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Work order template

An authorisation for a job to be carried out, with labour and parts lines and a sign-off block, generated one per job from your scheduling data.

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The actual template Work order template shown in Google Docs

What’s in this template

Every block is bound to a field in your data. The layout stays exactly as designed; only the values change from one run to the next.

  • Header with the work order number and priority {{wo.number}} · {{wo.priority}}
  • Site, customer and scheduled window {{site.address}} · {{wo.scheduled}}
  • Scope of work and access notes {{wo.scope}}
  • Tasks assigned to the technician loop: {{tasks}}
  • Labour hours and parts required loop: {{parts}} · {{labour.hours}}
  • Completion notes and customer sign-off block {{wo.completion}}

How this template fills itself

Connect Airtable, Google Sheets, a SQL database, a CSV or a REST API, map each field to a placeholder, and generate. One run can produce a single document or one per matching record.

Billing & operations: An authorisation for a job to be carried out, with labour and parts lines and a sign-off block, generated one per job from your scheduling data.

Jobs · Airtable

JobSiteTechnician
WO-3305Acme Co, Unit 4R. Okafor
WO-3306Northwind DepotL. Bianchi
WO-3307Globex Plant 2R. Okafor

Template: Google Slides or Docs

{{wo.number}}

Work order · {{wo.scheduled}}

{{site.address}}

loop: {{tasks}} → row

loop: {{parts}} → row

one order per job, filtered to this week's schedule

Generated output

DocsPDF

WO-3305

Work order · 16 Sep 2026, 09:00–12:00

Acme Co, Unit 4

5 tasks assigned

4 parts required

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Who uses this template

Field service and maintenance firms

Give each technician a job sheet for the day, generated from the schedule rather than typed up the night before.

Read the guide

Facilities teams

Authorise reactive and planned work in a consistent document that names the site, the scope and who approved it.

Read the guide

Trades and contractors

Turn an approved quote into a work order carrying the same tasks and materials, without retyping them.

Read the guide

A work order authorises work rather than billing for it. It goes to whoever is doing the job, names the site, the scope and the scheduled window, and lists the tasks and parts the job is expected to need. Because task and parts lists vary wildly between a filter change and a full service, this is a Google Doc: both tables grow and the pages break themselves.

The sign-off block is what has to survive

A work order usually comes back with handwriting on it, so leave real space for completion notes, hours actually worked and a customer signature. Everything above that block should come from the schedule — job number, site, technician, tasks, parts — and nothing should be typed twice. Generating the week’s orders in one filtered run also means the paperwork always matches the schedule, since a rescheduled job produces a new document rather than being amended in a printout someone is already carrying.

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Common questions, answered

How is a work order different from an invoice or a quote? +
A quote proposes a price, a work order authorises the work to actually happen, and an invoice bills for it afterwards. The work order is the only one of the three that a technician carries to site: it names the scope, the scheduled window, the tasks and the parts, and it leaves room for completion notes and a signature.
Can each technician get only their own jobs? +
Yes. Filter the run to a technician and a date range and it produces a work order per matching job, each with that job's tasks and parts. Scheduled runs are common here, so Monday's sheets are generated over the weekend without anyone starting them.
Can it hold both tasks and parts? +
Yes, as two separate repeating blocks. Tasks repeat a row each with a checkbox and an expected duration; parts repeat a row each with a code and quantity. Both tables grow independently, and because this is a Google Doc, a long job simply runs onto a second page.
Can I use my own work order design? +
Yes. Job sheets are usually shaped around what a technician needs to read in a van, and that layout is worth keeping. Rebuild it in Google Docs, mark the site block, tasks and parts as placeholders, and generate against your version.

Generate this document from your data

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