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Importing/Exporting Work Orders in ServiceBox

This article explains how to use the import/export feature on the Work Orders page to edit, update, or add work orders using Excel.

Overview

We’ve added a new feature on the Work Order page that allows you to export and import work orders. This works similarly to the inventory and quote import/export functions.

  • Existing customers can export a Work Order file, modify or add new work orders, and re-import it.

  • New customers can import existing work orders into ServiceBox that weren’t previously in the system.

 

Accessing the Export/Import Options

After logging in to your ServiceBox site:

  1. Click Work Orders in the left-hand menu

  2. You’ll see two buttons under the Work Orders title: EXPORT and IMPORT

 

Exporting the File from ServiceBox

Click the Export button to generate an Excel file titled ServiceBox Work Orders Workbook.

If the file opens in Protected View, click “Enable Editing.”

The file includes rows of data that mirror the Work Order form in ServiceBox.

 

Updating the Exported Excel Spreadsheet

Open the exported file and fill in data as needed.

Note: All fields marked with * are mandatory.

⚠ Do not edit the ID field – it’s system-generated.

 

Key Fields & Instructions

Work Order Date*

  • Existing Customers: Enter the date; ServiceBox will reformat it.

  • New Customers: Enter the Work Order creation date.

Location (visible if Multi Location is enabled)

  • Use exact names from your ServiceBox locations.

Bill To*

  • Enter the customer name exactly as it appears in ServiceBox.

Jobsite Display Name*

  • Use existing Jobsite names for existing work orders.

  • For new work orders, type the desired Jobsite name.

Assigned User*

  • Enter the full name of the user assigned to the work order.

Work Order Number*

  • Match your existing numbering series, or enter a new sequential number.

Work Description / Work Description New

  • Work Description: Used for new work orders or existing entries.

  • Work Description New: Will override existing description (no formatting).

    • Press Alt + Enter to create line breaks in a cell.

Work Order Category

  • Must match the categories entered in ServiceBox.

Work Order Status*

  • Use exact status wording as it appears in your ServiceBox statuses.

Customer Signature Required (Optional)

  • Enter True or False.

  • If left blank, defaults to False.

Customer PO#, Admin Notes, Customer Contact, Customer Contact2, Title

  • Optional fields.

  • For Customer Contact and Contact2, you must first create these as custom fields in Settings.

 

Importing the File Back to ServiceBox

  1. Go to the Work Order page

  2. Click Import

  3. Click Choose File and select your updated Excel file

  4. Click Import

You’ll see a message in the top right under your username confirming the import is processing.

 

Post-Import Notifications

  • The user who imports the file will receive an email upon completion.

  • If the system detects issues (e.g. unmatched Jobsite name), you’ll get an error message via email.

If you receive an error message, please contact our support team.

 

Need Help?
Contact support by clicking the Help button in the bottom-right corner of your screen when logged in or email us at support@jobboxsoft.com.