PROJECT: Work Requests

What is a Work Request?

In it’s simplest form, a Work Request is a way for a client to get the ball rolling on an Estimate, Invoice, or Project. Instead of an Estimate, Invoice, or Project being created by you (the admin), a client can instead submit a Work Request. Their submitted Work Request will contain all of the initial information you need to get started, and you can then easily convert the Work Request into either an Estimate or Invoice, as well as a Project.

Do you only want to show the Work Request menu item to Clients?

To modify the menu so that the Projects menu is hidden, but the Work Request menu is still available, you should navigate to Custom Menus, choose the Client role, and uncheck Projects.

You'll see that there is a note explaining that Work Requests will still be available unless you specifically disable them in the Work Request settings.

See HERE for more info on Custom Menus

The two types of Work Requests

When you are setting up Work Requests, you have the choice of two different types: Itemized Work Requests and Client Defined Work Requests.

Navigate to Projects > Settings and find the Work Request Settings tab on the left side.

From there you'll be presented with the Primary settings related to Work Requests

Itemized Work Requests

Allow Clients to select from a pre-built set of Work Request Items (you can preset the prices for these items, and after the Work Request is submitted, you can choose to convert it to either an Estimate or an Invoice)

Client Defined Work Requests

Don't use pre-built Work Request Items. This option will allow the Client to freely type in and describe the work that they are requesting. With this type, you can still convert the Work Request into an Estimate or Invoice, but you would need to manually assign a value to each item in the request.

Work Request Notifications

In this section, you can specify who should receive an email notification when a Work Request is submitted by your Client.


Work Request Items

Items are the core function of Work Requests, and they operate in a similar manner to items inside Estimates/Invoices. To that end, when a Work Request is converted to an Estimate or Invoice, the Items are directly transferred as billable items. When a Work Request is converted to a Project, Items are created as Tasks inside the Project.

You can create new items for use in Work Requests from the menu at Settings- > Content- > Categories, and navigating to the “Work Request Items” tab.

When creating new items, you will be presented with several fields to fill out:

Name

This will be the name of the item, which will be displayed in various menus/tables, and will also be the default item/task name that is carried over when the Work Request is converted to an Estimate, Invoice, or Project.

Description

This will be the description of the item, which will be displayed in various menus/tables, and will also be the default item/task description that is carried over when the Work Request is converted to an Estimate, Invoice, or Project.

Price

This is the price of the item, which will be carried over when the Work Request is converted to an Estimate or Invoice. If the Work Request is converted to a Project, the item price will be added inside the Description field of the task it is converted into.

Once you have the item fields filled out the way you like, simply click “Add” to save the item. This item will be immediately available for clients to use when submitting new Work Requests.


Receiving new Work Requests

A Client can submit a new Work Request via the menu at Projects > Work Requests

This will bring them to a new page containing a form they can use to create and submit a new Work Request.

Included on this form will be several fields for the client to fill out:

Reference Name

This will be the name of the Work Request, which will be displayed in various menus/tables, and will also be the default name that is carried over when the Work Request is converted to an Estimate, Invoice, or Project.

Description

This will be the description of the Work Request, which will be displayed in various menus/tables, and will also be the default description that is carried over when the Work Request is converted to an Estimate, Invoice, or Project.

Items

Items are the core function of Work Requests, and they operate in a similar manner to items inside Estimates/Invoices. To that end, when a Work Request is converted to an Estimate or Invoice, the Items are directly transferred as billable items. When a Work Request is converted to a Project, Items are created as Tasks inside the Project.

Once a new Work Request is submitted, the admin will receive an email notification, and the Work Request will be visible to any admins and managers (as well as the client) in the menu at Projects- > Work Requests

Work Request Statuses

There are only two statuses, Open and Converted.

Open means that the Work Request is still available to be converted into an Estimate/Invoice or a Project.

To start a conversion, you navigate here:
03ec19be61201bbb6a80a0cf312056f6.pngThen choose your options from here:
5a632657eae5c8aa070a24ff01159589.pngAfter you have made the first choice of conversion to an Estimate, Invoice or Project, the status of the Work Request will STILL REMAIN as OPEN, and this is because you are still able to go back and convert the WR into one of the other entities.

