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Work Orders

Work orders are specific tasks or jobs for a client that are then assigned to an employee to complete. They can originate either from external client requests or as follow-ups to internal actions, including installations and maintenance.

Usually, work orders include several pieces of crucial information necessary for field technicians to execute their tasks. These can include detailed instructions, forms, dates and times, cost estimates, location information, and information about the employee assigned to the work order.

Work orders go mobile

Work order mobile apps have transformed the ease and intuitiveness with which dispatchers and technicians can interact with these documents. 

Historically, field technicians have physically carried paper work orders with them; if the work order contained errors or was missing information, it required a trip back to the office to update accordingly. Paper work orders completed by technicians in the field are also prone to being forgotten, lost, and filled out incorrectly or with illegible handwriting.

Mobile work orders, however, eliminate much of these hazards by always allowing technicians to access their organization's most up-to-date documents and information through their mobile device. 

With an enterprise-grade mobile forms solution, administrators can build customized work orders templates in various different file formats including HTML, PDF, Excel, and Word. Formatting guidelines within these templates can ensure control over elements of the document's look and feel including page size, page breaks, page and section headings, fonts, image arrangement, table layouts, and date/time formats.

Additionally, with available integrations, admins or dispatchers can pre-fill certain sections or provide specific instructions, and submitted forms are automatically uploaded to the cloud or back-office systems (combined with automated notifications to the right stakeholders at the right time, if required).

Mobile work orders in the field

Most industries and business verticals utilize work orders of one form or another. HVAC field technicians, for example, typically complete dozens of work orders per week – putting immense pressure on these companies to increase efficiency and productivity in the field through a non-paper-based solution. Mobile apps like ProntoForms provide several opportunities for HVAC firms to increase efficiency, including:

  • The ability to quickly create your own form from scratch using an intuitive, drag-and-drop form builder. Alternatively, organizations can choose from more than 220 easily customizable form templates, including HVAC work order templates, HVAC equipment delivery requests, mileage trackers, clock in/out forms, and others.

  • The ability to capture rich data such as signatures, on-site photos of faulty machinery (with the ability to augment or edit photos), GPS and time stamps, and even audio recordings of machinery in action.

  • The ability to instantly dispatch the most up-to-date form to field technicians in real time. Technicians can then instantly return completed forms via their mobile device, which are then uploaded to the cloud or back-office software systems, eliminating time-consuming and tedious data entry.



Construction work order templates are similar in that organizations have traditionally had to spend hours designing, printing, and distributing them across the organization – only to have to repeat this process whenever an update is required. But a mobile work orders app provides construction companies with a rich library of work order formats, along with the ability to work offline in remote locations – always a possibility on construction sites.