Processing Work Orders: Complete Guide – Cahoot

Work Orders are assignments for fulfillment partners to process inventory or special projects within the Cahoot network. This comprehensive guide covers all work order types and requirements for efficient processing.

Finding Your Work Orders

Work Orders can be found in two locations:

Dashboard: Your Cahoot Dashboard under the Open Work Orders & Inbounds section
Navigation Menu: Work Orders → Work Orders → Assigned to Me tab

Critical Timing Requirements

Pay attention to Start Date and Due Date:

Start Date: Expected date to begin work on this order
Due Date: Final deadline for completion
Failure to process work orders efficiently may result in violations or penalties

Notification System

When a work order is Approved, you'll receive a Conversation message that triggers an email notification to your Cahoot login email address.

Required Documentation

All work orders require:

Pictures of pallets/parcels before shipment
Proper labeling according to work order type
Accurate packing information entry
Timely status updates through the system

Invoice Submission

Important: You have a 7-day window to submit invoices after work order completion. A countdown timer will show remaining time. Contact Cahoot Support if you need a 6-Digit Pin Number for invoicing.

These steps apply to all work order types before moving to specific processing requirements:

Step-by-Step Workflow

1Find your assigned work order and review the details, including start date, due date, and any special instructions.

2Click Acknowledge Work Order to begin processing and change status to "In Progress."

3Review the work order type and follow the specific instructions in the sections below.

4Complete the work according to specifications and take required photos.

5Update status to Pending Pickup when ready for carrier pickup.

6Mark as Completed after carrier pickup.

7Submit invoice within 7 days of completion.

Inventory Prep Work Orders prepare inventory for storage and fulfillment according to Cahoot Standards. There are two main types:

Barcoding Work Orders

1Navigate to the approved Inventory Prep - Barcoding Work Order.

2Click Other Actions dropdown and select Barcode Labels.

3Choose a template and click Submit to generate barcode labels for each item on the work order.

4Print and apply barcodes to inventory according to the quantities specified.

Alternative Method: You can also print barcodes directly from Products → All Products by selecting multiple SKUs and clicking Generate Barcode Labels. Learn more here.

Reboxing/Polybagging Work Orders

1Review the specific reboxing requirements (special instructions) in the work order details.

2Repackage inventory according to Cahoot standards using appropriate boxes or polybags.

3Ensure all items are properly protected and labeled.

4Update the work order with final package counts and dimensions.

Inventory Removal Work Orders move Cahoot inventory from your warehouse to locations outside the Cahoot network. This includes customer returns, seller retrievals, and disposal orders.

Processing Steps

1Review the Shipment Method section:

LTL (in Pallets): Palletize inventory for freight shipping
Small Parcel (in Boxes): Pack in individual shipping boxes

2Pack inventory according to the specified method and enter dimensions/weights in the Packing Information section.

Note: For pallet information, the Freight Class will be calculated automatically. You can skip NMFC Code if unknown.

3Send a conversation message when packing is complete and items are ready for pickup.

4Print shipping labels or Bill of Lading from the Shipping Documents section once provided by Cahoot.

5Take photos of pallets/parcels and upload before marking as Pending Pickup.

6For LTL shipments, keep a signed copy of the BOL and upload to the work order.

Inventory Transfer Work Orders move Cahoot inventory between Cahoot partner warehouses to balance coverage or optimize fulfillment locations.

Key Differences from Removals

Inventory stays within the Cahoot network
Standard shipment prep requirements apply
Follow the same process as Inventory Removal work orders

FBA Forwarding Work Orders move Cahoot inventory to Amazon FBA warehouses. These have the most specific requirements and come in two shipping methods. Learn more about FBA Forwarding Work Orders.

Critical Requirement: FBA box ID labels are required on ALL shipping boxes regardless of shipment type. Pack items precisely according to SKU & Quantity shown on FBA box ID labels.

Small Parcel Delivery (SPD)

For individual boxes shipped via UPS or FedEx:

1Click the blue circle number logo under shipping documents to print FBA labels.

Note: If approved without Box Labels, follow custom packing instructions below.

2Pack items according to specifications on each FBA box ID Label (shows SKU Name and required Quantity).

