--- title: Work Orders vs. Work Order Series description: "Learn how a work order differs from a work order series in Clean Smarts, and how to set up a series so each visit has its own status and billing.\n\nThe article covers the difference, when to use each, setup from Work → Work Orders and Schedule → Calendar, what gets created after save, and how This work order only vs This and all future work orders works." --- [Skip to content](https://support.cleansmarts.com/work-orders-vs.-work-order-series#main-content) [![](https://support.cleansmarts.com/hs-fs/hubfs/cleansmarts_logo_white_med.png?width=320&height=110&name=cleansmarts_logo_white_med.png)](https://www.cleansmarts.com/) Open main navigation Close main navigation - [Contact us](mailto:support@cleansmarts.com) [Contact us](mailto:support@cleansmarts.com) How can we help you? - There are no suggestions because the search field is empty. 1. [Clean Smarts Knowledge Base](https://support.cleansmarts.com/?hsLang=en-us) 2. [Web Portal](https://support.cleansmarts.com/web-portal?hsLang=en-us) 3. [Work Orders](https://support.cleansmarts.com/web-portal?hsLang=en-us#work-orders) # Work Orders vs. Work Order Series ## Work Orders are for tasks with a start and an end. A work order series is for indefinite tasks. What's the Difference Between a Work Order and a Work Order Series? Use a **Work Order** when you have one job to track from start to finish. Use a **Work Order Series** when the same job repeats indefinitely and each visit needs its own work order number, status, notes, photos, and billing. This article explains the difference and walks through setting up a work order series in the web portal. **Applies to:** Account administrators and managers with the **Work Orders (Edit)** module. Work order series is an Expert plan feature. --- ### Before You Start - Add the location first. You cannot create a work order or a work order series without an existing location. See [How do I add a location?](https://support.cleansmarts.com/how-do-i-add-a-location?hsLang=en-us) - Decide whether each visit needs its own records. If every visit shares one status and one invoice, a regular work order is enough, even if it repeats. - Work order series is available on the Expert plan. If you do not have it, ask your account manager about upgrading. --- ### Work Order vs Work Order Series A work order can still repeat. Recurring does not make it a series. | | **Work Order** | **Work Order Series** | | --- | --- | --- | | **What it is** | One job record | A repeating schedule that creates a new work order for each visit | | **ID** | One ID for the whole job | Each visit gets its own ID | | **Status** | One status for every occurrence | Each visit has its own status | | **Notes, photos, and PO** | Shared across all visits | Tracked separately on each visit | | **Billing** | One job to invoice | Each visit can be billed on its own | | **Best for** | A one-off job, or repeating work you do not need to close or invoice visit by visit | Monthly extra work, recurring billable jobs, or any schedule where each appointment needs its own close-out | **Example:** Nightly cleaning at the same building can stay one recurring work order. A monthly floor-care visit that you invoice separately should be a work order series. --- ### Set Up a Work Order Series You can start from **Work Orders** or from the **Calendar**. #### From Work Orders 1. Go to **Work → Work Orders**. 2. Click **Add Work Order**. 3. Choose **Work Order Series**. 4. The **Create Work Order Series** form opens. #### From the Calendar 1. Go to **Schedule → Calendar**. 2. Click **Add Event**, then choose **Work Order Series**. 3. You can also click an open time slot and choose **Work Order Series**. --- ### Fill Out the Series 1. Enter a **Description**, such as "Monthly floor care." 2. Choose the **Location**. 3. Optional: **Select Users** who should be assigned to the work. Only users with access to that location appear. 