Understanding and Creating Work Orders in Contractor Foreman

What is a Work Order?

Work Orders in Contractor Foreman can be used in two different ways, depending on your needs:

1. Adding Contract Value (New Scope of Work)

   • A Work Order is often used to add an entirely new scope of work to an existing project.

   • While Change Orders represent modifications to the original scope of work (e.g., changing the type of flooring already included in the contract), Work Orders are different.

   • A Work Order is a whole new addition to the project that was never part of the original agreement.

   • Example: You’re remodeling the interior of a house, and because of your excellent work, the customer asks you to also build an exterior patio or a swimming pool. This is an additional scope of work, and the value of that work is added to the project through a Work Order.

2. Assigning Work Internally to Employees

   • Work Orders can also be used to assign specific jobs to your team.

   • This allows you to track materials, labor cost, equipment, subcontractor labor, and other expenses linked to that specific task.

   • This is similar to how some companies use “Job Work Orders,” but remember:

     • Work Orders are not Purchase Orders.

     • Work Orders are not Projects.

     • Work Orders should not be used to assign work to subcontractors — Contractor Foreman has a separate Sub-Contracts Module for that purpose.

Step-by-Step: How to Create a Work Order

• Navigate to the Work Orders Module

  • Go to the Project Management Section in Contractor Foreman.

  • Click on the Work Orders module.

  • You will arrive at the Work Orders main dashboard.

• Create a New Work Order

  • In the top-right corner, click the + Work Order button.

  • A pop-up window will appear with fields to complete.

• Fill Out Required Fields

  • Work Order Number

  • Project (required – you cannot create a Work Order without an active project)

  • Service Date/End Date (if applicable)

  • Click on Create Work OrderYou will be taken to the Work Order Record

  • Service Date / End Date (if applicable)

  Fields marked with * are required.

Details Tab in the Work Order

• Enter Additional Information

  • Invoice To: Select who will be invoiced.

  • Customer Contract Number: Add reference details if applicable.

  • Assigned To: Assign work to an employee.

  • Work Order Items: Add materials, equipment, labor, subcontractors, or other cost items that apply.

• Add Site Details

  • Location, drawing type, page number, URL, and description.

  • Attach files such as drawings, photos, sketches, or designs.

• Understand the “No Cost Work Order” Checkbox

  • If unchecked: The Work Order will add its value to the project’s contract value.

  • If checked: The Work Order acts only as a work direction for employees, without adding contract value.

• Manage Status

  • Status options include: Open, Estimating, Submitted, Approved, or Completed.

  • You can only edit a Work Order while it is in Open or Estimating.

  • Once submitted, approved, or completed, edits are restricted.

• Approval and Invoicing

  • Work Orders can be submitted to customers for approval.

  • Once approved, they become part of the project’s Schedule of Values (SOV).

  • Remember: You must mark a Work Order as Completed before invoicing your customer through the SOV.

Other Tabs

Review Other Sections (Left Panel)

• • Terms: Enter terms and conditions specific to the Work Order.

  • Files: Attach supporting documentation.

  • Notes: Internal notes for communication with your team.

Key Takeaway:
Work Orders in Contractor Foreman are powerful tools. They let you either add a whole new scope of work to a project or assign tasks to your team internally, with full cost tracking. Knowing when and how to use Work Orders versus Change Orders will help you keep projects organized, budgets accurate, and clients satisfied.