Fill in a professional service work order in minutes: customer and job site, the work requested and performed, labor hours, parts used, status and priority, then sign on screen and download a clean PDF. Need paper forms for the truck? Download a blank work order to print and fill in by hand.
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Everything stays in your browser and is saved automatically on this device. The PDF uses standard fonts that cover English and Western European characters.
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How to use the Work Order Template
Enter your business details once; they are kept for every new work order.
Fill in the customer, job site and equipment, then set the dates, type of work, priority and status.
Describe the job: what the customer reported and what the technician found and did.
Add labor and parts lines; amounts, tax and the total update as you type.
Sign on screen if you like, then press Download PDF. Use Download blank form for paper copies and Start new work order for the next job.
What to put on a service work order
A good work order answers six questions anyone can check later: who asked for the work, where it was done, on what, what was found, what was done about it, and what it cost. Fill in the sections in the order the job happens.
Section
What to record
Why it matters
Work order # and dates
A unique number, date requested, scheduled date and completion date
Lets you find the job later and measure response and turnaround times
Customer and job site
Billing contact, service address if different, access notes
The technician arrives at the right place with gate codes and pet warnings
Equipment
Asset name, make, model and serial number
Builds a repair history and supports warranty claims
Work requested
The problem in the customer's words
Shows what was authorized; avoids disputes about extra work
Work performed
Findings, the fix, test results, recommendations
Proves the job was done and explains the charges
Labor and parts
Hours × rate, parts with quantities and prices
Becomes the invoice; tracks job cost and parts usage
Status, priority, signatures
Current state, urgency, technician and customer sign-off
Dispatch can see what is open; the customer confirms completion
How the totals work
Line
Formula
Example
Labor
Σ (hours × hourly rate)
1 h × $95 + 1.5 h × $95 = $237.50
Parts & materials
Σ (quantity × unit cost)
1 × $38.50 + 2 × $12.00 = $62.50
Taxable amount
Parts (or everything) × (1 − discount ÷ gross)
$62.50 with no discount
Sales tax
Taxable amount × tax rate
$62.50 × 7.25% = $4.53
Total
Labor + parts + trip fee − discount + tax
$237.50 + $62.50 + $49 + $4.53 = $353.53
Balance due
Total − deposit paid
$353.53 − $100 = $253.53
Tips for faster, cleaner work orders
Use one numbering pattern (for example WO-1001, WO-1002) and never reuse a number. Start new work order adds one to the last number for you.
Write the request before you start and get it approved. If the job grows, add the extra work to the description and have the customer sign for it.
Record start and finish times on the job, not from memory. Round labor the way your price list says (many shops bill in quarter hours).
Note part numbers and serials. They make re-ordering and warranty claims much quicker.
Keep a printed stack of blank forms in the vehicle for jobs without signal, and type them in later for a clean copy.
Frequently asked questions
What is a work order?
A work order is a document that authorizes and records a specific job: who requested it, where and on what equipment, what was done, who did it, the labor time and parts used, and the customer's sign-off. Service businesses use it to dispatch technicians and as the basis for the invoice; maintenance teams use it to track repairs on their own buildings and equipment.
What is the difference between a work order and an invoice?
A work order describes and authorizes the work and records what was actually done, often before the final price is known. An invoice is the request for payment that follows. Many small businesses turn the completed work order into the invoice, which is why this template totals labor, parts, tax and the balance due.
What is the difference between a work order and a purchase order?
A purchase order is issued by the buyer to a supplier to order goods or services at an agreed price. A work order is usually created by the service provider (or an internal maintenance team) to schedule and document the job itself. A customer PO number can be written on the work order so the invoice matches their purchase order.
How is the total calculated?
Labor is hours × hourly rate for each line, and parts are quantity × unit cost. Any trip or service call fee is added, the discount is subtracted, and sales tax is charged on the taxable part: parts only, or labor and parts, depending on your choice. When there is a discount, the taxable amount is reduced in the same proportion. Balance due is the total minus any deposit already paid.
Should sales tax be charged on labor?
It depends on the state and the kind of work. Many US states tax parts and materials but not repair or installation labor, while others tax some services too. Check your state revenue department's rules and pick Parts & materials only or Labor and parts to match.
Are the drawn signatures legally binding?
A signature drawn on screen shows the customer approved the work, and US law (the federal E-SIGN Act and state laws based on UETA) generally gives electronic signatures the same effect as handwritten ones when both parties agree to sign electronically. For disputes or large jobs, keep a signed copy and check any rules that apply to your trade.
Is my work order data private?
Yes. The form, the totals and the PDF are all created in your browser and nothing is uploaded. Your entries, including signatures, are saved only in this browser's local storage so you can come back later; use Start new work order to clear the job details.
Are all the tools on FreeToolCabin tested for quality and accuracy?
Yes! Every tool on our site undergoes automated Q/A testing in real browser environments to ensure high precision, correct output, and zero errors. If you happen to spot a bug or have a suggestion, please contact us at [email protected] and our team will review it right away.