Work Order Creation From Approved Estimate
Converting an Estimate to a Work Order (WO) in Fleet360
Once an Estimate Work Order has been approved, it can be converted into an official Work Order (WO). Until approval is granted, the Create WO button will remain unavailable.
Once the Estimate is approved, the Estimate Work Order becomes locked, preventing any further transactions or cost postings from being added.
Step-by-Step: Converting an Estimate to a Work Order
1. Ensure Estimate Approval
The estimate must be approved before it can be converted into a WO.
Once approved, the Create WO button will become active.
2. Click the "Create Work Order" Button
Upon clicking the button, a confirmation prompt will appear with the following message:
“This Estimate Work Order has been approved. Would you like to convert it into a Work Order?”
The user will have two options:
✅ Create WO – Proceeds to the Convert to WO process.
✅ Cancel – Leaves the Estimate as approved but does not convert it into a Work Order. You can then Create a Work Order Later.
Once the Work Order is created, the Estimate Work Order Status will be displayed in Blue as WO Created. For more details, refer to the Estimate Work Order Status section.
3. Work Order Number Handling
The system will check the configuration settings to determine how WO numbers are assigned:
System-Generated WO Numbers: The system will automatically assign the Estimate Number as the Work Order (WO) Number. This number is generated from the WO Master Number Counter and reserved for the Estimate.
User-Entered WO Numbers: If manual WO entry is enabled, the system will prompt the user to enter a WO number before proceeding.
4. Work Order Creation Process
Once the WO is created, Fleet360 will automatically:
✅ Generate the Work Order and transfer all Master WO details.
✅ Create all job lines from the estimate, maintaining:
VMRS codes and job details
Estimated labor times
✅ Carry over all notes and attachments from both the master estimate and individual job lines.
✅ Post parts :
Any parts in stock will be automatically posted to the WO, just as they would be when manually posting parts.
✅ Update the Estimate Record:
The WO number will be recorded on the original Estimate Work Order for tracking.
The Estimate Work Order will be changed to Read-Only mode.
✅ Set Work Order Status:
The WO status will default to the system’s standard WO opening status (e.g., "Open").
Post Labor to the Work Order
After the Work Order is created from the Estimate, you must manually post labor, as labor details do not automatically carry over from the Estimate. See Posting Labor in the Posting Parts & Labor Section
Final Result:
The Estimate created Work Order will function exactly like a standard WO, carrying over all relevant details from the estimate while maintaining accurate part tracking, and documentation. Refer to the Work Orders Table of Contents section for detailed instructions.