Free work order template

In Excel, Word and PDF — ready to use today

Customer details, machine details, description of the fault, work carried out, materials used and two signatures — all on one sheet.

Three formats in one download: Excel to fill in digitally, Word to match your own branding, PDF to print for the van.

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5_stars    The same structure used digitally every day by 5,172 OutSmart customers

 

How it works: download the template, add your logo and your own fields, and hand it to the engineer. One sheet covers the order number, times, customer details, machine details, the fault, the work carried out, materials and both signatures.

What you get:

  • An Excel version to fill in digitally
  • A Word version to adapt to your company
  • A PDF version to print for the service van
  • Machine fields: brand, type, serial number, hour meter reading and last service date
  • Material rows with “used” and “to order” columns
  • Signature fields for both engineer and customer

The template takes care of the structure. The retyping stays: someone still has to bring the sheet back to the office and copy it into an invoice. That is where software goes further — in OutSmart the engineer completes the work order in the app, with photos and a signature, and an approved order becomes an invoice in one click. Create a free trial account and try it for 14 days, no credit card needed.

Fill in the form at the top of this page and download the template straight away.

Free OutSmart work order template in PDF, Word and Excel
3232784

Work orders per year

5172

Companies that trust OutSmart

14
+

Years of experience

OutSmart is user-friendly, complete and just easy to use. For us it’s the tool I’d recommend to any organization.

Kimberley, Oostendorp Nederland

OutSmart is very professional and indispensable in our business processes. All our processes now run much more efficiently.

Twan van Horssen, Mobility Installations

 

Try OutSmart completely free for 14 days!

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Frequently asked questions

Frequently asked questions about the work order template

Which formats does the work order template come in? +

Three formats at once: Excel (.xlsx) to fill in digitally, Word (.docx) to adapt to your company, and PDF to print for the service van. All three download links appear on this page as soon as you submit the form, so you do not have to wait for an email.

Which fields are on the template? +

At the top: order number, date, start time and end time. Then customer details (name, address, postcode and city, email address, contact person and phone number) and machine details (dealer information, brand, type, serial number, hour meter reading, machine age, date of last service and machine location). After that there is space for the description of the complaint and the work carried out, a materials table with quantity, number, description, used and to order, and signature fields for the engineer and the customer.

Can I adapt the template to my own company? +

Yes. The Word and Excel versions are fully editable: add your own logo, rename fields, add rows or remove sections you do not need. The template is deliberately industry-neutral, so it works for maintenance, installation, repair and service work.

Is the template really free? +

Yes. You only give your email address; the other fields are optional. No credit card or payment details are needed. The OutSmart trial that follows is also free for 14 days and ends automatically.

Is a paper work order good enough long term? +

With a handful of jobs a week, paper works fine, and this template makes it far more structured. It starts to hurt when sheets go missing on the road, when nobody knows which job has not been invoiced yet, when photos and signatures are missing, or when someone has to retype everything in the evening. That is the point to move to an app.

How does a work order become an invoice? +

On paper: by retyping it. In OutSmart the engineer completes the order in the app, including hours, materials, photos and the customer signature. The office checks it and turns it into an invoice in one click, which goes straight into your accounting package through the integration.