Work Orders for Perfex CRM

The Workorders Module is a powerful extension for Perfex CRM that bridges the gap between estimates and invoices. It gives your team a complete job-tracking workflow — from the moment a client accepts an estimate, through task execution and customer sign-off, all the way to a finished invoice — without ever leaving Perfex CRM.

No core file modifications. Works entirely through Perfex hooks and filters. Safe across Perfex updates.

Automatic Estimate → Workorder Conversion

• When a client accepts an estimate, it automatically converts to a workorder — no manual steps required
• Any invoice created by the core acceptance flow is cleanly removed and replaced by the workorder
• Staff are notified instantly via Perfex notifications
• Manual conversion also available — accepted estimates table shows a Convert to Workorder link
• Estimate N/A option lets you create workorders for jobs that never had an estimate

✅ Task Management

• Every line item on a workorder is a trackable task with its own status
• Task statuses: Pending → Approved to Start → In Progress → Completed → Cancelled
• Assign a work date to each task — shown on the workorder PDF
• Technicians can add tasks in the field (field-added tasks tracked separately)
• Cancel individual tasks with a cancel reason, tracked by staff and timestamp
• Task-level customer initials option — client must initial each item before signing

✍️ Customer E-Signature & Approval

• Public signing page accessible via a unique secure hash URL — no client login required
• Full-screen signature pad (touch-friendly, works on mobile and tablet)
• Customer confirms identity with first name, last name, and email before signing
• Signed date, IP address, and signature image stored with the workorder
• Signed workorders are locked from further editing to protect integrity
• Satisfaction date recorded on completion

PDF Generation

• Professional workorder PDF with your company branding
• Includes work dates per task (unique column not found in standard Perfex PDFs)
• Signature block on the PDF when workorder is signed
• Links to related estimate and invoice shown in the preview and PDF
• Billing and shipping address blocks on the PDF

One-Click Convert to Invoice

• When a workorder reaches Completed status, staff can convert it to a Perfex invoice in one click
• All line items, totals, taxes, discounts, and customer details are carried over
• The resulting invoice is linked back to the workorder for traceability
• Controlled by a dedicated convert_to_invoice staff permission

Client Area Integration

• Workorders appear in the client portal navigation (after Estimates, position 26)
• Clients can only see workorders in Sent status or higher — drafts stay private
• Clients can view workorder details, task list, and totals
• Public signing page is accessible without login via unique hash URL
• Client-level contact permission controls which contacts can see workorders

Customer Profile Tab

• A Workorders tab is added to every customer profile in the admin area
• Shows all workorders for that customer with status badges
• Tab displays a count badge when workorders exist
• Respects view and view_own staff permissions

Granular Staff Permissions

• view — View all workorders
• view_own — View only workorders the staff member created
• create — Create new workorders
• edit — Edit existing workorders
• delete — Delete workorders
• convert — Convert accepted estimates to workorders
• assign_technician — Assign a staff member as the technician
• update_task_status — Update individual task statuses
• add_cancel_tasks — Add new tasks or cancel existing tasks
• convert_to_invoice — Convert completed workorders to invoices

Email & Activity Notifications

• Staff who created the estimate (and the sale agent) are notified when a workorder is created from their estimate
• Estimate activity log records the conversion with a direct link to the new workorder
• Workorder activity log tracks every status change, task update, and signing event
• Email template for sending the workorder to the customer

Workorder Numbering & Settings

• Configurable prefix (default: WO-)
• Configurable starting number
• Multiple number formats (plain, year-prefixed, etc.)
• Auto-convert on estimate accept can be toggled on/off from settings
• Billing notification toggle