Commercial work order process

The work order flow, step by step

• Receive the request or purchase order from the client
• Create a work order capturing scope, site, on-site contact, and PO number
• Assign a technician and schedule the time window
• On site: record arrival, work performed, parts used, and time
• Capture a sign-off from the on-site contact
• If scope changes, raise a change order and get approval before doing the extra work
• Invoice against the work order, referencing the PO number
• Track the invoice through the client's payment terms (often net 30)

Fields every commercial work order should have

• Work order number and date
• Client company, billing contact, and PO number
• Site address and on-site contact
• Scope of work and any access or safety requirements
• Assigned technician(s) and scheduled window
• Materials and parts list
• Labor / time record
• Change orders (with approval)
• Sign-off name, signature, and date
• Payment terms

Why the PO number matters

On the commercial side, no PO often means no payment. Capture the purchase order number at the start and carry it onto the invoice. It's the thread the client's accounts-payable team uses to approve you, and missing it is one of the most common reasons commercial invoices stall.

Handle change orders before the work, not after

Scope creep is normal on commercial jobs. The mistake is doing the extra work and arguing about it on the invoice. The moment scope changes, document it, get written approval, and then proceed. Approved change orders get paid; surprises get disputed.