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 template gives field service, maintenance and trades teams a clear job ticket that prevents missed steps and disputes — and feeds straight into the invoice.
Last reviewed 2026-07-08
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
State what needs doing, the site, priority and scheduled date.
Common mistake: Vague job description, so the tech arrives without the full picture.
Assignment
Name the assigned technician/team and the status.
Common mistake: No owner, so jobs fall through the cracks.
Tasks, parts & labor
List tasks with labor hours and parts so the work (and cost) is traceable.
Common mistake: No itemization, making the later invoice hard to justify.
Completion sign-off
Capture completion date and a customer signature on finish.
Common mistake: No sign-off, leaving 'done' and billing disputable.
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.
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.