Does keeping track of job details, like what to bring and who’s available, make you feel like you’re juggling too many balls at once? Adding work orders to your workflow could help.
Before a job, work orders outline the job requirements so you know exactly what you need and which team member is free to do the work.
During a job, they keep project scope and pricing under control.
And after the work is done, they’re used to create accurate and detailed invoices.
But what is a work order and how can you start using them in your service business? Find out by reading through this guide.
Use work orders to organize your service business:
What is a work order?
A work order is a document service businesses use to outline a job after a client approves a quote but before it begins.
The purpose of a work order is to clarify:
- What materials, tools, or supplies the job requires
- The project scope
- How much the job will cost
- Who will complete the work
A work order can sometimes be called a sales order or purchase order. While the terms are used interchangeably, they’re used for specific scenarios:
- A purchase order is when a customer makes a purchase request from a seller (like when a client books a service through your website).
- A sales order is what a seller creates after a buyer submits a purchase order (like when you create a quote after a client requests a service).
- And a work order or job order is created after a quote is approved by a client.
Job work orders are usually based on approved quotes, and in turn, inform your invoices at the end of a job, helping to ensure the work goes smoothly from start to finish.
Different types of work orders
There are many different kinds of work orders service providers can use, but the most popular are:
- Standard work orders: A basic work order for a routine job, like a standard mow and trim. Or, a maintenance work order, like for a routine HVAC maintenance activity.
- Emergency work order: A work order for an emergency repair, an urgent job, or unplanned services that require immediate attention such as a burst pipe.
- Preventative maintenance work orders: A time-based work order for preventative work, like an annual chimney cleaning or HVAC filter replacement.
- Service request work orders: A work order type for when a client reaches out to request work outside of what you typically offer. Like if a cleaning business was asked to steam-clean furniture.
- Corrective work order: A work order for repairs to previously completed jobs, like fixing a loose deck board.
- Stop work order: A formal notice to stop work on a job due to things like dangerous working conditions, safety violations, permitting issues, or contract disputes.
- Change order: A document used to make changes to the initial contract or agreement between the service provider and client. For example, if the scope of the work changes or certain materials are out of stock.
What to include in a work order
Work orders include important information that helps to organize jobs, such as:
- The client’s name, service address, and contact details
- The date the job will take place or begin
- A description of the work
- Who the job has been assigned to
- The cost of the service
- A work order number or job number
When you use software like Jobber to create work orders, you can add other elements to work orders, depending on the job.
For example, you may want to add a timesheet, notes, photos, or other attachments, like a receipt for a deposit, to make it easier for you and your subcontractors or employees to complete the work.
How to create a work order
Before you can create a work order, you need to understand where they fit into your workflow.
Here’s what a typical service provider work order process looks like:
Request ➡️ Quote ➡️ Work Order ➡️ Invoice ➡️ Payment
Once you adjust your workflow to include work orders, follow these best practices to start creating them.
1. Make a template
When it comes to making a work order form, you have two choices. You can either use a word processor like Microsoft Word or Google Docs or you can use work order management software like Jobber.
If you make a work order template manually, ensure that employees can access and update it as necessary by making it available online. Digital work orders are easier to share with clients and employees and can’t get lost or damaged like physical copies.
Your other option is to use work order software like Jobber to create a work order, which reduces human error, supports your entire workflow, and helps to keep every job organized.
2. Identify the task
After you have a template to work with, you need to gather information to fill it in. The first thing you need to do is figure out exactly what the job is. You should already know this from your quote, but taking a deep dive into the job details will help you to make a plan for how to address the problem.
For example, is it a straightforward job, like installing a new dishwasher? Or is it more complicated, like repairing a long-term kitchen leak that may have caused black mold and damaged the subfloor?
Knowing what the job is enables you to plan for the tools, supplies, materials, and employees you’ll need. It also helps you to estimate how long the work will take, showing you where you have space in your schedule.
3. Make the work order
Next, use the information to create a unique work order for a specific task and client. If you already have an approved quote, you can use the same details in your work order, such as the job description and price.
4. Assign the work order
Based on the job requirements and who’s available, assign the work order to a technician or subcontractor based on:
- Who has time and whether the work order is time-sensitive (an emergency work order would be scheduled before a preventative maintenance work order or an inspection work order)
- If the job requires specialized skills, unique materials, or certain tools and equipment
- What your overall schedule looks like
After the work order is assigned, it’s up to the employee or subcontractor to complete it on time.
5. Close the work order and make an invoice
Once the job’s done, close the service order and use it to create and send an invoice. Software like Jobber can automate invoicing for you after a job’s done, saving you from having to add more work to your plate and helping you to get paid faster.
Don’t forget to adjust the invoice if the project scope changes over the course of the job. For example, if you used more materials than you planned for or it took less time than you estimated.
Pro Tip: If you’re new to using work orders, or you’re using a work order for a new service, consider doing a work order review after a completed job. Getting feedback from your team will help you to improve the process for the next time around.
The benefits of using work orders
Using work orders does more than just keep you on top of upcoming jobs. By using them for your service business, you can take advantage of these benefits.
1. Fewer scheduling errors
When you don’t know how long a job will take, who’s available to do it, or what tools and equipment you need until you’re ready to hit the road, you’re leaving yourself open to scheduling issues.
For example, if you need a specific team member to handle a job but they’re already booked for another job, you’ll have to scramble to find a solution.
Making open work orders visible to your employees also helps to prevent double booking mishaps, keeping clients happy and your schedule balanced.
2. Keep job details and pricing consistent
Work orders help to keep job details and pricing consistent and accurate, from the initial site visit to when you send an invoice. This is especially true if you’re using job management software since it automatically tracks job details, client information, and pricing from start to finish.
For example, if you jump straight from quote to invoice, you have no formal record of the actual work that was done. This means that you could either end up either charging a client too much or too little in labor or material costs based on what it took to complete the job.
3. Insight into upcoming work
If you only use quotes to track work, how do you know when a job’s done? Using work orders helps you to see how many jobs you have lined up, giving you a chance to organize them based on urgency, availability, and more.
In turn, this shows you how much work you have coming in and whether you need to consider boosting your marketing efforts to drum up more clients before you run out.
4. Better employee efficiency
Work orders help your contractors and employees understand what their tasks are, what tools they should bring along, and whether any materials or supplies are needed for a given job. This lets them prepare for the work in advance so they can arrive at the job site with everything they need to get the job done.
This saves time and money spent making multiple trips to a job site or waiting around for supplies or tools to be dropped off due to a lack of information about a task.
5. Detailed client records
Working in and around a client’s home requires special care, which means that sometimes jobs come with special requests or instructions.
For example, you may require a key or passcode to enter a backyard. Or, a client with a new baby may prefer that you call when you arrive instead of ringing the doorbell.
Work orders help you to ensure that important information is passed on to your workers before they head to a job site, keeping your clients happy.
6. A smoother workflow
Work orders prevent miscommunications and confusion between the quoting and invoicing stages of your workflow. This helps you to plan ahead and stay organized long-term.
And, by using a work order management software like Jobber, you can build and support a seamless workflow from beginning to end by:
- Letting clients submit a work order request through online booking
- Creating detailed quotes that are easy for clients to approve online
- Drafting work orders and scheduling jobs
- Automatically invoicing clients
- Facilitating credit card payments
By adding work orders to your workflow you’ll boost your potential to have happier employees, more satisfied clients, and a healthier service business.
Originally published in March 2021. Last updated on October 8, 2024.