For example, if you receive a WR, and then convert it into an Estimate, then the status will remain as Open. The Client will receive the Estimate and have the choice to approve it. When they approve the Estimate, it will automatically convert to an Invoice, and the Client will have the option to pay the Invoice. After the Invoice is paid, you are ready to start the Project, and you can then go to the WR and convert it into a Project (you will only see the convert to Project options), which will carry over all the same items/info from the WR that were carried over into the Estimate, and ultimately the Invoice.

ATTENTION: Only after the Work Request has been converted into both an Estimate/Invoice AND a Project will the status show as Converted


Converting Work Requests

Once a Work Request has been submitted by a client, you will have several options for what to do with it from the admin side of things. For starters, you can view all of your existing Work Requests from your menu at Projects- > Work Requests

A new Work Request that has not been modified or converted will have the following options available from the Options drop-down:

View

Viewing a Work Request will open the details in a pop-up. From here you can see (and be able to edit) all of the details of the Work Request, as well as view and respond to any comments on the request.

Edit

Selecting Edit from the drop-down will take you to a new page, with a layout similar to what a client sees when they create a new Work Request. From here you would be able to edit all of the fields of the request, including Name, Description, and associated Items.

Convert

Converting a Work Request allows you to turn that request into an Estimate, Invoice, or Project. When converting a Work Request, the details of the request will be transferred into an Estimate, Invoice, or Project respectively. It is important to note that the same Work Request cannot be converted into both an Estimate and an Invoice. Once one of those items is selected, conversion to either an Estimate or an Invoice will no longer be an option for that Work Request. However, you will still be able to convert the same Work Request to a Project if desired.

Once “Convert” is selected from the drop-down, a separate box will appear with several options:

Add Work Request(s) to New Invoice

Choose this option to create the Work Request as a new Invoice. Once converted, you will be redirected to the Add New Invoice page, where the Work Request details will be automatically transferred, and any Items from the Work Request will be automatically added to the new Invoice as billable Items. From there you can edit and add to the Invoice like normal.

Add Work Request(s) to Existing Invoice (draft)

If this option is chosen, another drop-down box will appear, in which you can select your desired existing draft Invoice to add the Work Request details and Items. It is important to note that if you choose to add a Work Request to an existing draft Invoice, the second drop-down box will only be populated with existing draft Invoices that are related to the same Client who is related to the Work Request you are converting.

Add Work Request(s) to New Estimate

Choose this option to create the Work Request as a new Estimate. Once converted, you will be redirected to the Add New Estimate page, where the Work Request details will be automatically transferred, and any Items from the Work Request will be automatically added to the new Estimate as billable Items. From there you can edit and add to the Estimate like normal.

Add Work Request(s) to Existing Estimate (draft)

If this option is chosen, another drop-down box will appear, in which you can select your desired existing draft Estimate to add the Work Request details and Items. It is important to note that if you choose to add a Work Request to an existing draft Estimate, the second drop-down box will only be populated with existing draft Estimates that are related to the same client who is related to the Work Request you are converting.

Add Work Request(s) to New Project

Choose this option to create the Work Request as a new Project. You also have the option of applying a Project Template during this process. If you apply a Project Template, all the tasks/phases in that template will be created within the new Project in addition to the items that are a part of the Work Request conversion.

Once converted, you will be redirected to the Dashboard for the new Project, the title of the new Project will take on the Work Request 'Reference Name', the Work Request details will be automatically transferred, and any Items from the Work Request will be automatically added to the new Project as Tasks that are assigned to you (the user who converted the request). From there you can edit and add to the Project and Tasks like normal.

Add Work Request(s) to Existing Project

If this option is chosen, another drop-down box will appear, in which you can select your desired existing Project to add the Work Request details and Items. It is important to note that if you choose to add a Work Request to an existing Project, the second drop-down box will only be populated with existing Projects that are related to the same client who is related to the Work Request you are converting.

Delete

Work Requests in Open status can be deleted, which will remove the request from the table and database. It is important to note that there is no undo for this action, so you will want to make absolutely certain you want to delete a Work Request before confirming this action.

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