Free Contractor Tool
Work Order Template
Fill in the customer, scope, labor, and parts. Totals calculate as you type, and the finished work order copies as clean text you can paste into an email, a document, or whatever system you already use.
See work orders inside SubcontractorHubWork order details
Customer
Labor
Parts & materials
Fees & tax
Work order preview
WORK ORDER ==================================================== Work Order #: WO-2026-0142 Date issued: — Scheduled: — Technician: — Priority: Scheduled Status: Open CUSTOMER ---------------------------------------------------- Name: — Phone: — Service addr: — SCOPE OF WORK ---------------------------------------------------- No cooling — diagnostic and repair LABOR ---------------------------------------------------- Diagnostic — system inspection and 1h @ $135.00 $135.00 Capacitor replacement and system v 0.75h @ $135.00 $101.25 Labor subtotal 1.75h $236.25 PARTS & MATERIALS ---------------------------------------------------- Dual run capacitor 45/5 MFD 1 @ $68.00 $68.00 Contactor, 2-pole 30A 1 @ $42.00 $42.00 Parts subtotal $110.00 TOTALS ---------------------------------------------------- Trip / diagnostic fee: $89.00 Subtotal: $435.25 Tax (7.5% on parts): $8.25 TOTAL: $443.50 AUTHORIZATION ---------------------------------------------------- I authorize the work described above and agree to the amount shown. Customer signature: ______________________ Date: ____________ Technician signature: _____________________ Date: ____________
What goes on a work order
A work order is the document that authorizes work and records what actually happened on the job. It is created before or during the visit — not after — which is what separates it from an invoice. The invoice asks for money; the work order is the evidence behind it.
Most work order templates you will find are static documents. That is fine until the technician adds a part in the field, at which point the paper copy and the billed amount stop matching. The two fields that most often go missing are the sequential work order number and the customer authorization line — and those are precisely the two that matter if the job is ever disputed.
The seven fields that matter
- Work order number — sequential, so gaps are visible. Gaps are how unbilled jobs get caught.
- Scheduled window and status — what dispatch needs to see without calling the technician.
- Service address — separate from the billing address, because on property-management and commercial work they differ.
- Reported problem vs. work performed — keep both. The gap between them is where change orders and callbacks come from.
- Itemized labor — hours and rate, not a lump sum. Lump sums are the single biggest driver of price disputes.
- Parts with quantity and price — the line most often lost between the truck and the invoice.
- Signature and date — the authorization that makes the amount enforceable.
When a template stops being enough
A template works fine at one or two trucks. Past that, the failure is not the document — it is the re-entry. The same job gets typed into a work order, then a scheduling calendar, then an invoice, then accounting. Each hop is a chance for the parts list and the billed amount to drift apart.
That is the problem HVAC contractor software and roofing platforms are meant to solve: the work order, the schedule, and the invoice are the same record viewed three ways, so a part added in the field is billed automatically.
Built by SubcontractorHub — the software contractors use to quote, finance, and run every job.
Work order template — frequently asked questions
What should a work order template include?
A complete work order includes a unique work order number, the date and scheduled window, customer name and service address, a description of the problem or scope, the technician assigned, priority and status, itemized labor with hours and rate, itemized parts with quantity and price, any trip or diagnostic fee, tax, the total, and a signature line for customer authorization. The work order number and the authorization line are the two fields most often missing, and they are the two that matter most if the job is ever disputed.
What is the difference between a work order and an invoice?
A work order authorizes and documents work: it is created before or during the job and tells the technician what to do, what was found, and what was used. An invoice requests payment after the work is complete. In practice the work order is the source document — the invoice is generated from it. Keeping the two in the same system is what prevents parts used in the field from going unbilled.
Is this work order template free?
Yes. This work order template is provided as a free service with no signup or email required. Fill in the fields, adjust the labor and parts lines, and copy the finished work order as text you can paste into email, a document, or your existing system.
How do you number work orders?
Most contractors use a sequential number with a prefix that encodes the year or the trade, such as WO-2026-0142. Sequential numbering makes gaps obvious, which is how missing or unbilled work orders get caught. Avoid numbering by date alone, because multiple jobs on the same day collide.
Should a work order include pricing?
For service and repair work, yes — the customer signs off on the amount before the work proceeds, which is what makes the authorization enforceable. For maintenance covered by a contract or warranty, many contractors show the labor and parts detail with a zero or covered total so the customer still sees the value delivered. Amounts here are estimates and should be verified by the user against your own pricebook.
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All calculations are estimates based on historical information and should be verified by the user. This tool is provided as a free service for planning purposes only and is not a substitute for a professional inspection or applicable local code requirements.