Overview
Work Orders (WOs) in ShopView are where all the work happens — estimates, labor, parts, notes, and communication all come together in one central record. This article provides an overview of the WO layout, the different ways you can view or access existing WOs, and a detailed breakdown of each section within the WO screen.
Finding and Viewing Work Orders
Existing Work Orders can be found on the Work Orders page.
There are four view filters that determine which WOs you’re looking at:
Estimates – shows WOs that are in an estimating stage. (no approved lines or a fully Declined WO)
Work Orders – shows active WOs currently being worked on. (Approved, In Progress, Review)
Completed – shows WOs that are finished but not yet invoiced. (Completed)
By Status – allows you to select one or multiple statuses to view, including Invoiced and Paid WOs.
You can also access WOs:
By Customer – within a customer’s profile, you can see all WOs linked to them, regardless of status.
By Asset – within the customer file, open an asset to see all WOs associated with that vehicle or piece of equipment.
Work Order Layout Overview
Once you open a WO, the screen is divided into two main sections:
Left-side cards – quick-reference information about the WO, customer, and asset.
Main body – five functional tabs for Lines, Parts, Notes, Stats, and Finance.
Left-Side Cards
Work Order Card
At the top, you’ll see the Work Order Card, which shows:
WO number
Current status
Customer credit alerts: Over Limit or Credit Hold if applicable
Date the WO was started
Total hours estimated
Pin indicator (pink if the asset is offsite, green if onsite – toggle to change)
Progress bar showing completion percentage (based on estimated vs. actual hours)
Assigned Lead Technician
Assigned Service Advisor (defaults to the user who created the WO but can be changed)
Customer Card
Displays:
Customer name
Any Pinned Notes (article)
The assigned Asset Contact and their phone number
Option to change the customer if needed (article)
Asset Card
Displays:
Year/Make/Model
Engine Type
Unit Number
Mileage (editable, may be required depending on settings) (article)
Engine Hours (editable, optional)
License Plate (editable, optional)
VIN (click to copy for quick lookup for parts sourcing or labor guides)
Any Pinned Notes (article)
Option to switch the vehicle if needed (article)
Financial Card
Displays:
Subtotals for Parts, Labor, Shop Supplies
Combined Subtotal, Tax Code, Tax Amount, and Grand Total
Blue Edit icon allows you to:
Adjust Shop Supplies manually for this WO (article)
Adjust Tax manually for this WO (article)
(These changes apply only to this WO and do not affect global or customer settings.)
Main Body Tabs
1. Lines Tab
The Lines Tab is the heart of the WO. It lists all the labor and parts associated with each job.
At the top of the tab there is a header, from left to right:
Bulk Checkbox – select all lines for bulk actions
Bulk Three-dot menu (must select atleast one line to select:
Set Line Status (article)
Delete Lines (article)
Split Work Order (article)
Expand/Collapse arrow – toggle to show or hide all line details
You can drag and drop lines when collapsed to reorder them (article).
Line Columns:
Name/Description – what the job is and why it’s being done
Actual/Estimate Time – technician time logged vs. quoted time
Parts – quantity per part
Progress – % based on actual vs. estimated time
Status – line and part statuses (e.g., Needs Approval, Approved, Requested, Auth to Order, Awaiting)
Rate – labor rate or part price
Margin – for labor (based on time), for parts (based on cost vs. sell price)
Total – (qty × rate)
At the top right:
New Line button – adds a new labor line
Three-dot menu with:
Work Order History (article)
Timesheets (article)
Delete WO (article)
Each line includes:
Checkbox (for selecting one or more lines, select lines and then select the Bulk three-dot menu)
Line Number
Expand/Collapse arrow (individual)
Line Three-dot menu with:
Request Part (article)
Add Line Note (article)
Save Line (Canned Line) (article)
Story History (article)
Edit Labor (article)
Move Labor (article)
Edit Line modal: When opening the labor portion of the line, Editable Fields:
Description (“What are you doing?” and “Why are you doing it?”)
Line Status (article)
Technicians assigned
Labor Rate (article)
Estimated and Actual times
Delete (Delete option available only if no labor or parts exist – otherwise, move them first) (article)
Save & Close after making any changes
When hovering over any Part on the line:
Inventory parts will be shown regardless of status
Vendor parts will show the quoted vendor and then also the invoice number once received.
Part Three-dot menu (when hovering) with:
Move (article)
Return (article)
Edit Part modal: For Special Order Parts when opening a Requested, Quoted, Auth To Order or Ordered Part on the line, Editable Fields:
Part number
Description
Quantity
Source (Inventory, Vendor, Found) (article)
Category (article)
Vendor, if applicable
Cost (vendor cost to you)
Core Charge, if applicable
Sell Price (what your customer pays)
Margin (the % based on the Sell Price minus the Cost)
Cancel Order is available for all of these statuses.
