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A work order keeps subcontractor work visible and accountable. When you raise one in Zuper, the job link, subcontractor, scope, and cost are all in one place — giving you a clear record of what was commissioned, who is doing it, and where the work stands at every stage. Use this article to create a work order, add items, and manage it from start to finish.
Navigation: Purchasing → Purchase Orders → + New → Work Order
Plan availability: To enable this feature, contact your account administrator or email support@zuper.co.

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Before you begin

Make sure the following are in place before you create a work order:
  • The Purchase Orders module is enabled for your account.
  • The subcontractor is added under Vendors with complete contact and address details.
  • The job you want to associate with the work order exists in Zuper.

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Create a work order

Open the work order form
  1. Select the Purchasing module from the left navigation menu and choose Purchase Orders.
  2. Select + New in the top-right corner. A dropdown appears with two options.
  3. Select the work Order. The New Work Order form opens.
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Add an association The Association(s) section links the work order to an existing job. This is how Zuper connects the subcontractor’s work to your project record.
  1. In the Association(s) section at the top of the form, select + Add.
  2. Search for and select the job you want to link to this work order.
Once the job is linked, proceed to the next section to enter the primary details.
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Fill in the primary details
  1. Review the Work Order Title field. If a job is associated, this field pre-fills with the job name. If no job is associated, enter a clear, descriptive title manually.
    Associate a job before filling in other details. Zuper automatically pre-fills several fields, saving time and reducing errors.
  2. In the Select Sub Contractor field, choose the subcontractor from your vendor list. Only active vendors appear here. When you select one, their contact details and address automatically populate the right panel.
If the subcontractor has not been added to Zuper yet, you can create them directly from the side sheet. Select + Quick Create at the bottom of the vendor list, enter their details, and save. The new subcontractor becomes available to select immediately.
  1. In the Work Order Date field, enter the date the subcontractor is scheduled to perform the work.
  • If a job is associated, this field pre-fills with the job’s start date.
  • If no start date is set on the job, Zuper uses the job’s due date instead.
A work order cannot be created without associating a job.
  1. From the Work Order Slot list, select the preferred time of day — for example, Morning or Afternoon.
  2. In the Reference Number field, enter an optional internal or vendor-specific reference ID.
  3. From the Payment Term list, select the applicable payment agreement.
  4. From the Template list, select the template for the work order PDF.
Keep the selection as Choose Template to use Zuper’s built-in default format — this is the recommended option for work orders. If your organization has created a custom template, select it from the list. The Default Template option is intended for purchase orders and should not be selected for work orders.
  1. In the Remarks field, enter any internal notes relevant to this work order. These notes are visible on the work order record.
Addresses
The Service Address and Billing Address in the right panel are automatically pulled from the associated job and the selected subcontractor. Select the pencil icon next to each address to edit them.
Add WO items WO items are the services or labor tasks you are commissioning the subcontractor to perform. Add them from your existing catalog, or enter a custom item for anything not in the catalog.
  1. Scroll down to the WO Items section.
  2. Select + Add. A dropdown appears with two options:
    • Line Item — Select from your existing services.
    • Custom Line Item — Enter a one-off item that is not in your inventory.
You can select multiple items at once. Use the filters at the top of the modal to narrow results by service type, trade, or category.
If a job is associated with this work order — or if the WO was created directly from a job — services from that job carry forward automatically into the WO Items section.Services that are part of a Bundle, Section, or Item Group also appear as individual line items.
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After adding items, you can bulk-select them and remove them using the bulk action controls at the top of the section.
Viewing WO items Once added, all WO items appear in a table with the following columns:
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  • Category shows the trade or service category of the item, such as Roofing or Electrical.
  • Qty shows the quantity or number of hours for the item.
  • Unit Purchase Cost shows the rate charged by the subcontractor, per unit or per hour.
  • Total shows the line item total, calculated as Qty × Unit Purchase Cost. This column appears across all WO statuses, from Draft through Paid.
Note: The Total column shows the calculated amount for each line item. The overall WO total shown at the bottom of the table is the sum of all line item totals.
To edit or remove a line item, select the ellipsis (⋯) icon under the Actions column next to the item, then select Edit or Remove.
Complete custom fields If your organization has configured custom fields for purchase orders, those same fields apply to work orders. Scroll to the Custom Fields section and complete any field marked as required before saving.

