How it works
WorkshopOS is built on the principle that every action in a workshop should be documented, provable, and impossible to silently change.
Work orders as legal documents
When you create a work order, you're not just adding a row to a database. You're creating a legal document that will serve as the source of truth for everything that follows.
Every work order includes:
- Client information and requirements
- Materials to be used (linked to inventory)
- Expected timeline and milestones
- Pricing and payment terms
- Approval chain (who authorized this work)
If a client requests changes mid-production, those changes create a new version of the work order — linked to the original. The history is preserved.
Production tracking
When a worker starts production on a work order, the system records:
- Who started the work (authenticated user)
- When work started (server timestamp, not editable)
- Which materials were consumed
- Any notes or issues encountered
If work is paused or resumed, those events are also recorded. When production is completed, the completion event includes a final material reconciliation.
This creates a complete chain of custody from work order approval to finished product.
Materials and inventory
Materials aren't just "items in stock." They're tracked with:
- Supplier and batch number (where it came from)
- Purchase order and invoice (proof of acquisition)
- Consumption history (which work orders used it)
- Current location and quantity
If material goes missing, you can trace it back through the entire chain. If an inspector asks "where did this wood come from?", you can prove it.
Financial integration
WorkshopOS doesn't just track work — it tracks money.
Invoicing
When a work order is completed, you can generate an invoice directly from it. The invoice includes:
- Reference to the original work order
- Line items matching the agreed work
- Materials and labor costs (if configured)
- Immutable record (cannot be edited after issuance)
Payments
When payment is received, it's recorded and linked to the invoice. If partial payments occur, each one is a separate event.
Credit notes
If you need to correct an invoice, you don't edit it — you issue a credit note that references the original. This preserves the audit trail and complies with accounting regulations.
Evidence exports
At any time, you can export a complete evidence chain as a PDF:
- Work order with all versions and changes
- Production timeline (who did what, when)
- Material consumption history
- Invoice and payment records
- Actor names and authority chains
This PDF is designed to be presented to inspectors, auditors, clients, or courts. It's not just a report — it's evidence.
What this means for you
With WorkshopOS:
- Inspections stop being scary — you have proof of everything
- Client disputes are resolved quickly — the history is clear and immutable
- Accounting is easier — your books match reality, and you can prove it
- Insurance claims are faster — you can document exactly what happened