Free Work Order Generator

How to create a quick work order

The quick order is for when you need to hand the customer a document right now. After choosing the country, language and type of service, tap “Quick order”. The form asks for the customer name, the date, a description of the request and, optionally, the amount. Some trades add up to three essential fields, such as the vehicle registration and model in a workshop or the device in an electronics repair shop. The preview next to the form (or behind the “View preview” button on a phone) updates as you type. When it looks right, download the PDF or print it. If the job grows, use “Switch to detailed order”: nothing you typed is lost.

What the detailed order adds

The detailed order splits the job into collapsible steps: document and status, dates and schedule, provider, customer, equipment, description, items, checklist, photos, payment, warranty, completion and PDF appearance. The status follows the real life of a job, from draft and open to awaiting parts, completed, delivered or cancelled. Dates distinguish opening, planned start, planned completion, actual completion and delivery, and can become an .ics calendar event. The description holds the customer request, the diagnosis, the contracted services, the work performed and notes. Each step ends with a “Next step” button, which turns the long form into a simple sequence on a phone.

Fields that change with the trade

An electrician does not need an odometer and a workshop does not need “rooms covered”. That is why each type of service has its own set of fields, and some common labels change: in a workshop the request becomes “customer complaint”; in electronics repair, “reported fault”. Distances appear in kilometres or miles, areas in square metres or square feet and cooling capacity in BTU/h or kW depending on the country, always with the option to switch. If your trade is not listed, choose “Other / custom” and create text, number, date, amount, option, list, image or signature fields; save the set as a template to reuse it. The table lists the fields for each type.

Fields by type of service

Country, language and currency are independent choices

The country sets suggestions: address format, the name of the postal code and region, available business identifiers, paper and units. The language sets every text in the document, including title, tables, totals, status, warranty, footer and signatures. The currency sets the symbol and decimal places, such as zero decimals for the Chilean peso. Numbers and dates follow the chosen country: a provider in Germany can issue an order in English, in euros, with 1.250,50 € and German-style dates. Changing the country after filling in the form keeps everything you typed; only the currency, paper and units that still followed the previous country move with it.

Suggestions by country

How the amounts are calculated

Each item has a type (labour, part or material, service or fee), a quantity or hours, a unit price and an optional discount as an amount or a percentage. Labour is calculated as hours multiplied by the hourly rate. The overall discount is spread proportionally across items, and taxes can be added on top or treated as already included, with a general rate and optional per-item rates. Calculations use integers in the smallest unit of the currency, with no floating-point errors, and unit prices accept up to six decimal places. The document shows subtotals for labour, parts, services and fees, the total, the deposit and the balance due. The tool never assumes tax rates: enter the ones that apply to you.

Checklist, photos, warranty and signatures

The checklist records tasks, marks what was done and keeps notes; several trades have ready-made suggestions in the document language. Before, during and after photos are resized on the device itself and can be included in the PDF with a caption. The warranty accepts a period in days or months, calculates the end date from delivery, completion or opening, and shows the terms you write. The technician and customer signatures can be drawn with a mouse, pen or finger, with name and date. They record visual acceptance and are not a qualified or certified electronic signature. If you prefer handwritten signatures, leave the areas blank and print.

History, catalogue, backup and import

Orders are saved automatically in the browser (IndexedDB). In the history you search by number or customer, filter by status and period, and open, duplicate, export or delete orders. The local catalogue keeps customers, providers, frequent services, parts, hourly rates, notes and commercial terms to speed up the next orders, without requiring any setup first. The backup is a versioned JSON file with the orders, catalogue and templates you choose; restoring validates every record and skips invalid ones. You can also import orders from a CSV or XLSX spreadsheet: the file is read on the device, columns are suggested, you review the mapping, check the preview and choose which orders to import.

Limits and precautions

A work order is an operational and commercial document. It is not an invoice, VAT invoice, e-invoice or CFDI, and having fields such as an EIN, VAT number or NIF does not make it a tax document. Where the law requires one, issue the official document in your country’s system. The tool only checks the format of some identifiers, such as CPF, CNPJ, NIF, RUT and CUIT, without querying any registry. Data stays only in your browser: clearing history, using a private window or running out of space may delete it, so keep backups. PDFs from other programs and photos of documents are not read automatically; to migrate, export a spreadsheet.

Related tools

Quote and estimate generator: Prepare quotes and estimates before opening the order.

Work Schedule Generator: Organise shifts and rotas for your technical team.

Receipt maker: Create the payment receipt (in Portuguese).