Overview
Work orders (WOs) move through a small set of statuses from creation to completion. Use this guide to understand what each status means, who can change it, and what to do next.
Status at a glance
Status | What it means | Visible to contractors? | Who moves it | Typical next step |
Draft | WO is created but not posted. Safe to edit. | No | Staff | Post to multiple contractors or Assign to a single contractor |
Posted | WO is published. Contractors can offer, request, or claim (per WO type). | Yes (Only to those you have selected when posting) | Typically Staff, however, if the work order is an Instant Book WO it will automatically move to Dispatched when claimed by a contractor | Review offers/ requests or wait for claim |
Pending | WO is awaiting a decision or confirmation (e.g., review offers/requests). | Yes (Only to those you have selected when posting) | Staff (or system) | Dispatch/Assign or return to Posted |
Dispatched | WO is assigned to a contractor (scheduled/in progress). | Yes (contractors who were not awarded the WO will only see the WO as lost, only the winning contractor has access to updates made after dispatch) | Staff | Contractor completes work and submits invoice |
Invoicing | Contractor (or staff) submitted an invoice; pending review/approval. | Yes | Contractor or Staff | Approve, adjust, or request changes |
Done | Work and invoice approved. Operationally complete. | Yes | Staff | (Optional) Close for archiving |
Closed | Final state for reporting/archiving. No further changes expected. | Yes | Staff | — |
Canceled | WO is canceled and will not proceed. | Possibly (if posted) | Staff | — |
Note: The WO type controls how contractors interact when a job is Posted:
Allow Offers, Instant Book, Firm on Price, or Assign.
Common actions by status
Draft → Posted: Add scope, dates, price (optional), and choose WO type, then Post.
Posted → Pending (varies by type):
Allow Offers / Firm on Price: You’re reviewing offers/requests.
Instant Book: First contractor to accept is auto‑awarded (jumps to Dispatched when claimed).
Pending → Dispatched: Select a contractor and Dispatch/Assign.
Dispatched → Invoicing: Contractor submits an invoice (or staff creates on their behalf).
Invoicing → Done: Staff Approve the invoice (or request changes).
Done → Closed (optional): Close for final archive/reporting.
Any → Canceled: Cancel if the job won’t proceed.
Troubleshooting
Not getting offers/requests on Posted jobs?
Widen your category/coverage, adjust price, or switch WO type from Allow Offers to Instant Book for speed.Stuck in Pending?
Make a decision: Assign/Dispatch a contractor or update price to collect more interest.Dispatched but no activity?
Check contractor notifications and confirm schedule in the WO. Message the contractor from the WO thread.Invoicing delays?
Ask contractors to attach required photos. Staff can create or edit invoices on their behalf if needed.Done vs. Closed
Done = operationally complete (work + invoice approved). Closed = archived for record‑keeping.