4. Choose a **Status**. 5. Turn on **Billable** if each visit should be billed. 6. Open **Schedule** if it is not already expanded. 7. Change **Frequency** from **Once** to **Daily**, **Weekly**, **Monthly**, or **Yearly**. 8. Set how often it repeats with **Every**. For example, **Every** `1` **Months** is once a month. **Every** `2` **Weeks** is every other week. 9. Choose the days or week of the month that match the work. For a monthly visit on the second Friday, use **Monthly**, then **On this week of the month**. 10. Set a **Start Date**. Leave **End Date** empty if the series should continue, or add an end date if it should stop. 11. Set **Expected Check-in Time** and **Expected Check-out Time**. 12. Optional: Turn on **Prevent Check-in Outside Job Hours** if staff should not clock in before the job window opens. 13. Add **Job Notes**, services, supplies, a checklist, or custom fields if the visit needs them. Each new work order created from the series copies these details. 14. Click **Create Work Order Series**. --- ### What Happens After You Save Clean Smarts keeps the series as the schedule, then creates individual work orders for upcoming visits. - Daily, weekly, and yearly series create work orders for visits in the next **30 days**. - Monthly series create work orders for visits in the next **90 days**. - Each of those work orders has its own ID, status, notes, photos, and billing. - Those individual work orders appear on **Work → Work Orders**. - Later visits are created automatically as they enter that window. The series itself stays on the **Calendar**. Open a date far enough in the future if you need the series, not one visit. --- ### Update a Work Order in the Series When you edit one of the created work orders and save, Clean Smarts asks: - **This work order only** — changes that one visit. - **This and all future work orders** — updates this visit, later visits that already exist, and the series, so new work orders created later use the new values. Only the fields you changed are applied. Use **This work order only** for a one-time change, such as moving next Tuesday. Use **This and all future work orders** when the ongoing schedule or scope should change. --- ### Tips and Troubleshooting **I created a recurring work order, but every visit still shares one status.** That is a regular work order with recurrence. Archive or close it if you do not need it, then create a **Work Order Series** instead. **I don't see Work Order Series.** Confirm your role includes **Work Orders (Edit)**. Series also requires the Expert plan. **I don't see weekday choices.** **Frequency** is probably set to **Once** or **Daily**. Switch it to **Weekly**, **Monthly**, or **Yearly**. **Only some upcoming visits appeared.** That is expected. Clean Smarts creates work orders inside the 30-day or 90-day window, then creates the later ones as those dates get closer. **I need to change the series, not one visit.** On the **Calendar**, open an occurrence far enough in the future that it is still the series, or edit a created work order and choose **This and all future work orders**. **The mobile app only created one visit.** The mobile app creates a one-time work order. Set up a series in the web portal. Field staff can still open and complete each visit from the app. See [How do I use work orders in the mobile app?](https://support.cleansmarts.com/how-do-i-use-work-orders-in-the-mobile-app?hsLang=en-us) --- ### Related Articles - [How do I add a location?](https://support.cleansmarts.com/how-do-i-add-a-location?hsLang=en-us) - [How do I use work orders in the mobile app?](https://support.cleansmarts.com/how-do-i-use-work-orders-in-the-mobile-app?hsLang=en-us) - [Getting started](https://support.cleansmarts.com/getting-started?hsLang=en-us) - [Mobile App](https://support.cleansmarts.com/mobile-app?hsLang=en-us#main-content) - [Getting