BuildWellFree Work Order Generator
Write up the job for your crew or a client, see it as you type, and download a PDF. Free, no account.
Everything stays in this browser. Nothing you type is sent to BuildWell.
How to use the free work order generator
The free work order generator writes up a job for your crew or for a client to approve. Add the client and the site, list the tasks and materials, and put access details and instructions in the notes. The preview updates as you type, and the PDF prints cleanly for the truck. Below the tool you’ll find a worked example, what a complete work order covers, the mistakes that cause second trips, and where a work order sits between the estimate and the invoice.
- 1
Add the business and the client
Enter your business details, then the client and the job address.
- 2
Number and date it
Give each work order a number so it can be tracked to the invoice.
- 3
List the tasks
Add each task or material as a line, with quantities, and prices if the client should see them.
- 4
Write instructions
In notes, add access details, special instructions and who to contact on site.
- 5
Download and share
Download the PDF for the crew or the client.
Who uses a work order
Work orders are for businesses with crews, service calls or property clients who need to approve work before it starts.
HVAC companies
Maintenance visits follow a task list. A work order per visit tells the technician what to check, which filters to bring and how to reach the unit.
HVAC software →Plumbers
Service calls dispatched to a technician need the problem, the address, the client’s contact and any approval limit in writing.
Plumbing software →Electricians
Write the circuits and devices to install, where power must be shut off, and who on site can approve it.
Electrical software →General contractors
Send each subcontractor or crew lead a work order for their part of the job, with the dates and the site rules.
General contractor software →Handymen
Property managers often send lists of small repairs. A work order back, with the tasks and a sign-off line, confirms what you’ll do.
Handyman software →Landscapers
Crews working several properties a day need each site’s tasks, gate codes and where to leave debris.
Landscaping software →How to make a work order: an example
Here is a filled-in work order for a commercial maintenance visit, made with the generator above. It shows prices because the client approves it; leave prices out of a crew copy. The business, client and prices are invented for the example.
- Tasks a technician can followEach line is a task to do, with a count, rather than a description of an outcome.
- Materials with sizes and countsEight filters, with the size, means nobody arrives with the wrong ones.
- Access and contact in the notesWhere the hatch is, who has the key and when the crew may work: the details that prevent a wasted trip.
- An approval limit and a sign-offThe terms say extra repairs need approval first, and give the client a place to sign before work starts.
Before you send it, check it has
- A work order number and date
- The client and the job address
- The tasks to do, line by line
- Materials needed
- Access details and site contact
- Any approvals or sign-off required
What goes into a strong work order
The parts every work order needs, and why each one matters to the client reading it.
A number and date
The number follows the job from dispatch to the invoice. The date shows when the work was authorized.
Client, site and contact
Who the work is for, where it is, and who to call on site, which may be a tenant or a manager rather than the client.
Tasks in the order they’re done
Each task on its own line, in sequence. A crew working from a clear list does the job once.
Materials and quantities
What to bring and how much, with sizes. Missing materials are the most common reason for a second trip.
Access and site rules
Keys, gate codes, parking, pets, working hours and anything the site requires, such as shutting off water or power.
Prices, when the client approves it
A client approving the work should see what it costs. A crew copy can leave prices out.
Approval and limits
Who authorized the work, and what happens if the crew finds more: usually, stop and get it priced first.
Completion notes
Room for the crew to record what was done, what was found and anything to follow up, so the invoice and the next visit are right.
Common work order mistakes
And how to avoid them, so the document does its job the first time.
No access details
A crew that can’t get in costs you the trip. Put keys, codes and contacts on the work order.
Tasks written as outcomes
“Fix the heat” isn’t a task list. Write what to inspect, replace or install.
No materials list
If it isn’t on the work order, it isn’t on the truck.
Starting without approval
Work done without a signed or written approval is hard to bill when the client disagrees.
Extra work on the spot
When the crew finds more to do, price it on a change order or a new estimate before doing it.
Losing it before the invoice
The completed work order is the record of what to bill. Keep its number on the invoice.
Work Order templates you can create
The generator has 6 layouts and 12 colors. Here is the example above in three of them; pick yours in “Look” at the bottom of the form.
Features of the free work order generator
Live preview
The document redraws as you type, in the same layout BuildWell itself sends.
Your logo and colors
Upload a PNG, JPG, SVG or WebP up to 2 MB, and pick from 12 colors.
6 templates
Classic, Headline, Banner, Statement, Minimal and Letterhead.
Tax and discounts
Set a discount and a tax rate. The discount comes off before tax, and the totals are exact to the cent.
Private by default
What you type stays in this browser and is remembered on this device. Nothing is sent to BuildWell.
A PDF with no account
Download the PDF from your browser’s print dialog and send it however you like. No sign-up.
Tracking and follow-up in BuildWell
A work order stays with your crew. The documents your client sees, the estimate before the work and the invoice after it, are where BuildWell tracks activity: you see when the client opens an estimate and how many times, and you’re notified when they accept or decline it and when they pay the invoice. How the client portal works.
- Opened, and how oftenSee when the client opens your estimate and how many times.
- Accepted or declinedGet notified when the client accepts and signs on their phone, or declines.
- PaidGet notified when the client pays an invoice, and see what’s still owed.
- Sent from your phoneText or email the link in your own words. Clients need no app or account.
- Estimate E-1042 sent by textMon 9:14 AM
- Opened by the client · viewed 3 timesMon 7:52 PM
- Accepted and signedTue 8:03 AM
- Deposit invoice sentTue 8:10 AM
- Deposit paid by bank transferWed 11:26 AM
Skip the typing. Let it price the job.
Describe the job by voice or photos. BuildWell lists the work, prices it for your area, gets it signed on the client’s phone, and turns it into the invoice.
- AI estimates priced for your area
- Estimates, invoices, clients and projects
- Clients sign on any phone
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- iPhone, Android and the web
- AI estimates priced for your area
- Estimates, invoices, clients and projects
- Clients sign on any phone
- Card and bank payments, no extra BuildWell fee
- iPhone, Android and the web
Both plans include every feature and start with a 3-day free trial. Add a card to start; you’re not charged until the trial ends. Cancel anytime.
Work Order FAQ
01Is it really free, with no sign-up?
02What’s the difference between a work order and an invoice?
03Should a work order show prices?
04Who signs a work order?
05Can I turn a work order into an invoice?
06What if the crew finds more work on site?
07Should I number work orders?
08Can I add my logo?
09How do I save it as a PDF?
10Will my details be here next time?
Free resources
Templates, calculators and definitions. No sign-up.
Guides for this document
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