Skip to content
English
  • There are no suggestions because the search field is empty.

Process Completed Work Orders: From Submission to Invoicing

Introduction

When a technician submits a work order (Verzenden), it enters Compleet status. This is where the office's work begins. This guide walks you through reviewing, processing, and invoicing completed work orders.

Step 1: Review Submitted Work Orders

Finding Compleet Work Orders

  1. Go to Work Orders section
  2. Filter by Status = Compleet
  3. You will see a list of all submitted work orders pending office processing

What to Review

Hours: Travel time and work time reasonable for job scope?

Materials: Are all used materials listed? Are quantities correct?

Photos: Do they show completed work? Are they professional quality?

Forms/Checklists: All required fields filled? Any anomalies?

Signature: Present? Clear and legible?

Step 2: Charge Materials (Doorbelasten)

What is material charging? Converting materials used into billable line items on an invoice using your configured tariffs.

How to Charge Materials

  1. Open the Compleet work order
  2. Look for Doorbelasten or Charge Materials option
  3. Review each material:
    • Quantity used
    • Unit cost (from tariff)
    • Total charge
  4. Approve or adjust individual charges as needed
  5. Click Apply Charges or Confirm

Note: Material charges are now added to the invoice as line items. They are separate from labor.

Step 3: Generate PDF (Optional)

Some companies want a PDF copy of the work order for records or customer delivery.

  1. With the work order open, look for Generate PDF option
  2. Click to create PDF - includes job details, hours, materials, photos, signature
  3. Download or email to customer (if desired)

Step 4: Export to ERP/Accounting System

If you use an accounting system (Exact, Billit, etc.), OutSmart can export the completed work order as an invoice.

How to Export

  1. Open a Compleet work order
  2. Look for Export to ERP or Send to Accounting button
  3. Review the invoice preview (customer name, labor charges, material charges, total amount)
  4. Confirm export
  5. OutSmart sends the invoice to your ERP system
  6. It appears as a new invoice in your accounting software

Step 5: Mark as Afgehandeld (Processed)

Once reviewed and charged, mark the work order as Afgehandeld to move it out of the active queue.

  1. With the work order open, click the Mark as Afgehandeld or Processed button
  2. Status changes from Compleet to Afgehandeld
  3. The work order is now ready for archival

Step 6: Archive (Optional)

To keep your active work order list clean and the system performant, archive old completed work.

  1. Go to work orders with status Afgehandeld
  2. Select one or more
  3. Click Archive
  4. Work orders move to archive (still searchable, no longer in active views)

Best Practices

  • Process daily: Do not let Compleet work orders pile up. Review them the same day they are submitted.
  • Archive regularly: Move processed work to archive weekly to keep active views clean.
  • Spot-check: Randomly review some work orders for quality — materials, hours, photo quality, form completeness.
  • Follow up: If something looks wrong, contact the technician immediately while the job is fresh in their mind.