What's the difference between Works Orders and Jobs?

Jobs handle everything customer-facing - quotes, delivery schedules, invoicing, customer communications. Works Orders manage internal production - the actual manufacturing, assembly, and installation work. Think of Jobs as front-office customer management and Works Orders as your production workshop. A typical workflow starts with a customer Job containing the order. When accepted, you create a Works Order (or multiple) to handle the building. They link together, so sales can check production status from the Job, and production can see customer context from the Works Order. But each team works primarily in their own space. Sales doesn't wade through production details they don't need. Production doesn't get distracted by customer communications. The separation keeps both workflows clean and focused, while the system maintains all the connections behind the scenes.

Can I create multiple Works Orders from one Job?

Absolutely, and it's often the smartest approach when production involves different stages, locations, or teams. A furniture installation might need three Works Orders - factory assembly, custom modifications at the workshop, and on-site installation. Each Works Order tracks independently with its own status, assigned team, and timeline. You can also create Works Orders for individual items on a Job - useful when different products on the same customer order need completely different production processes. Everything stays connected: sales viewing the Job sees all related Works Orders and their status. Production viewing Works Orders can access the parent Job for customer context. This flexibility means you structure production to match reality instead of cramming complex workflows into overly simple tracking.

How do nested assemblies work?

Set up assemblies once in your items list by defining what components go into what assemblies - like building blocks. A motor assembly contains bearings, housing, and shaft. A power unit contains that motor assembly plus electrical components. Once defined, Works Orders automatically understand the relationships. When you add a power unit to a Works Order, the system knows it needs the motor assembly, and that motor assembly needs its components. You can create separate Works Orders for building each assembly level, and they link automatically. Change a component and instantly see which assemblies use it. The system tracks inventory for nested assemblies - allocate a power unit and it reserves the motor assembly and all its components. You manage complex products naturally instead of tracking everything in confusing flat lists.

How does production time tracking work?

Time tracking is optional but incredibly useful. Team members simply clock in when starting work on a Works Order and clock out when done. For split Works Orders, they clock time against specific stages - fabrication time tracked separately from assembly time. The system compares actual time against your estimates, showing you where predictions match reality and where they don't. This data helps you quote future jobs accurately instead of guessing. You'll spot which stages consistently overrun, identify training needs by comparing team members, and track efficiency improvements as processes mature. If you assign hourly rates to team members, time tracking automatically calculates labor costs. It's not about micromanaging - it's about having real data to improve processes, train effectively, and quote confidently.

How do I control who sees production information?

Set permissions by user role in Settings under User Permissions. Sales staff might have full edit rights on Jobs but read-only or no access to Works Orders. Production gets full control over Works Orders while having read-only access to Jobs for customer context. Create roles matching your team structure: Sales Representative, Production Manager, Shop Floor Worker, Accounting. Each role gets specific permissions for creating and editing in each module. For example, Sales Reps can create Works Orders from Jobs and view status, but can't edit production details. Shop Floor Workers edit their assigned Works Orders but can't create new ones or modify Jobs. Production Managers control everything production-related. The granular control means everyone has exactly what they need for their job without seeing sensitive information or accidentally changing things they shouldn't touch.

How do Works Orders connect with inventory?

Works Orders automatically check inventory when created, flagging missing components immediately instead of waiting until production starts. Click "Allocate Stock" to reserve available inventory for specific Works Orders, preventing those materials from being used elsewhere. For items out of stock, generate purchase orders with one click - they link permanently to the Works Order needing them. When purchase orders arrive and stock is received, Works Orders automatically show components are ready. You can navigate from a Works Order to see which purchase orders supply its materials, or view a purchase order to see which jobs depend on it. Stock flows through production: allocate to Works Orders, book out when starting, track through stages, mark complete when finished. The integration eliminates spreadsheet tracking between production planning and materials management.

When should I split a Works Order into sub-orders?

