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Free work order template for Google Docs

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.

Free to copy Google Docs PDF export No watermark
Automate this template Copy to my Google Docs How to use it

Free to copy, no sign-up: the file opens in your own Google Drive. Updated November 13, 2026.

The actual template Free work order template for Google Docs: preview of the first page

What’s in the work order template

Every block has a placeholder showing where your details go. Type over them by hand, or bind each one to a field in your data and let it fill itself.

  • 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 to use this work order template in Google Docs

  1. 01

    Copy the template to your Google Drive

    Press "Copy to my Google Docs". Google asks to make a copy, and the copy is yours to edit; the original is never changed. All you need is a free Google account.

  2. 02

    Replace the placeholders with your details

    Text in double braces, like {{wo.number}}, marks where your own values go. Work down the page: header with the work order number and priority; site, customer and scheduled window; scope of work and access notes, and so on.

  3. 03

    Make it match your brand

    Swap the logo, colours and fonts in Google Docs as you would in any document. The layout is built to hold when the text changes.

  4. 04

    Download it as a PDF, or share the link

    File, then Download, then PDF Document gives you a file to send or print. Download as Word (.docx) works too if someone needs it.

  5. 05

    Making these regularly? Fill it from your data

    Connect Airtable, Google Sheets or a CSV to SourceToDocs and it fills a copy of this template for every row, so you stop retyping.

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.

Fill this work order template from Airtable, Google Sheets or a CSV

Connect an Airtable base, a Google Sheets spreadsheet or a CSV file, map each field to a placeholder, and generate. One run can produce a single document or one per matching row, delivered to your Google Drive.

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 work order 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

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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.
Is this work order template free? +
Yes. Copy it to your own Google Drive at no cost and with no sign-up, then edit it like any Google Docs file. You only need SourceToDocs if you want it filled from your data automatically, and that has a free plan too.
Can I download this work order template as a PDF or Word file? +
Yes. Open your copy in Google Docs and choose File, Download. PDF Document gives a print-ready file; Microsoft Word (.docx) gives an editable one for people who do not use Google Docs.

Generate this document from your data

Start on the free plan, connect Airtable, Google Sheets or a CSV, and export a real Google Docs file. No watermark, no credit card.

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