A work order brings together the details of work for one customer. It may originate from a phone call, email, maintenance agreement, accepted quote or on-call alert. One work order can include several visits.
Create a work order
Open Field service → Work orders and choose New work order. Start with a customer, work type and title. If you do not select a site, Kelomo uses the customer’s address.
The work type provides defaults for settings such as billing mode, urgency, duration and service commitments. Check these when creating the order. Later changes to the work type do not change existing orders.
Schedule visits and record hours
Assign a technician and a time in Dispatch. If the job needs another visit, for example because a spare part is missing, add it to the same work order. See Schedule visits.
Record hours through Kelomo’s regular time tracking. Entries made for the correct job during the visit are linked to it, so you do not need to record the same hours separately for field service.
Time confirmation and billability determine which hours are ready for invoicing. Marking a visit as done does not confirm the time entries.
Create a work report
A work report brings together the work completed during a visit, measurements, photos and parts used. Check the details and ask the customer to sign. If no signature is available, record the reason.
Saved reports are locked. Corrections create a new version and preserve the earlier content. You can email the report to the customer. For the mobile steps, see Your visits.
Refrigeration maintenance records
The F-gas work report includes fields for details such as refrigerant type and quantity, amounts added and recovered, the recycling or reclamation facility, inspections and recovery on decommissioning.
The operator’s licence number comes from field-service settings and the technician’s qualification number from their qualification details. Check the prefilled values and complete the records required for the work performed.
A report template alone does not guarantee that all documentation requirements for a site are met. The scope, required records and retention requirements are set out in section 10 of Finnish Decree 1063/2025 (Finlex, in Finnish). Also agree with the customer how the report will be delivered and added to their maintenance records.
Add parts and other charges
Work orders can include parts, labour, travel and other charges. Select parts from the item register in the mobile app, or add them in the work order’s Lines tab in the web app.
There are four pricing modes:
- Time and materials: billable hours and lines determine the invoice amount.
- Fixed price: the customer pays the agreed amount. Still record actual hours and costs so the job’s margin can be calculated.
- Covered by the maintenance agreement: the maintenance agreement fee covers the work. Work and lines outside the agreement can be billed separately.
- Not billed: the work order produces nothing to invoice.
Review the billing data
Mark the work order as done when the work is complete. Fixed-price work must be released separately for billing. Hours and other lines become billable once their confirmation and billing conditions are met.
Select the work order’s billable entries in billing and check the resulting invoice draft. You can add to the draft before issuing it. Hours that become ready for billing after the invoice has been issued need a later invoice.