A Work Order is how your team dispatches repair and maintenance tasks to vendors. Once a homeowner submits a Service Request, Work Orders are generated – either by the AI or manually – and sent to the appropriate trade partner to complete the work.
This article covers:
How AI-generated draft work orders work
How to create work orders manually
Work order statuses
How vendors are notified via email
How Work Orders relate to Service Requests
AI-Generated Draft Work Orders
When a homeowner submits a Service Request, the AI Work Order Engine automatically analyzes the submission and generates a draft work order for each issue – including a written description of the work needed.
Your team has three options for each draft
Accept → Create the work order as-is
Edit → Adjust the description, details, or scope before creating
Reject → Dismiss the draft and create a work order manually
Draft work orders are a starting point, not a final product. Your team always has full control before anything is sent to a vendor. As you accept, edit, and reject work orders, the AI will learn and improve over time to your personal and company requirements.
Manual Work Order Creation
If the AI doesn't capture everything – or if additional work is identified after the initial review – your team can create work orders manually at any time.
When to create a work order manually
The AI draft doesn't accurately reflect the scope of work
Additional issues are identified after the Service Request is submitted
A work order needs to be added after the original set has already been assigned
Manual work orders follow the same workflow as AI-generated ones and can be assigned to vendors just like any other work order.
Work Order Statuses
Work Orders move through a clear set of statuses, so your team always knows where each task stands.
Draft → The work order has been generated but not yet finalized or sent to a vendor
In Progress → The work order has been assigned, and the vendor has been notified
Completed → The vendor has finished the work, and the task is closed out
Your team can monitor work orders by property or vendor to track progress and identify items that need follow-up.
Vendor Notification via Email
Vendors are automatically notified when a work order moves from draft to in progress, and a vendor is assigned. No app download or additional fees are required on the vendor's side.
What vendors receive
A description of the work needed
Relevant photos from the Service Request
A link to view full work order details
Vendors reply directly to the email to confirm scheduling. They do not have access to WarrantyOS or your internal notes – they only receive what is included in the work order notification.
All vendor notifications are logged in the History tab so your team can confirm when communication was sent.
Relationship to Service Requests
Work Orders and Service Requests are closely connected but serve different purposes.
A Service Request represents the homeowner's reported issue
A Work Order represents the internal task created to resolve it
How they work together
One Service Request can generate multiple Work Orders – you can generate one Work Order per issue or multiple issues on a single Work Order to a vendor
Work Orders are always tied back to the originating Service Request for traceability
Completing all Work Orders associated with a Service Request moves the overall ticket toward resolution
For example:
A homeowner submits a Service Request with two issues – a leaking pipe and damaged drywall. Your team creates two Work Orders: one assigned to the plumber and one to the drywall contractor. Both are tracked separately but remain linked to the same Service Request.