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BayTrack Maintenance
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Work Orders

Create, manage, and complete work orders with labor, parts, and full documentation.

Overview

Work orders are the core of BayTrack. Each work order tracks a repair or maintenance job from start to finish, including labor, parts, fees, attachments, and the standard 3Cs documentation (Complaint, Cause, Correction).

Work orders can be created manually, generated automatically from failed inspections, or triggered by preventive maintenance schedules.

Creating Work Orders

Create a new work order

  1. 1

    Navigate to Work Orders

    Click Work Orders in the sidebar, then click New Work Order.
  2. 2

    Select the asset

    Search for and select the asset (truck, trailer, equipment) this work order is for.
  3. 3

    Enter the complaint

    Describe the issue or reason for the work order. Be specific — this helps technicians understand the job.
  4. 4

    Set priority and assignment

    Choose a priority level (Low, Medium, High, Critical) and optionally assign a technician.
  5. 5

    Create the work order

    Click Create Work Order. The work order opens in "Open" status.

💡 Quick create from asset

You can also create a work order directly from an asset's detail page by clicking the New Work Order button.

Adding Labor

Labor lines track the time and cost of work performed on the job.

  1. 1

    Open the Labor section

    On the work order detail page, find the Labor section.
  2. 2

    Add a labor line

    Click Add Labor and enter:
    • Description — What work was performed
    • Hours — Time spent on this task
    • Rate — Hourly rate (defaults to shop rate)
    • Technician — Who performed the work
  3. 3

    Save the labor line

    Click Save. The labor cost is calculated and added to the work order total.

ℹī¸ Multiple labor lines

You can add multiple labor lines to a single work order. This is useful when different technicians work on the same job or when tracking different tasks separately.

Adding Parts

Parts can be added from your inventory or entered manually.

Add parts from inventory

  1. 1

    Open the Parts section

    Find the Parts section on the work order.
  2. 2

    Search for a part

    Click Add Part and search by part number, name, or description.
  3. 3

    Select and add

    Select the part from the search results. Enter the quantity needed.
  4. 4

    Confirm

    The part is added with pricing from your catalog. Inventory is decremented when the work order is completed.

Add parts manually

If a part isn't in your catalog, you can add it manually:

  • Enter the part number, description, quantity, and price
  • Manual parts don't affect inventory
  • You can optionally add the part to your catalog later

💡 Parts pricing

Part prices can be adjusted per work order. If you have customer price tiers set up (Pro feature), pricing is automatically adjusted based on the customer.

Fees and Travel

In addition to labor and parts, you can add fees and travel charges:

  • Shop Supplies — Rags, solvents, consumables
  • Disposal Fees — Oil disposal, tire disposal, etc.
  • Travel — Mileage or time for mobile service calls
  • Other Fees — Diagnostic fees, storage, etc.

Each fee has a description and amount. Fees are added to the work order total.

3Cs Documentation

The 3Cs (Complaint, Cause, Correction) are standard repair documentation:

  • Complaint — What the customer or operator reported (entered when creating the WO)
  • Cause — What was actually wrong (root cause of the issue)
  • Correction — What was done to fix it

Good 3Cs documentation creates a clear repair history for each asset and helps with warranty claims, repeat issue diagnosis, and customer communication.

Attachments

Attach photos, documents, and files to work orders:

  • Before/after photos of repairs
  • Diagnostic reports
  • Vendor invoices
  • Warranty documentation

Click Add Attachment in the Attachments section to upload files. Supported formats include images (JPG, PNG), PDFs, and common document types.

Work Order Statuses

Work orders move through statuses as work progresses:

  • Open — Work order created, not yet started
  • In Progress — Work has begun
  • On Hold — Waiting for parts, approval, or other reason
  • Completed — Work is finished
  • Invoiced — Invoice has been generated

Change the status using the dropdown at the top of the work order. When you mark a work order as Completed, you'll be prompted to update the asset's mileage/hours.

Warranty Tracking

Mark work orders as warranty work to track warranty repairs and recovery:

  1. On the work order, find the Warranty section
  2. Toggle This is warranty work
  3. Enter warranty details (vendor, claim number, etc.)

Warranty work orders are tracked separately and appear in the Warranty Recovery report (Pro feature).

Generating an Invoice

When a work order is complete and ready to bill:

  1. Ensure all labor, parts, and fees are entered
  2. Mark the work order as Completed
  3. Click Generate Invoice
  4. Review the invoice and click Issue Invoice

See the Invoicing guide for more details on invoice management.