Add a work order

You can manually add a work order (WO).

Step 1: Enter the general WO information

  1. Go to Projects and select the appropriate project in the Quick Select section.
  2. On the Project Home page, select Work Orders under the Documentation section.
  3. Select Actions > Add Manually.
  4. Optionally, update the Project number if needed.
  5. Optionally, select the Prime Contract.
  6. Optionally, update the Issue Date.

    The default value is today's date.

  7. Optionally, update the WO #.

    Sage Construction Management automatically generates the WO number, but it can be modified.

  8. Enter the Subject.
  9. Optionally, select the WO Type, which can be used for filtering.
  10. In the Key Contacts section, select the Issued By and Issued To company and contacts.
  11. Optionally, enter the WO Description.
  12. Optionally, enter or select the following references as needed:
    • CPR / CO #
    • Subcontract #
    • SCO #
    • Drawing
    • Location
    • Spec. Section
    • Other
  13. Optionally, update the status as follows:
    • Billable Status: Applicable only to Cost Plus prime contracts.
    • Status: Overall status.
    • Status Date: Enter the date that the Status was set to Approved.
  14. Optionally, add a Cost Reviewer for the WO cost items and installed work as follows:
    • Company and Contact.
    • Address Type

      Only used for printing.

    • Type of Costs to Review
      • Review Actual
      • Review Estimated
    • Review Date
  15. Optionally, enter the Review Comments.
  16. Select Next.
The table below outlines some typical scenarios of companies referenced on a WO based on company type.
Type of firm Issued by Issued to Reviewer (optional)
Owner Owner GC/Architect/Engineer Owner/Architect
GC GC GC (Field Crew)
GC GC Sub
Architect Architect GC/Engineer/Consultant Owner/Architect
Sub Sub Subs Sub

Step 2: Add or import WO items

  1. In the Default Line Item Values section, enter the default Job Cost Code, Tax Code, and Resource to be used when the corresponding WO item entries are left blank.
  2. To add WO items manually, do the following in the Work Order Items section:
    1. Select Show Estimated Cost and Sell Rates if you want to enter estimated cost rates. Depending on the scenario, values can be entered for either one or both.
    2. For each WO item, enter the following information in the Work Order Items section:
      1. Enter the Item #, Description, Quantity, Units, actual Cost Rate, and actual Sell Rate.

        The item number is used for sorting items. Sell rate is also referred to as proposal rate.

      2. If Show Estimated Cost and Sell Rates is selected, enter the estimated Cost Rate and Sell Rate.

      3. Enter the Cost Code.

        If no job cost code is specified, Sage Construction Management will use the default job cost code.

      4. Optionally, enter a Tax code.

        If no tax code is specified, Sage Construction Management will use the default tax code.

      5. Select the Resource.

        If no resource is specified, Sage Construction Management will use the default resource. If a default is not set, the resource will automatically default to M (materials). This field helps categorize expenses by type, that is materials, labor, equipment, sub, or other.

    3. To add more WO items, select Add New Line.

  3. To import WO items, select Add / Import Items in the Work Order Items section and select one of the following options:
    1. Select Import Labor Items.
    2. In the Filter Information section, select one of the following Rates To Import:
      • Hr. Bill Rate
      • Hr. Cost Rate
      • Daily Bill Rate
      • Daily Cost Rate

      The daily rate equals the hourly rate multiplied by 8.

    3. Optionally, enter text in the Search field to filter the results.
    4. Select the checkbox next to each labor item that you want to import.
    5. Based on the selected rate, enter either hours or days in the Quantity field.
    6. Optionally, select a Cost Code for each item being imported.

    7. Select the Default Cost Code to use when an imported item does not have one specified.

    8. Select Add or Add & Close.
    1. Select Import Equipment Items.
    2. In the Filter Information section, select one of the following Rates To Import:
      • Hr. Bill Rate
      • Hr. Cost Rate
      • Daily Bill Rate

        The daily rate equals the hourly rate multiplied by 8.

      • Daily Cost Rate
      • Project Hr. Bill Rate
      • Project Hr. Cost Rate
      • Project Daily Bill Rate
      • Project Daily Cost Rate
      • Rental Daily Rate
      • Rental Weekly Rate
      • Rental Monthly Rate
    3. Optionally, enter text in the Search field to filter the results.
    4. Select the checkbox next to each equipment item that you want to import.
    5. Based on the selected rate, enter either hours or days in the Quantity field.
    6. Optionally, select a Cost Code for each item being imported.

    7. Select the Default Cost Code to use when an imported item does not have one specified.

    8. Select Add or Add & Close.
    1. Select Import Work Items.
    2. In the Filter Information section, do the following:
      1. Select Text Search or a classification system from the Filter Type dropdown.

      2. If you selected a classification system, select the lookup icon () next to the Filter field to select a classification code to filter the results. Otherwise, enter text in the field.

      3. Select one of the following Rates To Import:
        • Total Cost Rate
        • Total Sell Rate

          For example, the proposal rate.

        • M Cost Rate
        • M Sell Rate
        • L Base Cost Rate
        • L Cost Rate

          For example, the base rate plus the burden cost rate.

        • L Sell Rate
        • E Base Cost Rate
        • E Cost Rate

          For example, the base rate plus the burden cost rate.

