When a renter damages equipment, you can now create a work order to repair it and bill the cost back to them — without that repair distorting your internal fleet service-cost data.
Key benefits of this feature:
- Customer and equipment information carries over automatically from the rental order — no re-entry required
- The work order and rental order both reference each other, giving you full traceability between the damage, the repair, and the rental it came from
- Because it uses a dedicated Customer Damage work order type, the resulting invoice is kept out of the Products Report's service-cost figures — keeping your maintenance cost reporting clean
Rental Order:
To create a work order starting from a rental order, use the following steps:
1. Navigate to Orders > Orders and open the rental order associated with the damaged equipment.
2. Scroll down to the References section on the right side of the order page and click Create Work Order.
3. In the Create Work Order modal, choose the damaged equipment from the dropdown list. Under Billing, leave the box checked to bill the customer for the cost of repair. Uncheck the box to keep the billing internal. Click Continue.
4. Fill out the relevant information in the Create Work Order page:
- Equipment Ownership: Keep this set to Internal Equipment
- Bill to a Customer: This box will remember your selection from the previous page
- Customer: If you chose to bill the damage to the customer, this will autofill with the appropriate customer information
- Equipment & Unit: These will autofill from the customer order–confirm information is correct
- Unit Status: Select either Hard Down or Soft Down
- Work Start: Enter the date work begins
5. Under Parts & Services, click the Add button to add relevant parts, services, and/or custom line items.
6. Optional: fill in any additional details on the right side of the work order including Mechanic, Work Type, and the new Reason for Service field–used to note the cause of the damage–which will display on the work order.
7. Once all details are filled in, click Create.
Once the work order is created, the two records are linked for full traceability. On both the rental order and work order pages, you can see the References section to view the related order:
Work Order:
To bill a customer starting from a work order, use the following steps:
1. Navigate to Service & Repair > Work Orders and click Create Work Order:
2. When entering details for the work order, check the Bill to Customer box and search for the customer in the search bar below:
Follow the same steps as above to enter appropriate work order details.
3. Once the work order has been created, Click Add a Reference button in the References section of the work order page:
Select either Order or Work Order in the pop-up window, enter the order number in the search bar below, and click Link Record:
The orders are now linked.
Remove a Reference:
If a reference was linked to the wrong order, it’s easy to unlink the records. In the References section, click the three dots on the right and click Remove Reference: