Work Order Tracker

User Guide & Documentation

Navigation & Filtering

Client Tabs: Filter the list by clicking client names at the top.
Today / 3 Days: Quick filters below the header to see recent job creation.
Show Closed/Cancelled: Reveal completed or cancelled jobs (hidden by default).
Stats: Click the pie chart icon to see a progress overview.

Gmail & AI Automation

Gmail Dashboard: Access it via the red Google icon to see incoming job requests.
AI Extraction: The system automatically reads emails and PDFs to extract Site Addresses, Job Codes, and Contact Names.
Importing: One-click import pre-fills the new order form with all AI-extracted data.
Sequential POs: Clients like Aspen and DND automatically get the next available PO number suggested.

Managing Work Orders

Inline Editing: Click and type in most table cells to auto-save changes instantly.
WhatsApp Dispatches: Selecting a user enables the WhatsApp button to send job details to workers.
Invoice Status: Tracks the lifecycle of a job's billing (Drafted, Sent, Paid).
Xero Previews: Clicking "Generate Xero" now shows a full preview of the description and contact details before creating the draft.
Bulk Invoicing: Select multiple jobs (checkboxes) to create a grouped invoice.
- Only Completed or Closed jobs can be selected.
- Review all itemized descriptions in the preview modal.
- Set a Custom Global Reference (e.g., "Monthly Maintenance") for the entire batch.
Automatic Sync: If an invoice is Paid, Voided, or Deleted in Xero, the tracker updates automatically via webhooks.

Google Sheets Sync

Auto-Sync: Every table edit is pushed to the client's sheet in real-time.
Full Refresh: Use "Sync Database to Google Sheet" in Client Details to rebuild a client's entire sheet.

Tip: Use the History option in the action menu to see who changed what and when.

