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Work orders, start to finish

The email comes in. The work order writes itself.

WorkOrders reads the message and the attachments that came with it, writes the job, works out how urgent it is, puts it in front of the whole crew, and tells the customer what happened — without anyone opening a form.

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One request, start to finish

From site

“Element and thermostat replaced. Refilling and testing now, will check both units before I leave.”

Photo: a close-up of a hot water cylinder's open access panel, showing a newly fitted brass element flange and its ring of bolts.
Photo: a close-up of a hot water cylinder's open access panel, showing a newly fitted brass element flange and its ring of bolts.
The replaced element, close up, on the same cylinder the customer's portal shows.
cylinder-element.jpeg

What the customer sees

WO-6R3XQ8 Completed

This job is finished.

[WO-6R3XQ8] No hot water - 14 Rutland St

Reply-To: wo-8f3c4d21@workorders.nz

A reply to this lands back on the job, in the thread the customer already had open.

Four ways in

Point it at the work. Don't re-key it.

There is no "new job" button on the wall chart in this product, because a work order that has to be typed in is a work order that arrives twice. Four ways in, and every one of them ends at the same docket.

Four intake channels converging on one work order Four labelled inputs — a per-company forwarding address, a mail inbox, the API and the customer portal — each routed into a single trunk that arrives at one work order docket. {YOU}@ WORKORDERS.NZ INBOX API CUSTOMER PORTAL WO-1042 CUSTOMER SITE REPORTED 4 WAYS IN 1 DOCKET

  1. 01

    Your own address, instantly

    Every company gets {you}@jobs.workorders.nz the moment it signs up. Forward to it, or just give it out. No app password, no mailbox credentials, nothing to configure — it works before you have finished reading this.

  2. 02

    Connect the inbox you already use

    Gmail, Outlook, Microsoft 365 or anything else that speaks IMAP — a host, a user and a password, and we watch the mailbox your customers already write to. Processed mail is labelled, never deleted and never moved, so your office manager's inbox keeps reading the way they expect.

  3. 03

    The API

    For work that starts somewhere else — a building management system, a tenant portal, a maintenance schedule of your own. Post the request and it becomes a work order like any other.

    Read the API reference

  4. 04

    Let your customers raise it themselves

    Switch it on and a customer who has signed in to your portal can describe a new job — what, where, and a photo of it — and it lands on your board like everything else. They still need a link emailed to an address you already hold, so it is your customers, not the internet.

Eleven years, one workspace

What the work
actually looks like

Not a pitch — a read-out. One maintenance contractor has run every job through WorkOrders since 2014. Here's what 104,854 of them add up to.

Arrived by email
100%
Zero typed in — there is no other way in
Median time to accept
30 min
62% claimed inside the hour
Median time to complete
14 hrs
50% closed same day
Of inbound email was never a job
28%
Triaged out before anyone drove anywhere

Same-day close rate, by year

Same-day close rate by year, 2015 to 2025 A bar chart. Same-day close rate was 36% in 2015, 39% in 2016, 37% in 2017, then rose through the late 2010s to 61% in 2024, the highest year, before settling at 58% in 2025. 2015 2018 2021 2024 ~37% 2015–17 AVG 61% 2024 PEAK

Same-day close rate by year: 2015 36%, 2016 39%, 2017 37%, 2018 55%, 2019 58%, 2020 54%, 2021 52%, 2022 53%, 2023 57%, 2024 61%, 2025 58%.

When jobs arrive, by hour

Job arrivals by hour of day, all years combined A 24-hour histogram. Arrivals are near zero overnight, climb sharply from 7am, and form a plateau from 8am to 3pm, peaking at 9am with 13,147 jobs. Volume falls off through the evening back to near zero. 00 06 09 12 15 18 21 9AM PEAK 8AM–3PM PLATEAU

Job arrivals by hour, all years combined: near zero from midnight to 6am, rising sharply from 7am (2,229) to a peak at 9am (13,147), a plateau from 8am to 3pm, then falling off through the evening back to near zero by 11pm.

One workspace, eleven years, every job it ever ran. This describes what the work looked like there — not a promise about what yours will look like.

The automation ladder

Claimed in two minutes.
Closed before lunch.

Seven things happened to this job between the email arriving and the customer reading how it went. A person did exactly one of them: a technician tapped accept, and later said what he had done. Everything else on this rail is the software.

  1. 7:02am Arrival

    It arrives the way it always did

    A property manager emails the address she has always emailed. No subject line, the site only in her signature, a PDF of the maintenance request attached. Nobody in your office is asked to do anything differently, and nobody logs into anything to raise it.

