Work order generator
Work Order
Built for people who send someone to site. Write the scope, name who is doing it and when, list labour and materials on their own lines, and get it signed before the first hour is spent. Pick your trade and the order starts with lines that already make sense for it: hours, visits, metres, units.
Print it, save it as a PDF, download it as an image, or hand the phone to the client to sign. No signup, and nothing you type leaves your browser.
- Free work order generator
- Printable sheet or PDF
- Nothing leaves your browser
Changes the starting lines and units. Everything stays editable.
Printed on the order as its status, so nobody acts on a draft by mistake.
Sequential, with the year in it, so it sorts and never repeats.
A logo and one colour is all it takes for an order to look like it came from a
business rather than a spreadsheet.
A real date, not a hopeful one. It is what the client plans around.
Sets the symbol, the format and the tax wording.
Ties the order to the price they gave you.
The site, not your office. A load sent to the wrong address is a day lost.
Comes off before tax, like it does on their invoice.
Four lines that save arguments are already in there. Edit freely.
The sheet prints a signature line for whoever authorises the work, and a second line for whoever signs it off on completion.
Use a finger on a phone, or the mouse here.
A photo on a white page works. It is never uploaded anywhere.
| # | Description | Qty | Unit | Unit price | Amount |
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No lines yet. Add what you are ordering on the left.
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What a work order is for
A work order is the job written down before anyone starts: what is being done, who is doing it, when they are on site, and what it costs. It is the paper the client signs to say yes, and the paper you point at when the job grows.
Most disputes on site are not about price. They are about scope: the client remembers one thing, you remember another, and neither of you wrote it down. A signed work order ends that conversation in ten seconds.
Six things make a work order do its job, and all six are on the document this page builds: your business, the client and the site, a unique number, the scope with quantities and units, the schedule, and a signature authorising the work.
Every trade works differently, so the lines start differently
A day of joinery and a boiler service have nothing in common except the shape of the paper. Pick your trade at the top of the builder and the scope lines, quantities and units start where that trade starts, then you edit from there.
The unit is not a detail
A quantity with no unit against it is an argument waiting to happen. Eight of aggregate is eight days or eight bags depending on who reads it, and the difference turns up on a truck. Every line on this order carries its own unit, from each and hour through to hours, pallets and lots, and the unit prints on the document beside the quantity.
It matters most where the same material is sold two ways. Mulch by the bag and mulch by the pallet are the same product at wildly different prices, and the only thing standing between those two outcomes is the word next to the number.
Work order, quote, invoice and work order
Work order: authorisation to do the job. You issue it, the client signs it, and it fixes the scope before anyone is on site.
Quote: a price offered before the client has said yes, and it can be declined. Write one here.
Invoice: the request for payment once the work is done. Raise one here.
Purchase order: you ordering materials from a supplier for the job. Order here.
A job usually runs quote, work order, invoice. The work order is the one that stops the scope moving while the work happens.
The work order number, and why it matters more than it looks
The number ties the signed scope to the job on site to the invoice that follows. When a client queries a line six weeks later, the number is how you find the sheet they signed.
Keep the format simple and sequential. WO-2026-0142 tells you the year and the count at a glance, and sorts correctly in a folder. Put the same number on the invoice and the two documents stay tied together.
Draft, scheduled, completed
A work order has three states worth marking on the paper. Draft is your own working copy, before the client has seen it. Scheduled is signed and booked in, with a date the client has agreed to. Completed is the job done, which is the version that goes with the invoice.
The status pill at the top of the sheet says which one you are looking at, so a signed order is never confused with a draft that was still being edited.
Terms worth putting on every work order
Work outside this scope is quoted separately. The most useful line on the document, and the one that ends most arguments about extras.
Access is required on the dates shown. Protects you when nobody is in and the day is lost.
Materials remain ours until paid for. Worth stating when you are fitting anything you bought up front.
Additional hours are charged at the rate shown. Says the rate once, in writing, so a longer day is not a negotiation.
Getting it signed, and getting a PDF
Print or save PDF opens your own print dialogue, where the destination to choose is Save as PDF. The sheet is measured and scaled to one page before the dialogue opens, so it does not split, and printing gives the sharpest, selectable file.
Download image gives a PNG, which is the one to send when the client wants it in a message rather than an attachment.
Sign on the sheet. Type the name or draw the signature with a finger, and hand the phone over on site. The signature prints on the document and on every export.
Work order questions
What is a work order?
A work order is a document that authorises a specific job: what is being done, who is doing it, when they are on site, and what it costs. The client signs it before the work starts, which fixes the scope for both of you.
What should a work order include?
Your business and the client, the site address, a unique work order number, the date it was issued and the date the work is scheduled, the scope itemised with quantities and rates, any materials, the total, and a signature line authorising the work.
What is the difference between a work order and an invoice?
A work order authorises work before it happens. An invoice asks for payment after it has happened. The work order fixes the scope and the rates, and the invoice bills the same lines once the job is done.
What is the difference between a work order and a work order?
A work order authorises labour on a job, usually your own crew or a subcontractor. A purchase order buys goods or materials from a supplier. One books the work, the other orders the parts.
What is the difference between a work order and a job sheet?
A job sheet is usually the crew's copy, showing what to do and where. A work order is the client's copy, showing the same scope with prices and a signature line. This page builds the priced, signed version.
Does a work order need a signature?
It does not have to be signed to be useful, but a signature is what turns it from your note into the client's agreement. Sign on the sheet by typing the name or drawing it with a finger, and it prints on every export.
Is a work order legally binding?
Once both sides agree to it, a work order can form part of a contract, and a signed one is strong evidence of what was agreed. It is not legal advice, and a large or unusual job is worth putting in front of someone qualified in your area.
How do I number work orders?
Use a unique, sequential number and never reuse one. A pattern like WO-2026-0142, a year prefix and a running count, sorts correctly and tells you when the job was raised. Put the same number on the invoice that follows.
What is a maintenance work order?
A maintenance work order covers planned or reactive upkeep rather than a new install: a service visit, a repair, a callout. It is the same document, with the scope written as the checks or the fix rather than the build.
Can I turn a work order into an invoice?
Yes. The lines, the client and the rates carry across to the invoice generator, so the bill quotes the same scope the client signed rather than something typed again from memory.
How do I save a work order as a PDF?
Use Print or save PDF and choose Save as PDF as the destination in your own print dialogue. The sheet is scaled to one page first, so it does not split, and printing gives the sharpest, selectable file.
Can the client pay from the work order?
Yes. Add the ways you accept money and they print on the sheet, with a QR code for Cash App, Venmo and PayPal that opens with the amount already filled in. Bank transfer, ACH, wire, Zelle and check print as details, because those have no page to send anyone to.
The work is authorised, then it is billed
A signed work order is what makes the invoice that follows hard to argue with: same number, same lines, same rates. Price the job with the service price calculator, quote it with the quote generator, then raise the bill from the same lines in the invoice generator. If the job needs materials, the work order covers ordering them.