Letting agents and property managers send their jobs over as a PDF work order: the address, the tenant, what's wrong and their own order number. Instead of typing all that in again, you upload the PDF to Work Orders and Mucka reads it for you.
Switch it on
Work Orders is a skill. Go to Mucka Skills, find Work Orders and tap Install. A Work Orders page appears in the menu down the left. On your phone, open the menu and tap Work Orders.
Owners and managers can upload and book in work orders. Engineers can look at them but not change them.
Upload the work order
Save the PDF the agent sent you somewhere you can find it, then:
- On a computer: drag it onto the box at the top of the page that says Drop a work order PDF here or click to browse, or click the box and pick the file.
- On your phone: tap Upload Work Order PDF and pick the file. With the new look switched on, tap + and then Upload a work order PDF.
It has to be a PDF. Give it a few seconds while it says Extracting work order details.
Got a work order with no PDF, say one read out over the phone? Use Add New Work Order (New Work Order on a phone, or Type one in) and fill it in yourself.
What Mucka reads out of it
Mucka picks out whatever it can find, wherever it is on the page:
- the agent's order number
- the priority (emergency, urgent, routine or planned) and the due date
- the full work description, word for word
- the property address, postcode and development or block name
- the tenant's name and phone number, even when they're buried in the description
- who sent it: the company, the person's name and their email
The work order opens straight away so you can check it. If Mucka got something wrong or missed it, fix it there and tap Save Changes. You can also pick the Job Type here. Leave it and Mucka picks one of your job types from the description when you create the job.
Link the client
The agent is the client. They're the one you'll invoice.
Mucka looks for a client whose name matches the company on the work order and links them if it finds one. If it doesn't:
- Under Possible matches, tap Link beside the right client.
- Or tap Create "…" as client to add the agent as a new commercial client, with their email and contact name already in.
- Or tap Edit and pick the client yourself.
If you use the Multi-site clients skill, Mucka also tries to match the address to one of that agent's properties. Check the Linked property. If the address isn't one of theirs yet, tap Save the address as a property.
Turn it into a job
Tap Create Job. It stays greyed out until a client is linked.
Mucka books the job on the diary for the due date, or for today if the work order didn't have one, and opens it for you. The job has:
- the agent's work description, which is what prints on the engineer's job sheet
- the property address and the tenant's name and number in the job's notes, which stay inside Mucka
- the agent's order number in the job's PO number box
No engineer is put on it. Open the job, pick the engineer and the time, and you're booked in. See Schedule a job.
The order number on the invoice
When you raise the invoice from the job, the order number is already in its PO number box, so you never type it twice. Agents' accounts teams won't usually pay an invoice that doesn't quote their number.
It only prints on the invoice if PO numbers is switched on in Settings → Business → Paperwork. Full details: Put a PO number on a job or an invoice.
When the work is done
Open the work order again and tap Complete & Fill (Complete and fill on a phone with the new look). Mucka writes up the completion details from the job: a short summary of the work, the materials used, and whether a follow-up visit is needed and why. They show under Completion on the work order, dated the day the job finished, or today if the job has no finish time.
Read them before you use them. Mucka writes them from what's on the job, so the more your engineer puts in the job notes, the better they are.
Mucka keeps these on the work order. It doesn't send them to the agent or fill in the agent's own form, so copy them into your reply or the agent's portal when you report back.
Finding a work order
The list shows each work order's client, order number, due date and where it's up to:
- Pending: uploaded, no job yet.
- In Progress: the job has been created.
- Completed: you've filled in the completion details.
Filter by status, or search by order number, agent or address. To look at what the agent actually sent, open the work order and tap Original PDF.
Deleting one
Uploaded the same PDF twice? Open the spare one, tap Edit, then the bin. The job it created, if any, isn't deleted with it.