# Work Orders & Service Log _ReadyHelm Pro Portal guide, chapter 04 · Last updated 2026-10-28 · https://app.readyhelm.com/guide/pro/work-orders-and-service-log.html_ Work orders are jobs you plan; service log entries are work you've done. Completing a work order logs the service entry for you. Quotes come first when the owner should approve the price. ## Work orders **🔧 Work Orders** lists open jobs across your fleet: boat, HIN, description, who it's assigned to, due date, estimate, priority and status. Urgent jobs sort to the top. ### Creating one **+ New work order** asks which boat, then opens its form. You can also start from a boat's **Work Orders** tab. Enter: - a description of the job; - a due date (a week out unless you change it); - a priority; - an estimate (optional); - **labor, parts and fees** (optional): each line has a type, description, quantity, unit price, and whether it's taxable. The form shows each line's amount and the subtotal. A work order can also start from an owner's shared to-do (see [Working on a Vessel](https://app.readyhelm.com/guide/pro/working-on-a-vessel.html#pro-working-on-a-vessel-owner-to-dos-shared-with-you)), or from a **Fail** on a mooring inspection (see [Moorings](https://app.readyhelm.com/guide/pro/moorings.html)). ### Labor, parts and fees A work order's lines show on its card with the subtotal. **Edit lines** changes them at any time, and **+ Add labor, parts or fees** starts them on a work order that has none. **Taxable** is for your accounting software's sales tax; ReadyHelm doesn't calculate tax. - **For:** a line can name the piece of equipment it's for (the port engine, say), or the **Whole boat**. Completing the job puts the work in that equipment's history. - **Unit cost:** what one unit costs you. It's internal: only the people your organization lets see costs see it, never the owner, and it's never sent to QuickBooks (see [Admin & Settings](https://app.readyhelm.com/guide/pro/admin-and-settings.html#pro-admin-and-settings-team)). - **From the parts catalog:** with Parts on your plan, **+ From catalog** adds a part from your catalog. It's reserved while the job is open and taken from stock when it's completed (see [Parts & Purchase Orders](https://app.readyhelm.com/guide/pro/parts-and-purchasing.html#pro-parts-and-purchasing-parts-on-work-orders)). **Order missing parts** starts a purchase order for what isn't in stock. ### Stages A work order moves through stages: **New**, **Site Visit**, **Awaiting Approval**, **Scheduled**, **In Progress**, **On Hold**, **Awaiting Parts**, **Waiting on Owner**, **Weather Hold**, then **Done** (or **Cancelled**). Change it from the stage on the work order's card, or by dragging it on the [Pipeline](https://app.readyhelm.com/guide/pro/customers-and-requests.html#pro-customers-and-requests-pipeline). Done isn't offered there: completing the job does that. ### Scheduling and field work With Bookings or Dispatch on your plan, a work order can be given a time: **📅 Book a time**, **Send booking link** to the customer, or place it on the dispatch board (see [Bookings, Dispatch & My Jobs](https://app.readyhelm.com/guide/pro/scheduling-and-field-work.html)). Its **Field log** shows the time, notes and photos your techs logged on it from **My Jobs**. ### Invoicing in QuickBooks If your organization has connected QuickBooks Online, a work order with lines shows **Send to QuickBooks**, then the invoice's number, total and payment status, which updates when the owner pays. You can also email the owner a payment link. See [Admin & Settings](https://app.readyhelm.com/guide/pro/admin-and-settings.html#pro-admin-and-settings-integrations). ### Deposits and progress bills With QuickBooks Online connected, a work order can be billed in parts before the final invoice (Admins and Managers): - **Bill deposit** bills the deposit its quote asked for, and is billed for you when the quote becomes a work order. Until it's billed, the work order says **Deposit … not billed yet**. - **Progress bill…** bills part of the work now: **Chosen lines** (billed as they are, with their tax, and left off the final invoice), **A percent of what's left**, or an amount (billed as one untaxed line and taken off the final invoice). - **Send to QuickBooks** then sends the final invoice for exactly what's left. Each bill is listed on the work order with its own status. If your organization requires a paid deposit (see [Admin & Settings](https://app.readyhelm.com/guide/pro/admin-and-settings.html#pro-admin-and-settings-integrations)), the