3Affix both FBA box ID labels AND carrier shipping labels to each carton.

SPD Label Requirements:

Don't place labels on seams or box openings
Place labels on flat surfaces so barcodes don't fold over edges
Both labels must remain uncovered and scannable
Each box cannot exceed 50 lbs or 25 inches on any side

Less-than-Truck Load (LTL)

For palletized shipments:

1Print FBA Box Labels and pack items according to specifications.

2After applying FBA Box ID Labels to each carton, palletize boxes and enter pallet dimensions/weights.

3Cahoot will generate FBA Pallet Labels and upload them to Shipping Documents.

4Shrink wrap pallets and affix FBA Pallet Labels to all 4 sides of each pallet.

5Mark as Pending Pickup and take required photos.

Amazon Pallet Requirements:

Pallet height cannot exceed 72 inches
Single packed pallet must not exceed 1,500 lbs
Must be wood, GMA standard Grade B or higher, 40 x 48 inches, 4-way access
Boxes must not overhang pallet edge
Must be secured with plastic or stretch wrap
Boxes cannot exceed 25 inches on any side or 50 lbs unless single oversize item
Items over 100 lbs or 80+ inches long/30+ inches wide must be on separate pallet

Click to expand image

Custom Packing (No Pre-Generated Labels)

For FBA work orders approved without FBA Box Labels:

Items with Original Case Packs:

Pack items in original case packs
Verify quantities align with master case pack quantities in system
Enter case dimensions/weights in Packing Information

Items without Original Case Packs:

Use available Cahoot boxes
Record SKU and quantity in each box
Maintain consistent unit quantities per box
Pack items separately (don't mix different items)
Send conversation with quantities for each box and box types used

Weight/Size Limits: Single box cannot exceed 50 lbs or 25 inches on any side unless it's a single oversize item.

B2B Fulfillment Work Orders are for shipping inventory directly to business customers as commercial orders.

Processing Requirements

1Review the B2B customer requirements and any special packaging instructions.

2Follow standard removal process for packing and shipping preparation.

3Include any required commercial documentation (invoices, packing lists, etc.).

4Ensure professional packaging appropriate for business delivery.

Note: B2B orders may have specific delivery requirements or appointment scheduling needs. Check work order details carefully.

Other Work Orders cover special projects not fitting into standard categories. These may include:

Custom packaging projects
Quality control inspections
Inventory audits
Special handling requirements
Photography or documentation projects

Processing Approach

1Read work order instructions carefully as requirements will be unique.

2Use the conversation panel to ask questions before starting if instructions are unclear.

3Document your work thoroughly with photos and notes.

4Update Cahoot regularly on progress for longer projects.

After completing any work order, create an invoice for payment. You have a 7-day window for submission with a countdown timer showing remaining time.

Invoice from Work Order Page

1Click Submit Invoice on the completed work order page.

2Enter your 6-Digit Security Pin.

3Name the invoice and select Add Line to choose the service performed:

Other Fees - Special Projects - Per hour
Receiving Fee - Per hour
Inventory Prep Fee - Barcoding (each)
Other - Materials Used

4Add Qty (your Time Spent in Minutes) and click Submit Invoice.

Standalone Invoice

For invoices not tied to a specific work order or after the 7-day window:

1Navigate to Work Orders → All Invoices → Add New Invoice.

2Enter your 6-Digit Security Pin and create an Invoice Name.

3Add Reference ID or Notes (include Work Order ID if applicable).

4Select service type and time spent, then submit or save as draft.

Common Issues

Missing Shipping Documents

If shipping labels or BOL are not uploaded, send a conversation message requesting them.

Unclear Instructions

Always use the conversation panel to ask questions before starting work to avoid mistakes.

Timing Conflicts

If you cannot meet the due date, notify Cahoot immediately through conversations.

Invoice Access Issues

Contact Cahoot Support if you need a 6-Digit Pin Number for invoicing.

Getting Help

Primary Support: Use the Conversations panel on the specific work order page for fastest response.

General Support: Create a Support Ticket for account-level issues.

Best Practice: Include photos and detailed descriptions when reporting issues to help support resolve problems quickly.