Managing Work Orders in Next Project – Helpdesk

This article explains how to create, configure, and manage Work Orders in Next Project, including the available fields and settings within the work order form. It also covers how to assign work orders to responsible servicemen, supervisors, or labor pools, and provides guidance on filtering and following up on work orders throughout their lifecycle.

How to create, distribute, filter and follow up on Work Orders in Next Project

Creating Work Orders

When you create a new project, a work order called Scope of Work is created automatically. If you don't add any additional work orders, all costs and income will go directly to the basic commitment.

You can add more work orders to a project to split costs between different work steps — see the example below.

If you regularly work with service jobs that only take a few hours or a day, you can set those jobs up as work orders instead of creating separate projects. In that case, you'd use a collection project for that type of job — see the example below.

To create a new work order, click the add + button or the Insert workorder button.

A form will appear where you can fill in the details of your work order:

WO No	Work order number — filled in automatically if you leave the field blank.
Description	Name of the work order.
Description of work	A description of what needs to be done. This text is visible in the mobile app and can be included on invoices and reports sent from Next Project.
Customer	Automatically set to the same customer as the project, but you can change it.
Customer representative	Automatically set to the same representative as the project, but you can change it.
Customer ref No	Fill this in if your customer needs a special label on the invoice. Automatically set to match the project, but you can change it.
Street address, City	The street address and city where the work will take place.
Production start date	The start date of the work order.
Production start time	The start time of the work order.
Status	Indicates which phase the work order is currently in.
Activity	Choose an activity (can be created in Admin > Accounting > Activity).
Location	Choose a location (can be created in Admin > Accounting > Location).
Form of compensation	Automatically set to match the project, but you can change it.
Responsible serviceman	Specify whether there should be a responsible serviceman for the work order. Read more about this in the section below.
Responsible supervisor	Specify whether there should be a responsible supervisor for the work order. Read more about this in the section below.
Order date	The order date of the work order — defaults to today's date, but you can change it.
Invoice template	Select an invoice template (can be created in Admin > Accounting > Invoice template).
Work pool	Specify whether there should be a responsible labour pool for the work order. Read more about this in the section below.
Reminder	Check this box if you want to use the reminder function for work orders. Click the link to read more about it.
Include on offer	Check this box if you want to include the work order in Tenders/Contracts created in Next Project.

Assigning Work Orders

You can distribute a work order to a responsible serviceman, a supervisor, or a labour pool. You can do this either when you first create the work order or go back and modify it afterwards.

Responsible serviceman: Assigns the work order to one specific person.
Responsible supervisor: The work order supervisor role is automatically assigned to whoever is listed as the supervisor on the project. However, this can be adjusted or removed.
Work pool: If you assign a work order to a work pool, it becomes visible to everyone in that pool. Members of the pool can then designate themselves as the responsible serviceman. The groups available for assignment can be found in Admin > Users/Permissions > Groups/Permissions under the Groups/Teams section. You can add new groups in the left-hand view and select group members in the right-hand view.

To assign or update the assignment on an existing work order, simply update the relevant field directly on the work order:

Finding Work Orders on Mobile

Once a work order has been assigned to you, it will automatically appear in the Work orders tab in Next Mobile. Under the All tab, you'll see all work orders where you've been assigned as a responsible serviceman or responsible supervisor. Under the Pool tab, you'll see all work orders assigned to a work pool that you're a member of.

Filtering and Tracking Work Orders

If you use work orders across your projects, filtering can be a handy way to track what's ready to invoice or to do other kinds of follow-up. Here's how to filter your work orders:

Click on the filter function and enter what you want to sort by in the green field under the column headings.
Specify which work orders you want to filter. In the example below, the filter is set to show work orders that are either Completed or Ongoing and not yet invoiced.

If you scroll to the right, you'll see information about the booked costs on each work order, as well as earned revenue and earned but not yet invoiced revenue — in other words, what's currently invoiceable.

News – latest updates from release notes

Summary of changes and improvements extracted from Next Project's release notes.

2026

April 2026

Suppliers linked to a work order are now displayed directly on the work order in mobile view
If the integration is inactive, you still get two options. One option is, also here, matching requests on the marketplace. And the other is to create a supplier account in Accurator. If you do that, received requests will also be possible to view

March 2026

Fixed a bug that caused focus to disappear from the supplier invoice line after rows had been marked, which could make e-Invoice feel "jerky"
Customer reference is now retrieved from the project, according to the project's settings, when work orders and ÄTA are created on mobile
The Continue started activities section on the home page in the mobile app has been clarified. Categories, such as Work orders and Time sheet, have been added. If an activity relates to a Standing commitment, the project name is now displayed instead of the word Standing commitment, making it easier to identify which project the activity belongs to

February 2026

Work pool can now be removed from a work order on mobile
Supplier column has been added to the Share receipt view in Booked costs. If you share a receipt with information in the Supplier field, that information will be displayed and pre-filled with the same information as on the original receipt, but it will be possible to edit the information

