Work Order Template
A work order authorizes and records a job: what needs doing, who's assigned, the parts and labor, and sign-off on completion. This free work order template gives field service, maintenance and trades teams a clear job sheet that later converts line-for-line into the invoice — download the form in Word, Excel or PDF.
Last reviewed 2026-07-22
Template preview
- Company:
- FixIt Facilities · dispatch@fixit.co
- Customer / site:
- Client Name · 40 Industrial Way
- Work order #:
- WO-2026-0912
- Priority / status:
- High · Scheduled 2026-07-09
- Assigned to:
- Technician: J. Rivera
| Task / item | Qty / hrs | Rate | Amount |
|---|---|---|---|
| Diagnose HVAC unit fault | 1.0 | $95.00 | $95.00 |
| Replace compressor capacitor | 1.5 | $95.00 | $142.50 |
| Part — capacitor | 1 | $60.00 | $60.00 |
| Estimated total | $297.50 | ||
| Completed on | ____________ | ||
| Customer signature | ____________ | ||
How to fill in each field
Job description & priority
Describe the problem and the outcome wanted, plus priority and the requested-by date — the tech should arrive knowing what "done" looks like.
Common mistake: "Fix AC" with no detail, so the tech brings the wrong parts or does the wrong job.
Assignment
Name the assigned technician or crew, the scheduled window and the site contact with a phone number — field work fails on logistics, not skill.
Common mistake: No named assignee or site contact, causing missed windows and idle drive time.
Tasks, parts & labor
Break the job into task lines with estimated hours, and list parts with quantities and unit costs — these lines become the invoice later, so granularity now saves arguing later.
Common mistake: One "labor — 4h" blob that the customer can't approve and you can't defend.
Completion sign-off
Capture work-done notes, actual hours, parts used, and the customer's printed name and signature on completion — the signed order is your proof if an invoice line is queried.
Common mistake: No customer sign-off, leaving no defense when the invoice arrives.
Read the full guide
Work Order: What to Include, How to Write One, and Common Mistakes Learn what to include in a work order, how to write one step-by-step, and avoid common mistakes. Practical guide for business owners and managers. Read the guide →Related templates & variants
A work order authorizes and records the job. Bill the completed work with the invoice template (contractor/plumbing/electrician variants fit trades); quote it first with the quote template.
Download a professional invoice template in Word, Excel, CSV or Google Docs.
A free business quote template — itemized pricing, validity period and terms — to win work before you invoice.
A contractor invoice template that separates labor, materials and tax, with space for a license or CIS number.
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Frequently asked questions
What should a work order include?+
The company and customer/site, a work order number, priority and schedule, the assigned technician, a description of the job, tasks with labor and parts, an estimated total, and a completion/sign-off section.
What is the difference between a work order and an invoice?+
A work order authorizes and documents the job to be done; an invoice bills for it once complete. The work order's tasks, parts and labor typically flow into the invoice.
Who uses work orders?+
Field service, facilities/maintenance, manufacturing and trades (HVAC, plumbing, electrical) — anywhere a job needs to be assigned, tracked and signed off.
How do I turn a work order into an invoice?+
Once the customer signs off, copy the approved parts and labor lines onto an invoice, add prices, tax and payment terms, and send it — the signed work order is your backup if a line is ever queried.
Sources & further reading
- Work order form fields (MaintainX)— help.getmaintainx.com
- Work order template fields (Cityworks)— help.cityworks.com
We review authoritative guidance when building each template. Links are for reference only.