Work Order Tracker

The Work Order Tracker is a private operations platform for managing jobs, field teams, clients, invoices, leads, assets and tenant deployments. The system combines a PHP tracker frontend with a Laravel API backend, Google services, OpenAI-assisted email parsing, Xero accounting workflows and modular business tools.

Challenge

The original tracker had grown into a business-critical operations tool. It needed to keep daily work order management fast while adding secure authentication, API-backed data flows, tenant-aware configuration, public client forms, field-worker views, accounting links and admin controls without disrupting active users.

Core Tracker

The dashboard manages work orders with desktop and mobile views, client tabs, subcontractor filters, status and priority controls, date filters, invoice states, history summaries, public task links, weather dependency checks and quick actions for creating, updating and completing jobs.

API Migration

A Laravel API was introduced behind the tracker using Sanctum authentication. The migration covers task CRUD and history, users, clients, Gmail inbox processing, attachment metadata, public task endpoints, tickets, leads, holidays, backups and Xero bridges while the tracker frontend continues to provide a fast operational interface.

Automation

Gmail and AI extraction read incoming job requests and PDFs to pull out purchase orders, site addresses, Eircodes and contact details. Xero integration creates single or grouped draft invoices from completed jobs, stores returned invoice IDs and updates local finance state from Xero webhooks.

Business Modules

The platform includes lead management, email leads, callout maps, printable schedules, public booking embeds with slot scheduling, proposals and templates, projects and milestone workflows, tickets, holidays, timesheets, fleet fuel logs, daily vehicle checks, maintenance history, defects and tool inventory with stocktake history.

SaaS Demo

A demo request path was added for teams who want to see how the SaaS workflow fits their operation. The walkthrough can cover tenant setup, work order tracking, public booking, field updates, Gmail extraction, Xero invoicing and the optional fleet, inventory, holiday and timesheet modules.

Edge Cases

The implementation handles tenant-specific app bootstrap settings, primary versus tenant app mode, feature flags, Google OAuth and admin password login, API token cookies, public hash links, attachment proxying for local and Drive files, Irish public holidays, grouped leave ranges, Eircode lookup, client-specific forms and deployment tooling for tenant copies.

Outcome

The tracker now acts as a central operating layer for work orders, lead intake, scheduling, field updates, invoicing, assets and administration. It keeps the front office, field users, subcontractors and management working from the same task and client data while allowing modules to be enabled per tenant.