ID	Task/Job	Project/Location/Site Details	Remarks	Files	Action
2436	Install new socket in hallway - Burning smell from shower		invoice sent	0	Row Color Edit Order
2437	Replace Tap & Extractor Fan		invoice sent	0	Row Color Edit Order
2438	Downstairs lighting Mains switch tripping		invoice sent	0	Row Color Edit Order
2439	Replace Heater/Smoke Alarm Bedroom		invoice sent	0	Row Color Edit Order
2440	Install Extraction Hood in Kit	COMPLETED	invoice sent	0	Row Color Edit Order
2441	Water heater in bath not working		invoice sent	0	Row Color Edit Order
2442	Previous leak & quote for works filling in holes, flooring & painting		price sent	0	Row Color Edit Order
2443	Damp issue in bedroom - will send pics		price sent	0	Row Color Edit Order
2444	Extractor fan not working / possible issue with power going to it	WED	no invoice , tenant fixed	0	Row Color Edit Order
2445	Quote for fixing roof as pics above - We don’t manage this one but the branches that damaged it came from the house we do manage garden landlord covering costs		price sent	0	Row Color Edit Order
2446	look at socket hanging off the wall	WAITING FOR REPLY	invoice sent	0	Row Color Edit Order
2447	Fix leaks coming in through velux window Will send pics from tenant		invoice sent	0	Row Color Edit Order
2448	new heater	eoin electrician	invoice sent	0	Row Color Edit Order
2449	Collect keys from the shop next door to Hopkins ward please			0	Row Color Edit Order
2450	Water coming through socket			0	Row Color Edit Order
2451	Shower leaking water is making its way into the living room floor.Find out where the water escaping & seal everything up			0	Row Color Edit Order
2452	Repairs to roof		invoice sent	0	Row Color Edit Order
2453	Water is escaping from around the shower. Can we run a test to see where and seal everything			0	Row Color Edit Order
2454	Kitchen counter Price		price sent	0	Row Color Edit Order
2455	Sink in kitchen is leaking		invoice sent	0	Row Color Edit Order
2456	Toilet bowl is loose and needs secured		invoice sent	0	Row Color Edit Order
2457	Curtain pole to be refitted, fix blind if possible and readjust shower door		invoice sent	0	Row Color Edit Order
2458	Issue Shower won't turn on & switch on board won't stay up			0	Row Color Edit Order
2459	I think the crack in the ceiling is the shower. The crack is becoming more visible after every shower			0	Row Color Edit Order
2460	The sink is not draining properly - it gurgles back up dirty water when it is windy or dishwasher is running		invoice sent	0	Row Color Edit Order
3066	Water is escaping from around the shower. Can we run a test to see where and seal everything up as well as possible. He also wants to re grout the places where needed on floor and surround. Lastly, there is a button which is supposed to engage the jets in the bath which is not working – can we also get the lads to see if this can be fixed?	Apartment 709, Beacon One, Beacon Court, Dublin 18, D18 HY76		0	Row Color Edit Order
3079	Inspect leak on rad - will send video now	12 Church Gardens, Dublin 6, D06 A7K2		0	Row Color Edit Order
3081	Price to cut trees in rear garden at 12 Maple Road David done repair works in neighbours garden (fixed garden shed roof) and we trying to get trees cut down to prevent this happening again	12 Maple Road, Dublin 14, D14 F2W9	price ?	0	Row Color Edit Order
3115	Potential leak from attic	24 Hermitage Grove, Rathfarnham, Dublin 16, D16 TR66		0	Row Color Edit Order
3126	Rads upstairs aren’t heating properly	2 kindlewood, firecastle lane, Kildare		0	Row Color Edit Order
3127	Replace shower, Replace ext fan, Fit new socket Replace shower Replace ext fan Fit new socket Vacant property so let me know when you are going down and I can organise keys	8 Academy Court, Academy Street, Kildare, R51 KX29	socket not done	0	Row Color Edit Order
3138	Assist in finding the root cause of the fuse that trips every time the water heater is turned on.	Apt 1, 7a Oakley road		0	Row Color Edit Order
3303	Urgent! Living Ceiling Leaking If you have any questions, please contact us at info@energyretrofitireland.ie or your contact in the management department.	21 O'Connell Avenue, Dublin 7, D07 X3X0			Row Color Edit Order
3305	We have a problem with a house in 63 Donore Avenue, Dublin 8. Large damp stains have appeared in the upstairs bedroom ceiling, photos below.	63 Donore Avenue, Dublin 8, D08 E1W1			Row Color Edit Order
3346	Urgent! Living Ceiling Leaking If you have any questions, please contact us at info@energyretrofitireland.ie or your contact in the management department.	21 O'Connell Avenue, Dublin 7, D07 X3X0			Row Color Edit Order
3347	The tenant has contacted us to say that they woke up in the middle of the night with water dripping on their head.	12 Maple Road, Dublin 14, D14 F2W9		0	Row Color Edit Order
3348	"The front wall in kitchen that over looks front garden has a problem. I think due to the weather the paint has buckled and bubbled up, and one of the leaks is leaking some brown water. "	53 the rise , mount merrion a94w5k0	send price des	0	Row Color Edit Order
3349	Leak Above Sliding Door To Front Of Apt	30 Gleann Na Rí, Valley Avenue, Druid Valley, Dublin 18, D18 K58N	send price des	0	Row Color Edit Order
3429	The tenant in the above property has an issue with his toilet flush , it was the preexisting issue that was fixed before. He has also reported that the window in the bedroom has a slight gap and is not sealed correctly.	Apartment 189, Skellig Michael, Custom House Harbour Apartments, I.F.S.C., Dublin 1, D01 FE04		0	Row Color Edit Order
3433	Change lock on front door as per pics i sent to David	41 Block C1, Bow Bridge Place, Irwin Street, Dublin 8, D08 VX65		0	Row Color Edit Order
3457	Please fix gutters to the rear	32 Millbridge Way, Naas, Co. Kildare, W91 CD6C		0	Row Color Edit Order
3520	Urgent! Large Leak On Roof There is a large leak in our roof which is dripping on our TV. This is causing damage to the ceilin	4 Hamilton House, Wellington Lane, Dublin 4, County Dublin, D04 E5Y2		0	Row Color Edit Order
3532	loose tiles beside bath panel	Apartment 113, MILLTOWN HALL, Milltown Avenue, Mount Saint Annes, Dublin 6, D06 AX28		0	Row Color Edit Order
3540	QUOTE PLEASE - Replace electric storage heaters in living room with new more efficient electric heaters. - Replace the wardrobe doors in both bedrooms with white timber doors. property is vacant ands please collect keys from hopkins ward	30 Gleann Na Rí, Valley Avenue, Druid Valley, Dublin 18, D18 K58N		0	Row Color Edit Order
3541	- The bathroom in the main bathroom - upper wall in the seems to have damp and it`s making the paint peel - electric gates at front of house seems to have an issue opening and closing properly	Belmont Farm, Walshestown, Newbridge, Co. Kildare, W12 WR85		0	Row Color Edit Order
3681	Leak in from roof.. quote needed.	Flat 3, 236 Clonliffe Road, Drumcondra, Dublin 3, County Dublin, D03 X398		0	Row Color Edit Order

Work Order Tracker

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User Guide & Documentation

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Gmail & AI Automation

Managing Work Orders

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Callout List

Main App

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