Field Promax

Completing & Closing Work Orders

Understand the work order lifecycle from open to closed, learn how service providers mark jobs complete, and how administrators review and close work orders.

Before you start:

How to Access

Navigate to Work Orders → click on a work order to open its detail page. Use the Actions dropdown or the dedicated action buttons in the header to manage the work order status.

Work Order Lifecycle

Every work order moves through a defined set of statuses:

  1. Open — the work order has been created and may or may not be scheduled. It is available for dispatching and assignment.
  2. In Progress — a service provider has started working on the job. This status is typically set from the mobile app when the technician begins work on site.
  3. Completed — the service provider marks the work as finished from the mobile app after completing all tasks, uploading photos, and getting the customer signature if required.
  4. Closed — an administrator reviews the completed work order and closes it, typically after verifying the invoice and syncing with the accounting system.

How Service Providers Complete Work Orders

Service providers use the FieldPromax mobile app to manage their assigned work orders in the field:

  1. The service provider opens the assigned work order on their mobile device.
  2. They perform the work, complete any checklists, and upload photos as needed.
  3. They collect the customer's signature if your company requires it.
  4. They mark the work order as Complete from the mobile app.

Result: The work order status updates to completed, and the administrator is notified that the job is ready for review.

How Administrators Close Work Orders

Once a work order is completed, the administrator reviews it and takes final action:

Send to QuickBooks

  1. Open the completed work order.
  2. Click the Send to QuickBooks button in the header area, or click Actions → Send to QuickBooks.
  3. The system creates or updates the invoice in QuickBooks and marks the work order as closed.

Send to Xero

If you use Xero instead of QuickBooks, click Actions → Send to Xero to push the invoice data to your Xero account and close the work order.

Close Only

  1. Open the completed work order.
  2. Click Actions → Close Only.

Result: The work order is marked as closed without syncing to any accounting system. Use this option if you manage invoicing separately or do not use an accounting integration.

Cancelling a Work Order

If a job is no longer needed, you can cancel the work order:

  1. Open the work order.
  2. Click Actions → Cancel Order.
  3. Confirm the cancellation when prompted.

Result: The work order moves to the Cancelled list. Cancelled orders are preserved for record-keeping but are excluded from active dispatch and reporting.

Reopening a Closed or Cancelled Work Order

Administrators can reopen a closed or cancelled work order if additional work is needed. Open the work order and click Actions → Reopen Order. This returns the work order to open status so it can be rescheduled and dispatched again.

PDF Export

To generate a PDF of the work order for printing or sharing, click Actions → PDF Order. The system generates a formatted document with the work order details, line items, and totals that you can download or email.

Tip: If your service providers should be able to post work orders to QuickBooks directly from the field, enable the Allow Service Providers to Post and Close option in your company settings.

Next Steps