Depending on the type of project, the workload might be split with or even fully carried out by contractors. Working with contractors that are not part of the core project team requires careful management.
That’s where this work order template comes in. It can be used as a basic contract between the company, customer, end-user or stakeholder and the company that will carry out the work order. This work order template is sure to expedite the process, and is useful no matter the industry you’re working in.
Download our free Excel work order template to organize your requested tasks, make a work order and keep your project running smoothly.
What Is a Work Order?
A work order is a task that is done by an external worker on behalf of a customer. A work order can also come from within an organization.
Work orders usually cover a combination of labor, tools and materials that are required to fulfill that work order. Generally, the work order also includes instructions on what the job is, estimation of how much it will cost, deadline for completion, who is assigned and any other pertinent information.
Work orders are often used in manufacturing, but they’re also common in the service and construction industry. Work orders can be assigned to field technicians when installing equipment, for example, as well as when doing maintenance or repair work.
Why You Need a Work Order Template
Any organization that uses external contractors will want to have a work order template. It serves as a standardized document that provides project information, the requested details of the job, necessary updates, due dates and more.
Work orders communicate tasks and the details in executing them. They’re a governing document that makes sure the work is done right and on time. Service providers and anyone working with independent contractors or being tasked by customers will benefit from our free work order template in Excel.
When to Use a Work Order Template
Use a work order template when contracting with an external worker or to process repairs and service jobs.
The work order should be created when assigning the task. In a sense, it’s a bucket to collect all the information necessary to execute the task. When you fill out our free work order template, you’re making an assignment and providing detailed direction on what the job is, including when it should be completed.
Once the work order template is completed and signed it acts as a binding contract. The organization, contractor and customer can refer to it as a roadmap of when the work will be done and how much it will cost. Therefore, while the work order is sent before any work is executed, it is referred to throughout the completion of the task.
Work order management is streamlined with the help of project management software. For example, ProjectManager allows you to set labor costs and track contractors’ time on their tasks with secure timesheets, which also help facilitate the payment process. Kanban boards give you transparency into their workflow, and workload charts allow you to balance tasks for greater productivity. Throughout the process, contractors can refer back to their work order attached to the kanban card to make sure they’re fulfilling the agreement.
Who Should Use the Work Order Template?
The personnel that creates work orders are traditionally someone in the organization who is responsible for overseeing the completion of the work stated in the work order—typically the project manager. They will create the document with the instructions and deadline, among other details.
The contractor is often responsible for detailing their costs, such as labor and materials. The contractor and the manager at the organization come to an agreement and the work order is signed. While the customer is often not involved in the process, they are usually given the final work order to sign off on.
How to Use ProjectManager’s Work Order Template
With ProjectManager’s free work order template in Excel, you can save time and process your contracts more efficiently. If you’re working with contractors or even managing teams, the work order template is a great tool to capture the details of the work.
The following is the basic outline for our free work order template. You can easily customize it with your company logo and any other details you need.
The work order needs to display your company name, address and contact info, as well as who they work is assigned to. That is all located on the top left-hand side of the work order template.
On the top right-hand side is more internal data, such as a place to give the work order a number to make it easy to track and search for. There’s space for the date the work order was issued, its priority level, who requested it, the customer ID and department it’s for. This internal information is all upfront and easy to see at a glance.
Work Order Dates
This section displays when the work is expected to start and when it should be finished. This is followed by a window in which the actual completion date can be noted.
At the top of this section is a space to describe the work, who to bill and when to ship, if necessary. That is followed by a more detailed list of the labor and material costs.
Under labor, there are several rows to write down what the work will entail, how many hours it should take and the rate per hour. This is then totaled in the far right column.
Underneath labor is materials, which again have rows to write down the quantity and which parts and materials will be required. Then there’s a place to add tax, unit price and the line total.
All of this is then added up into a subtotal with room to add any additional costs, such as shipping and handling. Finally, at the bottom of the total column is the full price for the work order.
The last section includes a box to add any additional information not covered above. There’s also a place to add a signature and date to the document.
How to Manage Work Orders in ProjectManager
ProjectManager is award-winning software that organizes work for greater efficiency. Our tool has features that address every phase of a project and can help you collect and monitor work orders to keep your organization on track.
Use our kanban board to follow your work orders as they move through the different stages of production. Kanban boards visualize workflow by creating customized columns, such as to do, doing and done, underneath which are stacked cards that represent tasks or work orders.
Because our software has unlimited file storage any images or documents can be attached to the kanban card. In fact, all your work orders can live on the software, so you have a centralized hub to find what you need when you need it.
To facilitate payments and track the hours your contractors are spending working on their tasks, use our timesheet feature. Timesheets are easy to use, allowing users to auto-fill tasks as they’re assigned and even add recurring ones from the previous week. As contractors update their timesheets managers can track progress.
Other Free Templates to Manage Your Work Orders
If you’re looking to expand your templates to include others related to working with contractors, ProjectManager has a library of free project management templates that touch on every aspect of the trade. The following are two that relate to work orders.
The RFQ template facilitates the procurement process by helping you whittle down which suppliers can meet your price point and schedule. This template is often used in conjunction with the request for proposal (RFP) and the request for information (RFI).
When you’re negotiating a contract or after you’ve settled into an agreement, but still have a question about the work, the RFI is the mechanism that posts questions and returns with answers. Our free RFI is an essential tool in keeping the lines of communications open.
A work breakdown structure (WBS) is a fundamental tool when managing work. Before you create or approve work orders, make sure you check your project’s WBS. This free work breakdown structure template is a great place to start gauging your project scope.
Manage All Your Work With ProjectManager
ProjectManager is a cloud-based software that can manage your work orders and so much more. Features to help you plan, monitor and report on your projects from start to finish, big and small, boost productivity. Balance workloads, see availability and link task dependencies to add efficiencies and avoid bottlenecks. Try ProjectManager today with this free 30-day trial.