  2. 7:02am Extraction

    The job writes itself out of the message

    A plain-English summary, the site, the contact and the trade it needs, pulled out of a paragraph that was never a form. The attachments are described in words too, so a photo of a corroded valve is searchable rather than being IMG_4471. Every field is editable — it is a filled-in form, not a decision.

    WO-4821 · New

  3. 7:02am Urgency

    And it reads how badly it is needed

    "No hot water, tenant has a newborn" is not the same request as "when you get a chance". The urgency comes off the words, and it decides where the job sits on the crew's list before anyone has opened it.

    Urgency · High

  4. 7:04am The claim

    It goes to everyone. First to tap owns it.

    Not to a dispatcher deciding who is free, and not to one person's inbox. The whole crew is offered it at once and the first to accept becomes its owner — it drops off everybody else's list, and a second tap is told it has already gone.

    Assigned · MT

  5. 7:04am The status email

    The customer hears back, from you, unprompted

    A reply goes out on her own email, in your company's name and your sign-off — not a notification from software she has never heard of. She gets another when the work starts and another when it is done. Nobody wrote any of the three.

  6. 9:38am The reply, threaded

    She replies. It lands on the job, not in a mailbox.

    Her answer — the downstairs flat has gone cold as well — comes back onto the work order itself, in the thread, where the technician who owns it can see it. That is the reply address doing the routing: the job number is in it, so a plain reply cannot get lost.

    Ongoing

  7. 11:15am The portal

    And she can look without asking anyone

    Every status email carries a link to her own jobs — no account, no password, no invitation to accept. What was asked for, where it got to, and what was done. It answers "any update on that?" before the phone rings.

    Completed

Nothing on that list was typed in. That's the product.

Nobody opened a new-job form. Nobody copied an address out of a signature. Nobody chased the crew, and nobody wrote to the customer to say someone was coming. The job did not sit unread in a shared inbox because the one person who checks it was on a roof.

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For the office

One board, and it is telling the truth

Because the field updates it from a phone they are already holding, and the office never has to ask anybody what the state of anything is.

Nobody typed a number into this

The board

New, assigned, ongoing, completed — and deleted for the ones that were never a job. Filter it, search it, and open any job to the email it came from.

Live, without refreshing

A job claimed in a van appears on the office screen as it happens. Nobody is watching a stale page and nobody presses F5.

Every number is a link

A count you cannot act on is decoration. Each figure on the dashboard opens exactly the jobs it counted, and each technician's row opens what that person is still carrying.

The reports you run monthly, saved

Kept by name, each one saying in plain English what it filters and how many jobs match right now — and a click from a CSV for invoicing, payroll or a client who wants last quarter.

The shape of the week

A technician a row, a day a column, and every job on it — plus what nobody has picked up. Eleven jobs on Tuesday and nothing on Thursday is a thing you can see.

A fortnight of trend

Raised against completed over fourteen days, so "are we keeping up?" is a glance rather than an argument.

Firms, people and their buildings

A customer belongs to a firm, and the firm's sites are shared by everyone who works there — so six spellings of one address become one building with its whole history under it.

Ask about this job

The AI that read the email is still there afterwards. Ask it what the customer actually said, or have it draft the reply — you send it, or you do not.

Team, roles and seats

Owner, admin, technician. Technicians see their work; they do not see the report with every customer address in it. 2FA and passkeys on every account, required of your admins or of everyone if you want it.

For your customers

They can look. There is nothing to sign up for.

Every status email carries a link to the customer's own jobs. No account, no password, no invitation sitting unaccepted in someone's inbox for a fortnight.

The portal lives on your own subdomain too, so {you}.workorders.nz matches the address your customers already write to. See a live demo portal.

They read their own words back

What they asked for, where it got to, and what was done — in customer language, not staff shorthand. A job is Received, then Booked in, then In progress.

Or they just reply

A reply to any status email lands back on the work order, in the thread they already had open. The job number is in the reply address, so it cannot get lost.

And they can send you a photo

A picture of the leak, three days on, straight onto the request it belongs to — no reply, no attachment lost in a thread. Still no comment box: a conversation belongs on the email, where it already lands on the job.

Who it is for

Different work. Same first move.

A breakdown on a production line and a leaking cylinder in a rental have almost nothing in common — except that both of them turned up as somebody's email.

