Generator service work order template
Generator service work order template: annual service, oil and filters, coolant and battery checks and a load bank test, with run hours and readings.
Templates by industry
- Annual service, 60 kVA standby generator
- Engine oil, oil filter and fuel filters
- Coolant and starter battery check
- Load bank test, one hour
Preparation guide
Example workflow
Plan the job
Example: start with "Annual service, 60 kVA standby generator", set the scheduled date, assign the technician and note how to access the site.
Do the work
Record the time and materials actually used, including "Load bank test, one hour", and anything found that needs a separate quote.
Sign off and bill
Have the technician and the customer sign the completion lines, then make the invoice from the work order so the lines carry over.
A standby generator spends most of its life switched off, so the service is the only time anyone sees it run under load. This work order books the visit as priced lines, the annual service, the oil and filters, the coolant and battery checks and the load bank test, and leaves space for what the site will want later: the run hours on the meter, the readings during the test and the time the supply was switched over, agreed beforehand with whoever manages the site.
Fields to prepare
- Deliverables and line items
- Annual service, 60 kVA standby generator, Engine oil, oil filter and fuel filters, Coolant and starter battery check, Load bank test, one hour: describe the work and materials planned for each line, with the time or quantity expected.
- Annual service, 60 kVA standby generator
- Give the make, model and serial number of the set and its rating, and the run hours on arrival.
- Engine oil, oil filter and fuel filters
- List the oil grade and quantity and the filter part numbers, so stock for the next visit is right.
- Coolant and starter battery check
- Record coolant strength and the battery voltage at rest and while cranking.
- Load bank test, one hour
- Write the load applied, the duration, the voltage and frequency held, and any alarm that came up.
- Job site and schedule
- Give the job site address, the scheduled date and the person assigned, with any access or safety instructions.
- Time and materials
- Record the hours worked and the materials used on each line, as done rather than as planned.
- Scope to agree
- Record the run hours from the meter, agree the time of any test that switches the building’s supply, and write the load, voltage and frequency readings from the load test.
Before sending
- Is it clear who does “Annual service, 60 kVA standby generator”, where and when?
- Are the materials for “Engine oil, oil filter and fuel filters” listed and on site before the job starts?
- Is there a sign-off for “Coolant and starter battery check” so the time can be invoiced afterwards?
Show 4 more
- Is it clear who does “Load bank test, one hour”, where and when?
- Check the job site address, the scheduled date, who is assigned, and any access or safety instructions.
- Agree with the customer which tasks are included, and note anything found on site that needs a separate quote.
- Have the customer check and sign off the work before you make the invoice.
Worked example with sample figures
The figures below are invented to show how the template adds up: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Annual service, 60 kVA standby generator | 1 × $280.00 | $280.00 |
| Engine oil, oil filter and fuel filters | 1 × $145.00 | $145.00 |
| Coolant and starter battery check | 1 × $40.00 | $40.00 |
| Load bank test, one hour | 1 × $220.00 | $220.00 |
| Subtotal | $685.00 | |
| Sales tax (8%) | $54.80 | |
| Total | $739.80 | |
Planned work $685.00 before tax, $739.80 with sales tax.
- The job follows quotation Q-GN-1124.
- The job is booked 7 days ahead.
What the document must show
These details make a work order easier to approve and to file.
- Work order number and date
- The customer's name and job site address
- Scheduled date and the person assigned
- Each task and the materials needed
- Time or quantity per line, and prices if shown
- Sign-off lines for the worker and the customer
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Frequently asked questions
Do I need the site’s agreement before the changeover test?
Yes. Switching the supply can interrupt equipment in the building, so agree a time with the site manager and write that time and their name on the work order.
What should I copy from the generator’s own display?
The run hours, any stored alarms and the readings during the load test. Photograph the screen if you can, and refer to the photo in the notes.
How is the sales tax worked out on this work order?
The worked example above uses an example rate of 8%: $54.80 on a net amount of $685.00, for a total of $739.80. The editor recalculates all three when you change a quantity, a price or the country.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
How is the document numbered?
QuoteBill gives each new document a unique number of its own. A member can switch to numbers in sequence in settings, such as WO-2026-0001: one sequence for each kind of document, starting again every calendar year. A number you type yourself is kept as it is.
Read next
Reading for the Generator service work order template: How to write a statement of work (SOW), with an example and Quote to invoice: how to convert a quote, step by step. When the job is signed off, record it on the Acceptance certificate template.