A work order form is a critical document for ensuring the full completion of services, but it also helps to facilitate communication. Work orders detail a request for the task to be completed, show relevant customer information, contractor info, and details of the job such as order number, services to be performed, date, estimated time and cost, and equipment needed.
They can include much more or sometimes less, depending on the company or contractor providing the order, as well as the industry and services that are involved.
Different Types of Work Order Templates
General Work Order
If you’re not sure what kind of specific order form you need, this one, in particular, is a great start for any industry. It provides plenty of space for all the essentials you need, and enough room to allow you to provide your customer with a detailed description of the task at hand.
You’ll see pertinent information about the ordering party, as well as dates ordered and dates to be completed. At the bottom, there’s a tidy space to total and tax work amounts, as well as a payment method and amount paid section.
2) Multiple Work Order
This form allows for more than a single item of a task to be listed, which is convenient for when you’ve got multiple pieces to work on for a client.
By setting these items in a grouped format, your orders allow for more detail and efficiency while cutting down on your overall paper job. After the object description, there’s also a place to add in any insurance value, which helps you keep your ultimate costs together.
3) Transport Work Order
This free work order template helps keep track of valuable transport info, which keeps you and your clients secure. All the details you need to track are included, and it has the added benefit of fields that require validation for every step of the transport’s arrival.
You can even track the package’s priority at the top and use the large description field to include everything about the item or items to be transported. Once the work is finished, you can use these blank check templates to pay them. Though it is recommended to use an authorization letter if you are doing it on behalf of your company.
4) Data Recovery Work Order
Technical repair is a rising industry, and that’s why there’s a form focused on data recovery jobs. As you’d expect, all the usual customer details are there, but there’s ample space to log all the specifics that you need to know before getting into a data recovery job.
With this form, you’ll see all your client’s system details at a glance, including capacity, operating system, what is the most important data to recover, as well as whether or not they’re running a raid array.
5) 3D Print Work Order
3D print work requires a lot of details, and the costs can quickly get complicated when you’re dealing with different sized projects on different machines. This 3D print work form allows you to itemize costs with the general pricing listed above the table and the total cost listed at the end of the ordered project’s row.
Using this, you can track the various machines needed for the print project, as well as the provided file names, and quantity. It is a simple yet elegant design, just like this diploma template.
6) Maintenance Work Order Template
This maintenance order template is simple enough to use in nearly any repair situation. It’s set up in a way that makes it ideal for responding to client requests, tenant repairs, and necessary tasks within the company.
It includes the request number and date, reason for the report of task needed, as well as the individual that requested the job and the individual that accepted the request. You have the option to use one of the pre-populated request types such as labor, material, or negligence, or you can choose to add in another type based on what best fits your business.
7) Free Plumbing Service Work Order
This form is meant to make completing orders easier, and faster for plumbers. It goes through detailed descriptions of parts, services, and prices to make it easier to add up costs for you and your customer.
Naturally, you can change the parts and services, as well as costs to fit your business model. This template gives you a running start that you can use again and again.
These templates can be edited with any PDF editing software.
8) Free Building Maintenance Work Order
For businesses that need to take care of a lot of internal job, or work on owned properties, this template is made with you in mind. The building maintenance order request template lets you specify the building and priority level which ranges from emergency level to low priority work that can be done when funded.
These templates can be edited with any PDF editing software.
9) Free Custom Company Work Order
This one can be fully edited and customized for your company’s needs. It comes with spaces for shipping and receiving information as well as typical order reference fields with a blank space for sign to show agreement.
The benefit of using this free template comes down to the amount of detail you can record, with fields for hours, cost, and status, as well as a field that can link the form to the invoice number. All rights reserved to the creator of this form.
10) Automotive Work Order
For the automotive industry, these order templates include everything you need to properly log an order for auto service. In addition to all standard customer and general car make and model info, there are boxes to check for common service and a field to detail labor and costs.
These fields can all be edited, allowing you to have a standard auto work order form template, as well as one for more advanced repairs.
11) Bio-Medical Work Order
This template serves as a general purpose biomedical order form, conveniently formatted to cover any work that doesn’t involve physician to patient encounters. For any inventory shift or equipment repair, you can easily document all the necessities.
As a bonus, there are fields to document the contractor and client contacts, so you never have to try and look up who you spoke to. At the top, you can specify department and room number, as well as account number, making lookup even easier.
