Work Order Generator.
A work order is the written instruction for a job: who it is for, where it is, what work is to be done, the labour and materials involved, and the customer’s signature authorising it. Fill in the form and this tool totals labour and materials, adds tax and produces a work order you can print or save as a PDF on A4 or US Letter.
Labour
Materials
Runs in your browser; nothing is uploaded. Choose A4 or US Letter in the print dialog. Leave the tax rate at 0 if you do not charge tax; tax rules on labour and materials differ by place, so use the rate your own rules require.
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Start freeWork Order Generator is a free online tool from Neweb (neweb.ai) for small businesses, with no sign-up. A work order is the written instruction for a job: who it is for, where it is, what work is to be done, the labour and materials involved, and the customer’s signature authorising it. Fill in the form and this tool totals labour and materials, adds tax and produces a work order you can print or save as a PDF on A4 or US Letter.
| Cost | Free, no account, no sign-up |
|---|---|
| Built for | small businesses, freelancers and sole proprietors |
| Made by | Neweb, the AI website builder and online presence manager (free plan; paid plans from $9/month billed yearly) |
Facts checked October 2026.
What you'll get.
A real example of what this tool produces. Run it above with your own inputs.
Plumbers, electricians, HVAC engineers, landscapers, cleaners, mechanics and repair shops all run on the same piece of paper: the work order. It tells the person doing the job where to go and what to do, it tells the customer what they have agreed to, and once it is signed it is your authority to start. After the job, the same sheet records what was actually used and that the customer accepted the finished work.
This generator builds that sheet. Enter your business, the customer and the job site, describe the work, then list labour by hours and rate and materials by quantity and unit price. It totals each group, applies tax to labour, materials or both, and adds four signature lines: authorisation before the work, issue by your business, completion by the technician and acceptance by the customer.
The tool is free, needs no sign-up and runs in your browser, so nothing you type is uploaded. It comes from Neweb, the AI website builder for small businesses, which has a free plan and paid plans from $9/month billed yearly ($19 month-to-month). Most service jobs start with someone finding you online, so the work order is usually the second step after an enquiry from your website.
How to use the work order generator
Enter your business name, contact details and, if you have one, a licence or registration number.
Add the customer, their contact and the job site address.
Give the work order a number and date, plus a scheduled date and the person it is assigned to if you know them.
Write a clear description of work, then add labour lines (hours and hourly rate) and materials lines (quantity and unit price).
Choose the currency, set the tax label and rate and what it applies to, and add any notes or terms.
Click Preview work order, check the totals, then Print / save as PDF and get it signed.
Why this matters for your business
It prevents arguments about scope. A written description, signed before the work starts, is what you point to when a customer says "I thought that was included". It protects the customer in the same way.
It makes invoicing quick. When labour hours and materials are already written down, the invoice is a copy of the completed work order rather than a reconstruction from memory.
What to include on a work order, and why
- Who issued it. Your business name and contact details, so the customer knows who is responsible for the job.
- Customer and job site. The site is often not the billing address; getting it wrong sends a technician to the wrong door.
- A unique number and dates. The number ties the job to its estimate and invoice. The scheduled date sets expectations.
- Description of work. Specific enough that someone else could do the job from it, including anything that is excluded.
- Labour and materials. Hours, rates, quantities and prices, so the total can be checked line by line.
- Tax and total. Shown separately, using the rate and rules that apply where you work.
- Authorisation and acceptance signatures. One before the work, one after. They are the evidence that the work was requested and that it was completed.
Work order, estimate or invoice?
An estimate says roughly what a job will cost before the customer decides. A work order is the instruction to do the job once they have said yes. An invoice asks for payment when it is done. A work order is not a receipt and does not show that anything has been paid.
Tips for better results
- Number work orders in sequence and quote the number on the invoice that follows.
- Write what is excluded as well as what is included, for example making good plaster or disposing of old parts.
- If the job grows on site, write the extra work on a new work order or as an added line and have the customer initial it before you carry on.
- Record actual hours and materials on the completed copy; they are also your data for pricing the next similar job.
- Keep signed copies for as long as your local record-keeping rules require.
Example
A real-world walkthrough
Harbour Heating & Plumbing is asked to replace a leaking kitchen tap for Sarah Whitfield. The owner creates work order WO-2026-0114, describes the job, and adds one labour line, 1.5 hours at £60, and two materials lines: a mixer tap at £84 and two isolation valves at £6.50 each. He sets the tax label to VAT at 20% on labour and materials.
The work order shows labour of £90.00, materials of £97.00, a subtotal of £187.00, VAT of £37.40 and a total of £224.40. Sarah signs the authorisation line before the work starts and the acceptance line when the tap has been tested. The owner then raises the invoice from the same figures.
Frequently asked questions
What is a work order?
A work order is a document that authorises and describes a specific job. It names the business doing the work and the customer, gives the job site, describes the work, lists the labour and materials expected or used, and has space for the customer to sign. Service businesses use it to schedule the job, brief the person doing it and record that the customer agreed.
What is the difference between a work order and an invoice?
A work order comes first: it is the instruction and authorisation to do the work. An invoice comes after and requests payment. Many businesses copy the labour and materials from the completed work order straight onto the invoice. A work order is not a demand for payment and is not proof that payment was made.
Is a signed work order a contract?
A signed work order is good evidence of what was agreed, and in many places it can form part of a binding agreement. Whether it is enough on its own depends on your local law and on the size and type of job. For larger jobs, use a proper written contract with terms and conditions and treat the work order as the job sheet under it. This tool produces a general template and is not legal advice.
Can I create a work order without prices?
Yes. If you only need a job sheet, describe the work and leave the labour and materials lines empty. The totals section is left out and the signature lines remain.
How is tax calculated?
Each line is quantity times price, rounded to two decimals. The tool adds up labour and materials separately, then applies your tax rate to labour and materials, to materials only or to labour only, depending on what you choose. Whether labour is taxable differs between countries and states, so use the setting your own rules require, or leave the rate at 0.
Does it print on A4 and US Letter?
Yes. The document has no fixed paper size, so your browser prints it on whichever size you select in the print dialog. Choose "Save as PDF" as the destination to get a PDF.
Keep building.
Estimate Generator
Price the job before the work order.
Invoice Generator
Bill the completed work order.
Purchase Order Generator
Order the materials for the job.
Independent Contractor Agreement Generator
Terms for subcontractors you bring in.
Payment Reminder Generator
Chase the invoice politely if it runs late.
WhatsApp Chat Button Generator
Let customers message you from your site.
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