January 2026

In the customer and supplier registry in Next, there is a field for country code. It has always been a free text field, which in some cases has caused problems in, for example, integrations when an incorrect code has been entered for a country, for example SV instead of SE. The field is now a dropdown with country codes. Selectable codes are managed in Administration-Settings-Countries
A new checkbox, "Recommended", has been added to the supplier registry and makes it easy to mark and filter preferred suppliers
When changing or adding a customer contact on a customer invoice, you can now choose whether the customer's reference number should be updated with values from the new contact or remain unchanged, in accordance with the behavior that already exists in ÄTA and Work orders

Previous updates

2025

December 2025

Today, sum calculations of amounts are displayed at the top of the columns in various views in Next. It is now possible to enable display of subtotals, mark rows and have those rows summed at the top under the total calculation. Click on the header row where the summations are displayed, for example in the Project overview or in Work orders, to enable subtotals with parentheses under the total sum
It is now possible to add and remove staffing on a work order on mobile
Improvements to the search in the dropdown list for work orders where, in some cases, too many results could be displayed
When the customer contact is changed on a work order or an ÄTA, it is now possible to choose whether the customer's reference number should be updated with values from the new customer contact – or remain as they are
It is now possible to hide the internal comments field in work orders on mobile. Contact support if you wish to hide internal comments on mobile

November 2025

Search in the customer and supplier registry has been improved for increased user-friendliness
If the search yields only one search result (one customer or supplier), the record is now automatically selected in the list for faster access and easier navigation
Under status settings for work orders and ÄTA in the client's administration interface, you can now choose which statuses should not be selectable when a user handles work orders or ÄTA via mobile
If a work order has staffed resources, you can now see and adjust individual start and stop times for each person directly via the staffing selector. In that case, the work order's production start and production end are disabled on mobile to avoid confusion
In the new mobile, it is now possible to change activity and status on work order lines. When a time entry is changed, related items will inherit these values from the time entry

October 2025

There are now four reference fields available on projects, work orders and ÄTA:
We are renaming the option "Contractor company" to Construction VAT in the customer registry and in the supplier registry. Related imports and exports will use the new name

September 2025

Staffing column has been added to work orders and ÄTA. This makes it possible to assign a work order and/or ÄTA to multiple people who then see the assignment in the new mobile solution under "Assigned to me". Previously, assignment was only handled via Work leader, Service person and Pool (which are based on user groups) and via Planning. The Staffing dialog in the client shows all users planned (Planning-Resource planning and Planning-Work orders) on the work order and those added in the Staffing column on the work order. In the new mobile solution, Work leader and Service person are displayed as before in the details for work order and ÄTA, and Staffing information has been added there where all staffed people are shown in a row that you can click on and see details for planned times for each user
It is now possible to add an end date and end time in the 'Create work order' dialog
Work order information is now also displayed in edit mode in Time sheet
The button to download supplier invoice images to a PDF is now also available for users with read-only rights to Booked costs/internal. At the release two weeks ago, it only worked for users with Full rights to Booked costs/internal, but this is now fixed
Auto-fill now handles document labels for 'Counterparty' in customer and supplier documents
New button in Booked costs to download a PDF file containing all marked supplier invoices. Mark the rows, ctrl+click, that have PDF files that you want to combine into a PDF and then click on the icon to download supplier invoice images, see below. NOTE! It was noticed after the release that only users with full rights to Booked costs/internal can use the function. Correction of this will be released in the next release on September 22. Then those with read access can also print a PDF that includes multiple supplier invoices
Customer contact is now retrieved from the time sheet's work order instead of the project in the time sheet report. If the work order lacks contact, it is retrieved from the project

August 2025

When you are to send email from Procurement, the list of suppliers can be long. Now we have made it possible to filter in that view so that you can, for example, filter suppliers with a certain bid status
Role has been added as a column in Procurement - Suppliers
When creating a new time sheet entry, information about the work order is now displayed if you click on the information icon in the same way as it does in Time
Fixed a bug where items from a checklist in a work order in a certain status could be displayed incorrectly in a checklist in ÄTA

June 2025

Checkbox has been added to Procurement-Documents to be able to choose to Show all bid documents regardless of supplier, the default display when a supplier is selected is that only documents linked to the selected supplier are shown
It is now possible to write internal comment/note when editing work orders and ÄTA
There is now a possibility to specify financial status on work orders and/or ÄTA. To be able to see and handle financial status, you need to give the administrative right "financial status" to the relevant groups in Administration - Users/Rights - Groups/Rights. You create the statuses in Administration - Settings - Statuses - Financial status and choose there whether they should be selectable in work orders and/or ÄTA. Financial status is intended to be used as a possible marking and should be seen as a help to distinguish between status for work and for finances. Financial status is in the xls export and will be added to the xlsx export later. To begin with, the status is not included in any report
Now possible to see work order and customer information when reporting your time
The favorite list of items now also opens when saving a work order in the new mobile, previously applied only when registering time, if your database is configured to show favorites when saving
Navigation in the project module has been improved so that you return to the selected project when you have gone from a project to, for example, a work order or a document in the project

