Submit Options
How worksheet submission handles unfinished items, invoice creation, ledger entries, and the choice between moving or removing outstanding work.
The submit step is where Work Planner turns a live worksheet into finished records. It checks whether there is anything ready to submit, asks what should happen to anything still unfinished, and then creates the ledger and invoice outcomes that sit behind the worksheet.
What Counts as Ready
- Jobs marked Complete or Missed: These are ready to submit and can create charge records, payment records, tips, and completion history.
- Quotes in Sent status: These can stay on the worksheet and still count as submittable.
- Outstanding items: Incomplete jobs and quotes that are still Received or Pending are treated as unfinished and trigger the submit options choice.
Move to a New Worksheet
- When to use it: Choose this when the unfinished work still matters and needs carrying forward into another live worksheet.
- New Worksheet Name: Type the name you want the follow-on worksheet to use. If you leave it alone, Work Planner falls back to the current worksheet name.
- What happens: The unfinished items are moved into a new worksheet, the current worksheet is marked complete, and Work Planner sends you straight to the new worksheet afterwards. It is assigned to whoever had the worksheet you submitted.
- Ordering carries forward: The new worksheet keeps the same ordering mode as the worksheet you just submitted. If the old worksheet was using automatic ordering, Work Planner reapplies that ordering to the new one.
Remove from Worksheet
- When to use it: Choose this when the unfinished items should not be carried forward as part of the worksheet history.
- What happens: The unfinished worksheet items are removed from the worksheet before the worksheet is marked complete.
- Be deliberate here: This is a clean-up choice, not a move. Use it only when you are certain those outstanding worksheet items are no longer needed in this worksheet flow.
The Vehicle's Finishing Mileage
If your business asks for the mileage at the start and end of the day, and the worksheet's vehicle has its starting mileage but not its finishing one yet, the submit popup also asks for Finishing mileage, as the odometer shows it. If you aren't in the vehicle, such as when you submit from the office, tick Not in the vehicle? Leave the mileage out, and someone who manages vehicles can add it later on the vehicle's Mileage tab. Yes, Submit Worksheet waits until one or the other is done.
A reading that looks wrong, such as less than the vehicle read before, is sent back before anything is submitted: put it right, or tick the box to say it's right, and submit again. One finishing reading a day covers everyone out in the vehicle, so if someone else has put it in already, theirs stands. See Vehicle Mileage.
What Submission Creates
- Charge records: Complete jobs create charge ledger items using the worksheet charged amount. Missed jobs create a zero-value missed charge so the outcome is still recorded.
- Payment records: If the worksheet item has been marked as paid, Work Planner creates a payment ledger item and keeps the payment reference with it.
- Tip records: Tips entered on the worksheet item are also created during submission.
- Payment fee expenses: If the chosen payment method carries fees, Work Planner can create the linked fee expense from the paid amount at submission time.
- Invoices: Items with Prepare Invoice for Balance switched on are grouped into invoices during submission, one per customer, and any created invoices are shown in the review popup before you leave the flow. To have them emailed for you, set up the Send each new invoice to the customer automation.
Related articles
- Submitted Invoices Popup: The next screen to expect when submission creates invoices.
- Editing Worksheet Item Payment and Reference Fields: Explains the charge, paid, tip, invoice, and payment reference fields that feed into submission.
- Quote Quick-Process from a Worksheet: Useful if outstanding quotes need finishing before you submit the worksheet.
- Worksheet Detail Screen: Shows where the submit action lives and what else can be checked before you use it.
- Vehicle Mileage: The mileage at the start and end of the day, and how business miles are worked out.