Work Order Generator
Schedule jobs with assigned staff, task lists and site address. Add your logo and export a polished PDF — free, no signup.
How to use the work order generator
- Add your business details. Enter your business name and, if relevant, company number, VAT number, address and logo.
- Add the client and site details. Enter the client's name and the site address where the work will take place.
- Set the work order number and dates. Give it a unique reference, the work order date, the scheduled date, and a job reference if it links to a wider project.
- List the tasks. Add each task or part as a line with a description, optional item code, and quantity.
- Set work type and assign it. Mark the job as installation, maintenance or repair, note who it's assigned to, and add any work notes.
What to include in a work order
- Work order number. A unique reference so the job can be tracked from scheduling through to completion and billing.
- Site address. Where the work is actually taking place, which may differ from the client's billing address.
- Scheduled date. When the work is due to happen, separate from the date the order was raised.
- Task list with quantities. A clear breakdown of what needs doing, with item codes where relevant.
- Work type. Whether the job is an installation, maintenance visit or repair.
- Assigned to. Who is responsible for carrying out the work.
- Work notes. Any tools, parts or access instructions the assigned person needs to know before arriving.
Once the job is done
Log hours with the Timesheet Generator, then bill the client with an Invoice.
Frequently asked questions
What is a work order used for?
A work order schedules a specific job — installation, maintenance, or repair — with the tasks involved, who is assigned, and the site or client address. It is common in trades, facilities and field service work.
Is a work order the same as an invoice?
No. A work order describes and schedules the job; once the work is complete you bill it separately with an Invoice.
Can I use a work order without item quantities?
Yes — leave item code and quantity generic if the job is time-based rather than parts-based, and track hours with the Timesheet Generator instead.
Can I assign a work order to more than one person?
The Assigned To field is a single free-text entry, so for a small team you can list multiple names (e.g. "Sam Lee, Priya Shah") or use it for the lead technician and note the rest of the crew in Work Notes.
What should I put in the job reference?
Use it to link the work order back to a wider project or ongoing job, such as an internal job code. It is optional but useful once you have several work orders running for the same client or site.
Should I number work orders sequentially?
Yes — a reference like WO-001 makes each job easy to track from scheduling through to completion, and to match up later with the timesheet or invoice it generates.