ToolbeltDocsHow to use this work order template
- Enter your business details, the customer and the service location, and who requested the work.
- Describe the work requested, set the priority, the scheduled date and who it's assigned to.
- When the job is done, record the work performed, then add labor hours, parts and materials as line items.
- Have the customer sign on your phone or tablet, or print it for a paper signature.
- Download the work order as a PDF, Word or Excel file, or click "Convert to invoice" to bill it.
What should a work order include?
A work order should say what needs to be done, where and for whom, who is doing it and when, and then record what was actually done — labor hours, parts and materials — with the customer's sign-off when the job is complete. A unique work order number ties the request, the schedule and the final invoice together.
- Work order number and date issued
- A unique number such as WO-0001 and the date the work order was created.
- Customer and requester
- Who the work is for and who asked for it, with contact details.
- Service location
- Where the work happens, including building, floor or room.
- Work requested
- The problem or request in the customer's words.
- Priority and schedule
- How urgent it is and the date it's scheduled for.
- Assigned technician
- Who is responsible for doing the job.
- Work performed
- What the technician found and what they did.
- Parts, materials and labor
- Everything used on the job, with quantities and rates.
- Status and sign-off
- Completion date and the customer's signature authorizing or accepting the work.
Work order example
Example only Here is a filled-in example for a service call to a restaurant where a kitchen exhaust fan stopped running: diagnosis, a new belt and motor bearings. The prices are made up for illustration only — your rates and part costs will differ.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Service call and diagnosis | 1 trip | $125.00 | $125.00 |
| Technician labor – replace fan belt and motor bearings | 2.5 hr | $95.00 | $237.50 |
| Fan belt | 1 ea | $28.40 | $28.40 |
| Motor bearings | 2 ea | $22.75 | $45.50 |
| Grease and cleaning supplies | 1 lot | $12.00 | $12.00 |
| Subtotal | $448.40 | ||
| Sales tax (0%) | $0.00 | ||
| Total | $448.40 | ||
Sales tax is left at 0% in this example because whether repair labor and parts is taxable depends on your state. Check with your state's department of revenue before adding tax.
Tips for a better work order
- One work order per jobSeparate work orders keep the history clean and make each job easy to invoice and look up later.
- Write the request and the findingsRecord what the customer reported and what the technician actually found. The two are often different, and both matter.
- Record parts as they're usedAdd part numbers and quantities on site instead of from memory at the end of the day.
- Get the signature before you leaveA signature on the phone screen confirms the work was done and heads off billing disputes.
- Invoice the same dayUse "Convert to invoice" as soon as the job is done; the line items carry straight over.
How we built and tested this
This work order template was written from scratch for its job and is checked by automated tests every time the site changes. Here is what it is based on and how the math is tested.
- Written for this template. The 7 extra fields, the 3 starter lines and the 16-item list of common items were written for this work order template, not copied from another website.
- Exact math, tested automatically. All money is calculated in whole cents, so there are no rounding errors, in a fixed order: subtotal, discount, tax on the discounted amount, then total. The site has 72 automated tests, 33 of them for the calculation engine, and they run on every change.
- Honest examples. The example above uses made-up prices, labelled as an example, and its totals are calculated by the same code as the tool.
- No legal or tax rules stated as fact. Where rules depend on your state or country, the page says so and points to the official body to check.
Built and tested by Muhammad Zaid · Last updated
Frequently asked questions
Is this work order template free?
Yes. Create, sign and download work orders as PDF, Word or Excel at no cost and with no account. Everything stays in your browser.
What is the difference between a work order and an invoice?
A work order authorizes and records a job — what was requested, who did it and what was used. An invoice asks for payment. Many businesses turn the finished work order into the invoice, which you can do here with "Convert to invoice".
What is the difference between a work order and a purchase order?
A work order is about work to be done for a customer. A purchase order is a buyer's order to a supplier for goods or services, stating what will be bought and at what price.
Who fills out a work order?
Usually whoever takes the request fills in the customer, location, problem and priority, and the technician completes the work performed, parts, labor and sign-off.
Can technicians fill out the work order on a phone?
Yes. The form works on phones and tablets, number fields open the number keypad, and customers can sign with a finger on the screen.
Does the work order need prices?
Not always. Internal work orders often track only hours and parts. For customer jobs, adding rates means you can turn the work order into an invoice with one click.
How should I number work orders?
Give every work order a unique number and never reuse one, even for a cancelled job. A short prefix and a running number, such as WO-0001, is enough; the template suggests the next number based on the last work order you made in this browser.
Can I get the customer to sign the work order?
Yes. Tick "Add a signature line and date" to add a line for the customer's signature, printed name and date. The customer can sign on screen on your phone or tablet, or sign a printed copy.
How do I send the work order to my customer?
Download the PDF and attach it to an email or a text message. On phones that support it, the "Share PDF" button that appears after the download sends the file straight to Messages, WhatsApp or email. Either way the file goes from your device to the app you choose, not through our servers.
Is my information safe? Is anything uploaded?
Nothing you type is uploaded. Your work order is filled in and turned into a PDF, Word or Excel file in your browser, on your own device, so your customer details, prices and logo never reach our servers or anyone else. Your draft, the documents in "My documents" and, if you tick "Remember my business details", your business details are saved only in this browser, and clearing your browser data removes them. The site's analytics and ads count visits and downloads but never include what you type. On a shared computer, delete your documents from "My documents" when you are done. The privacy policy has the details.
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