Templates / Driveway Desk
Work order template
Prepare a free work order with job address, access notes, task checks, parts, time on site and sign-off. Print or download the job sheet as a PDF.
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Work order template: how to use it
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Choose the example closest to the work. Replace the sample details with the agreed job scope.
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Work order template: prepare the job sheet
A work order connects the approved scope with the person doing the visit. Start by identifying the customer, the service address, and the document reference. A billing address can differ from the place where the technician needs to go, so use the job address field deliberately. The technician should be able to read this sheet without searching through a separate message thread to find the location or the task.
Access notes can include a contact on arrival, parking instructions, which entrance to use, or an agreed time window. Avoid recording unnecessary sensitive information. If an access code is needed, share and manage it through your normal secure process. A printed sheet may be left in a vehicle or handed to someone else. Think about what the person carrying the sheet actually needs for the visit and omit the rest.
The quote template is the earlier step for describing the price being offered. Bring the approved tasks across to this work order, including any exclusions or customer responsibilities. The handyman price list can help organize common repair tasks, but a list of possibilities is not authorization to perform all of them. Review the sheet before leaving for the job so missing parts or unclear instructions can be resolved while there is still time.
Work order template: record tasks, parts and time
Use the two checkable task rows for the main activities, and the additional tasks field for a longer checklist or exceptions. The preview distinguishes pending from completed work. Checking a box is a record you create; the page cannot verify that the job was performed. Leave a task pending if it needs a return visit or customer decision, and explain why in the notes so the next person understands the status.
Write down the parts actually used, with quantities and enough description to identify them later. A filled example might show one replacement door latch, four screws, arrival at 09:00, departure at 10:30, and 1.5 hours on site. The task notes could say “Latch replaced and operation checked; customer to repaint disturbed area.” These are illustrative job records, not a promise about how long that repair should take.
The time fields record your entries without inferring breaks, travel or billable time. If those categories matter, identify them in the notes and keep the underlying records. The labor cost calculator can help with pricing labor separately. When a discovery changes the scope, use the estimate template to describe the additional work before treating it as approved. A useful work order makes unfinished tasks visible instead of hiding them inside a general “done” statement.
Work order template: sign-off and printable records
The technician and customer sign-off fields provide places to record names, dates and a written acknowledgment. They are ordinary text fields, not a verified electronic-signature service. For handwritten signatures, print the sheet and leave the relevant fields empty until the parties review it. Agree what the acknowledgment means in your process, especially when the customer is confirming a visit rather than accepting every aspect of the work.
Review exceptions before asking for sign-off. If a part is on order or a task remains unfinished, name it and explain the next step. Keep the signed or acknowledged version alongside any photos, approvals and invoices you normally retain. This browser worksheet does not store those records, send the customer a copy, or schedule the return visit. Download the PDF while the information is still in the tab.
If repeated visits are becoming difficult to coordinate, the Jobber versus Housecall Pro comparison discusses scheduling and accounting requirements for a small crew. You can also use the labor cost calculator for the pricing stage of the next job. Treat this sheet as a concise handoff: who the visit was for, what was authorized, what happened, and what still needs attention. Those facts make a later customer conversation easier to follow.
Work order template questions
Who prepares the work order?
In a small crew the owner or whoever booked the job writes it, using the approved quote or estimate. The tech on site then fills in time, parts and notes, and the customer signs off when the work is done.
What is the difference between a PO and a work order?
A purchase order is what a buyer sends to order goods or services and commit to pay. A work order is the instruction for doing the job: address, tasks, parts and time. A commercial customer may send you a PO; you use a work order to run the visit.
What is an example of a work order?
A water heater swap is a good example: the job address, the task list (drain the old tank, disconnect it, set the new unit, reconnect and test), the parts used, the time on site and the customer's sign-off. The template on this page has each of those fields, plus notes for anything that changed on the day.
Does the work order calculate billable hours?
No. Arrival, departure and hours on site are entries you record yourself. They do not automatically account for breaks, travel or minimum charges. Keep those distinctions in the notes or your time records, then use the agreed charging method when preparing the invoice for the completed work.
Can I print a work order for handwritten sign-off?
Yes. Leave the sign-off fields blank and use Print template after reviewing the tasks and job details. The printed document includes spaces identified by their labels. Keep the signed copy with the rest of your job records, and give the customer a copy through your usual process.
What happens to unchecked work-order tasks?
They remain marked Pending in the preview and PDF. Use the follow-up notes to explain why a task was not completed and what happens next. This keeps a return visit or customer decision visible instead of making a partly finished job look fully completed to someone reading it later.
Is the technician sign-off a verified digital signature?
No. The sign-off fields are plain text and the page does not verify identity, authenticate a signature or provide a signing audit trail. Use them for your own written records, or print for handwritten review. Choose a separate signing process if your agreement requires stronger evidence of acceptance.
Should a work order replace the original estimate?
Keep both when they serve different purposes. The estimate records the expected scope and cost before approval, while the work order records the visit and its outcome. Linking them with a consistent reference makes changes easier to understand when you prepare the final invoice or discuss unfinished work.
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Use this template: print or download PDFFree work order template by Driveway Desk. The PDF includes this credit and the canonical page address.
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