Nosūtīt, izpildīt un izrakstīt rēķinu par darba uzdevumu

Kad izmantot

A customer asks for work to be done at a site, or a recurring service visit comes due. Not for a pure quote with no work yet — that is sales.prepare-offer. Not for an internal purchase of goods with no field job — that is ops.purchase-approval. If the customer is new and unvetted, run sales.check-new-customer before S3.

Pirms sāc

• The rate card and travel rule are current in the work-orders module.
• The customer exists in the CRM with a billing address; a new customer needs sales.check-new-customer first.
• It is known who at the company approves spend and invoices when the owner is unreachable (named backup).

Ko izpilde pieprasa4

Ceļš10 soļi

1. S1

   Record the requestaģents

   Create the work order: customer, site, contact, description, requested date, who asked and when.

   Izdarīts, kad the work order exists with a number and status "received".

2. S2

   Scope the jobaģents

   Call or message the contact to confirm the problem, access, and whether previous work applies (check the customer's history in the work-orders module). Attach photos to the order.

   Izdarīts, kad the scope is written on the order in one paragraph the technician could act on.

3. S3

   Price itīpašnieksvajag apstiprinājumu · īpašnieks

   Apstiprinājums · S3 · īpašnieks — izpilde apstājas, līdz nosaukts cilvēks ieraksta lēmumu

   Prepare the estimate from the rate card: estimated hours, call-out, travel, parts at list. Present it to the owner; the owner approves the price or corrects it.

   Izdarīts, kad the approved price is recorded on the order and the customer has it in writing (e-mail suffices).

   ⛔ Work must not be dispatched on an unapproved price — a disputed invoice is cheaper to prevent than to win.

4. S4

   Schedule and dispatchaģents

   Assign a technician and a time window, confirm with the customer, and add the site visit to the technician's task list (bc tasks add if no calendar integration is in place).

   Izdarīts, kad the technician has the order, the address, the contact's phone number and the confirmed window.

5. S5

   Prepare parts; buy if neededaģentsvajag apstiprinājumu · īpašnieksneatgriezenisks

   Apstiprinājums · S5 · īpašnieks — izpilde apstājas, līdz nosaukts cilvēks ieraksta lēmumu

   Neatgriezenisks solis · S5 — aģents to nekad nenoslēdz viens

   List the parts the job needs from stock. Anything not in stock goes to the owner as a purchase request with supplier and price; only approved purchases are ordered.

   Izdarīts, kad the parts list on the order shows each item as in stock, ordered (with approval noted), or flagged as buy-on-site.

   ⛔ On-site retail buys above the company's petty limit need the owner's approval by message before purchase — record it on the order.

6. S6

   Execute on sitetechnician

   Do the work. Note start and end times, parts used, and photograph the state before and after.

   Izdarīts, kad the technician marks the job "done on site" with times and photos attached to the order.

7. S7

   Record actuals the same dayaģents

   Enter real hours, travel, and parts used into the order; compare against the estimate in S3. Any difference beyond the estimate gets a one-line reason.

   Izdarīts, kad actuals on the order match the technician's notes, dated the job day.

   ⛔ Actuals written three days later are the top cause of under-billing — if the technician has not reported by evening, chase the same day.

8. S8

   Approve the invoiceīpašnieksvajag apstiprinājumu · īpašnieks

   Apstiprinājums · S8 · īpašnieks — izpilde apstājas, līdz nosaukts cilvēks ieraksta lēmumu

   Prepare the invoice draft from the actuals, linked to the order. Present quote vs actuals; the owner approves, or sends it back with a correction (e.g. goodwill discount to record on the order).

   Izdarīts, kad the owner has approved the final amount.

9. S9

   Issue and send the invoiceaģents

   Issue per money.issue-invoice (correct number series, VAT as applicable — ⚠ jāpārbauda the VAT rate and e-invoice format rules for the company's country at the national tax authority site, LV: vid.gov.lv).

   Izdarīts, kad the invoice is sent and its link is on the work order.

10. S10

    Close and follow upaģents

    Set the order to "closed and billed". Anything left open (return visit, warranty item, part on back-order) becomes a new task with a due date. Payment is watched by money.chase-overdue-invoice, not by this playbook.

    Izdarīts, kad no open item on the order lacks an owner and a due date.

Pārbaudes — kā zinām, ka izdevās

• Invoice total = recorded actuals × rate card, line by line (read the invoice back against the order, not against memory).
• Every part on the invoice appears on the parts list in S5, with an approval where it was bought ad hoc.
• Photos of the work are attached to the order, dated the job day.
• The customer's written price from S3 matches the invoice unless the owner recorded a change in S8.

Ja noiet greizi

Ko atstāj katrs solis

1. S1the work order exists with a number and status "received".
2. S2the scope is written on the order in one paragraph the technician could act on.
3. S3the approved price is recorded on the order and the customer has it in writing (e-mail suffices).
4. S4the technician has the order, the address, the contact's phone number and the confirmed window.
5. S5the parts list on the order shows each item as in stock, ordered (with approval noted), or flagged as buy-on-site.
6. S6the technician marks the job "done on site" with times and photos attached to the order.
7. S7actuals on the order match the technician's notes, dated the job day.
8. S8the owner has approved the final amount.
9. S9the invoice is sent and its link is on the work order.
10. S10no open item on the order lacks an owner and a due date.

Ko saglabāt

Work order number · the S3 written price (e-mail or PDF) · purchase approvals for ad-hoc parts · technician's times and photos · invoice number and sent date · the owner's approval in S3 and S8 (who, when).

Kā šī procedūra uzlabojas

After every 20 orders ask: how long from request to dispatch, and which step delayed it? How many invoices needed an S8 correction, and why? Did any actuals differ from the technician's notes? Did any order close with an open item that had no follow-up? A new version changes the step that caused the delay or the correction, and says so in its change note.