Open
Scheduled
In Progress
Closed & Costed
Every Job · Assigned and Tracked
Solution · Work Order Management

Every Job Assigned, Tracked and Costed

Six work order types on one lifecycle — corrective, preventive, predictive, inspection, emergency and calibration. Approval before work starts, checklists with photo evidence during it, parts and labour costed at the end. And when something fails twice, the investigation links back to the job that was supposed to fix it.

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The Challenge & The Solution

The Job Got Done. Nobody Can Say What It Cost.

A technician fixes the machine. Someone writes it on a whiteboard, or in a WhatsApp group, or nowhere. Three months later the same bearing fails and nobody can answer the questions that matter: how many hours went into it, which parts were consumed, who approved the spend, and whether this is the second failure or the fifth. Work that is not recorded cannot be improved.

SmartX HUB gives every job a single record with a real status lifecycle, so a job waiting on a vendor is visibly different from one nobody has started. Labour, parts and external cost land on the same work order. And because reliability tooling sits on the same object model, a recurring failure can be pushed into a root cause investigation whose corrective actions link straight back to a new work order — closing the loop instead of producing a report. Works alongside preventive maintenance and parts inventory.

Approval & Scheduling

A Request Is Not Yet a Work Order

Anyone can raise a request; not every request should become work. Requests land in a pre-approval queue where a supervisor decides what gets scheduled, and approval notifications go out by WhatsApp or email rather than sitting unread in a system nobody opens. Once approved, the job appears on the WO Calendar and on the Gantt, where it can be dragged to a new slot against technician availability — rescheduling without reopening or duplicating the record.

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Inventory RFID Asset Management 540 x 360 v5 003
Core Capabilities

From Request to Closed and Measured

A work order touches the asset register, the parts room, the technician roster and the reporting layer. Each capability below links to the solution that extends it.

Six Work Order Types
Corrective, preventive, predictive, inspection, emergency and calibration — each with its own routing and reporting, all on one lifecycle so the board is never fragmented.
Explore preventive maintenance
Checklists on the Job
Photo capture, measurements and signatures completed at the machine on a tablet — attached to the work order itself, so what was done is provable rather than asserted.
Explore inspections & rounds
Parts and Labour Costed
Parts consumption decrements the right bin and lands on the job with its cost; time is tracked per technician. Full cost per work order — labour plus parts plus external.
Explore parts inventory
Asset 360 Health
Open work orders, sensor anomalies, OEE, parts stock and last PM date on one colour-coded risk view — so a technician sees the asset, not just the ticket.
Explore asset management
Technicians and Vendors
A skills catalog per technician, vendors with contracts and external work orders, and a resource-planning capacity view — so assignment matches competence and availability.
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MTTR, MTBF and Cost
Reports that turn closed jobs into decisions: mean time to repair, mean time between failures, PM compliance and cost per asset.
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The Benefits

Work You Can Schedule, Cost and Learn From

A work order system earns its place when it changes decisions, not when it stores tickets. Five outcomes stand out.

01
Nothing Falls Through
Requests queue for approval; approved jobs land on a calendar. Work is either scheduled or visibly waiting — never simply forgotten.
02
True Cost Per Job
Labour, parts and external vendor cost on one record. Cost per asset stops being an estimate someone builds in a spreadsheet.
03
Evidence by Default
Photos, measurements and signatures are captured while the job happens. The audit trail is a by-product, not a second task.
04
Blocked Is Not Late
Waiting for parts and waiting for a vendor are explicit states. A supervisor sees the reason, not just an overdue flag.
05
Failures Feed Back
A repeat failure opens an investigation whose corrective actions link to a new work order — the loop closes instead of producing a report.
The Reliability Loop

When the Same Thing Fails Twice

Most work order systems stop at "closed". A root cause investigation here produces tracked corrective actions that link back to a PDCA cycle and to a new work order, with full revision history for audit.

