Orders

What is it?

An order is a job you carry out for a customer. Orders are the core of day-to-day work in Bokning & Schema Online: you create one for a customer, schedule when it happens, assign the employees who will do it, price it, and invoice it once the work is complete.

You'll find orders under Projects → Orders.

Image

1. Status
2. Date
3. Title (service)
4. Customer
5. Price Type
6. Employee

How to

Create an order

1. Go to Projects → Orders.
2. Click Create new.
3. Choose the Customer and the Service.
4. Set the Start date and time.
5. Assign one or more employees, or turn on Open shift so available employees can claim it themselves.
6. Click Save or Save and close.

Note: New orders are Published by default, meaning assigned employees can see them in the employee app straight away. Turn Published off if you're not ready for that yet.

Price an order and add items

1. Open the order and go to the Invoices tab.
2. Choose a Price type — Fixed, Price per item, or Price per employee.
3. If a Swedish tax deduction applies, choose Rut or Rot under House work type.
4. Add items with a title, quantity, and price, and mark any that qualify as housework.
5. Save.

Add a checklist

1. Open the order and go to the Checklist tab.
2. Search for a checklist, category, or collection, and add it to the order.
3. Check off tasks as they're completed. You can drag tasks to reorder them.

Send a confirmation, reminder, or message

1. Open the order and use the ⋯ menu — or, while creating a new order, tick Email confirmation and/or SMS confirmation.
2. Choose Send SMS to Customer or Send Email to Customer.
3. Choose to send it now, schedule a reminder before the order, or send it automatically once the order is completed.
4. Send.

Attach a document

1. Open the order's Attachments section, or use ⋯ → Attach document.
2. Click Upload.
3. Choose a PDF, PNG, or JPEG file, up to 5 MB.

Change an order's status

• Complete — marks the work as done and queues the order for invoicing.
• Cancel order — the job won't take place.
• Freeze order — locks the order so it can only be updated manually; shown on the order as Locked.
• Activate — reopens a cancelled order, or a completed/locked order that hasn't been invoiced yet.

Use Bulk actions on the list to change several orders at once, or the ⋯ menu on an open order to change just that one.

Edit or delete a recurring order

When you save a change to an order that belongs to a recurring project, choose how far it should apply:

• Update Current order Only
• Update this and Future Active orders Only
• Update all active orders

Important: Deleting an order only removes that one occurrence. To end an entire recurring series, open the Project, use More → Close Project, and set an end date.

Update the invoice ID

For a Completed order that was invoiced outside BOS, use ⋯ → Update invoice id to record the invoice number manually.

What do the fields mean?

Status

Published

Whether the order is currently visible to its assigned employees in the employee app.

Price type

• Fixed — one agreed price for the whole job. Only available when the order belongs to a project that's priced as Fixed.
• Price per item — based on the items added to the order.
• Price per employee — based on the hours worked by the assigned employees.

House work type

Whether a Swedish tax deduction applies to the order: None, Rut, or Rot. When set, individual items can be marked as housework and given a specific category, such as Cleaning or Construction.

Employees / Open shift

The employees assigned to carry out the job. Turning on Open shift instead posts the job for available employees to claim, letting you choose who can see it and how many spots are available.

Note: Open shifts require the Standard plan or above.

Notes

Free-text notes about the order.

Tags

Labels you can attach to an order to help filter and find it later.

Attachments

Files attached to the order — PDF, PNG, or JPEG, up to 5 MB each.

Good to know

• Orders and Projects are related but different. An order is a single job; a project groups several recurring orders under one larger engagement.
• Assigned employees see the order in the employee app. What they can see on it — the customer's phone number, address, door code, keys, prices — depends on the permissions set for them under People → Users.
• An order can have up to 15 employees assigned to it.
• If employees punch in and out on orders, their recorded time flows through to Time → Time report.
• Attachments are limited by your plan's storage allowance; once it's full you'll need to upgrade or add storage before uploading more.
• Recurring orders are available on every plan. Some related features, like open shifts, are not.
• If Orders is missing from your menu, the module may be switched off for your company in Company settings.