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How to Create a Work Order
A work order is the single source of truth for a job: who asked, what exactly is to be done, what it will cost, and when. Shops and field crews that run on verbal instructions drown in 'I thought you meant…' — written work orders end that. This guide covers the fields every work order needs and generates a clean PDF in minutes.
Step by step
- Open the Work Order Generator and add your business details.
- Enter the customer's name and contact details, and the job location if it differs.
- Describe the work precisely — tasks, parts, and anything the customer specifically requested.
- Itemize labor and materials with rates in the items section; check the total.
- Download the PDF, give the customer a copy, and keep one attached to the job in your scheduler.
Open the Work Order Generator tool
Tips for better results
- Write descriptions a stranger could execute: 'Replace kitchen tap, supply mid-range mixer' beats 'fix tap'.
- A signature line on completion turns a work order into proof of delivery.
- Number work orders (WO-001…) and reference the number on the matching invoice.
Frequently asked questions
A work order authorizes and describes work (usually before or during the job); an invoice requests payment after. One job typically produces one of each, sharing the same line items.
Work order number, date, customer, job description, itemized labor/materials, estimated total, schedule, and space for sign-off.
It documents agreement on scope and price, but for larger jobs pair it with a service agreement that carries the legal terms.