Work Order Tracking for Your Powder Coat Shop

by | Jul 26, 2023

If you had to think about it, what would you say the top priorities for your powder coat shop are? To hazard a guess, you’d probably say to streamline operations, improve quality and communication, and product a product and service that results in delighting customers and driving business success. 

The good news is that work order tracking can do that for you, and we can provide the solution. 

With work order tracking, you can manage and prioritize work orders, streamline operations, and improve efficiency by properly planning resources like staffing, equipment, and materials. It updates each work order’s status and information to minimize errors and mistakes while enhancing collaboration and communication among team members. Most importantly, tracking lets you know how each job order is progressing and who is responsible, enabling accurate fulfillment that meets customer expectations and timely delivery. 

Here’s everything you need to know about work order tracking and how it can help you run your powder coat shop, meet customer needs and achieve business success.

The Basics of Work Orders in a Powder Coat Shop

Work orders in a powder coat shop are formal instructions or documents that outline instructions for a specific powder coating task or job that needs to be performed. Work orders can help you organize workflow, allocate resources and document the powder coating process to ensure efficient job completion according to quality standards and customer requirements. 

Components of a work order include:

Job Details – A description of the powder coating job, including the product or item to be coated, its dimensions, requested customizations, coating requirements, and specific customer instructions.

Customer Information – Relevant data and information about the customer who placed the order and their contact details.

Specifications – These can include detailed coating specifications like the color needed, powder type, coating thickness, and any special instructions.

Deadlines: Work orders outline when the job should start and be completed and can include specific deadlines and delivery dates requested by the customer. 

Resources: A list of the tools, equipment, or materials needed to complete the job.

Importance of Work Order Tracking

Streamlining operations and improving efficiency

With work order tracking, you can prioritize tasks based on customer requirements or urgency to ensure timely delivery and reduce lead times. You can allocate resources efficiently, plan workflow and coordinate tasks for smooth, streamlined operations that minimize idle time. 

Enhancing communication between team members and departments

Job tracking allows you to update the status of each work order in real-time, making it easier for all relevant parties to access the necessary information and foster collaboration while reducing miscommunication. 

Minimizing errors and preventing costly mistakes

Work order tracking includes detailed specifications and instructions for each job, helping reduce the chances of errors and allowing workers to refer to documented guidelines. 

Meeting customer expectations and deadlines

Tracking work orders ensures you can respond to queries accurately, set realistic timelines and complete the job according to customer requirements. It also helps reduce delays by monitoring progress to help your business deliver on time within deadlines. 

Implementing a Work Order Tracking System

Selecting the right software or tool for work order management

Identify what you wish to achieve with a tracking system and choose the right software or tools that help meet your specific needs. Consider your budget and factors like software customizability, real-time updating, reporting capability, and user-friendliness. 

Customizing work order templates to fit the powder coat shop’s needs

Create standardized templates for work orders and ensure they’re clear and easy to understand. The templates should capture all the information you need to track each job, such as job description, coating requirements, assigned team members and roles, deadlines, quantities, and customer details. 

Integrating work order tracking with existing systems

Integrating work order tracking with existing systems ensures efficient collaborations and seamless operations. It involves incorporating existing workflows and processes like inventory and billing and ensuring everyone understands how to use the system.

Step-by-Step Work Order Process

Receiving and reviewing customer requests

The process starts when a customer inquires about your services for their product or item through an online system, a formal request form, or email. It involves gathering relevant details like item specification, quantity, customer requirements, and desired customizations.

Creating and assigning work orders to appropriate teams

A work order is created based on the customer’s details and requirements for the specific job. It includes essential information like task descriptions, specifications, and special instructions. Appropriate teams are assigned to the work order based on availability, expertise, or workload. 

Tracking work progress and updating work orders in real-time

As the assigned team proceeds with the job, managers or supervisors monitor progress to ensure the work is on track. The work order status is updated and communicated in real-time through a digital tracking system. 

Quality control and final inspection

Before the job is considered complete, the item or product undergoes thorough quality control inspection to ensure the job meets required quality standards. 

Completion and delivery of finished products

The work order is marked as complete if the coated item passes quality control inspection. The finished product is carefully packaged, awaiting delivery or pick-up according to the customer’s instructions or details. 

Benefits of Digital Work Order Tracking

Paperless and environmentally friendly approach

Your business will reduce paper waste, contribute to more environmentally friendly operations, and align with sustainability initiatives by going digital.

Accessibility and mobility for remote team members

Digital job tracking enables accessibility through mobile devices, allowing remote team members to access work orders, input information, and update statuses on the go. 

Real-time updates and instant notifications

Digital tracking allows stakeholders like team members, customers, and supervisors to access real-time updates and get instant notifications on work orders, enhancing communication and collaboration. 

Data analysis and performance evaluation

Digital work order tracking centralizes work order information and helps generate valuable data and analytics for performance evaluation so you can make data-driven decisions. 

Integrating Work Order Tracking with Employee Management

Assigning tasks and responsibilities to individual employees

Integrating the work order tracking system with the employee management system provides access to employee data and allows an automatic assignment of tasks based on skills, job role, or availability. 

Monitoring employee performance and productivity

The integration allows monitoring of employee performance metrics like efficiency, task completion rate, and work quality. It also generates reports that can give you insight into employee productivity and areas that require improvement. 

Evaluating workload and making necessary adjustments

Through integration, you can see which employees are available and their current workload to prevent overloading certain individuals with too much work. You can easily adjust existing tasks or assign new ones, and the employee gets notified directly. 

Work Order Tracking for Inventory Management

Linking work orders to inventory levels and stock availability

Efficient job tracking can help your shop maintain the required inventory levels. You’ll get real-time visibility into inventory levels to monitor stock availability and reorder on time. 

Automatic reordering and stock replenishment based on work orders

You can integrate the work order tracking system with the inventory management system and set up reorder points where the system automatically generates purchase orders for restocking when inventory levels reach a certain level.

Avoiding production delays due to a lack of materials

Work order tracking allows you to identify when inventory levels are running low so you to restock on time and prevent stockouts or delays due to a lack of materials.

Best Practices for Effective Work Order Tracking

Training employees on using the work order tracking system

Training employees ensures successful implementation and effective system utilization. Training using step-by-step guides, user manuals, and real-world scenarios will help employees gain hands-on skills to navigate the system, update work order statuses, enter data, and perform relevant tasks. 

Standardizing work order procedures and formats

Standardizing work order procedures and formats makes it easier to capture essential details for every job consistently. Necessary fields include job descriptions, deadlines, specifications, customer information, and resources. 

Regularly reviewing and updating work order processes for optimization

Ensure you monitor and review the usage and performance of the work order tracking system to identify any bottlenecks or challenges and optimize it to improve effectiveness. Use work order data, performance metrics, and employee and customer feedback to identify improvement areas. 


Work order tracking can help streamline operations in your powder coat shop, ensure the quality of all work, improve efficiency, stakeholder communication, and productivity, and enhance customer satisfaction. To ensure business success, adopt a reliable work order tracking system like Powder Coat 360. It makes it easier to manage work orders simply, digitally, and visually. Check out Powder Coat 360 today and learn more about how it can enhance your powder coat shop and improve your business!