How do I use the Workflow?
Customize your Workflow to organize and manage your estimates, invoices, and parts
Garrett avatar
Written by Garrett
Updated over a week ago

The Workflow allows you to access and view all of your estimates and invoices at a quick glance. There are multiple Workflow views available to you, each with its own capabilities and features.

Customizable View

In the Customizable View of the Workflow, there are four default columns:
Estimates, Dropped Off, In Progress, and Invoices: 

Customizable view of the workflow

You can edit the column titles, as well as add, delete, and rearrange columns as needed. Note that each column title represents a Workflow status, which can be selected from the right-side panel within an estimate or invoice:

Workflow invoices dropdown menu

To add a new column, click the three dots (ellipsis) button at the top-right of the page, then click Add Column. From there you can change the column's title and drag-and-drop it, using the header, to the desired position:

Customizing workflow columns, adding new workflow column

Hide Columns

Hiding workflow columns

You can hide columns from the Workflow settings in the ellipsis in the top right. Click on the ellipsis to see a list of your columns with toggles. When a toggle is on, the column will be displayed, and you can turn off a toggle to hide a column. Note: Hiding columns will only change your view. It will not hide columns for anyone else in your shop.

Workflow Cards

You can also drag-and-drop a Workflow card into any column to quickly and easily organize your Workflow. Doing so will automatically change the estimate or invoice's Workflow status to that of the column title it is moved to:

Drag and drop workflow cards to different columns when the status of the order changes

The Workflow cards representing your estimates and invoices contain important information in a simplified, snapshot view. The information contained is as follows:

Workflow card with indicators of each feature and symbol
  1. Title of your estimate/invoice.

  2. Label(s) you have added.

  3. Associated vehicle.

  4. Associated customer.

  5. Assigned service writer.

  6. The due date for the order.

  7. Incomplete Labor Hours - The sum of labor hours that are not marked as ‘Complete.’

  8. Total Labor Hours - The sum of all labor hours (Complete + Incomplete).

    1. Only Authorized Hours - Both Incomplete Labor Hours and Total Labor Hours have the option to display all hours on the service or only show authorized hours. This can be turned on or off by customizing the Workflow Card.

  9. Labor hours remaining - The progress bar will fill based on labor items marked ‘Complete.’ Hover over the bar to see it’s details. Progress is calculated as Incomplete Labor Hours / Total Labor Hours *100.

  10. Assigned technician(s).

  11. Authorization status. A green checkmark indicates it has been authorized.

  12. Notes. A green notes symbol indicates that there have been messages sent to/received by your customer, as well as if there are any saved internal notes.

  13. Inspection. A green inspection symbol indicates that an inspection has been completed.

  14. Appointment. A green appointment symbol indicates that an appointment has been scheduled.

  15. The estimate/invoice total and remaining balance.

  16. The ellipsis button. Clicking on this button will open up additional options like deleting, duplicating, archiving, and much more.

Customize Cards

Customize the workflow cards to display information most important to your shop

To customize the information that shows on your Workflow Cards, click the ellipsis in the top right of the Workflow page, then click Customize Cards. You’ll be able to customize the cards in the Standard and Condensed views. The list of items will be separated into Labor information and Additional Details. Each of the items in the list corresponds to the information that will be displayed on the Workflow Card. Clicking the toggle will hide or show the information on the Workflow Card. After making any changes, you will see the option to Reset to Default. Click that to reset the information back to original settings. Click Save to make sure your settings are saved.


Archiving will remove the estimates and invoices from your Workflow, but they will still be searchable and visible in reports. You can have them appear in the Workflow again by clicking the Add Filter button and clicking Archived. Archived estimates and invoices can always be unarchived if needed. You can also search for an archived estimate or invoice from the Search everything bar, either by entering the estimate or invoice number or another component such as the customer or vehicle information associated with it.

You can archive orders from their ellipsis menu. Click on the ellipsis menu for the estimate or invoice you’d like to archive, then click archive. Just like described above, the estimate or invoice will be removed but can be filtered and searched for.

Archive a work order

Condensed View

Along with the standard view type of the Custom View, you can use the condensed view type to allow for even more tiles to be seen on your screen:

Workflow condensed view button

This will shrink your tiles to a smaller size that show less information:

Workflow view with all workflow cards condensed

Column Settings

You can click on the ellipsis button in a column header to apply certain settings and actions to the estimates and invoices within that column:

Workflow column settings dropdown menu
  • Hide Column (for me) - Clicking this will hide the column from your view. This will only be for your view and will not affect others in your shop. To display the column again, go to the Workflow settings mentioned earlier in the article.

  • Archive All Orders - As described, this will archive all orders in the column.

  • Delete Column - You can delete a Workflow column as needed, but this will not delete the estimate/invoice tiles within the column, just the column itself. You will be prompted to choose which column to send these tiles to upon deletion:

  • Archive When Inactive - When turned on, tiles in the column will be automatically archived if they have not been updated in a certain amount of days that you determine in the field below the toggle.

  • Archive When Paid - When turned on, tiles in the column will be automatically archived when fully paid.

  • Convert to Invoice - When turned on, any tile dropped into the column will be automatically converted to an invoice. A $ symbol will be shown on the column header to signify that this setting is enabled.

List View

Workflow list view button

The List View shows your estimates and invoices in a simple, single-column list structure for each individual workflow status:

List view of work orders in the workflow

Each Workflow status is listed at top of the page, along with the quantity of estimates/invoices currently possessing that status. Click on any Workflow status to view the corresponding estimates and invoices. 

A benefit to having each estimate or invoice listed this way is you gain the ability to sort how they are organized. Click any applicable column header to sort the displayed orders accordingly:

Order name button

Move orders to a different workflow status by clicking on the status in the workflow column and then selecting the desired workflow status.

Changing status of a work order in the workflow

Estimates and invoices still have the ellipsis menu that you can use to perform actions like duplicating, deleting, and archiving among many others.

Duplicate, delete, and archive orders with the ellipsis button

Parts Workflow

Workflow parts button

The final Workflow view in your arsenal is the Parts Workflow:

Parts workflow page

With the Parts Workflow, you can see all of the parts currently in progress, organized by the order number that they are associated with. For more information on the Parts Workflow and Core Returns, check out our help article.

Workflow filters

Located towards the top of each workflow view are filters available for you to modify and add as desired, to further narrow down the orders displayed. Simply click on the filter and then click the box next to the appropriate setting:

Archived vs Not Archived workflow filters

Click + Add Filter to add additional filters that are not present by default:

Add filter button

Workflow settings

On the Settings > General Settings page, there is a toggle that will force a prompt to appear if there are any unassigned labor line items on an estimate that is being converted to an invoice:

Workflow settings toggle to prompt if there are any unassigned labor line items on an estimate before it is converted to an estimate

The prompt will allow you to either assign a technician to all labor items in the service, individual labor items, or proceed converting the estimate to an invoice without any technician assignments:

Prompt to assign a technician before converting the estimate to an invoice

Still have questions? Feel free to reach out to us through the Chat Icon in the bottom right corner of your screen. Thanks for reading!

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