Work Order Template & Online Work Order Generator
A work order tells your team what job to do, where, by when and with which parts and labour. Use the free template below, or fill the online generator to produce a numbered PDF work order for each job.
Make a work order online — free Download blank template
What a work order needs to contain
- Your business name —
- Tax / VAT / ABN / GST number — Add this if you are registered for tax
- Work order number — e.g. WO-0001
- Date opened —
- Due date —
- Customer —
- Job description — What needs doing, in enough detail to start work
- Tax / VAT rate (%) — Leave 0 if not applicable
A written work order keeps jobs on track. It records the scope, who is responsible and what was estimated, so you can compare the finished work with the original plan and bill the right amount.
Required details by country
| United Kingdom | There is no legal format for a work order. If the work is taxable and you issue an invoice for it, the VAT invoice rules apply to that invoice. Official source: GOV.UK: VAT Notice 700 (invoices) |
|---|---|
| United States | No federal format applies to a work order. Some states set rules for specific trades, such as home improvement contracts, that may require written terms. Official source: IRS: Recordkeeping |
| Canada | No federal format applies to a work order. If you charge GST/HST, the invoice you issue must meet the GST/HST invoice rules. Official source: CRA: RC4022 General Information for GST/HST registrants |
| Australia | No fixed format applies to a work order. If you issue a tax invoice for the job, it must meet the tax invoice rules. Official source: business.gov.au: Australian Consumer Law and your business |
How to fill it in
- Describe the job and the site — Customer, site address and a clear description of what needs doing.
- Assign and date it — Set who is responsible and when the job is due. Use a unique work order number.
- List parts and labour — Add each part or labour item with quantity and price. The estimated total is calculated for you.
- Get sign-off and download — Print the PDF or send it, and have the customer sign to approve the scope and estimate.
Questions people ask
What is the difference between a work order and a quote?
A quote is an offer with a price. A work order instructs the team to do the job and records the plan, and may follow an accepted quote.
Do I need a customer signature?
It is useful evidence that the customer agreed to the scope and estimate. It is not a legal requirement in most places.
Can a work order be used as an invoice?
Not on its own. If you bill for the job, issue an invoice that meets your local tax rules.
Is the work order generator free?
Yes. The generator and PDF export are free, with no signup. The PDF carries a small Kitzone footer.
Related
Work Order template (PDF & printable) · Work Order generator · Guides