May 2025

It is now possible to create customer and customer contact from work orders and ÄTA
When you went into a work order from the work order list and then back to the list, you ended up at the top instead of where you were. This is now solved so you end up where you were in the list for a better user experience
It has been possible for some time to have a sequential series for supplier numbers in Next so that you are assigned the next available number when creating a new supplier. This is now also solved so that it works when creating a new supplier directly in e-Invoice
Any compensation form specified on a work order is now printed in the dialog that opens when you press "Change work order"
Supplier name was incorrectly exported as an id in the excel export in Booked costs, fixed so that it now shows the name

April 2025

Added logic to handle favorites when saving time also on work orders
Day of the week is now displayed in the work order list when sorting by date in the same way as on mobile
We have had problems with certain images uploaded in work orders not being able to rotate, this is now fixed

March 2025

It is now possible to get an automatic sequential number in the supplier registry. Edit the "SupplierNo" counter in Administration-Settings-Number series to set a starting value
The columns "Accrued revenue" and "Billable" in Show work orders in Project overview now take into account the project's budget and forecast for fixed-price projects
The first checklist is displayed directly when browsing between work orders, ÄTA and more. Makes it possible to see the checklist directly without opening it every time you change, for example, work order
Work orders that have been duplicated because they have both a start date and are planned are now shown only once
Fixed problem where work orders were not sorted by time when displayed on the same day
Quick access to available reports added via the "+More" button when you display a work order or ÄTA
Signature added to the work order report
New button, calendar icon showing today's date, to jump to today's date added in the Work orders/ÄTA view. It is visible when sorting by production start
Improved search of work orders and ÄTA where you can now search for, for example, project name and project number to find the right work order or ÄTA
Customer information on work orders now includes Customer ref number
Activity and Status are now visible and information is retrieved when registering time from work order when creating time

February 2025

For a time sheet entry, you can now "Get notes" from Work orders, ÄTA, Deviation and Booked hours for a date other than when the time sheet entry was created. When you press "Get notes", the dialog opens as before but with an addition, a date selector. Select project and date and notes, if any, for the selected date and project will be listed
A work order that is scheduled for more than one day in Resource Planning is now displayed on mobile as a post for each individual day in the planning and not just the start date
Current work order marked in the upper part of Resource Tracking is also marked in the lower part to clarify which work order you are looking at
Now possible to set so that work orders are not suggested automatically but require that you enter a value when reporting time if there are multiple work orders on the project. Contact Next support if you want to activate this for you
Possible to sort the work order list by project number

January 2025

Side panels have been added in Booked hours- Hours project and Hours person showing linked work order lines and wage supplements. The previous box remains and opens if you double-click as before. To navigate around and look at reported rows in the new side panel, single-click is used instead
When a supplier invoice is created in e-invoice with an account marked as Leasing in the chart of accounts, half VAT is automatically checked

2024

December 2024

The new checklist, which was initially only available in Time sheet 2.0, is now available in Work orders, ÄTA and Procurement. Items in checklists can be formatted with bold, italic and underline in the client. Updated work order reports and ÄTA specification to handle the new checklist format. Some adjustments have had to be made to handle data from the new checklist in the mobile version of Next pending the new mobile that will come in 2025. For example, only one Comment field is available on mobile, while the client now has two columns, Report and Comment. See below mapping to solve this in the current version
Procurement - Added new column, "Purchase order number". The field is read-only and is set to a unique value when a procurement bid reaches a final status. There are new fields in the procurement module, information field has been added in a new subtab, Procurement – Overview, and also a possibility to add checklists to procurement in the same way as in work orders, ÄTA and Time sheet 2.0
Reports – Mobile users receive a more informative message in case of failure to send a report by email. Added the option to filter on non-billable order lines in the Daily report in Work orders

October 2024

More columns have been added to the Work order overview in the Project overview tab, Accrued revenue, Accrued not invoiced and Billable to reconcile work with Running account as compensation form
In the ÄTA specification, it is now selectable whether you want to display receipt number or supplier invoice number

August 2024

The Daily report in Work orders can now exclude invoiced hours, order lines and costs

June 2024

A new checkbox has been added to invoices to hide phone numbers in the Our reference field. This can be done when creating an invoice from invoice, work order, ÄTA and time sheet, or on the invoice line itself. Phone numbers will be hidden, if chosen, when printing or emailing the invoice
Account number is now automatically filled in with the supplier's account number on a new posting line if one exists, otherwise with the account number from the line above

May 2024

There is now a warning in e-Invoice if there is VAT on an invoice from a supplier marked as Contractor company in the supplier registry and thus should not send invoices including VAT. The warning also works the other way in cases where a supplier is not marked as Contractor company and the invoice lacks VAT. The warning is displayed by the VAT field getting a yellow border

January 2024

It is now possible in the customer and supplier registry to choose whether you want to hide or show the lower part of the window. Helpful when working on a smaller screen

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