Digital work order: save time and avoid errors
Drop the paper forms and get everything ready for invoicing immediately
A digital work order replaces the classic paper forms, text messages, and random notes that many tradespeople still use to record time and materials on a job. It's an app or web-based solution where workers fill in working hours, material consumption, pictures, notes, and customer signatures directly on the mobile – while still on the job.
What is a digital work order?
Instead of the office having to interpret handwritten forms and recreate jobs after the fact, everything is ready digitally the moment the work is performed. The result: fewer errors, faster invoicing, and full overview.
A digital work order is the fastest way to stop lost hours and forgotten materials in your business.
Why paper forms cost time – and money
When you collect time, materials, and documentation in one place, those problems disappear – and you get everything ready for invoicing at the same time.
Let's be honest: Paper and manual forms are still everyday reality in many trade companies. But they're also one of the biggest hidden costs in the business.
How a digital work order works in practice
A good work order solution (like in Bidmio) is built around jobs and step-by-step workflow. This means you create a job (e.g., "Service on heating system"), and each employee adds their data directly in the app.
Everything happens digitally, without paper, scanning, or manual entry.
Example: how it works in Bidmio
Everything is logged automatically: date, employee, GPS, pictures, materials, time, and signature.
Bidmio is built specifically for tradespeople, installers, and service workers, and the work order is one of the most important features.
How to choose the right solution?
When looking at the market (Apacta, Ordrestyring, Minuba, Bidmio, etc.), you should ask the following questions:
Is the solution made for tradespeople?
Some systems are too generic – choose one focused on construction/service.
Does the app work offline?
A big advantage on construction sites and in basements.
Can you get hours and materials directly on the invoice?
This saves the office many hours of manual entry.
Is there integration with accounting systems?
(e-conomic, Dinero, Uniconta, Billy ...)
Is the solution simple for workers?
If it's not used in the field, you lose the value.
Can you add pictures and signature?
This provides documentation, customers expect it.
What about pricing and support?
Choose a vendor who understands your industry.
The typical problems with paper forms
| Problem | Consequence |
|---|---|
| Forms are delivered too late | Invoice is delayed, customer forgets the work |
| Handwriting is unreadable | Wrong information on invoice |
| Materials are forgotten | Lost revenue and weakened profit margin |
| Time consumption rounded "approximately" | Over- or under-invoicing |
| No documentation | Difficult to prove work in case of complaints |
| Paper gets lost | No proof of completed work or time spent |
Workflow step by step
1Create job
- Customer name, address, contact
- Job type (service, installation, troubleshooting)
- Expected duration and price
- Assign technicians
2Perform work
The technician logs in on the mobile:
- Starts and stops time (hours recorded automatically)
- Adds materials via search, scanning, or from favorites
- Adds pictures, notes, and customer signature
3Close job
- System summarizes everything: working hours, materials, photos, notes
- Office gets it instantly in the overview
- Invoice is prepared automatically (can be sent directly via e-conomic, Dinero, Uniconta, etc.)
Typical workflow in Bidmio
Office creates job "Heat pump installation – Jensen, Aarhus".
Technician receives push notification in the app.
He opens the job, starts time, takes picture of installation before work.
During work, he adds materials from catalog (pipes, fittings, cables, etc.).
Upon completion, takes "after" photo, writes brief note, and gets customer's digital signature.
Work order closes – and the office sees it immediately.
Invoice can be sent the same day.
Features in a modern digital work order
A professional digital work order solution should include the following key features:
| Function | Description | Benefit |
|---|---|---|
| Time tracking | Start/stop, manual hours, or automatic GPS log | No forgotten hours |
| Material registration | Search/scan items from catalog or warehouse | Everything goes on the invoice |
| Photo documentation | Before/after photos directly in the job | Proof and quality assurance |
| Checklists | Standard tasks or quality assurance forms | Consistent execution |
| Digital signature | Customer signs on mobile | Proof of delivery |
| Offline function | Work without network, sync later | Works everywhere |
| Automatic PDF report | Generate work order as report | Shareable and archivable |
| Integrations | Send to e-conomic, Dinero, Uniconta, etc. | Full digital chain |
| Statistics and search | Find jobs, people, customers, items | Quick overview |
Benefits of switching to digital work order
🕒Time saved in the officeLess paperwork and data entry
Less paperwork and data entry
💰Higher invoicingHours and materials aren't forgotten
Hours and materials aren't forgotten
📸Better documentationFewer complaints and misunderstandings
Fewer complaints and misunderstandings
📱Easy for workersEverything on mobile, no paper
Everything on mobile, no paper
⚙️AutomationHours, prices, and pictures collected automatically
Hours, prices, and pictures collected automatically
🔒Security and GDPRData stored securely in EU (Bidmio Cloud)
Data stored securely in EU (Bidmio Cloud)
💬Better communicationOffice and installer see the same thing in real-time
Office and installer see the same thing in real-time
📊 An average trade business increases its billable time by 5-10% after switching to digital work order.
Real-world examples
🔧Service company with 6 employees
Paper forms delivered weekly → office spends 2-3 hours every Friday compiling data.
All registrations happen continuously → invoices made the same day.
+8% more invoiced time and halved administrative time.
🧰Electrician with 4 vans
Materials were often forgotten → invoices missing small items.
Workers scan materials directly on-site → everything is included in the job.
Profit margin increased 12% in 3 months.
Why Bidmio is the best solution for digital work order
Bidmio was developed together with tradespeople, not just for them. The system brings all important parts together in one flow – from customer to invoice.
You get with Bidmio:
- Work orders with hours, materials, and pictures
- Automatic report and invoice draft
- App for iOS & Android (offline supported)
- Integrations with e-conomic, Dinero, Uniconta, Google Drive, etc.
- Checklists and quality assurance
- Digital signatures and PDF work orders
- Time and employee management (overview of all)
- GDPR security with European hosting
With Bidmio, all data is collected in one place – without double work.
How to get started in under 30 minutes
Create company and users on Bidmio.com
Import customers (from CSV or manually)
Create first job – choose customer and employee
Fill out digital work order via the app
Send PDF or invoice directly to customer
See everything in the dashboard: hours, revenue, status
What does a digital work order cost?
Most systems offer per user per month pricing (typically $15-40). Bidmio has transparent subscriptions, including support and mobile app. No hidden modules – you only pay for active users.
Is a digital work order legal documentation?
Yes. When the customer signs digitally, the signature, time, GPS, and photos are saved. This constitutes legal documentation in disputes or complaints.
Can I use the work order for quality assurance?
Yes, with checklists and photo upload, it also functions as a QA report. Ideal for plumbing, electrical, installation, and service agreements.
Frequently Asked Questions
From paper to profit – in under a week
The digital work order isn't just a smart feature – it's the key to running a modern trade business efficiently. You get control of finances, documentation, and overview – and your customers notice the difference. Bidmio makes it easy to switch from chaos to structure.
👉 Try Bidmio for free today – experience how much easier it is to manage jobs, time, and materials digitally. No commitment, full support – and satisfied customers.
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