Work Orders

Work Orders are the operational engine of PrairieHQ. They represent the active contract or work package that gets scheduled, dispatched, tracked, and billed.

Work Order Structure

Every Work Order contains:

• Customer & Location: The billing account and physical property coordinates.
• Scope & Line Items: Detailed specifications of services, materials, and labor targets.
• Budgeted Hours & Crews: Expected person-hours per visit or total project allotment.
• Billing Configuration: Progress billing, monthly recurring installment, or per-occurrence trigger.
• Schedule Rules: Recurrence cadence (weekly on Tuesdays, bi-weekly, seasonal, or on-demand).

---

Creating Work Orders

Work orders can be generated in two ways:

1. From Approved Documents (Recommended):
   • When a proposal or estimate is accepted and signed, PrairieHQ provides a prompt to automatically convert the approved scope into one or more Work Orders.
2. Direct Manual Creation:
   • Go to Workbook → Work Orders and click + New Work Order.
   • Select the customer and property.
   • Enter job title, scope description, budgeted hours, and schedule specifications.

---

Work Order Status Lifecycle

stateDiagram-v2
    [*] --> Draft
    Draft --> Active: Activate & Release
    Active --> OnHold: Customer Request / Weather Delay
    OnHold --> Active: Resume
    Active --> Completed: All Jobs Executed
    Completed --> Invoiced: Billing Processed
    Invoiced --> [*]

• Draft: Being configured; not yet available on the dispatch board.
• Active: Approved for operations; visits will populate on the schedule and crew board.
• On Hold: Temporarily paused due to customer request, site condition, or permitting.
• Completed: Work has been finished by field crews and verified by management.
• Invoiced: Converted to an invoice and billed to the customer account.

---

Line Items & Cost Occurrences

Work order items define what gets delivered and how performance is measured:

• Labor Items: Standard rate per hour, target crew size, and estimated run time.
• Materials: Seed, mulch, fertilizer, salt, or plant material with unit rates.
• Equipment: Heavy machinery allocations (skid steers, aerators, plows).
• Subcontractors: Outside specialty trades or third-party haulers.