What it's for
This work order template gives a field crew one form to work from: the customer and site, the schedule, a description of the job, and the materials and labor it takes to do it. It's built for one visit or one job, not a whole project.
An office manager or dispatcher fills in the top when the job is booked, then hands it to the technician. The technician adds materials and labor as they're used, updates the schedule with the actual dates, and gets the customer's signature before leaving the site.
It records what the job took; it doesn't price the job ahead of time. For a price before the work, use our construction estimate template.
What's inside
Two sheets, both protected with no password. Pale yellow cells are yours to fill in; all other cells are locked.
Work order is the form you print or hand over: a letterhead printed "WORK ORDER," with WORK ORDER NO., DATE, PRIORITY (Low, Normal or Urgent) and STATUS (Open, Scheduled, In progress, Completed or Invoiced) at the top. Below it sit bands for CUSTOMER AND SITE, SCHEDULE and DESCRIPTION OF WORK, then two tables: MATERIALS, 12 lines of ITEM, QTY, UNIT, UNIT COST and AMOUNT, and LABOR, 8 lines of WORKER OR TRADE, HOURS, RATE and AMOUNT. AMOUNT calculates on every line, and both tables keep it in the same column, above the summary's figures. Three summary lines, Materials, Labor and Sales tax on materials, feed a highlighted Total, followed by NOTES and an ACCEPTANCE band for the CUSTOMER SIGNATURE and TECHNICIAN SIGNATURE, each dated. It prints on two pages: Materials ends page one; Labor, the summary, Notes and Acceptance fill page two, under a repeat of the letterhead.
About this template holds three steps, a note on the example figures, the version (v2, 2026-09-24), the license and links to the template page, all templates and four related templates.
How to fill it in
- Clear or replace the two example lines in MATERIALS and the one in LABOR first; both totals sum every line, so anything left in counts.
- Type your company details over the yellow letterhead, then fill in WORK ORDER NO., DATE, PRIORITY and STATUS. PRIORITY only takes Low, Normal or Urgent, and STATUS only Open, Scheduled, In progress, Completed or Invoiced; anything else is refused.
- Fill in CUSTOMER AND SITE: CUSTOMER, PHONE and EMAIL on the left, SITE ADDRESS, CONTACT ON SITE and ACCESS NOTES on the right.
- Fill in SCHEDULE: REQUESTED BY and REQUESTED DATE, ASSIGNED TO, then SCHEDULED DATE and COMPLETED DATE once they're known.
- Describe the job on the six lines under DESCRIPTION OF WORK.
- List each material's ITEM, QTY, UNIT and UNIT COST, and each WORKER OR TRADE, HOURS and RATE. AMOUNT is Qty times Unit cost, or Hours times Rate, rounded to the cent. The four number columns refuse anything but a number, 0 or more.
- If the job needs sales tax, enter the rate beside Sales tax on materials as a percent from 0% to 100%. It starts blank, and blank means 0. The file applies it to the Materials subtotal only, and it doesn't decide which items your state taxes or at what rate.
- Use NOTES for anything else, then get the CUSTOMER SIGNATURE and TECHNICIAN SIGNATURE, each with its DATE, under ACCEPTANCE.
- Once the customer signs, carry the Total to an invoice, such as our contractor invoice template.
The worked example
The file opens on two materials lines and one labor line, each labeled Example; the About tab calls them illustrative figures to replace with your own.
| Item | Qty | Unit | Unit cost | Amount |
|---|---|---|---|---|
| Example: PVC pipe, 1 in | 10 | ft | $2.40 | $24.00 |
| Example: fittings | 6 | ea | $3.25 | $19.50 |
| Worker or trade | Hours | Rate | Amount |
|---|---|---|---|
| Example: plumber | 2.5 | $85.00 | $212.50 |
| Summary | Amount |
|---|---|
| Materials | $43.50 |
| Labor | $212.50 |
| Sales tax on materials | $0.00 |
| Total | $256.00 |
With the tax rate blank, sales tax adds nothing, so the Total is the two subtotals added together.
Frequently asked questions
Does the file do the math?
Yes. Every calculated figure is a live formula.
Does it work in Google Sheets or Numbers?
Both open .xlsx files. This one has no macros, and its formulas use only IF, AND, ROUND and SUM.
Can I add more lines to Materials or Labor?
Yes. Unprotect the sheet (there's no password), insert rows between two of the table's lines so its total takes them in, copy the AMOUNT formula into each new row, then protect the sheet again.
Can I put my logo on it?
Yes. Insert it where the sheet says YOUR LOGO. That row is 36 pt (half an inch) tall, so a logo sized to it fits without dragging the row taller. To remove the YOUR LOGO text, choose Review > Unprotect Sheet (there is no password), then protect the sheet again.
Is it an invoice?
No. It has no invoice number, due date or payment terms. Its Total is the figure you bill.
Is it a contract or legal advice?
No. It totals a job's cost and records the customer's and the technician's signatures. It isn't a contract, and we don't advise on what one should include.