12) Graphics Design Work Order
Here is a job order template made for graphic designers, but it also caters to many other kinds of creative contractors. Clients can select choices from a variety of services/purchase, all of which can be edited to match your specific needs.
In the next column over, there’s a list that the requesting clients must go through to describe the relevant project services and supports they offer. It also takes care of several initial consultation steps, such as whether the client has photo material for you to work with, or whether they’ve established a budget yet.
13) Graphics Design Work Order
This one works wonders for inter-facility requests and includes details for any moving work that may be required. Any items to be moved can be recorded with precise details including a basic description, inventory number, serial number, and all other specific identifying details.
There’s also a section that helps keep materials organized by allowing you to allocate necessary resources such as paper and cleaning products, so you know the total expense needed to budget the task.
14) IC Work Order Design
This template helps you keep everything streamlined by giving you a place to track your orders. Along with order number and description, you can add details about the requesting party, start and expected end dates, status, and even a percentage of the labor’s completion.
The template allows for easy visual interpretation with special color-coded fields so you can find the critical info quickly. The priority field will stand out in red if a task is named high priority, and that percentage of completion field actually shows you in a bar graph how far along progress is.
15) Work Request Form
This work order request form lists the priority of the request first, allowing you to efficiently task manage, even when it gets busy. All the building and contact info is neatly listed, in an easy to read format.
You also have a field to list the onsite contact, so you or your contractor always know who you need to talk to when you arrive. It lists a variety of home and property services and also has an option to use the form for a quote request.
16) Cleaning Order Form
For professional cleaners and cleaning companies, this template gives you a detailed way to record your work orders. In addition to allowing you to organize by floor level, you can also specify areas where there is a specific concern, such as organizing a closet, or a guest room that only needs a dusting.
Once the task is finished, you can fill out details of the cleaning that was done, and specify any additional terms of your agreement with your client.
Source: Smart Sheets
Web Design/ Graphic Design Work Order
For web designers and developers that need to keep track of detailed client task, this website task order template can be filled in to fit your needs. It provides a structured phase by phase description of work you’ll be doing, so you and your client stay on the same page.
You can also add in details about package styles that you offer, as well as the client’s budget and presumed date the website will go live. Under the website section, you can keep track of their domain name, as well as a note if you’ll be needed to create a new domain or not.
What Information Do You Need to Include in the Invoice?
When you create order templates, it’s going to be different depending on your industry and the jobs you complete. That being said, there are some staple pieces of details every order form needs:
Information about the requesting party
This includes customer name, address, phone number, company (if applicable), and the address where the order will take place (if the location is different than the address listed for the customer).
Information about the work in the Invoice
This will show items such as the date the task was requested, the date the task is expected to take place, time or date the task is expected to be completed by, the name of the person to complete the task, details of the task involved (parts and extra costs may be included here), and any other pertinent information about it.
Why Do You Need Work Orders?
They help to ensure that all commitments made to customers are kept. As a general rule, these templates help track all the important details of labor, and as a result of the increased organization and efficiency, more things get done.
Since all the details are mentioned in the form, you reduce the risk of a contractor showing up without crucial equipment and information.
Job orders also help you keep track of parts, equipment, and inventory, as well as helping you to manage your labor force without over or underestimating your labor needs. A system using these order templates allows you to see the status of completion and make sure that important pieces of stuff are on track.
Work Order Vs Invoice – What’s the Difference?
Invoices/Purchase order and orders often contain some overlapping information. As a result, it can be difficult to know which to use when, and what the actual difference is.
Here’s the thing:
Work orders are primarily concerned with the things at hand. While they often contain a total cost of the task as well as taxes and extra expenses, that isn’t their main purpose. A task order details the job to be done, when it will be done, how, and by whom. It’s more of a ‘in progress’ document.
Invoices cover details that job orders do not, and don’t contain as much detail about the actual task to be done. They detail items such as expenses per part, rates charged for days, hours, etc, and generally itemize all costs related to it.
Invoices are sent to customers post work completion, show a request for payment, payment options, and the date payment is expected by.
Work orders are a critical piece of an efficient organization when you’re providing services. Not only do they track and streamline the process of completing the task for clients, they also help workers to have the critical information they need at glance.
There is a huge range of work order templates, which means that virtually any organization, in any industry, can use them as a means to complete job more efficiently just like how a fake doctors note template works.