How to fill in the work order
- Customer and job address, plus a phone or email for the crew.
- Who is assigned, the priority and the scheduled date.
- Describe the job in one or two sentences, then break it into tasks the crew can tick off.
- Enter labor hours, rate and materials. The total updates as you type.
- Download or print and bring it to the job for sign-off.
How the total is calculated
Labor = hours × rate per hour
Total = labor + materials + trip or service fee
Worked example
Replace a fascia board and rehang a gutter
- Labor: 6 h × $60 = $360.
- Materials: $85.
- Total = $445.
Work order, estimate or invoice?
| Document | When | Purpose |
|---|---|---|
| Estimate | Before the job | Price the work for the customer to accept |
| Work order | During the job | Tell the crew what to do and record completion |
| Invoice | After the job | Ask for payment |
Common mistakes to avoid
- One long task. Break the job into steps the customer can check.
- No sign-off. A signed work order settles most "was that included?" questions.
- Not recording materials. List what was used so the invoice is accurate.
Frequently asked questions
What is a work order?
A work order tells the crew exactly what to do on a job: where, when, which tasks, and what materials. The customer signs it when the work is complete, and it becomes the basis for the invoice.
Is a work order the same as an invoice?
No. A work order describes and records the work; an invoice asks for payment. Many contractors complete a work order, get it signed, then create the invoice from it.
What should a work order include?
The customer and job address, a work order number, the date issued and scheduled, who is assigned, a clear description, a task checklist, labor hours and rate, materials, notes and signatures for completion.
How is the total calculated?
Labor hours × hourly rate, plus materials, plus any trip or service fee. Six hours at $60 plus $85 of materials is $445.
Can I tick off tasks on site?
Yes. Tick Done on each task as you go; the work order shows progress and prints each task with a check box.