Understanding Internally Managed Work Orders in Ecotrak
Managing service requests efficiently is essential for ensuring smooth operations across facilities. Ecotrak’s Internally Managed Work Orders feature gives customers complete control over their service workflows, allowing them to manage vendors, track service progress, and handle invoicing directly within the platform.
What Are Internally Managed Work Orders?
Internally Managed Work Orders are service requests that are fully overseen by the customer within Ecotrak. This setup is ideal for teams that want end-to-end control over the service process from initiation to billing, without third-party intervention.
By default, Internally Managed Work Orders are automatically activated for any Service Providers marked as Internally Managed within the platform. However, this functionality can also be manually activated for regular work orders as needed, giving customers flexibility to manage specific jobs directly.
Key Benefits
Faster Service – Work Orders are auto-accepted, reducing delays.
Full Control – Customers manage status updates, progress, and completion directly.
Direct Invoicing – Invoices are submitted and approved by the customer, ensuring accuracy.
Improved Accountability – Fewer intermediaries lead to clearer responsibility.
Flexible Use – Automatically enabled for internally managed vendors, or can be manually applied to any Work Order.
When to Use Internally Managed Work Orders
This feature is particularly useful when:
Working with in-house teams or trusted vendors.
Fast turnaround and direct communication are critical.
Specific jobs or situations require closer management and control.
How It Works
Step 1. Access your Work Orders by selecting the Work Orders module at the top of your screen or from the left-hand side menu.
Step 2. Once in the Work Orders module, you can view all existing Work Orders. Scroll or use the Search bar to find the Work Order you want to review. Filters at the top of the page are also available to narrow your results if needed.
Step 3. Scroll through the Work Order details page and locate the Internally Managed field. If the Service Provider is not internally managed, this will be set to No.
Step 4. Scroll through the Work Order details page and locate the Internally Managed field. If the Service Provider is not internally managed, this will be set to No.
Step 5. Click the Edit button, then toggle the Internally Managed option to Yes. Click Save to apply the changes. A prompt will appear confirming that the Work Order will be set to Internally Managed.
Step 6. Once the changes are applied to the Work Order, it will move to the Accepted status and be tagged as an Internally Managed Work Order.
Step 7. From this point, you can update the Work Order status and mark it as Complete. Once completed, you’ll also be able to add an invoice by clicking the Drop-Down menu next to the Action button.
Note: If a Service Provider is set as Internally Managed, there's no need to toggle the Internally Managed option on the Work Order. It will be marked as Internally Managed by default.