Work orders are the heart of Wenmar Pro. They track every repair service from the moment a customer walks in until the service is completed and paid for.
How a Work Order Moves Through Your Shop
Understanding how work orders move through your shop:
pending → scheduled → checked_in → in_inspection → awaiting_authorization → in_progress → completed → invoiced → [closed/paid]
Active Work Board Statuses
These statuses appear on the Work Board:
| Status | Description | Color |
|---|---|---|
| Checked In | Vehicle at shop, ready for inspection | Blue |
| In Inspection | Being inspected, photos being taken | Violet |
| Awaiting Auth | Estimate sent, waiting approval | Amber |
| In Progress | Approved and being worked on | Wenmar Red |
| Completed | Work finished, ready for pickup | Emerald |
| Invoiced | Invoice created, awaiting payment | Slate |
Other Statuses
| Status | Description |
|---|---|
| Pending | Created but not scheduled |
| Scheduled | Has an appointment time |
| Closed | Archived, no longer active |
| Paid | Payment received |
💡 Pro Tip
Pending and scheduled work orders don’t appear on the Work Board. Use the Pending WO panel (clock icon in top bar) to see pending WOs.
What You’ll Learn
Creating Work Orders
Learn how to create new work orders, including customer lookup, vehicle entry, and service selection.
Learn about Creating Work Orders
Work Board Overview
The Work Board is your visual command center. See all active work orders organized by status in a card view.
Managing Work Order Status
Track work orders as they move through your shop. Update statuses, add notes, and keep everyone informed.
Adding Parts and Labor
Build accurate estimates by adding parts and labor to work orders. Use packages or create custom services.
Technician Assignment
Assign technicians to work orders and track who’s working on what. Manage workloads and balance your shop.
Quick Actions
Common work order tasks:
- Create new work order - Press
Ctrl+Nor click + in top bar - Find a work order - Use Global Search (
Ctrl+J) or browse Work Board - Update status - Use status buttons on the work order (the Work Board updates automatically)
- Send estimate - Click “Send Estimate” from any work order
- View history - See all activity in the Activity Log tab
Global Search Integration
Press Ctrl+J to search work orders by:
- Work order number
- Customer name
- Vehicle VIN or plate
- Status
Best Practices
- Always get approval before starting work - Protects you and sets clear expectations
- Update status promptly - Keeps the Work Board accurate for your team
- Add detailed notes - Helps with communication and future reference
- Use packages - Saves time on common services
- Review estimates before sending - Customers appreciate accuracy
Role-Based Access
| Action | Admin | Manager | Service Advisor | Technician |
|---|---|---|---|---|
| Create WO | ✅ | ✅ | ✅ | ❌ |
| Edit any WO | ✅ | ✅ | ✅ | Own only |
| Send estimates | ✅ | ✅ | ✅ | ❌ |
| Assign technicians | ✅ | ✅ | ✅ | ❌ |
| Update WO status | ✅ | ✅ | ✅ | Assigned |
| View all WOs | ✅ | ✅ | ✅ | Assigned |
| Process payments | ✅ | ✅ | ✅ | ❌ |
Common Issues
Can’t find a customer?
- Try searching by phone number (last 4 digits work)
- Check if they have a different name on file
- Create a new customer record if needed
Vehicle not showing up?
- Verify the VIN is correct
- Check if it’s associated with a different customer
- Add the vehicle manually if necessary
Estimate not sending?
- Verify customer has email or phone number
- Check that all required services have prices
- Ensure work order status is appropriate (checked_in or in_inspection)
Can’t see work orders?
- Check you’re viewing the right location
- Verify your role has access (technicians only see assigned WOs)
- Use Global Search to find specific WOs
Ready to dive deeper? Start with Creating Work Orders or jump to the Work Board Overview.