RCA
Root Cause Analysis
5-Whys and an editable Ishikawa diagram on the investigation record — not a free-text field pretending to be an RCA.
FMEA
Risk Analysis
Severity × Occurrence × Detection produces an RPN per failure mode, scoped to assets and reviewable by Pareto.
RPN
Measured Risk Reduction
Corrective actions carry their own re-scored SOD and an explicit RPN-reduction percentage — how much the fix actually helped.
PDCA
Plan-Do-Check-Act
Cycles with individually tracked actions, and bulk creation to roll the same structure across many assets at once.
SOP
Controlled Procedures
Standard operating and maintenance procedures with versioned, ordered steps — a controlled document, not a PDF attachment.
LOG
Machine Ledger
Every RCA and event enters the asset's permanent history, with full FMEA revision snapshots so risk trend is auditable over time.

These reliability screens are documented as a dedicated layer on top of the day-to-day flow — see maintenance management for the full picture.

Go Deeper

Guides for Maintenance Leaders

Practical resources for teams evaluating or scaling work order management.

Calculator
CMMS ROI Calculator
Estimate the downtime and overtime you recover before scoping a project.
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Comparison
CMMS Comparison
Side by side with MaintainX, Fiix, UpKeep and the rest of the field.
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Feature Detail
CMMS Features
The full capability list behind work orders, planning and reporting.
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Run one crew on it for a month

Move a single team's jobs onto real work orders, then compare cost per asset and mean time to repair against what your spreadsheet said. The difference is usually the argument.

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FAQ

Work Order Management — Common Questions

Answers to the questions we hear most from maintenance teams evaluating work order management with SmartX HUB. Have another question? Reach out through our support center.

What work order types does the system support?
Six: corrective, preventive, predictive, inspection, emergency and calibration. They share one status lifecycle and one board, so the emergency job and the scheduled PM are visible side by side instead of living in separate systems.
What is the difference between a request and a work order?
A request is a proposal. Requests land in a pre-approval queue where a supervisor decides whether the work happens, and approval notifications go out by WhatsApp or email. Only approved requests become scheduled work orders — which is what keeps the board an accurate picture of committed work rather than a wish list.
What are the work order statuses?
The main path is draft → open → scheduled → in progress → completed → closed. Alongside it sit on hold, waiting parts, waiting vendor and cancelled. Those extra states matter: a job blocked on a vendor looks different from a job nobody started, and a supervisor needs the reason, not just an overdue flag.
Can technicians complete work orders on the shop floor?
Yes. The checklist is worked on a tablet at the machine, capturing photos, measurements and signatures as each step is completed. Parts are pulled against the job, decrementing the correct bin, and time is tracked per technician.
How is rescheduling handled?
On the WO Calendar or the Gantt, where a job can be dragged to a new slot against technician availability. The record is not reopened or duplicated — it moves. Resource Planning gives the capacity view behind that decision.
Do we get the true cost of a job?
Yes — labour, parts and external vendor cost land on the same work order. That is what makes cost per asset a real number rather than something reconstructed in a spreadsheet at month end. Reports cover MTTR, MTBF, PM compliance and cost.
What happens when the same asset fails repeatedly?
This is where most work order systems stop. Here a repeat failure can open a Root Cause Analysis — 5-Whys with an editable Ishikawa diagram — whose corrective actions link to a PDCA cycle and to a new work order. An FMEA scores each failure mode by Severity × Occurrence × Detection, and corrective actions carry a re-scored RPN so you can see how much the fix actually reduced the risk.
Can we manage external contractors?
Yes. Vendors carry contracts and external work orders, so subcontracted work sits on the same board and in the same cost total as internal work. Technicians have a skills catalog, which is what makes assignment match competence rather than availability alone.
Does it connect to preventive maintenance and parts?
Directly — same object model. PM plans raise work orders automatically, and a job that consumes a filter decrements the right bin. See preventive maintenance and parts inventory management.
How is this different from your CMMS page?
The CMMS page covers the whole maintenance platform — every module, technicians, vendors, reliability engineering and field service. This page covers the work order itself: types, approval, lifecycle, evidence and cost. If you are evaluating maintenance software broadly, start with the CMMS page.
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