Machine assembly with numbered service points Elevation of a hopper-fed process machine with a side-mounted drive motor and a control panel, standing on two legs. Four service points are numbered and listed: inlet screen, drive motor, sight glass and anti-vibration mount. 1 2 3 4 1 INLET SCREEN 2 DRIVE MOTOR 3 SIGHT GLASS 4 ANTI-VIB MOUNT 2100

Manufacturing

A line goes down and the message is three words from the floor. It becomes a job with a plant, a machine and an urgency on it, in front of whoever is on maintenance today.

Switchboard elevation with one circuit highlighted Elevation of a seven-way distribution board: a main switch on the left, seven miniature circuit breakers on a DIN rail, a busbar beneath them and an earth bar below that. Circuit 5 is highlighted. 1 2 3 4 5 6 7 DB-2 · 7 WAY · 63 A CCT 5 LIGHTING L2 EARTH BAR MAIN 63 A 610W 500H

Construction

Defects, variations and make-goods arriving from a site manager, a QS and a head contractor at once. All of it lands on one board with the original email still attached to it.

Hot water cylinder and pipe run Elevation of a 180 litre hot water cylinder on a plinth, with the hot draw-off running out at the top, the cold feed entering at the base, and a gate valve and stop valve called out on each. GATE VALVE TPR VALVE HWC 180 L STOP VALVE 1520 600Ø

Field services

Vans, call-outs and a day that reorders itself by lunchtime. The urgent one sorts to the top of the list on its own, and the first technician free takes it.

Multi-tenancy floor plan with one unit marked Plan of a five-tenancy floor plate with hatched external walls, partitions dividing five units, and a corridor with a door to each. Unit 3 is highlighted. U1 U2 U3 U4 U5 54 m² 51 m² 62 m² 47 m² 42 m² CORRIDOR UNIT 3 LEASE FIT-OUT 5600 26 400

Property management

Formal, repeat, attachment-heavy requests — a maintenance form as a PDF, the address in the footer. WorkOrders reads the attachment as well as the message, so the job knows which unit it is for.

Server rack elevation with one rack unit highlighted Elevation of a twelve rack-unit cabinet on a plinth. From the top: a patch panel, a switch, servers and blanking panels, with a UPS near the bottom. Rack unit 7 is highlighted. 12 11 10 9 8 7 6 5 4 3 2 1 U7 APP-02 PATCH 48 PORT 12U 600W

IT and tech support

Tickets that were always going to be email, whatever anybody bought. Triage, priority and ownership without asking a single customer to learn a helpdesk.

If the work reaches you in writing, it can reach you as a job.

Start the trial and it fills itself with sample work for your trade, so you are looking at a board that resembles yours on the first screen rather than an empty one.

Everything it does

In the field

Nobody hands the work out.
The crew takes it.

A new job goes to every phone at once. The first person to tap accept owns it, says how long until they are on site, and it drops off everybody else's list. Two people cannot take the same job — the second one is told it has already gone.

That one rule removes a category of office work: no deciding who is free, no ringing three people to find out, no job sitting unread because the person it was sent to is up a ladder.

Today, in order

New, theirs, and everything on. The urgent ones sort to the top without anyone ranking them.

The whole story

The original email, the photos and PDFs that came with it, the site and who asked — not a one-line dispatch note.

Three taps to move it

Assigned, ongoing, done, each with a note, and each landing in the office the moment it is tapped.

Health and safety on the spot

Flag something unsafe from the van and it goes straight to whoever in the firm needs to know.

On iPhone today, Android next · Free with every plan

See the field app

First tap wins

One price. However busy the week gets.

Flat monthly plans with a seat cap — not per-user billing. Put the summer casual on it and your invoice does not move.

Van

For a working owner and a couple of hands.

$29 /month

NZD, excluding GST. Billed monthly.

3 active members — flat price, however many of them are working today.

  • Up to 3 active team members
  • Unlimited work orders and customers
  • Email-to-work-order inbox
  • Job photos and attachments
  • Customer status emails
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Crew

For a crew with someone in the office.

$79 /month

NZD, excluding GST. Billed monthly.

10 active members — flat price, however many of them are working today.

  • Up to 10 active team members
  • Everything in Van
  • Multiple inbound mailboxes
  • CSV reporting and exports
  • AI job summaries and extraction
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Yard

For a full team across multiple sites.

$149 /month

NZD, excluding GST. Billed monthly.

25 active members — flat price, however many of them are working today.

  • Up to 25 active team members
  • Everything in Crew
  • Priority support
  • Multi-site customer histories
  • Onboarding and data import help
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Fleet

For more crews than one yard holds.

Let's talk

Priced on how many you are.

As many as you need — the seat count is part of the conversation.

  • More than 25 active team members
  • Everything in Yard
  • Seats and price agreed with you
  • Help moving your history off your current system
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