Work Order Overview

NOTE: When a Work Order is completed a Service Entry will automatically be generated as well. This allows users to see all maintenance history for a vehicle from the Service Entries list for a vehicle or through the Service Entries by Vehicle report. 


Work Orders (also known as Repair Orders) allow users to plan maintenance and/or repairs, and track progress to completion. Parts and labor records can be associated with a Work Order allowing for more detailed data entry and analysis.

Comparison to Service Entries

Service Entries are a much simpler way to record maintenance than Work Orders in Fleetio. Service Entries are designed to be fast to enter but don't allow as much data to be collected as Work Orders.

Service Entries are typically logged after the fact while Work Orders allow you to capture the entire lifecycle of work performed. Service Entries are automatically generated for completed Work Orders however, therefore all maintenance history stays together when analyzing and reporting this type of data.

Issues can be resolved via a Service Entry or Work Order.

Creating a Work Order

PERMISSION: The “Manage Work Orders” permission allows users to create, edit, and delete work orders on updatable vehicles.

From the main Work Orders page, click the Add Work Order button to start the process.

Work Order Details

  • New Work Order "Number": Sequential Work Order number. If one isn't specified the next number in sequence will be assigned. Each Work Order number must be unique. (TIP: The “Next Work Order Number” can be set from Settings > Account Settings)
  • Issue Date: Date the Work Order was generated (defaults to today's date)
  • Start Date: When actual work started for the Work Order. (NOTE: Use the "Issue Date" and "Start Date" to determine the execution time on a Work Order.)
  • Completion Date: When all work was completed for the Work Order. (NOTE: Fleetio calculates the downtime on a Work Order as the difference between the "Start Date" and "Completion Date".)
  • Status: The current state of the Work Order (NOTE: See Work Order Status Guide for more information.)
  • Labels: An option for categorizing and/or prioritizing Work Orders (Examples: “Priority: Low”, “Priority: High”, “Engine”, “Tires”)
  • Vendor: Select from the list available vendors. Cost totals from "Completed" Work Orders will be applied to the Vendor for reporting purposes.
  • Odometer: Most updated meter reading for a vehicle. 
  • Issued By: The individual who is issuing the Work Order; this will pre-fill with the user creating the Work Order if the User is also linked to a Contact record (NOTE: This list is populated from records created in the Contacts component.)
  • Assigned To: Individual who the Work Order should be assigned to (NOTE: This list is populated from records created in the Contacts component).
  • Invoice Number: Useful for referencing an invoice number in a separate system
  • PO Number: Useful for referencing a purchase order in a separate system
  • Description: Additional information or details that need to be stored on the Work Order

Line Items

Each Work Order "line item" represents work being done on a vehicle. 

The line items can be assigned to a  Service Task or an open Issue for a vehicle. Each line item can also have a general parts and/or labor subtotal, or distinct parts or labor line items (e.g. Chris Graham worked on an A/C Evaporator Replacement for 1 hour at a $25/hour labor rate).

Line Items: Service Task Groups

Line items for  Service Task groups will be displayed slightly differently from individual Service Tasks and Issues. Service Task groups will list out each "subtask" so that users have the option to input information on the group or subtask level.

TIP: Users have the option to list a lump sum labor and parts cost on the Service Task group level, OR these costs can be spread out among as many of the subtasks as needed. 

NOTE: Individual subtasks cannot be removed from a Service Task group. For situations where subtasks are not needed, users should avoid using the Service Task group option and add individual line items for each Service Task associated with the Work Order.

Labor Line Items

Add one or more labor “sub line items” to log who actually performed the work and their hourly rate.

  • Contact: Person who will be working on the line item (NOTE: This drop-down list is populated from records created in the Contacts component; The hourly labor rate will pre-fill if this is setup for the contact on their record.)
  • Hourly Rate: Hourly labor rate for the service (NOTE: This amount can be overridden if pre-filled by the Person selected.)

Parts Line Items

Add one or more parts “sub line items” to denote the actual parts used on a Work Order.

NOTE: Add a new Part by typing the name and hitting return on the keyboard; Click here for more information on adding Parts in Fleetio.

Removing a line item

Click the trashcan icon to delete a line item or sub line items that are not associated with a Service Task group.

INOTE: When editing an existing Work Order, the line item will not actually be deleted until the "Update Work Order" button is clicked.

Work Order Totals

The Totals area will sum all labor and parts costs as well as allow users the option to input a discount and sales tax.

Click the icon next to the Discount or Tax field(s) to specify if the amount is a percentage or fixed amount.

NOTE: Manage your Tax Settings from Account Settings (top left arrow next to company name).

Add Comments, Documents & Photos to a Work Order

After a Work Order is created, click the Work Order # to manage comments, documents and photos related to the Work Order. Users can also track the status of a Work Order from the Status Updates tab.

Add Labels to a Work Order

Labels are a great way to help categorize and/or prioritize Work Orders. Labels can be added to a Work Order when it is initially created or can be updated later from a Work Order’s details page. A few examples of Labels may be “Priority: High”, “Priority: Low”, “Tires”, and “Engine”.

Just begin typing the name of a label and select from an existing list or add a new Label by typing the full name and clicking return on your keyboard.TIP: Fleetio recommends creating an internal process for the use of Labels to ensure consistency throughout the system.

Search for a Work Order

After a Work Order is created, use the Vehicles, Labels or Sort filters from the Work Orders page to help narrow your search results.

NOTE: The “Created” sort option is driven by the date the Work Order was added, while the “Issued” option looks at the date specified in the “Issue Date” field for the Work Order.

Change Status of Work Order

Work Order's Status can quickly be changed by clicking the "Status" button from a Work Order's details page.

The status can also be changed by going into edit mode for the Work Order, updating the "Status" field and saving the changes. When the status is changed Fleetio records when the change occurred and displays this information below the Worker Order number in the the Work Order index. If current WO status is a “Completed” status, we show the completion date as shown below. If current WO status is an “Incomplete” status, we show the duration since the WO entered that status. 

Status changes are also tracked in a Worker Order Status History modal. 

The Status History shows each status change in a chronological view (top to bottom) with the duration of each status shown to the right. If the current WO status is a “Completed” status, the Total Duration shows as a summation at the bottom. 

Learn more about the power of Work Order Statuses on our Work Order Statuses help page.

NOTE: Changing the Work Order status to "Completed" will resolve all selected Issues as well as log all Service Tasks attached to the Work Order. Service Entries are also automatically generated at this time so that all maintenance for a vehicle is centralized in lists and reports. Re-opening a completed Work Order will automatically delete the generated Service Entry.

Deleting/Modifying a Completed Work Order

There may come a time when you need to go back and make modifications to an completed Work Order. To edit a Work Order that has already been completed, first change the status of that Work Order to "Open" by clicking the Completed status button and choosing "Open" from the menu.

Once the Work Order status is set back to "Open", click the Edit Work Order button.

You can now edit all items on the Work Order. When you're finishing editing, be sure change the "Status" field back to "Completed". Then, scroll down to the bottom of the Work Order page and click the Save Work Order button.

Notifications for Work Orders

Users who are  watching a vehicle will receive a notification email when a Work Order is created and when a  Work Order Status is changed.

Reporting on Work Orders

Work Order details for a specific vehicle can be found from the Work Orders or Service Entries list on the vehicle's profile page.

The Reports area of Fleetio also houses the following reports which contain Work Order data:

  • Work Orders List
  • Work Orders by Vehicle
  • Work Order Status Summary
  • Service Entries by Vehicle
  • Service Summary

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