> ## Documentation Index
> Fetch the complete documentation index at: https://docs.vyntaintegrate.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Work Orders: Your Central Job Record in Vynta Integrate

> Work orders are the central record in Vynta Integrate, driving scheduling, dispatch, billing, and your customer portal from one place.

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.

## What's in a Work Order

Every work order contains:

| Field                   | Purpose                                            |
| ----------------------- | -------------------------------------------------- |
| **Customer**            | Who the job is for                                 |
| **Job type**            | Category (Installation, Repair, Maintenance, etc.) |
| **Description**         | What needs to be done                              |
| **Priority**            | Normal, Urgent, or Emergency                       |
| **Scheduled date**      | When the job is planned                            |
| **Assigned technician** | Who's doing the work                               |
| **Status**              | Current state of the job                           |
| **Parts**               | Materials used or needed                           |
| **Time entries**        | Hours spent on-site                                |
| **Notes**               | Internal notes, photos, and voice dictation        |
| **Signature**           | Customer sign-off                                  |
| **Invoice**             | Billing generated from the job                     |

## Work Order Lifecycle

Every job follows this flow:

```text theme={null}
Scheduled → Assigned → In Progress → Completed → Invoiced
```

<Steps>
  <Step title="Scheduled">
    The job is created and a date is set, but no technician is assigned yet.
  </Step>

  <Step title="Assigned">
    A technician is assigned. They receive a notification with the job details.
  </Step>

  <Step title="In Progress">
    The technician has started work (clocked in and opened the job).
  </Step>

  <Step title="Completed">
    The technician has finished, recorded parts and time, and captured a customer signature.
  </Step>

  <Step title="Invoiced">
    An invoice has been generated and sent to the customer.
  </Step>
</Steps>

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.

## 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

## Work Order Details

### 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.

### Time Tracking

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

### 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.

### Customer Signature

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

### 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.

## 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.

## FAQ

<AccordionGroup>
  <Accordion title="Can I duplicate a work order?">
    Yes. Open a completed work order and click **Duplicate** to create a new job with the same details.
  </Accordion>

  <Accordion title="What happens if a job is cancelled?">
    Change the status to **Cancelled**. The job is removed from the schedule but retained in history for reporting.
  </Accordion>

  <Accordion title="Can a work order have multiple technicians?">
    Yes. Assign additional technicians to the same work order. Each technician records their own time and parts.
  </Accordion>

  <Accordion title="How do I reschedule a job?">
    Open the work order and change the scheduled date, or drag the job on the schedule board to a new date.
  </Accordion>
</AccordionGroup>