A BuildFlox work order is the operational record for approved work. It keeps the copied scope, crew, schedule, checklist, site evidence, activity, and billing context together from dispatch through completion.
Find Work Orders in My Work
Open My Work or Work Orders to see the jobs available to you. Use the filters to focus the list:
Each card shows the status, schedule, customer or site address, and checklist progress. From the card you can view details, open the checklist, start or resume eligible work, complete it, or open directions.
Assigned workers see their own work. Managers with work-order access can see the broader operational queue, including unassigned jobs.
Create a Work Order from an Approved Proposal
Open an Approved proposal and select Create Work Order. BuildFlox creates the connected work order in Ready status and marks the proposal Converted.
The selected proposal sections and line items carry forward with the project, customer, relevant notes, and schedule context. One approved proposal can be converted only once.
If Create Work Order is missing, confirm that the proposal is Approved, has not already been converted, and that you can manage work orders.
Use the Work Order Detail
The header shows the title, work order number, customer, status, and the next available action. Five tabs organize the full job record:
Use the PDF action to produce a work-order report. Before generating it, choose whether to include pricing, checklist, notes, photos, and signatures.
Review the Scope Before Dispatch
Open Scope and confirm the project, customer, scheduled time, copied sections, line-item descriptions, quantities, and units. Expand each section to see its work items.
Customer notes provide relevant communicated context. Internal instructions give the crew operational direction. The work order preserves the approved handoff instead of asking the field team to interpret the original proposal.
Assign the Crew
Open Crew and select Assign, or use the dedicated Assign Crew screen to search active members and filter them by Admin, Accounting, or Worker role.
- Select one or more eligible team members.
- Choose Assign Crew to save the assignments.
- Return to Crew to confirm who is responsible.
- Use Remove Assignment when someone should no longer receive the job.
Only active, eligible members can be assigned. Assignment changes refresh My Work and Schedule so the affected team sees the current plan.
Schedule Work and Open Directions
Authorized users can schedule or reschedule a work order from the company Schedule. The scheduled start appears in Scope and helps place the job in Today or Upcoming views.
Schedule
Set the work date and time so office and field views share the same operational plan.
Directions
If the work order has an address, select Directions to open the location in Google Maps.
Schedule visibility follows the user’s role: managers can coordinate company work, while field workers receive assignment-relevant jobs.
Build and Use the Checklist
Managers can add operational tasks manually or organize tasks into sections. For each task, decide whether it is required, needs photo evidence, or allows a worker note.
A checklist template can standardize recurring job types. Copy the appropriate structure into the work order, then adjust it for the actual site before work begins.
A work order cannot be completed while a required task is unfinished or a photo-required task has no linked photo.
Generate an Editable Checklist with AI
When AI checklist generation is enabled for your company and role, BuildFlox can suggest tasks from the trusted work-order title, instructions, sections, and line items.
- Select the AI checklist option and wait for the preview.
- Review every suggested task and its operational requirements.
- Select only the useful tasks and edit them as needed.
- Save the reviewed selection into the work order.
Generation creates a preview only; it does not silently write tasks. Availability depends on the company plan, AI configuration, and the AI checklist permission.
Start, Pause, and Resume Work
The work-order header and My Work card expose the next permitted action. A typical execution path is:
- Select Start when field work begins
- Select Pause when work temporarily stops
- Select Resume to return a paused order to In progress
- Use Final Verification before marking the work Completed
Status changes are validated and recorded by BuildFlox. The buttons shown depend on current status, assignment, and permissions.
Complete Tasks and Add Evidence
In Checklist, select a task when it is done. Progress updates immediately, and any remaining required tasks stay visible.
Add Note appears only when the task allows worker notes. Add Photo opens Photos & Files with that checklist task selected, keeping evidence attached to the requirement it proves.
If an update fails, BuildFlox restores the prior checkbox state and offers a retry so the field view does not falsely show unsaved completion.
Keep Photos and Files with the Job
Use Photos & Files to upload site images and supporting documents. Switch between Photos and Files, and use the checklist-task context when the upload is evidence for a particular requirement.
Attachments are stored privately and loaded through authorized access. Users who can manage files may upload or delete; view-only users can review the available record.
Complete the Work Order
Select Complete to open Final Verification. Review the checklist status, photo evidence, assigned crew count, and add optional final site observations.
BuildFlox validates completion on the server, records the actor and time, updates status and activity, and prevents duplicate completion. After success, you can view the work order, project, or return to My Work.
Invoice Completed Work
Users with financial access see Billing in Scope, including the contract total, invoiced amount, remaining amount, and any proposal payment stages.
Scheduled billing
Create the next available milestone invoice for its planned amount.
Progress billing
Enter an invoice amount up to the remaining billable value.
After completion, BuildFlox may offer Create Invoice, Create Next Invoice, View Outstanding Invoice, or Record Payment based on the billing state and your permissions. A fully invoiced work order is clearly identified.
Review Work Order History
Open History to follow the operational timeline. Events include a title, description, actor, timestamp, related record, and relevant metadata.
Use the history when checking who changed status, updated assignments, completed checklist work, added evidence, or finished the job. The timeline gives office staff and field teams one traceable record of what happened.
Work Order Permissions
Access is divided across operational and financial responsibilities:
- View work orders and assigned work
- Manage status, crew, and checklist structure
- Complete eligible work orders
- View or manage schedules
- View or manage files
- Create invoices or record payments
Assigned workers can act only on eligible assigned work. Accounting access may be read-only for operational checklists. If an action is absent, check the user’s assignment, role permission, company plan, and current work-order status.