Work order template

Free work order template for field jobs: job site, assigned technician, scheduled date, labor and materials, and sign-off lines for technician and customer.

Free generators

  • Diagnostic visit
  • Parts replacement
  • Labor hours

Preparation guide

A work order sets out a job before it is done: where, when, who does it, and the tasks and materials. It goes with the job, records what was actually done, and is signed off before the invoice is made from it.

Deliverables and line items
Diagnostic visit, Parts replacement, Labor hours: describe the work and materials planned for each line, with the time or quantity expected.
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 job site, access instructions, scheduled date and who is assigned, and keep the time and materials actually used for billing.
  • 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.

  1. Plan the job

    Example: start with "Diagnostic visit", set the scheduled date, assign the technician and note how to access the site.

  2. Do the work

    Record the time and materials actually used, including "Labor hours", and anything found that needs a separate quote.

  3. 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.

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

Work order template: what should it include?
Start with the line items this template already carries — Diagnostic visit, Parts replacement, Labor hours — and replace them with the work and materials planned. Then check the required details above, especially the job site and the scheduled date.
How is tax calculated on this template?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
How does a work order become an invoice?
When the job is done, open the work order and make an invoice from it. The lines, customer and prices carry over, and the work order stays as the record of what was agreed and done.
Is this template free?
Yes. Editing and PDF export are free with an account; there is no payment step and no watermark on the document.
Can I download it as Excel, Word or PDF?
Yes. The spreadsheet and the Word file download straight from this page, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total. For PDF, open the template and use Print / PDF.
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.