Skip to main content

Approve & Complete a Work Order

This is the office signoff after a tech submits. Status moves from waiting_approval to completed and the unit's date stamp updates. Only supervisors can do it — the button doesn't show for technicians.

Before you start​

  • The work order is in waiting_approval. From any other status the button isn't there.
  • You have the work_orders.supervise permission.
  • You've looked at what the tech submitted: items, photos, notes, signature, checklists.

Steps​

  1. Open the work order

    Select Work Orders in the top navigation bar, then select the Edit action for the work order you want to approve and complete.

  2. Review what's there

    The Status card shows Waiting Approval with the Job Done timestamp. Scroll the Items, Photos, Notes, and Checklists cards. The customer signature image (or the No signature collected (customer not present) note) sits on the Status card.

  3. Approve

    Select the green Approve & Complete button in the Status card.

  4. Clear blocking checks if any

    • Cannot complete work order: N required checklist items must be completed first. — open Checklists and tick the missing items, or send the work order back so the tech does it.
    • Optional checklist warning — tick I understand, proceed anyway in the banner, then approve again.

  5. Confirm

    The page reloads with the green Completed badge.

What happens next​

  • Status is completed. customer_signed_off_at is set to now.
  • The unit's date stamp updates based on Type:
    • installation → unit's installed_at
    • service → unit's serviced_at
    • maintenance → unit's maintained_at
    • repair, other → no unit timestamp change
  • A status history row is added with your name and timestamp.
  • The Status card now offers one next action: Mark as Billed, for when the invoice has been sent.
  • The work order is read-only for technicians from here on. Supervisors can still edit until billed.

Common situations​

SituationWhat to do
Something looks wrongSend it back. In the Status card, select Start Work Order. The work order returns to ongoing and the tech can fix it.
No customer signature, but you're fine approving anywayApprove. The Status card keeps the No signature collected note for the audit trail.
Items exceed approval limits warning is showingInformational only. You can still approve. The warning means a line quantity is above its approval_quantity_limit.

Troubleshooting​

You don't see the Approve & Complete button.

Either the work order isn't in waiting_approval, or you don't have work_orders.supervise. Check the Status badge first.

The unit's installed/serviced date didn't update.

The work order's Type is repair or other. Those types intentionally don't touch unit dates. If you wanted a date update, change the type before approving (or open the unit and set the date manually).