This guide walks you through every stage of a HeyPros work order—from Draft to Done—including what each status means, what you (staff) can do at that stage, what your subcontractors see, and how to move a work order forward. We also cover Canceled and Closed.
Status Flow
Draft → Posted → Pending → Dispatched → Invoicing → Done → (optionally) Closed
Manual branch: Canceled (can be re‑used/reopened), and Closed (read‑only, permanent).
Before you start (required + recommended)
Pricing model (required): choose Allow Offers, Instant Book, Firm on Price, or Assign.
Category (required): determines which contractors can receive the work.
Dates (required to Post): can be a range; if dates are TBD, keep as Draft or post with a broad range and note “TBD” in the title/scope.
Scope & attachments (recommended): detailed description, photos/documents.
Checklist(s) (recommended): tasks your contractor must complete; can require photos/videos and can gate job completion.
CompanyCam (optional): link a project to sync photos shared in the work order chat.
Address privacy: When using Allow Offers, Instant Book, or Firm on Price, HeyPros hides the street address until a contractor wins the job. With Assign, the address is visible immediately.
Pricing models (quick refresher)
Allow Offers – Bidding. (Optional) set Starting Price and/or a hidden Limit Price (offers above the limit are auto‑rejected). You pick the winner.
Instant Book – Fixed price, first to accept gets the job automatically.
Firm on Price – Fixed price; multiple contractors can raise their hand and you choose who gets it.
Assign – Direct dispatch to one contractor (or your in‑house labor created as contractor users). No acceptance/bidding required. You may leave price blank and add it later via Change Price.
Status by status
1) Draft
What it means
Created manually (➕) or via an integration (CRM/Zapier). Visible only to staff. Not shared with contractors.
Staff can
Finish setup: pick a pricing model, dates, category, scope, checklist(s), and attachments.
Link CompanyCam.
Save Draft, Duplicate, or Delete.
Move forward
Click Continue to add staff access and choose contractors (or directly Assign). Posting requires dates.
2) Posted
What it means
Work order is live to your selected contractors but no interaction yet (no offers/accepts).
Staff can
Edit details (pencil) and Remove Listing if needed.
Add/remove staff via Manage Access.
Message selected contractors.
Add labels (e.g., Behind Schedule, Commercial).
Contractors see
High‑level job info (address area only; street hidden until awarded), scope of work, any attached files, and your price model.
Move forward
Allow Offers: wait for offers → moves to Pending when at least one offer arrives.
Instant Book: first accept auto‑awards → goes straight to Dispatched.
Firm on Price: first “I’ll take it” moves to Pending for your selection.
Assign doesn’t use Posted (goes straight to Dispatched).
3) Pending
What it means
You have at least one offer/hand‑raise to review.
Staff can
Review offers (and counter/decline if applicable).
Award the work order to a contractor.
Continue messaging for clarifications.
Contractors see
Their own offer status (no visibility into others).
Move forward
Award the work → Dispatched.
4) Dispatched
What it means
The job has been awarded to one contractor (or Assigned directly). Street address is revealed to the winner. This is the active working stage.
Staff can
Change Price (plus or minus). You may Send request for contractor approval or Auto‑approve to push it through.
Change Schedule (new dates). You may Send request or Force change.
Review/modify Checklist(s) (add steps or require file uploads).
Manage Access (add/remove staff users).
Message in the work order thread (photos, videos supported; all time-stamped).
Duplicate the work order for similar jobs.
Cancel if the job won’t proceed.
Contractor can
View full scope, address, dates, and checklist(s).
Upload files and mark checklist items complete (if required).
Communicate via the work order messenger.
Submit invoice when done (full or partial).
Checklist gating: If a checklist requires files and/or completion before invoicing, the contractor cannot submit an invoice (and you cannot submit on their behalf) until required checklist items are complete.
Move forward
Contractor (or staff on contractor’s behalf) submits an invoice → Invoicing.
5) Invoicing
What it means
Contractor has marked the job complete and submitted an invoice (or staff did it on their behalf). You’re reviewing completion and price.
Staff can
Open the invoice, review line items (base price + all Change Price entries).
Approve the invoice → moves to Done and generates the invoice PDF.
Reject the invoice with a note → returns the job to Dispatched for corrections.
(Optional) Send PDFs to your accounting email set in Settings → General → Invoices Email.
Rate the contractor on Quality / Time / Communication after approval.
Contractor can
See approval or rejection notes and respond with fixes.
Move forward
Approve the invoice → Done.
6) Done
What it means
Work completed and invoice approved. Operationally complete from HeyPros’ perspective.
Staff next steps
Pay the contractor in your accounting system (e.g., QuickBooks, Gusto) per your process or via your Zapier workflow.
Optionally add internal notes and labels for reporting.
Optionally finalize
If all punch‑list items are resolved, invoices handled, and no go‑backs are expected, you can Close (see below).
Special statuses
Canceled (manual)
Use Cancel when the job will not proceed (customer canceled, scope moved out, etc.). Canceled work orders remain editable (e.g., you can Duplicate, message, re‑date, and re‑post later). Canceled is not permanent; it’s a way to park jobs that are off.
Closed (permanent, read‑only)
Closed is the only permanent state. It locks editing and messaging. Close work orders only when:
Work is fully complete,
Invoices are approved and archived, and
There is no chance of a return trip or dispute.
If in doubt, leave it in Done. You cannot “un‑close.”
Common actions & where they fit
Change Price (Dispatched → Invoicing): Add or deduct money (scope change, back charge). Choose Send request or Auto‑approve.
Change Schedule (Posted/Pending/Dispatched): Propose or force new dates.
Manage Access (all stages): Add/remove staff visibility.
Labels (all stages): Quick visual tags (e.g., “Commercial,” “Behind Schedule”).
Duplicate (Draft/Posted/Dispatched): Clone a work order for recurring or similar jobs.
Remove Listing (Posted): Hide from contractor lists without deleting.
Views you’ll use while managing lifecycle
List view: Full table with filters (by status, category, contractor).
Calendar view: See work orders on a date grid; open a job to change schedule (drag‑and‑drop disabled to prevent mistakes).
Workflow board: Custom columns you define (e.g., by sub, by project, by internal stage). Cards only move when you drag them—great for team standups and WIP control.
FAQs
Do I need dates to post?
Yes. Either keep as Draft or post with a date range and “TBD” in the title/scope.
Can I dispatch without a price?
Yes. You can dispatch with no price and add it later with Change Price.
Who can submit invoices?
Contractors can submit their own; staff can submit on their behalf from the work order (View Invoice → Create), subject to checklist gating.
Why can’t I assign a contractor?
Look for the yellow warning icon. They may be non‑compliant (expired docs) or not eligible for the state/category. Fix under Users → Edit User → Compliance & Authorization.
Will contractors see the street address before award?
Only if you Assign. In Allow Offers, Instant Book, and Firm on Price, the street address is hidden until awarded.
Best practices
Use Allow Offers with a hidden Limit Price to protect margin while allowing upside.
Add checklists to standardize deliverables and unlock clean invoicing.
Keep job communication in the work order messenger (time‑stamped, searchable).
Use labels for at‑a‑glance triage (e.g., “Warranty,” “Punch List,” “Urgent”).
Close only when everything is 100% settled; otherwise keep in Done.
With this lifecycle in mind, you’ll always know where a job stands, what to do next, and how to move it along in HeyPros.