Document generators
Free Work Order Generator
Write the job down before the technician leaves: what, where, who, and what they need to take with them.
Free, no signup. Everything runs in your browser and nothing is sent to us or stored.
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What goes in it
A work order exists so that the person doing the job knows what the person who sold it agreed to. The useful content is therefore operational rather than financial: the address and access details, the fault as the customer described it, what was diagnosed if anything, the parts and equipment to take, and the authorisation limit above which the technician has to call before spending the customer's money.
What to get right
- Access details: gate codes, where to park, whether anyone will be home.
- The customer's own description of the fault, in their words.
- Parts and equipment to load before leaving, which prevents a second trip.
- The authorisation limit, so nobody has to guess what they may approve.
Where this goes wrong
The expensive omission is access. A technician who arrives and cannot get in has spent the travel, lost the slot and still has to come back, and the information that would have prevented it was known when the call was booked. The second is the authorisation limit: without one, a technician either stops work to make a call that was not needed or commits the customer to a cost nobody sanctioned. Both are a line on the sheet.
Before you send it
- Confirm access and who will be on site.
- Record the fault in the customer's words, not a diagnosis.
- List the parts to load before the van leaves.
- State the spend limit above which the technician must call.
Questions
About this tool
What belongs on a work order that is usually left off?
Access details. Gate codes, which door to use, whether a dog is loose, where to park. A technician who cannot get in wastes the visit, and that is the most expensive thing that can go wrong on a routine job.
Should the work order show prices?
Usually not. A work order tells the technician what to do; an invoice tells the customer what it cost. Mixing them tempts on-the-spot pricing conversations that are better handled deliberately.
Why record readings rather than just 'fixed'?
Because the next technician on that unit needs to know what normal looked like. Equipment history is what turns a repair visit into a maintenance relationship, and it starts with someone writing the number down.
When doing it once is not enough
HVAC Field Service Software
Making one of these by hand is fine. Making forty a month, chasing the ones nobody paid, and finding last year's when a customer queries it, is a different job.
See how HVAC Field Service Software worksWhat this tool does not do
This prints the sheet. It does not dispatch anyone, hold the job history the technician might need, or come back with what was actually done, which is the half of a work order that makes the next visit easier.
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Open calculatorWant this to happen without you doing it
This tool does the job once. BDEVY builds the system that does it every time, for every customer, without anyone remembering to.