A work order is a document that describes the work to be done for a customer, with the tasks, quantities and prices. It tells your team what to do and tells the customer what to expect. A work order is the go-ahead for a job, not the final bill.
When to use a work order
Use a work order when you need a written record of what you will do before or while you do it.
- Repair and maintenance. A technician fixes equipment and records the labor and parts.
- Contractor jobs. A builder or installer agrees on the scope with a homeowner.
- Service requests. A customer asks for work and you confirm the details in writing.
- Internal tasks. A facility team assigns work to staff or a subcontractor.
- Added work. The customer requests extra work during a job and you document it.
The guide on work orders covers the wider process.
What to include on a work order
Be specific so the job starts without confusion. Include these items:
- Your business details: name, address and email in the "From (your business)" section.
- Customer details: name and address of the person or site in the "Work for" section.
- Work order number and date: the number helps you track the job.
- Due date: the date the work should be finished. This document has a due date field.
- Currency: USD, EUR, GBP, TRY, DKK, NOK, SEK, PLN, RON, IDR, THB or UAH.
- Line items: a description, quantity and unit price for each task, part or service.
- Tax: a "Tax %" per line. Totals show subtotal, tax and total.
- Notes: site address, access instructions, assumptions, warranty notes and a signature line.
The generator has no logo or signature field, and it does not save your data. Add a signature line in the Notes, or sign the printed PDF.
How to create a work order with this generator
- Open the generator. You do not need an account.
- Under "From (your business)", enter your business name, address and email.
- Under "Work for", enter the customer name and address.
- Under "Document details", enter the work order number, the date, the due date and the currency.
- Under "Line items", click "Add item" for each task or part. Enter the description, quantity, unit price and tax percentage. Click "Remove item" to delete a row.
- Check the live preview. It updates as you type.
- Under "Notes", add the site details, assumptions and a signature line.
- Click "Download PDF".
Your data is not saved between visits. Keep the PDF for your records.
Common mistakes
- Vague scope. "Fix the heater" is not enough. Write what you will check, repair or replace.
- Hidden costs. List parts and labor separately so the customer sees what they pay for.
- No due date. Without a target date, expectations drift.
- No change process. Say in the Notes that extra work needs a new or updated work order.
- No approval. Get the customer to confirm in writing before you start.
- Losing the copy. The tool does not store your work order, so save the PDF.
Work order vs related documents
| Document | Who sends it | Purpose |
|---|---|---|
| Estimate | Provider to customer | Expected cost before work |
| Work order | Provider or customer | Authorizes and describes the work |
| Purchase order | Buyer to supplier | Orders goods or services at agreed terms |
| Invoice | Provider to customer | Requests payment after work |
If you still need to give a price, start with the estimate generator. When the job is done, send the final bill with the invoice generator. If you want a deposit or a staged payment, read about progress invoicing.
From estimate to payment
Many jobs follow the same path: estimate, work order, invoice. The guide on estimate to paid invoice shows each step. For a large project, the project invoice calculator helps you total phases, labor and materials before you fill in the form.
Frequently asked questions
- What is a work order?
- A work order is a document that describes the work to be done, who will do it and what it will cost. It authorizes the job to start. Maintenance teams, contractors and repair shops use work orders to track tasks from request to completion.
- What is the difference between a work order and an invoice?
- A work order authorizes and describes the work before or during the job. An invoice asks for payment after the work is done. A work order can include prices, but it does not replace the invoice. Use the work order to agree on scope, then invoice for the final amount.
- What is the difference between a work order and a purchase order?
- A work order covers labor and services performed on a job. A purchase order is a buyer's request to a supplier to deliver goods or services at agreed terms. Work orders usually describe tasks. Purchase orders usually describe items bought from a vendor.
- What should a work order include?
- Include the customer, your business details, a work order number, the date, a clear description of the work, quantities, prices and tax if it applies. Add the location, access instructions and expected completion date in the Notes. This keeps everyone aligned on scope.
- Who signs a work order?
- Usually the customer or an authorized person approves it, and the service provider keeps a copy. This generator has no signature field. Write a signature line in the Notes, print the PDF and sign it by hand, or ask the customer to confirm by email.
- Is this work order generator free?
- Yes. It is free, needs no sign-up and runs in your browser. Nothing you type is stored on the server, and data is not saved between visits. Download the PDF and keep your own copy before you close the page, because the tool cannot restore it later.