# Work Order Template

> Set the priority, the site and who it is assigned to, then list the tasks and tick them off. Add the labor hours and materials, and the total works itself out. The PDF prints the checklist with [x] and [ ] marks and a customer sign-off line. This job totals $276.50.

Canonical: https://receiptscanner.co/tools/work-order-template
Updated: 2026-10-28 · Sources re-checked by: 2027-04-28

This is a free interactive calculator that runs in the browser. Nothing you type is stored or sent. Results are estimates.

## How it works

Labor = hours × the rate per hour. Materials = quantity × cost each, summed. Work order total = labor + materials. Progress = the number of ticked tasks out of the tasks listed. A work order is an instruction to do a job and a record that it was done. It is not a price promise, so for a fixed price use the quote template, and bill the finished work with an invoice.

**Work order, estimate, quote and invoice**

| Document | Purpose |
| --- | --- |
| Work order | Tells the crew what to do, where and when, and records that it was done |
| Estimate | Gives the client an approximate cost before the job |
| Quote | Gives the client a fixed price |
| Invoice | Asks for payment once the work is done |

**What a work order should hold**

| Field | Why it matters |
| --- | --- |
| Priority | Tells the crew what to do first |
| Site and contact | Gets the right crew to the right place |
| Tasks to tick off | A clear scope that the crew can work through |
| Labor hours and materials | The record you bill from afterward |
| Customer sign-off | Confirms the work was done and accepted |

## Worked example: replacing a leaking shut-off valve

1. Labor: 3 hours × $75 = $225.00.
2. Materials: valve $38.50 + 4 fittings × $3.25 = $13.00. Together $51.50.
3. Work order total: $225.00 + $51.50 = $276.50.
4. Progress: 2 of 4 tasks done (the valve is replaced, the pressure test and clean-up are still to do).

## FAQ

### What is a work order?
A document that tells a crew what job to do, where, for whom and by when, and that later records what was done, the time spent and the materials used.

### What is the difference between a work order and an invoice?
A work order instructs and records the work. An invoice asks for payment. Many shops make the work order first and turn it into an invoice from the hours and materials.

### How do I show job priority?
Pick Low, Normal, High or Urgent. It prints on the work order so the crew and the office agree on what to do first.

### Why list tasks with checkboxes?
A clear checklist keeps the scope tight and shows what is left. The PDF prints done tasks as [x] and open ones as [ ], with a progress line.

### Do I need a customer signature?
It is good practice. The sign-off line confirms the work was done and gives you a dated record if there is a later question.

### Can I use a work order for repeat maintenance?
Yes. Make one for each visit with its own number, and keep the PDFs together by customer so the history is easy to find.

### Does a work order charge sales tax?
Only if you enter a rate. Tick Charge tax on the materials that are taxable where you work and type the rate: labor is not taxed on this page. Rules differ by state, so check what is taxable before you set it.

## Sources


This tool makes a document for your records and your clients. It is not tax or legal advice and it does not create an official e-invoice for any tax authority. Check the rules where you work.