🧹 BBU Cleaning

Work Order Management System
Complete User Manual
Version 0.4.0 | December 26, 2025

📌 Quick Access Information

Production URL: https://06919837.webapp-601.pages.dev

Demo Login: admin@cleaningco.com / admin123

Support: Contact your system administrator

1. Getting Started

System Access

Production URL: https://06919837.webapp-601.pages.dev

Demo Credentials:

  • Email: admin@cleaningco.com
  • Password: admin123

User Roles

👨‍💼 Admin

Full access to all features including work order creation, user management, customer management, and system settings.

👷 Cleaner

Mobile-optimized view for checking in/out, viewing assigned work orders, and uploading photos.

📊 Executive

Dashboard access with metrics, reports, and analytics for business insights.

Browser Requirements

Platform Requirements
Desktop/Laptop Chrome 90+, Firefox 88+, Safari 14+, Edge 90+
Mobile iOS 13+ (Safari) or Android 8+ (Chrome)
Connection Broadband or 4G/5G for real-time updates

2. Login & Navigation

Logging In

  1. Go to the production URL
  2. Enter your email address
  3. Enter your password
  4. Click Sign In

Main Navigation Tabs

After login, you'll see these tabs based on your role:

💡 Tip: Click your username in the top-right corner to access settings and logout.

3. Dashboard Overview

The Dashboard is your command center showing everything at a glance.

Key Metrics Cards

💰 Total Revenue

Revenue from all approved work orders

📋 Active Work Orders

Currently in progress or scheduled

⏳ Pending Approvals

Work orders awaiting admin review

👷 Cleaners Today

Number of cleaners working today

Priority Cards

Quick Actions

Click any of these buttons for fast access:

Charts & Analytics

4. Work Order Management

Understanding Work Order Status

📝 Created

DRAFT

→
📅 Scheduled

SCHEDULED

→
🏃 In Progress

IN_PROGRESS

→
👀 Review

PENDING_REVIEW

→
✅ Approved

READY_TO_SYNC

→
💵 Invoiced

SYNCED_TO_QBO

Creating a New Work Order (4-Step Wizard)

Step 1: Who & Where?

  1. Click New Work Order button
  2. Select Main Customer (the billing company)
  3. Select Property Manager (if applicable)
  4. Select Building (the physical location)
  5. The address will auto-populate
  6. Click Next Step →
💡 Tips:
  • Dropdown shows customer names and IDs
  • Buildings show addresses for easy identification

Step 2: When?

  1. Enter Scheduled Start Date and Time
  2. OR use quick picks:
    • Tomorrow - Automatically sets to tomorrow at 9:00 AM
    • This Friday - Sets to upcoming Friday at 9:00 AM
    • Next Monday - Sets to next Monday at 9:00 AM
  3. Optionally set Scheduled End Date/Time
  4. Click Next Step →
✅ Recurring Work Orders:
  • Check This is a recurring work order
  • Set Recurring Start Date
  • Set Recurring End Date
  • Choose Day of Month (1-31) for monthly recurrence
  • Example: Setting day 15 creates a work order on the 15th of each month

Step 3: Assign Cleaners

  1. See all available cleaners with checkboxes
  2. Check the cleaners you want to assign
  3. The counter shows X cleaners selected
  4. Click Next Step →

Step 4: Add Services & Line Items

Click pre-configured service buttons for quick add:

Carpet Cleaning
$1.75
Deep Cleaning
$300
Window Cleaning
$85
Floor Waxing
$150
Janitorial
$65
Disinfection
$45

OR click Add Custom Item to create your own:

Optional Fields:

  1. Review the Total: Shows sum of all line items
  2. Click ✅ Create Work Order
✅ Result: Work order is created with a unique number (e.g., WO-1000) and appears in the work order list.

12. Keyboard Shortcuts & Power User Features

Global Shortcuts

Shortcut Action
Ctrl+K or Cmd+K Open Command Palette
Ctrl+Shift+N New Work Order (Quick Action)
Ctrl+Shift+D Toggle Dark Mode
Ctrl+Shift+F Focus Search Bar
Esc Close Modal/Cancel Action

Navigation Shortcuts

Shortcut Action
Ctrl+1 Go to Dashboard
Ctrl+2 Go to Work Orders
Ctrl+3 Go to Cleaners
Ctrl+4 Go to Customers
Ctrl+5 Go to Admin

Work Order Shortcuts

Shortcut Action
n New Work Order
e Edit Selected Work Order
a Approve Selected Work Order
d Delete Selected Work Order
s Sync Selected to QuickBooks
/ Focus Search Bar
f Open Filter Menu
Ctrl+A Select All Work Orders

14. Troubleshooting

Login Issues

Problem: Can't log in with credentials

Solutions:

  1. Verify email is correct (no typos)
  2. Check Caps Lock is off
  3. Try password reset (if feature enabled)
  4. Contact admin to verify account is active
  5. Clear browser cache and cookies
  6. Try a different browser or incognito mode

Work Orders Not Showing

Problem: Work order list is empty or missing work orders

Solutions:

  1. Check if filters are applied (remove all filters)
  2. Clear search bar
  3. Verify you have permission to view work orders
  4. Try refreshing the page (F5 or Ctrl+R)
  5. Check date range filter (try "All Time")

GPS/Location Not Working

Problem: Can't check in/out due to GPS issues

Solutions:

  1. Enable location access in browser settings
  2. Enable location on device
  3. Try outdoors if indoors with poor GPS signal
  4. Refresh the page after enabling location
  5. Contact admin to override geofence if needed

QuickBooks Sync Errors

Problem: Work order fails to sync to QuickBooks

Solutions:

  1. Verify QuickBooks connection is active (green status)
  2. Check work order has status: APPROVED_READY_TO_SYNC
  3. Verify customer has QuickBooks ID
  4. Check QuickBooks sync history for error message
  5. Try Refresh Token button
  6. Reconnect to QuickBooks if disconnected

Quick Reference Card

Common Tasks

Task Steps
Create Work Order Dashboard → New Work Order → 4-step wizard
Assign Cleaner Work Order detail → Assign Cleaner
Check In Mobile dashboard → Find WO → Check In
Check Out Tap Check Out button → Auto-calculates time
Upload Photo After check-out → Upload Photos → Choose files
Approve WO Work Order detail → Approve button
Sync to QuickBooks Work Order detail → Sync to QBO
Generate Report Admin tab → Generate Report
Add Customer Dashboard → Add Customer → Fill form
View Analytics Dashboard → Scroll to charts

Role Permissions

Feature Admin Cleaner Executive
View Dashboard ✅ ✅ ✅
Create Work Orders ✅ ❌ ❌
Edit Work Orders ✅ ❌ ❌
Assign Cleaners ✅ ❌ ❌
Check In/Out ❌ ✅ ❌
Upload Photos ✅ ✅ ❌
Approve Work Orders ✅ ❌ ❌
Sync to QuickBooks ✅ ❌ ❌
View Reports ✅ ❌ ✅
Manage Users ✅ ❌ ❌
System Settings ✅ ❌ ❌

BBU Cleaning - Work Order Management System

Version 0.4.0 | December 26, 2025

Production: https://06919837.webapp-601.pages.dev

For complete documentation, see USER_MANUAL.md

This manual is current as of December 26, 2025.
For the latest updates, check the system's README.md or contact your administrator.