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Right-side panel

The right-hand panel provides three additional sections to enrich the work order before you send it to the subcontractor. Measurements
Record site measurements relevant to the job. The subcontractor can view these on the portal when you choose to include them while sending. Job site photos
Attach reference photos from the job site. These give the subcontractor visual context before they begin work. You can choose whether to include them when you send the work order. Attachments
Upload supporting documents — drawings, specifications, contracts, or other files the subcontractor needs. Select + Add Attachments and choose files from your device.
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Files added in Attachments also appear in the email configuration dialog box when you send the work order. You can choose to include or remove them before sending.

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Left-side panel

Once the work order is saved, the left-side panel gives you access to four sections that support the full WO lifecycle.
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Save the work order

Once you have filled in all required details and added your WO items, you have two options:
  • Save as Draft — Saves the work order without submitting it. Use this if you need to review or complete the details later.
  • Save and Submit — Saves the work order and immediately moves it to Submitted status, ready for approval or sending workflow.
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Work order creation from job, quote, and subcontractor

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Create a work order from the Subcontractor

From the existing subcontractor details page, from the work orders tab, select ”+ Create New WO” to create a new work order.
Navigation: Subcontractors → Work Orders → + Create New WO
  1. Go to the Vendors module from the left navigation menu and select the subcontractor.
  2. Select the Work Orders tab on the subcontractor details page.
  3. Select + Create New WO in the top-right corner of the work orders list.
  4. Complete the work order form and save.
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The new work order appears in the Work Orders tab. The status summary bar at the top of the tab updates to reflect the new total.

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Create a work order from a job

Navigation: Jobs → [Job name] → Assets Associated → Work Order
  1. Go to the Jobs module from the left navigation menu and open the job.
  2. In the right-side panel, locate Purchase Orders.
  3. Select the + icon next to Purchase Orders.
  4. From the menu that appears, select Work Order.
  5. Complete the work order form and save.
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The work order is created and linked to the job. You can view it under Assets Associated on the job details page.

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Create a work order from a quote

Navigation: Quotes → [Quote name] → New → Work Order
  1. Go to the Accounting module from the left navigation menu and select Quotes.
  2. Open the quote you want to create a work order for.
  3. Select New in the top-right corner of the quote details page.
  4. From the dropdown menu, select Work Order.
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  1. Complete the work order form and save.
The work order is created and linked to the quote.

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What happens next

Once the work order is created, it enters the status workflow. You advance the work order manually at each stage from the work order detail page.
Zuper does not automatically advance the status — except when the Automatically Send PO to Vendor after Approval toggle is enabled in your Purchasing settings. When that setting is on, Zuper sends the work order to the subcontractor automatically as soon as it is approved, without requiring a manual send action.

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More actions

From the work order detail page, you can perform the following actions after creation.
Print / Share via email is not available while the work order is in Draft status. Once the WO moves past Draft, you can use this option at any point to send a copy to the subcontractor or any other recipient.

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FAQs

Only users with admin-level access can create work orders in Zuper. These users also have access to the Purchase Orders module. If you do not see the option to create a work order, contact your Zuper administrator to verify your permissions.
A purchase order is used to buy physical parts or products from a vendor. A work order is used to commission labor or specialist services from a subcontractor. Both live in the Purchase Orders module but follow different workflows.
Yes. While the work order is in Draft status, you can reopen it and update any details. Once the work order reaches Work Completed status, editing is no longer allowed.
Zuper generates work order documents as PDFs. Select the template that matches your organization’s standard format from the Template list when creating the work order.
You can add them on the spot. In the Select Sub Contractor field, select + Quick Create at the bottom of the vendor dropdown, enter their details, and save. The new subcontractor is available to select immediately.