        • E Sell Rate
        • S Cost Rate
        • S Sell Rate
        • O Cost Rate
        • O Sell Rate
      4. Select Filter.
    3. Select the checkbox next to each work item that you want to import.
    4. For each selected item, enter the Quantity.
    5. Optionally, select a Cost Code for each item being imported.

    6. Select the Default Cost Code to use when an imported item does not have one specified.

    7. Select Add or Add & Close.
    1. Select Import Estimate Items.
    2. In the Filter & Rate Information section, do the following:
      1. Select the Estimate number from the dropdown.

      2. Optionally, select the lookup icon () next to the Estimate Cost Code field to select a cost code to filter the results.

      3. Select Filter.
      4. Optionally, select the Exclude Estimate Items tagged in an RFP Package checkbox.
        Awarded RFP packages can be automatically converted into purchase orders (POs) and subcontracts. For this reason, it’s recommended to exclude estimate items that are tagged in awarded RFP packages to avoid duplication
    3. Optionally, use the Search field to filter the list.
    4. Select the checkbox next to each estimate item that you want to import.
    5. Optionally, update the Quantity for each selected item as needed.
    6. Optionally, update the Cost Code for each item being imported.

    7. Select the Default Cost Code to use when an imported item does not have one specified.

    8. Select Add or Add & Close.
    1. Select Import Estimate Items Summary.
    2. In the Filter & Rate Information section, select the Estimate number from the dropdown.
    3. Optionally, use the Search field to filter the list.
    4. Select the checkbox next to each item that you want to import.

      Items are grouped and summed based on item code, description, and unit of measure. Because quantities reflect the entire estimate, filtering by cost code is not applicable.

    5. Optionally, update the Quantity for each selected item, if needed.
    6. Optionally, select the Cost Code for each item being imported.

    7. Select the Default Cost Code to use when an imported item does not have one specified.

    8. Select Add or Add & Close.
    1. Select Import PO Items.
    2. In the Filter Information section, do the following:
      1. Select the Supplier from the dropdown.
      2. Optionally, select the Summarized Records Reference Target Feature and Record Number checkbox.
      3. Select the PO from the dropdown.
      4. Optionally, select to Include Daily Log Quantity.
    3. In the PO Items section, select the checkbox next to each PO item that you want to import.
    4. Select Add or Add & Close.
    1. Select Import Bill Items.
    2. In the Filter Information section, do the following:
      1. Select the Supplier from the dropdown.
      2. Optionally, select the Summarized Records Reference Target Feature and Record Number checkbox.
      3. Select the Bill from the dropdown.
    3. In the Bill Items section, select the checkbox next to each item that you want to import.
    4. Optionally, update the Quantity for each selected item as needed.
    5. Select Add or Add & Close.
    1. Select Import Sub Invoices.
    2. In the Filter Information section, select the Subcontract and Sub Invoice.
    3. In the Sub Invoice Items section, select the checkbox next to each item that you want to import.

      The items shown represent a summarized view of the details by Job Cost Code, as the contract types vary.

    4. Select Add or Add & Close.
    1. Select Import Labor Timecards.
    2. Select the From Date and To Date, then select Filter.
    3. Optionally, use the Search field to filter the list.
    4. Optionally, select the Summarized Records Reference Target Feature and Record Number checkbox.
    5. Select one or more items from the list.
    6. Select Add or Add & Close.
    1. Select Import Equipment Timecards.
    2. Select the From Date and To Date, then select Filter.
    3. Optionally, use the Search field to filter the list.
    4. Optionally, select the Summarized Records Reference Target Feature and Record Number checkbox.
    5. Select one or more items from the list.
    6. Select Add or Add & Close.
    1. Select Import Employee Misc. Expenses.
    2. In the Filter Information section, do the following:
      1. Select the Employee.
      2. Select the From Date and To Date.
      3. Select Filter.
    3. In the Employee Misc. Expenses section, do the following:
      1. Optionally, use the Search field to filter the list.
      2. Select one or more items from the list.
    4. Select Add or Add & Close.
    Importing items will populate actual rates, not estimated.
  4. Select Save & Next.

Step 3: Add or link files

You can upload and link files, such as images or PDF documents, that are relevant to the work order.

If you do not prefer to add or upload files in this step, select Skip and Finish.

  1. To upload files from your local drive, select one or more files on your local hard drive and drag them to the Drag files here section.

    Alternatively, select Add to find and upload files from your local drive.

  2. To link existing files that have already been uploaded to Sage Construction Management, do the following:
    1. Select Link Existing Files and select one of the following options:
      • Drawings & Specs
      • Photos
      • All Other Records

    2. If applicable, use the Feature Name dropdown in the dialog to filter the results.

      If All Other Records is selected, the dropdown lists only features with existing linked files.

    3. Select one or more files from the list.
    4. Select Link & Close.

      These files will be added automatically to the record and will not be shown in the Drag Local Files section.

      You can only link existing files that were uploaded to records within the same project or lead.
  3. Select Add and Finish.

Posted February 05, 2026 © 2026 The Sage Group plc or its affiliates ("Sage") or its licensors. All trademarks mentioned are the property of their respective owners. Use of non-Sage trademarks is not an endorsement of any person or product.