Save & Close after making any changes
Edit Part modal: For Special Order Parts when opening a Received Part on the line, Editable Fields:
Description
Category (article)
Hyperlink to Vendor Invoice
Sell Price (what your customer pays)
Margin (the % based on the Sell Price minus the Cost)
Return option when received.
Save & Close after making any changes
Edit Part modal: For Inventory Parts when opening a Quoted or In Stock Part on the line, Editable Fields:
Part number
Quantity
Category (article)
Sell Price (what your customer pays)
Cancel Order is available for Quoted. Return option when picked.
Save & Close after making any changes
Edit Part modal: For Inventory Parts when opening a Picked Part on the line, Editable Fields:
Quantity
Category (article)
Sell Price (what your customer pays)
Return option when picked.
Save & Close after making any changes
If you need to change any other information on an Inventory Part, you will do that in the inventory or select a different inventory part from the Part Number drop-down.
2. Parts Tab
Shows all parts from all statuses, from all sources on the WO.
Each part displays under its assigned line and includes:
Description
Part Number
Quantity
Cost
Core Charge (if any)
Sell Price
Category (article)
Vendor
Requested Date
Status
Actions (e.g., Receive, Order)
Other details:
The user initials bubble shows who added the part.
Editable fields follow the same rules as when opening the Edit Part modal.
3. Notes Tab
Where all communication and documentation for the WO lives.
You can:
New Note button: Add new WO-level or line-specific notes (article)
You can also just attach a file without adding a note by using the upload icon.
Once a Note is created:
Attach files or short videos (article)
Mark attachments as “For Customer” for emailing (article)
Each note shows:
User who added it
Related Line (if applicable)
Date and Time
Body text and attachment thumbnails
Three-dot menu: Delete, Edit, or Attach Files (article)
You can filter notes using the Sort By menu in the top-right.
4. Stats Tab
Breaks down performance, efficiency, and margin data.
Hours Breakdown:
Line Description
Tech Hours (expected)
Estimated Hours (billed)
Clocked Hours (actual)
Tech Efficiency (% of expected vs. actual)
Billing Efficiency (% of billed vs. actual)
Labor Breakdown:
Line Description
Sell Price (estimated × rate)
Cost (actual × tech’s staff rate) (article)
Margin ($ difference and %)
Parts Breakdown:
Line Description
Sell Price (total parts)
Cost (total parts)
Margin ($ and %)
Total Summary:
Combined parts + labor totals with sell, cost, and margin figures.
5. Finance Tab
This is where you finalize and invoice the WO.
At the top:
Customer PO field
Download, Email, Print buttons. These are available during all statuses but what is shown will vary depending on it is still an estimate or if the WO is complete then the invoice will show without the toggle.
Gear Icon (Invoice Settings Override) (article)
Create Invoice (enabled once WO is in Completed status)
Invoice Date field (enabled once WO is in Completed status)
Estimate/Invoice Toggle – switch views as needed
Note: toggling the estimate to an invoice does not invoice the WO, you need to click the Create Invoice button. This can be used if you need to send a final estimate to your customer for a PO before invoicing.
Finance View Layout:
Company Info (top left)
Estimate/Invoice number, issue, and due date
Bill To and Remit To sections
Vehicle details (unit, VIN, mileage, etc.)
Service Order number (no prefix)
Customer Terms, Due Date, Customer PO, Authorizer (IBS) (article)
Labor and parts breakdown with tech stories, part details, and totals
Gear icon to configure visible fields (article)
At the bottom:
Labor Subtotal
Parts Subtotal
Shop Supplies
Combined Subtotal
Tax Code, %, and Amount
Payments Applied and Remaining Balance
Customizable Disclaimer (article)
Signature fields (Name/Date)
Tax ID (from Settings) (article)
6. Payments
Once Create Invoice button has been selected the New Customer Payment modal will pop up.
For customers who have Terms (Net #) or are set to Due on Receipt
Payment Date will be populated to today (required, editable)
Payment Method will default to Charge Account (required, editable)
Reference Number (not required)
Memo (not required)
If Charge Account is selected as the payment method, the Charge Account button will be enabled in the bottom right. You can also pay an invoice for a customer with terms in this modal by changing the payment method and selecting Make Payment.
For customers who do not have terms and are set to COD.
Payment Date will be populated to today (required, editable)
Payment Method will require user input (required, editable)
Reference Number (not required)
Memo (not required)
If the customer is set to COD the Charge Account button will not be available, you will only have the option to Make Payment. You can adjust your customer payment terms at any time if required.