Split Works Orders when production involves distinct stages happening at different times, locations, or by different teams. Manufacturing typically splits by stage - materials prep, fabrication, assembly, quality testing. Installation companies split by location or trade - workshop pre-assembly, transport, on-site installation. Each sub-order gets its own status, assigned person, and completion tracking. Splitting creates clear handoff points between stages and prevents everything hiding behind one generic "In Progress" status. You see exactly which stage is done versus still working. Don't split if production truly flows straight through with one team working continuously - unnecessary splitting just adds admin work. Split when you need visibility into which stages are complete, when different teams or locations are involved, or when stage-level time tracking matters for improving processes and quoting accurately.

Operations

Manage Production and Assembly in One Place

Manufacturing and installation are complicated enough. Manage multi-stage production, nested assemblies, and team coordination in one intuitive system. No more spreadsheet nightmares.

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Works OrdersView all →

Embroidery - 200 polosWO-0112● Complete

Print - 500 tote bagsWO-0111● In Progress

Assembly - branded USB kitsWO-0110● In Progress

QC check - Promo World orderWO-0109● Awaiting PO

Despatch - AV Direct installWO-0108● Overdue

45%

Faster production coordination when separating production workflows from customer-facing sales systems

35%

Improvement in quoting accuracy when tracking actual production time versus estimates

50%

Reduction in production delays with real-time dashboard visibility across all manufacturing stages

What is it?

What are Works Orders?

Works Orders help you manage the complex stuff that happens behind the scenes - your actual manufacturing, assembly, and installation work. While regular Jobs track customer orders and delivery schedules, Works Orders handle the messy reality of production: multiple stages, nested components, different teams, and all the details your customers don't need to see.

Think about how your production actually works. You're manufacturing a product from sub-components - sourcing parts, building assemblies, and tracking everything through to completion before it's ready to ship. Or you need to manage an installation or site work that sits separately from the main customer order. These workflows don't fit neatly into simple job tracking - they need their own space.

That's exactly what Works Orders give you. Create a Works Order from a customer job, then split it into stages that match your real production process. Track each stage separately with its own status, team member, and timeline. Your sales team keeps working in Jobs, managing customer communications and delivery dates. Your production team works in Works Orders, coordinating manufacturing without all the customer-facing clutter. Both teams see what they need without tripping over what they don't.

The beauty is how it handles complexity without feeling complicated. Need to track nested assemblies where components build into sub-assemblies that build into final products? Works Orders understand those relationships automatically. Want to know if production is taking longer than expected? Built-in time tracking shows you actual versus estimated time at every stage. Wondering if you have the materials to start the next production run? Use the bill of materials to check what you can build based on available stock, then easily raise orders to suppliers for the shortfall - all tracked against the works order.

And here's the relief - you're finally done managing production in spreadsheets. No more hunting through Excel files to find which stage a job is at. No more emailing PDFs back and forth to coordinate between teams. No more manual tracking of what materials you ordered for which job. Everything lives in one system that actually makes sense for how production really works.

What you can do

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Break jobs/orders into production tasks and stages

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Assign works orders to specific team members or departments

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Track production progress in real time

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Link directly to the parent job or sales order

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Set priorities and deadlines per works order

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Attach specifications, drawings, and notes

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Mark complete and trigger the next workflow step automatically

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The problem

You manage production by walking around asking people where things stand. There's no dashboard showing all active jobs, what stage they're at, who's working on what, or which jobs are falling behind. When customers ask about delivery, you text your production manager who literally walks the floor to find out. When management wants production metrics for that board meeting, you spend two days compiling data from multiple spreadsheets, sticky notes, and people's memories. You have no way to spot that assembly always takes twice as long as fabrication, or that certain product types consistently overrun estimates. Every decision about hiring, equipment, or process changes happens on gut feel because you simply can't see what's actually happening. You're growing, but you're terrified because you're basically guessing at everything.

