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A work order is the single record that connects everything about a job — the customer, the technician, the schedule, the parts, the time spent, and the invoice. Everything in Vynta flows through work orders.

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What’s in a Work Order

Every work order contains:

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Work Order Lifecycle

Every job follows this flow:
1

Scheduled

The job is created and a date is set, but no technician is assigned yet.
2

Assigned

A technician is assigned. They receive a notification with the job details.
3

In Progress

The technician has started work (clocked in and opened the job).
4

Completed

The technician has finished, recorded parts and time, and captured a customer signature.
5

Invoiced

An invoice has been generated and sent to the customer.
Not every job goes through every step — some jobs are cancelled, some are rescheduled, and some are marked as no-access if the technician couldn’t reach the site.

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Creating a Work Order

You can create work orders from:
  • Jobs page — click New Job and fill in the details
  • Customer record — open a customer and click New Job to pre-fill the customer
  • Schedule board — click a date slot to create a job for that day
  • Customer portal — customers can submit service requests that become work orders
  • Recurring jobs — Vynta creates work orders automatically on schedule

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Work Order Details

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Parts and Materials

Add parts from your inventory to track what’s used on the job. Parts are deducted from van stock when the job is completed.

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Time Tracking

Technicians record time against the work order through clock in/out. The system calculates total time on the job automatically.

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Notes and Photos

Add text notes, attach photos, or use voice dictation to record observations. All notes are timestamped and attributed to the person who added them.

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Customer Signature

Capture a digital signature on-site. The signature is stored against the work order and visible in the customer portal.

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AI Copilot

Click the AI icon next to any text field to get suggestions for job descriptions, parts, or notes based on the job context.

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What the Customer Sees

Customers with portal access can see:
  • Job status and scheduled date
  • Technician assigned
  • Completion notes and photos
  • Invoice
They cannot see internal notes, parts costs, or other customers’ jobs.

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FAQ

Yes. Open a completed work order and click Duplicate to create a new job with the same details.
Change the status to Cancelled. The job is removed from the schedule but retained in history for reporting.
Yes. Assign additional technicians to the same work order. Each technician records their own time and parts.
Open the work order and change the scheduled date, or drag the job on the schedule board to a new date.