Free work order template
Free work order template
Write down who goes, where, when, and what the job is, then get it signed off on site. A work order authorizes and dispatches the work — the estimate priced it, and the invoice bills for it.
Your company
Work Order
Client and site
Client name
| Task |
|---|
Job details and access
Authorization
Technician signature and date
Client signature and date
What's included
- Your business details in the header, so the client knows who is on the property
- Client name, site address, and the on-site contact
- Work order number, the date it was issued, and the date the work is scheduled
- One line per task, with no quantity, no rate, and no prices anywhere
- Job details and access: gate codes, parking, arrival window, equipment location
- The authorization paragraph and the rule for extra work
- Signature lines for the technician and the client
Fields in this work order
- Business name, email, phone, and address
- Client name, site address, and site contact
- Work order number, date issued, date scheduled
- Tasks to perform, one per line
- Job details, access notes, and equipment location
- Authorization wording and the rule for extra work
- Technician and client signature with date
How to use it
- Number every work order Run a sequence like WO-1001 upward. When a client calls back about a visit, the number is how you find what was actually done and when.
- Use the site address, not the billing address The technician drives to the site. On property management work the two addresses differ almost every time, and the wrong one costs an hour.
- Write the tasks, not the price One line per task, in the order they get done. Money belongs on the invoice: a price on the work order turns the visit into a negotiation on the doorstep.
- Set the date and an arrival window Put the window in the job details and hold to it. Most complaints about service visits are about waiting, not about the work.
- Load the access details before you dispatch Gate codes, parking, which door, where the equipment sits, whether a dog is loose. Every detail missing here becomes a phone call from the driveway.
- Say what needs approval The authorization paragraph exists to stop extra work before it starts. A technician who fixes something nobody approved is a technician working for free.
- Get the client signature on site Both signatures and both dates, before you leave, while the client can still see the work. That signature is your answer to a dispute three weeks later.
Formats
- PDF, ready to email, print, or hand to the technician
- Print to any size from the browser
- Reusable in the Workly app, where a work order carries the schedule and becomes the invoice once the job is done
Questions about the work order template
What is the difference between a work order and an invoice?
A work order authorizes and dispatches the work: who goes, where, when, and what to do. An invoice bills for it afterwards. The work order carries no prices at all, which is why you can hand it to a technician or a subcontractor without showing what the client pays.
What is the difference between a work order and an estimate?
An estimate prices work the client has not agreed to yet. A work order comes after the yes and tells the crew what to do. Send an estimate to win the job, then raise a work order to run it.
Who signs a work order, and when?
The technician signs when the work is finished, and the client signs to confirm it was done. Collect both on site before you leave. A signature chased down days later carries much less weight if the client disputes the visit.
What do I do when the job changes on site?
Stop, call the client, and get approval in writing before you continue. Then note the change on this order or raise a second one for the extra scope. Work done on a verbal yes is the most common unpaid work in home services.
Can I use work orders for recurring service?
Yes, and that is the normal pattern: the service agreement sets the scope and the rates, then every visit gets its own work order. That gives you a dated record per visit with a client signature, which is what you need when a property manager asks whether the March visit happened.
Is this work order template free?
Yes — fill it in, download the PDF, hand it to the technician. No account and no email required. Scheduling work orders, sending them to a phone, and turning a completed order into an invoice is what the Workly app adds.