How Zigaflow fixes it

Works Orders give you one clean dashboard showing all production activity in real time. See every active Works Order, its current stage, who's working on it, time spent versus estimated, and any issues like missing materials. Filter to focus on urgent jobs, specific product types, or particular stages. Get instant status updates without walking the floor or interrupting your team. Generate reports showing production cycle times, stage-by-stage efficiency, common bottlenecks, and improvement trends. Identify which products consistently overrun and investigate why. Track how process improvements actually impact real metrics. Finally, you can make decisions about hiring, equipment, and processes based on data instead of guesses. Your production isn't a black box anymore - it's a measurable operation you can actually improve.

How it works

From setup to results in minutes

Configure Works Orders for Your Business

Start by turning on Works Orders and customizing statuses to match how you actually work. Instead of generic "In Progress" and "Complete," create statuses like "Materials Sourcing," "Fabrication," "Quality Check," and "Ready for Delivery" - whatever stages make sense for your production. Set permissions so sales staff can view Works Orders but only production manages them. Add your assemblies and components to the items list, defining how parts fit together if you build complex products. This initial setup takes maybe 30 minutes and ensures Works Orders match your real processes instead of forcing you into someone else's template.

Turn Customer Orders into Production Work

When a customer <a href="/features/jobs">job</a> is accepted, click one button to create a Works Order from it. The system copies the relevant items and details, setting up production work while keeping customer management separate. For complex projects, create one parent Works Order then split it into smaller sub-orders for each production stage - one for fabrication, another for assembly, and so on. Each sub-order tracks independently but stays connected to the customer job. Sales continues managing customer communications in the Job while production coordinates manufacturing in the Works Order. Everything stays linked, but each team works in their own clean space.

Make Sure You Have What You Need

Works Orders automatically check your <a href="/features/inventory">inventory</a> if you have the materials to build what you planned. It flags missing components immediately, so you're not discovering shortages after production starts. Allocate available stock to Works Orders, reserving it for that specific job. For anything missing, create <a href="/features/purchase-orders">purchase orders</a> with one click - they automatically link to the Works Order, so you know exactly which jobs each delivery enables. Assign Works Orders to team members and set priorities. You can start production confident that materials, people, and information are actually ready instead of discovering problems mid-build.

Update Status and Track Time

Your team updates Works Order status as each stage completes - moving from "Fabrication" to "Quality Check" to "Assembly." For split Works Orders, complete each sub-order independently as stages finish. Time tracking is optional but helpful: team members clock in and out, building data on how long things actually take. Add notes, photos, or documents right to the Works Order, creating a complete record. When one stage finishes, the next team member gets automatically notified that work is ready. Managers see everything on one dashboard without interrupting production staff to ask where things stand.

Close Jobs and Improve Processes

Mark Works Orders complete when production finishes, which automatically updates the linked customer <a href="/features/jobs">Job</a> showing delivery is ready. Review time tracking to see how actual production compared to estimates - this data helps you <a href="/features/quotes">quote</a> future work accurately instead of guessing. Look at which stages consistently take longer than expected and investigate why. Track how production efficiency improves over time as processes mature. Use the historical data to train new team members, improve workflows, and make smarter decisions about equipment or hiring. Every completed Works Order becomes data that helps you build better, faster, and more profitably next time.

Common questions

Frequently asked

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Features that work with Works Orders

Jobs/Orders

Jobs handle customer orders and delivery coordination, linking directly to Works Orders for production tracking. When Jobs are accepted, create Works Orders to manage complex manufacturing while keeping customer communications separate.

Explore Jobs/Orders →

Purchase Orders

Generate purchase orders directly from Works Orders when production needs materials not in stock. The permanent link shows which jobs depend on which deliveries for smooth materials planning.

Explore Purchase Orders →

Inventory

Works Orders automatically check and allocate inventory for production, tracking materials from raw components through manufacturing stages to finished products.

Explore Inventory →

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