Work Order Generator
Your business
Client
Work order details
Work description
Tasks and parts (optional costs)
Notes
A work order authorises a job before it starts. Fill in the client details, describe the work required, list the tasks or parts, and set a due date. The work order prints with a client signature line so you have written authorisation before you begin.
How to use this tool
- 1Enter your business name and contact details in 'Your business'. They save automatically.
- 2Enter the client name, address, and contact details.
- 3Set the work order number, date, and due date.
- 4Describe the job in the 'Work description' field - what the problem is and what work is required.
- 5Add individual tasks or parts as line items with quantity and unit cost.
- 6Add any special instructions or terms. Click 'Download PDF' or 'Print' to generate the work order with a client signature line.
Example
Business: FastFix Plumbing. Client: Mr. Singh, 22 Elm Road. WO-0094. Work: Diagnose and repair boiler fault - no hot water reported. Tasks: Initial diagnosis (1 hr x 75), Thermocouple replacement (1 x 45 parts + 1 hr labour). Total estimate: 195. Due: same day. Client signature required before work commences.
Business: ClearByte IT. Client: Glenview Dental. WO-2024-037. Work: Replace failed hard drive on reception PC, restore from backup. Tasks: On-site diagnosis (1 hr x 85), Hardware replacement (1 x 120 parts), Data restore (2 hrs x 85). Estimate: 375. Due: within 24 hours.
Common use cases
- Plumbers, electricians, and tradespeople issuing a written work order before starting a repair or installation
- IT support companies creating a work order before a service call or equipment repair
- Property managers authorising maintenance work at a rental property
- Auto workshops issuing a repair order before a vehicle service or repair
- Cleaning and maintenance companies scheduling and authorising recurring service jobs
Common mistakes
- Not getting client authorisation before starting - a signed work order protects you if the client disputes the scope or price after the work is done.
- Using vague job descriptions - 'fix the problem' is not a work order description; 'replace failed thermocouple on Baxi boiler, model 428' is.
- Leaving off the due date - a committed completion date sets expectations and becomes part of the agreement.
Frequently asked questions
What is a work order?
A work order is a document that authorises and describes a specific job or service to be performed. It is issued before the work starts and typically includes the scope of work, tasks, estimated costs, and a client signature line. It provides a written record of what was agreed.
Is a work order the same as an invoice?
No. A work order comes before the work and authorises it. An invoice comes after the work and requests payment. Many service businesses use both: a signed work order to start, and an invoice on completion. The work order reference number is typically included on the invoice.
When should I use a work order versus a quote?
A quote is a pricing document sent before the client commits. A work order is issued after the client agrees - it authorises the work to begin. Some service businesses skip the quote and go straight to a work order for small standard jobs where pricing is fixed.
Can a work order serve as a contract?
A signed work order is a binding agreement to perform the described work at the stated price. For larger jobs, pair it with formal terms and conditions or a master service agreement. For routine trade and service work, a signed work order is typically sufficient protection for both parties.
How should I number work orders?
Use a sequential numbering system such as WO-0001 or WO-2026-001. The number should be on every document related to the job so you can match the work order to the completed invoice and payment record. Start from a high number (e.g. WO-0100) if you prefer not to reveal how few jobs you have completed.
Are my details stored on a server?
No. Everything runs in your browser. Your business details save in browser local storage for convenience.
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