How to Create a Work Order in the Backend – Inspect Point Help Desk

🧾 Creating a Work Order

Work Orders can be created in a few different ways — either as a new standalone Work Order, or by converting from an Inspection or Proposal.

➕ Create a New Work Order

From the Work Orders Tab:

Head to the Work Orders tab
Click + New Work Order
Select the Building

Converting an Inspection to a Work Order:

Navigate to the Inspection Detail Screen
From here, select the + Create dropdown
Select Work Order

Converting a Proposal to a Work Order:

Head to the Proposals tab
Click on the Proposal ID
From here, select the Create option
Select Work Order

🪜 Steps to Create a Work Order

Once you’ve started a new Work Order, you will follow the steps on each page of the creation process.

🔧 Work Order Details (Page 1)

Begin on the Details page.

A red asterisk* indicates the field is required.

Field	Description
Work Order #*	Pre-populated but can be changed manually.Important: If you change the Work Order number, future Work Orders will continue sequentially from the new number you entered. You cannot revert numbering to a lower value or reuse an existing number.See Work Order Numbering.
PO # / PO Expiration	Will map from a proposal if added before conversion.
Tags	Optional — used for filtering and organization.
Contract # / Reference Number	Optional internal reference fields for tracking purposes.
Service Date / Due Date	Specify when the work is scheduled or expected to be completed. This is separate from the scheduling details for any visits associated.
Billing Limit	If converting from a proposal, the billing limit is the total of the materials, services, or line items from the accepted quote.
Payment Term	Displays on the Service Report only. See Service Settings.
Work Order Type	Categorizes service work for easier filtering and reporting.See How to Create, Manage, and Use Work Order Types.
Cost Code	Dropdown values are pulled from user-added Cost Codes under Service Settings.
Work Order Currency	Defaults to the currency set in Company Settings.
Service Description	The scope of work from a proposal will map here when converted. Can be added or edited by the technician in the field.Displays on the Service Report.
Problem Description	Can be added or edited by the technician in the field. Displays on the Service Report.
Technician Instructions	Visible only to technicians assigned to the Work Order. Does not print on the Service Report.
Internal Notes	For backend use only. Not visible in the field or on the Service Report.

🗓️ Scheduling the Visit (Page 1)

A visit is automatically generated when you create a Work Order. Depending on your settings, the visit will be set to either Scheduled or Pending.

You can:

Adjust visit details and assign a technician during this step, or
Leave it pending to schedule later via the Schedule & Dispatch tab.

You can Create the Work Order now, or continue through the remaining pages to add more information.

🔗 Associations (Page 2)

If the Work Order was converted from an Inspection or Proposal, any linked systems, assets, or equipment will automatically appear selected here. If this is a new Work Order, no items need to be selected.

There is no need to do anything on this page, simply click Next to continue.

💵 Fee Summary (Page 3)

Add Materials, Services, or Line Items on this page. Anything added here will be visible to technicians in the field (pricing visibility depends on your instance setup).

If the Work Order was converted from a Proposal, all items from that proposal’s Fee Summary will copy automatically.

When finished, click Next.

⚠️ Deficiencies (Page 4)

You can optionally add unresolved deficiencies from the related building.

Technicians will see these on their Work Order and can resolve them in the field.

To add a deficiency:

Click the green ➕ icon next to the item.

If this Work Order was converted from a proposal with linked deficiencies, they’ll already appear here.

When done, click Next.

📎 Attachments (Page 5)

Attach any reports or files to include with the Work Order.
You can:

Add generated reports by clicking the green ➕ next to a report, or
Upload files directly from your computer.

Technicians will see these attachments in the field under the Work Order.

✅ Completing the Work Order

When all details are complete, click Create Now.

You will be redirected to the Work Orders tab where you will see the status of the work order will be Open.

If a visit was scheduled and assigned, it will appear in the technician’s mobile app when the schedule date is within 14 days.