job can't go **In Progress** until the deposit is paid. ### Completing one **Complete** on a work order asks for the system, what was done, the date, labor hours, engine hours and amount. The amount starts at the lines' subtotal, and the lines are copied onto the service entry. Saving closes the work order and adds a pro-verified entry to the boat's service history. If the engine hours are higher than the boat's current reading, the boat's engine hours go up to match. A lower number never lowers it. ## Quotes A quote prices a job before you do it. The owner approves or declines it, and an approved quote becomes a work order. Quotes are on every plan, and the owner can answer on any plan. **🧾 Quotes** in the sidebar lists your organization's open quotes (drafts, sent and approved); **All** includes declined, expired and converted ones. Click a row to open the boat's **Quotes** tab. **+ New quote** asks which boat, then opens its Quotes tab with a new quote ready to fill in. ### Writing and sending one On a boat's **Quotes** tab, **+ New quote** takes a title, an optional message to the owner, an optional **Valid until** date, and the same labor, parts and fees lines as a work order. **Save as draft** keeps it to yourself, and anyone on your team can write drafts. **Deposit** (optional) asks for a percent of the quote or a fixed amount. The owner sees it on the quote, and it's billed in QuickBooks when the quote becomes a work order. A boat with no owner on ReadyHelm can still get a quote: **Send to** picks one of the boat's customers from [Customers](https://app.readyhelm.com/guide/pro/customers-and-requests.html#pro-customers-and-requests-customers), who doesn't need to be on ReadyHelm. **Send to owner** (Admins and Managers) emails the boat's owner the quote with **Approve** and **Decline** buttons that work without signing in. The owner also gets a notification, the quote shows on the boat's Service Log in their app, and a message thread for the quote opens between you and the owner. The boat needs an owner on ReadyHelm to receive it. ### After it's sent - **Waiting:** the quote says it's waiting for the owner. **Revise** withdraws it so you can edit it and send it again. The buttons in the first email stop working, so the owner can only approve the new numbers. - **Sold while waiting:** if the boat changes hands, neither the new owner nor the old one can answer the quote, and it says it went to the previous owner. **Revise** it and send it to the new owner. - **Approved or declined:** you get an email, and a note is posted in the quote's thread. A declined quote shows the owner's reason if they gave one. - **Expired:** once its **Valid until** date passes, a quote that wasn't answered expires and can't be approved. - **Convert to work order** (Admins and Managers) turns an approved quote into a work order for the boat, with the same lines, due a week out. If your organization uses QuickBooks Online, a sent quote also goes to QuickBooks as an estimate, and the owner's answer marks it accepted or rejected there. See [Admin & Settings](https://app.readyhelm.com/guide/pro/admin-and-settings.html#pro-admin-and-settings-integrations). ## Service log **📋 Service Log** shows every entry your team has logged across the fleet, newest first: date, boat, HIN, system, work performed, technician, amount and status. ### Logging service **+ Log service entry** asks which boat, then opens the form. Enter the system, status, technician, labor hours, amount and **Work performed** (required), then **Save verified entry**. The entry is marked **pro-verified** and appears in the owner's app and in the boat's verified history report. Owners can't edit your entries, but they can dispute one (see [Disputes & Verifications](https://app.readyhelm.com/guide/pro/disputes-and-verifications.html)). ## Common questions ### Can a boatyard send quotes to boat owners from ReadyHelm? Yes. A quote lists labor, parts and fees. The owner gets it by email and in their app, approves or declines it without signing in, and an approved quote becomes a work order. Quotes are on every plan. ### Does ReadyHelm work with QuickBooks? Yes. An organization on Pro Standard or Pro Plus can connect QuickBooks Online: work orders become invoices, quotes become estimates, and payments come back to the work order. It is rolling out gradually. See [Integrations](https://app.readyhelm.com/guide/pro/admin-and-settings.html#pro-admin-and-settings-integrations).