Free Work Order Generator

What is a work order?

A work order is a document that describes a specific job to be done: what the work is, where and when it will happen, the labor and materials involved, the estimated cost and who approved it. It is used by tradespeople, repair shops, maintenance teams and field-service businesses to make sure everyone agrees on the scope before work begins.

A work order sits between a quote and an invoice. A quote offers a price; a work order confirms the job and authorizes the technician to start; an invoice requests payment once the work is done.

When do you need a work order?

• Home services: plumbing, electrical, HVAC, roofing, painting, landscaping and handyman jobs.
• Repair shops: auto, appliance, electronics and equipment repair, where the customer must approve the work. For billing after a car repair, see the auto repair invoice template.
• Property maintenance: landlords and facility managers sending jobs to staff or contractors.
• Internal jobs: assigning tasks to your own team with a clear record of what was requested.

Work order vs job sheet vs service ticket

Different trades use different names for the same idea. A job sheet, service ticket, service order or repair order all describe the work to be done and record approval to do it. Whatever you call it, the document should answer the same questions: what is being done, where, when, at what estimated cost, and who said yes. If your industry uses a different name, simply change the document title in the generator.

What to include on a work order

1. Work order number and date issued
2. Your business name, contact details and license number if applicable
3. Customer name, phone and the job site address
4. Scheduled date (and time window) for the work
5. A clear job description: the problem and what will be done
6. Itemized labor (hours and rate) and materials or parts (quantity and price)
7. Estimated total, including tax if applicable
8. Terms: payment timing and the rule for additional work
9. Customer authorization signature and date

Worked example

Northside Plumbing is booked to replace a leaking water heater. Before starting, the technician writes work order WO-1187 and the homeowner signs it:

During the job the technician finds a corroded shut-off valve. Because the work order says extra work needs approval, he asks first, adds the valve after the homeowner agrees, and then turns the completed work order into an invoice.

Tips and common mistakes

• Describe the scope precisely. "Fix heater" invites disputes; "Replace 40-gallon gas water heater with 50-gallon unit, reuse existing gas line" does not.
• Get the signature before starting. Authorization protects you if the customer later disputes the work or price.
• Separate labor from materials. Customers trust itemized pricing, and it makes changes easier to price.
• Put a change rule in writing. State that additional work requires approval, and record any changes on the order.
• Number every order. Sequential numbers let you track jobs from booking to invoice to payment.
• Set payment terms upfront. If payment is due within a set number of days, use the payment due date calculator to get the date right.

How to use the work order generator

1. Enter your business details and upload your logo.
2. Add the customer's name, phone and the job site address.
3. Set the work order number and the scheduled date.
4. List each task, labor line and material with quantity and rate. Add tax or a discount if needed.
5. Edit the authorization terms in the notes, pick one of 30 designs and download the PDF.
6. Print it or show it on a tablet, and have the customer sign the authorization line.

It is free, needs no account and runs entirely in your browser, so customer details are never uploaded. Browse more layouts in our invoice templates.