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20.05.2014
Vertex42's free work order forms are professional, simple, easy to use, and fully customizable spreadsheet templates. Vertex42's free Work Order Form Template is an Excel file that contains two separate work order forms (as separate worksheet tabs). Each work order is fully customizable and geared mainly towards service, repair and maintenance work. The basic work order form template shown above is great for smaller jobs or putting together a work estimate or quote.
Any value within [brackets] is meant to be replaced with your company or customer's information.
Qty (Quantity): This column can be used to enter the number of hours or amount of parts or materials used for the job.
Taxed: The basic work order form includes a column for indicating (by entering an "x") which line items are taxable. Taxable: The basic work order template calculates the sum of the amounts that are taxable using a SUMIF formula. Other: The last field before the total can be used for including a discount or other types of charges. The free work order templates can be easily modified to be used internally as an IT work order or a maintenance work order. Although it is common to use work orders for internal use, then bill or invoice your customer using a different form, a work order can often be used to directly invoice your customers.
If a customer preferred to be billed later, the work order could be converted into an invoice by simply changing the "Work Order" label to "Invoice" and adding an Invoice # field.


Our free work order forms are great for companies and departments that only process a few work orders per day. There are numerous work order software packages on the market, many of them tailored to specific markets such as Maintenance work orders, IT work orders, Repair work orders and service dispatch work orders. If you are already running QuickBooks, you can create work orders directly from sales orders.
Disclaimer: This content is for informational and educational purposes only, and not to construed as legal, tax, or financial advice.
Work order forms are usually customized to include more details than a basic purchase order. It includes a place for pre-approval and separate areas for labor and materials that can be taxed separately. This information is usually tied to a specific Customer ID, while the Ship To field may be different. You should indicate on your work order form that all correspondence should include the WO #. The advanced work order template lets you set a different tax rate for labor and materials. You should change the label to "Discount" or something that describes what the charge is for. In a service or maintenance company, a work order would often be generated internally (following a phone call or an online form submission). But, even at that volume, it can get difficult to keep track of the status of each work order.


Many MRP (materials requirements planning), ERP (enterprise resource planning), CMM (computerized maintenance management) and CAFM (computer aided facility management) systems automatically generate work orders or job tickets based on sales orders, maintenance schedules, etc. The work order template captures customer and job information and summarizes labor and materials used to complete the jobs. There are only a few cells that contain formulas that you should be careful not to mess up (such as the line totals, subtotals, tax calculation, and grand total).
Then the service or maintenance person would receive a printed work order form to take to the site location. Admittedly, if you process a significant number of work orders each day, a template based system may not be ideal. Totals and taxes are calculated automatically; all you have to enter are quantities, unit costs, tax rates and other charges. Then, after completing the work, the customer would inspect the job, sign the completed work order, and pay with a check right there on the spot.
Continue reading below to see how you can use these work orders internally as IT job orders or maintenance work order forms.



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