-text description of the training content, duration, and any other relevant detail.
Training Location
The location where the training took place.
Materials
Materials can be recorded on Repair, PM Service, and Diagnose work orders.
Add Material Fields
When adding a new material record:
| Field | Purpose |
|---|---|
| Name | The part or material name |
| Qty | Quantity used |
| Unit Value | The unit cost of the material |
| Category | The material category (for example, Consumable, Part, or Lubricant) |
| Type | Whether the material was used from stock or needs to be ordered |
| Attachment | A file attachment — for example, a delivery docket or invoice |
Materials Used Grid
A summary of materials recorded as used on the work order.
Materials Ordered Grid
Materials that have been flagged for ordering rather than drawn from existing stock. See Materials.
Work Effort Summary
Total Time
The accumulated time recorded on the work order, in minutes. Populated by the Time Recorder and/or manual entries.
Total Labour Cost
The calculated labour cost for the work order, based on recorded time and any configured labour rates.
Total WO Cost
The total cost of the work order, including both labour and materials.
Completing a Work Order
When all work on a work order is done:
- Stop the time recorder if it is running.
- Record any remaining materials used.
- Complete all checklist items and questionnaires.
- Set the status to Complete.
- Return to the parent request and, when all work orders are complete, set the request to Work Complete.
See Workshop Workflow Overview for the full workflow sequence and the role of the Supervisor Review step before closing.
Published: May 2026 · Formbird FLEET 4.2.8