Field Promax

Work Order Settings

Configure custom field labels, work order numbering, schedule settings, email notifications, and Post and Close behavior to match your business workflow.

Before you start:

How to Access

Navigate to Settings → Company → Work Order Config.

Custom Field Labels

FieldPromax provides three custom fields on every work order. You can rename these fields to match your business terminology (for example, "PO Number", "Reference ID", or "Building Number").

  1. Under Custom Field Labels, enter a label for each custom field (Custom Field 1, Custom Field 2, Custom Field 3).
  2. Below the labels, toggle Transfer to QuickBooks Invoice on or off for each field. When enabled, the custom field value is included when the invoice syncs to QuickBooks.

Work Order Numbering

  1. Toggle Allow user to generate their own work order number if you want users to manually enter work order numbers instead of using auto-generated ones.
  2. Set a custom Prefix for auto-generated work order numbers (up to 3 characters). For example, entering "ABC" produces work order numbers like ABC-10001. The default prefix is "SMP".

Schedule Settings

  1. Select the Time Interval used for scheduling. This sets the default time increment for work orders, schedules, and timecards (for example, 15 minutes, 30 minutes, or 1 hour).
  2. Toggle Show Weekdays Selection While Creating a Schedule to allow creating multiple schedules across a date range by selecting specific weekdays.
  3. Toggle Allow Team Leads to Approve Schedules to let team leads approve schedules for their associated service providers.
  4. Toggle Allow Team Leads / Service Providers to Edit Schedules to permit editing schedules while editing work orders.

Tip: The time interval setting affects the dropdown options throughout the application. Choose the increment that best matches your typical appointment durations.

Email Notifications

  1. Toggle Notify when service provider completes work to receive an email when a schedule is marked as "Work Complete". You can add CC recipients (separate multiple emails with a semicolon).
  2. Toggle Notify when a work order is closed to receive an email when a work order is closed via Post and Close. You can also add CC recipients here.

Post and Close Settings

These settings control what happens when you close a work order and generate an invoice.

  1. Toggle Include Work Description as a line item in your invoice to add the work description text as a line on the invoice.
  2. Toggle Include Work Resolution as a line item in your invoice to add the service provider's resolution notes.
  3. Toggle Auto-generate customer notes when work order is closed to create notes on the QuickBooks customer record.
  4. Under Message on Invoice, choose whether to send the work description, work resolution, or a custom message as the invoice message.
  5. Toggle Allow Service Provider to Post and Close (Web only) to let service providers close work orders from the web application.

Data Sync Configurations

  1. Toggle Import Projects during Data Sync to include QuickBooks projects when syncing data.

Next Steps