After all your dedication and attention to detail while submitting requests for available work, you may start getting assigned to work! π°
Understanding each step of the work order lifecycle can help you not only navigate the platform but utilize features more effectively, which can help you avoid friction and confusion while getting and completing work.
Step 1: Review Again π
As you know, the work order should contain all the necessary information and instructions needed to arrive at the correct time and complete the scope effectively. Even if you already reviewed everything before your request, you may want to look it over again - especially the section called "Confidential Information" - which was hidden before assignment.
Where to Look π
Should outline the scope of work, instructions, required deliverables, necessary equipment, qualifications, as well as general buyer expectations. Reading this a\\\ before arrival can help providers plan ahead to meet all the requirements.
Can help providers assess travel distance, start time and possible duration of the assignment. These details help enable on-time arrival and more effective time management.
It's essential to know that there are 3 types of work order schedule, and they all have slightly different criteria for what is considered On Time:
Hard Start: A specific, buyer-defined day and start time. Check-ins that occur between 30 minutes before and 15 minutes after the hard start time are marked as On Time.
Arrival Window: A buyer-defined range of hours and days during which a check-in is marked as On Time. Check-ins any time outside of the designated arrival window (even 1 minute) are marked as either Late or Too Early since the provider does not have buyer permission to be on site.
Arrival Window with Hard Start: Provider is given a buyer-defined arrival window and then selects their own Hard Start time from within that window. Check-ins between 30 minutes before and 15 minutes after their selected start time are marked as On Time.
This section is hidden until assignment because it often contains private or proprietary information that the buyer does not want the entire marketplace to have access to. This can include phone numbers for the buyer or site contacts, door codes, site access instructions, the help desk or bridge line numbers, etc.
Step 2: The Day of the Work Order ποΈ
There are features on the platform that support proper documentation of things like travel, arrival, task completion, logging hours, deliverables and a summary of your work.
Marking "on my way" when you leave for the job site gives the buyer and end client visibility into travel status and possible ETA.
In real-time using the mobile app, with the option to enable GPS, to document your arrival time. Remember that an "on time" check in is based on your arrival and the work order schedule type. Checking in late or too early negatively impacts your Timeliness Score. Some work orders also include additional arrival instructions, things like calling a bridge line, signing in at the front desk, uploading a photo of the building, etc.
Show the steps the buyer needs completed, in addition to or in support of what is listed in the service description. Photos or documents can be uploaded to the associated tasks in the specified sequence, when applicable. Keeping track of your progress as you go can help you write detailed closeout notes when the job is done. Take care to avoid leaving any tasks or fields blank, as this will prevent you from being able to submit the work order for payment.
In real-time using the mobile app, with the option to enable GPS, check out to log your hours on-site and indicate to the buyer that you are leaving the site.
Step 3: Mark As Complete π―
There are features in the work order that support important steps like the submission of deliverables, documentation of additional charges or revisits, and marking the work order as complete for buyer review:
Includes any required photos, paperwork, close-out notes, or other required information that help providers show the work performed and/or any issues. The service description or custom fields may also include specific instructions on when and how certain information and deliverables should be submitted.
Not always a necessary step, but you can add any buyer-approved charges to the work order, such as extra materials or travel, that were not known before assignment. These can only be added prior to marking a work order as complete, and should include supporting documentation, such as a receipt or photo for buyer review.
Not always a necessary step, but when changes to the scope of work were agreed upon, a pay change request can facilitate an adjustment in pay to reflect that. Pay Change Requests are reviewed by the buyer and either accepted or denied. If accepted, the work order updates automatically; if denied, the original pay amount remains.
Not always a necessary step, but a discount can be entered by a provider only, if they chooses to offer a reduction in pay. Discounts must be entered as a dollar value rather than a percentage along with an explanation.
Step 4: Approval and Payment π
Buyer approval can only occur if the work order is in "Work Done" status (which is after a provider selects "Mark as Complete". Once the buyer reviews the work order, deliverables, and tasks and hits βApproveβ, then the work order gets queued for payment.
Payment is transferred to the assigned provider after the buyer's Payment Terms listed in the work order have passed. Most buyer Payment Terms range from 0β14 days, and payment is transferred on the first Friday after the days in the terms have passed. Providers with Field Nation Pro are exempt from buyer Payment Terms and may access On-Demand Pay for faster payment after buyer work order approval.