Complete reference for all work order statuses
Important: BBU Cleaning uses a two-stage workflow. Work orders start in the Work Order Management stage (handled by field managers and cleaners), then get handed off to the Invoice Management stage (handled by office/accounting staff).
Who: Field Managers & Cleaners
Purpose: Schedule, perform, and complete the cleaning work
Handoff Point: When manager approves work, it moves to Invoice Management
Who: Office Staff & Accounting
Purpose: Review, approve, and invoice the completed work
Goal: Create invoice in QuickBooks and close the work order
Key Insight: Once a work order reaches APPROVED_READY_TO_SYNC, different people handle it (office staff, accounting) rather than field managers. This handoff ensures field teams focus on cleaning, while office teams handle invoicing.
What it means: Work order is being created but not yet ready for assignment.
Who uses it: Admin, Manager
When to use:
What it means: Work order is ready but needs a cleaner to be assigned.
Who uses it: Admin, Manager
When to use:
What it means: Work order is assigned to a cleaner and scheduled for a specific date/time.
Who uses it: Admin, Manager (set status); Cleaner (can start work)
Key features:
What it means: Cleaner is actively working on this work order right now.
Who uses it: Cleaner (assigned to work order)
While in progress:
What it means: Cleaner finished the work, now waiting for manager review/approval.
Who uses it: Cleaner (sets status); Manager (reviews)
Manager reviews:
⚠️ Appears in "Needs Review" filter
What it means: Some line items/services are approved, but others need adjustment.
Who uses it: Admin, Manager
Use cases:
What it means: Work was not acceptable and needs to be redone by cleaner.
Who uses it: Manager (rejects); Cleaner (fixes and resubmits)
What to include:
🔔 Cleaner receives notification
What it means: Work is approved and ready to be invoiced in QuickBooks Online.
Who uses it: Admin, Manager (approve); Admin (sync)
This is the "invoice-ready" status:
What it means: Invoice successfully created in QuickBooks Online. TERMINAL STATUS (work order complete).
Who uses it: Admin (automatic or manual)
Work order complete:
🎉 Success! This is the end of the work order lifecycle.
What it means: Attempted to sync to QuickBooks but failed. Needs admin attention.
Who uses it: System (automatic on failure); Admin (fixes)
Common errors:
What it means: Work order was cancelled and will not be completed. TERMINAL STATUS.
Who uses it: Admin, Manager
When to cancel:
🔒 Cannot reactivate cancelled work orders
Full Control
✅ Can Do Everything:
Use this power wisely!
Workflow Control
✅ Can Do:
❌ Cannot Do:
Field Work
✅ Can Do (if assigned):
❌ Cannot Do:
💡 Faster when you know which cleaner to assign
⚠️ Always include specific rejection notes!
💡 Check error message for specific fix needed
Problem: Trying to change status in a way that's not allowed.
Solution:
Problem: Cleaner finished work but manager hasn't reviewed yet.
Solution:
Problem: Can't find a work order you expect to see.
Check:
Problem: Made a mistake, want to go back to previous status.
Allowed backward transitions:
Note: SYNCED_TO_QBO and CANCELLED are terminal (cannot undo)
| Current Status | Next Status Options | Who Can Do It | Assignment Required? |
|---|---|---|---|
| DRAFT | NEEDS_ASSIGNMENT, SCHEDULED, CANCELLED | Admin, Manager | No |
| NEEDS_ASSIGNMENT | SCHEDULED, CANCELLED | Admin, Manager | No |
| SCHEDULED | IN_PROGRESS, CANCELLED, NEEDS_ASSIGNMENT, DRAFT | Cleaner (IN_PROGRESS); Admin/Manager (others) | Yes (for IN_PROGRESS) |
| IN_PROGRESS | COMPLETED_PENDING_REVIEW, CANCELLED | Cleaner (COMPLETED); Admin/Manager (CANCELLED) | Yes |
| COMPLETED_PENDING_REVIEW | SCHEDULED, PARTIALLY_APPROVED, APPROVED_READY_TO_SYNC, REJECTED_NEEDS_RESUBMIT | Admin, Manager | No |
| PARTIALLY_APPROVED | APPROVED_READY_TO_SYNC, REJECTED_NEEDS_RESUBMIT | Admin, Manager | No |
| REJECTED_NEEDS_RESUBMIT | COMPLETED_PENDING_REVIEW, APPROVED_READY_TO_SYNC, CANCELLED | Cleaner (COMPLETED); Admin/Manager (others) | Yes (for COMPLETED) |
| APPROVED_READY_TO_SYNC | SYNCED_TO_QBO, SYNC_ERROR | Admin | No |
| SYNCED_TO_QBO | (none - terminal) | - | - |
| SYNC_ERROR | APPROVED_READY_TO_SYNC, SYNCED_TO_QBO | Admin | No |
| CANCELLED | (none - terminal) | - | - |