Started](https://support.cleansmarts.com/mobile-app?hsLang=en-us#getting-started) - [Timekeeping](https://support.cleansmarts.com/mobile-app?hsLang=en-us#timekeeping) - [Geofences](https://support.cleansmarts.com/mobile-app?hsLang=en-us#geofences) - [Shifts, Jobs & Work Orders](https://support.cleansmarts.com/mobile-app?hsLang=en-us#shifts-jobs-work-orders) - [Checklists, Tasks, and Scan Points](https://support.cleansmarts.com/mobile-app?hsLang=en-us#checklists-tasks-and-scan-points) - [Issues and Service Requests](https://support.cleansmarts.com/mobile-app?hsLang=en-us#issues-and-service-requests) - [Inspections](https://support.cleansmarts.com/mobile-app?hsLang=en-us#inspections) - [Supplies](https://support.cleansmarts.com/mobile-app?hsLang=en-us#supplies) - [Messaging and Notifications](https://support.cleansmarts.com/mobile-app?hsLang=en-us#messaging-and-notifications) - [Manager Features](https://support.cleansmarts.com/mobile-app?hsLang=en-us#manager-features) - [Offline, Sync & Troubleshooting](https://support.cleansmarts.com/mobile-app?hsLang=en-us#offline-sync-troubleshooting) - [Profile and Help](https://support.cleansmarts.com/mobile-app?hsLang=en-us#profile-and-help) - [Training](https://support.cleansmarts.com/mobile-app?hsLang=en-us#training) - [Web Portal](https://support.cleansmarts.com/web-portal?hsLang=en-us#main-content) - [Checklists, Tasks, and Scan Points](https://support.cleansmarts.com/web-portal?hsLang=en-us#checklists-tasks-and-scan-points) - [Users](https://support.cleansmarts.com/web-portal?hsLang=en-us#users) - [Custom Fields](https://support.cleansmarts.com/web-portal?hsLang=en-us#custom-fields) - [Geofences](https://support.cleansmarts.com/web-portal?hsLang=en-us#geofences) - [Inspections](https://support.cleansmarts.com/web-portal?hsLang=en-us#inspections) - [Issues and Service Requests](https://support.cleansmarts.com/web-portal?hsLang=en-us#issues-and-service-requests) - [Locations and Sub-locations](https://support.cleansmarts.com/web-portal?hsLang=en-us#locations-and-sub-locations) - [Messaging](https://support.cleansmarts.com/web-portal?hsLang=en-us#messaging) - [Pay Rates and Job Costing](https://support.cleansmarts.com/web-portal?hsLang=en-us#pay-rates-and-job-costing) - [Shifts and Scheduling](https://support.cleansmarts.com/web-portal?hsLang=en-us#shifts-and-scheduling) - [Supplies](https://support.cleansmarts.com/web-portal?hsLang=en-us#supplies) - [Time and Attendance](https://support.cleansmarts.com/web-portal?hsLang=en-us#time-and-attendance) - [Translation](https://support.cleansmarts.com/web-portal?hsLang=en-us#translation) - [Work Orders](https://support.cleansmarts.com/web-portal?hsLang=en-us#work-orders) - [Assets and Equipment](https://support.cleansmarts.com/web-portal?hsLang=en-us#assets-and-equipment) - [Billing and Subscriptions](https://support.cleansmarts.com/web-portal?hsLang=en-us#billing-and-subscriptions) - [Integrations](https://support.cleansmarts.com/web-portal?hsLang=en-us#integrations) - [Payroll](https://support.cleansmarts.com/web-portal?hsLang=en-us#payroll) - [Quality](https://support.cleansmarts.com/web-portal?hsLang=en-us#quality) - [Customer Portal](https://support.cleansmarts.com/customer-portal?hsLang=en-us#main-content) - [Getting Started](https://support.cleansmarts.com/customer-portal?hsLang=en-us#getting-started) - [Completed Work](https://support.cleansmarts.com/customer-portal?hsLang=en-us#completed-work) - [Quality](https://support.cleansmarts.com/customer-portal?hsLang=en-us#quality) - [Service Requests](https://support.cleansmarts.com/customer-portal?hsLang=en-us#service-requests) - [Messages](https://support.cleansmarts.com/customer-portal?hsLang=en-us#messages) - [Supplies](https://support.cleansmarts.com/customer-portal?hsLang=en-us#supplies) - [Notifications](https://support.cleansmarts.com/customer-portal?hsLang=en-us#notifications) [![](https://support.cleansmarts.com/hs-fs/hubfs/cleansmarts_logo_white_med.png?width=320&height=110&name=cleansmarts_logo_white_med.png)](https://www.cleansmarts.com/) Copyright © 2026, Clean Smarts