Free Templates Where Every Format Actually Computes
Work order template
A work order authorizes work before it happens and documents it after. For service businesses it is the missing link between "can you come fix this?" and an invoice nobody argues with.
Authorize before you roll a truck
The top half of a work order is the request: location, who asked, priority, and the related contract or PO. Written scope before dispatch protects the tech in the field from "while you’re here" expansion - new requests become new work orders.
Labor and parts as they happen
The line table captures labor hours and parts with quantities as the job runs. Priced lines mean the customer sees the cost taking shape, and the office is not decoding a glovebox notepad at week’s end.
Sign-off is the invoice’s armor
The completion signature says the work described was done and accepted. Invoice against a signed work order and disputes drop to almost nothing - the customer approved these exact lines at the door.
Work order checklist
| Section | What to include | Why it helps |
|---|---|---|
| Request | Location, requester, priority, WO # | Scope exists before the truck rolls |
| Assignment | Tech assigned, scheduled date | Accountability and routing |
| Lines | Labor hours and parts with prices | Cost visible as it accumulates |
| Sign-off | Completion signature and date | The invoice’s best defense |
Downloadable templates
Every format computes: the PDF calculates as you type, Word recalculates with F9, and Excel updates live. For branded documents with online payments and automatic reminders, use Invoice My Clients.
Work order FAQ
Work order vs invoice: what is the difference?+
The work order authorizes and documents the work; the invoice bills for it. Field teams live on work orders, accounting lives on invoices, and the signed WO is what connects them.
Who signs a work order?+
Someone at the customer with authority to accept the work - on completion, ideally on site. For no-contact jobs, photo documentation plus emailed acceptance works.
How do I handle work found mid-job?+
Write it as a new work order or an addendum with its own approval. Expanding a signed scope without a new signature reopens the dispute door the WO closed.