Work Orders that Create Themselves
and Close with Cost Attached
Squarerigger turns DVIR defect reports, telematics fault codes, and PM schedules into digital work orders,
routing jobs to technicians and logging labor, parts, and repair costs before work closes.
No more Delays, Missed
Repairs, and Lost Information
Here’s what’s different when the work order is on the same record from trigger to close.
1. A Driver Flags a Defect on the Way In
The paper DVIR reaches the manager's desk, then the shop hours later, or stays in a stack with the rest of the carbon copies.
The DVIR is on a phone. Failed items create pending work requests attached to the truck, visible to the shop when the driver saves it.
2. A Technician Picks Up a Job
The technician reads a printed work order and logs labor on a sheet to be entered later. Photos sit on a phone no one else sees.
The technician clocks in on the work order from a phone. Parts pulled go on the line item. Photos attach to the work order directly.
3. A Parts Shortfall in the Middle of the Repair
The technician walks to the parts room. The parts manager calls a vendor. The job pauses, sometimes for the rest of the shift.
Stock availability is visible on the work order. If the part is not on the shelf, a purchase order can be raised against the same WO line.
4. A Manager Checks Status
The manager walks the bays or calls the shop. Status lives in heads and on whiteboards.
Open work orders by asset, technician, and status sit on one screen. Cycle time and technician utilization update as the work moves.
5. The Month-End Cost Review
Labor sheets, vendor invoices, and parts logs are reconciled by hand. The cost per asset is an estimate.
Cost per work order, per asset, and per technician rolls up in the same system that handled the work.
1. A Driver Flags a Defect on the Way In
The paper DVIR reaches the manager's desk, then the shop hours later, or stays in a stack with the rest of the carbon copies.
The DVIR is on a phone. Failed items create pending work requests attached to the truck, visible to the shop when the driver saves it.
2. A Technician Picks Up a Job
The technician reads a printed work order and logs labor on a sheet to be entered later. Photos sit on a phone no one else sees.
The technician clocks in on the work order from a phone. Parts pulled go on the line item. Photos attach to the work order directly.
3. A Parts Shortfall in the Middle of the Repair
The technician walks to the parts room. The parts manager calls a vendor. The job pauses, sometimes for the rest of the shift.
Stock availability is visible on the work order. If the part is not on the shelf, a purchase order can be raised against the same WO line.
4. A Manager Checks Status
The manager walks the bays or calls the shop. Status lives in heads and on whiteboards.
Open work orders by asset, technician, and status sit on one screen. Cycle time and technician utilization update as the work moves.
5. The Month-End Cost Review
Labor sheets, vendor invoices, and parts logs are reconciled by hand. The cost per asset is an estimate.
Cost per work order, per asset, and per technician rolls up in the same system that handled the work.
How It Works
Step 1
A fault code arrives from a
DVIR or triggered by an ELD
Step 2
A work request opens with
services suggested
Step 3
The request is approved
into a work order
Step 4
The technician clocks in
on mobile
Step 5
The cost line populates
as labor and parts post
The Full Work Order Lifecycle
DVIR, Fault Code, & PM Trigger
Pending work gets created without anyone typing, from:
- Failed DVIR items.
- Diagnostic codes from 70+ telematics providers.
- PM intervals based on mileage, hours, or date.
Mobile-First Technician Flow
The shop floor and the cab are first-class.
- Clock in and clock out on the work order from a phone.
- Attach photos, notes, and inspection results inline.
- Read VIN, parts, and service data without a desktop.
Reporting & Warranty Tracking
The numbers come from the workflow, not from rebuilding it.
- Cost per WO, per asset, per technician.
- Cycle time and throughput trends.
- Warranty-eligible repairs flagged at the line level.
Assignment by Skill, Bay, & Priority
The right job lands with the right technician.
- Assign by technician availability, skillset, or priority level.
- Bundle multiple services on a single work order.
- Reassign without rebuilding the work order from scratch.
Work Order Parts & Labor Costing
Every cost lands on the same record as the work.
- Labor hours from clock-in feed cost automatically.
- Parts linked to services post to the WO line.
- Outside vendor cost rolls onto the same WO.
DVIR, Fault Code, & PM Trigger
Pending work gets created without anyone typing, from:
- Failed DVIR items.
- Diagnostic codes from 70+ telematics providers.
- PM intervals based on mileage, hours, or date.
Assignment by Skill, Bay, & Priority
The right job lands with the right technician.
- Assign by technician availability, skillset, or priority level.
- Bundle multiple services on a single work order.
- Reassign without rebuilding the work order from scratch.
Mobile-First Technician Flow
The shop floor and the cab are first-class.
- Clock in and clock out on the work order from a phone.
- Attach photos, notes, and inspection results inline.
- Read VIN, parts, and service data without a desktop.
Work Order Parts & Labor Costing
Every cost lands on the same record as the work.
- Labor hours from clock-in feed cost automatically.
- Parts linked to services post to the WO line.
- Outside vendor cost rolls onto the same WO.
Reporting & Warranty Tracking
The numbers come from the workflow, not from rebuilding it.
- Cost per WO, per asset, per technician.
- Cycle time and throughput trends.
- Warranty-eligible repairs flagged at the line level.
Where the Work Order Hooks In
A work order does not sit on its own. It draws from inspections, schedules,
requests, and parts, and feeds reporting and compliance.
Who Touches the Record
Fleet Technician
Mobile work order, clock-in, parts lookup, photos and notes from the bay or the roadside.
Fleet Maintenance Manager
Bay assignment, cycle time, technician utilization, recurring failure patterns by asset.
Fleet Operations Director
Vehicle readiness reflects current work order status, not last shift's assumption.
IT Leader
Mobile-first across devices, 70+ telematics integrations, no separate connector layer.
Watch a Work Order Move from
DVIR to Closed
Thirty minutes is enough to see how a defect raised in the cab becomes pending work, gets
assigned to a technician, and closes with labor, parts, and vendor cost attached.
Common Questions
What happens to open work orders in our current system?
Open work orders are part of the data migration step in onboarding. Squarerigger imports asset records, service history, and any in-flight work so the shop does not lose continuity on day one.
How does your work order software for fleets help paper-based technicians transition to mobile?
The technician flow is the part of the platform that gets the most weight on mobile. Clock-in, parts lookup, photos, and status updates run from a phone. A technician who has only used paper can run a work order without learning a desktop tool.
Can we keep using our existing parts catalog?
Yes. Squarerigger integrates with parts vendors and OEM data so existing catalog work is not lost. Barcode scanning and minimum and maximum stock alerts run on top of the data the shop already has.
What if dispatch lives in a separate TMS?
The work order does not have to move into the TMS. Squarerigger holds vehicle status, work order detail, and parts on its side, and integrates with TMS systems so operations can read availability without leaving their tool.
How long does onboarding take?
Small and mid fleets are typically on the platform in two to four weeks. Larger multi-location fleets take up to eight weeks. Data migration and role-based training run inside that window.
Does Squarerigger support digital work orders for commercial truck fleets handling vendor repairs?
Yes. External repairs open on the same work order record as in-house jobs, posting vendor parts and labor directly while flagging warranty coverage.