Download Free Construction Work Order Template (Microsoft Excel, Word & PDF)
The world of construction equipment field service is constantly changing, causing firms to need greater organization and consistency. Between bidding on new customer service projects and finding the right service technicians to deliver top value to your end client, managing operations efficiently is difficult for organizations today. With consistent change, the need for support is high, and construction service organizations that are leveling up their internal operations look to leverage a construction work order template for consistency.
So what would a construction work order template provide that benefits your organization? Let’s dig in:
- Consistently documenting required information on each job or request
- Understanding key requirements or key contacts
- Allowing for budgeting and planning on inventory or parts & required experience for service
- Organization of all details per job to track trends or themes
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Download our free construction work order template here.
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How to Use Our Construction Work Order Template
Now that you have a construction work order template to get you started, lets walk through the document together.
First, lets get your company name put into the template header. You would most likely want to save this before you create the template to cut down on some of the items that would be on every construction work order.
Including the logo is also critical for branding and ensuring you have a professional looking document upon delivery to the end client for review and agreement. See above for an example of what this could look like for your organization.
Alright, the basic branding and service organization information is populated in the template. Again a recommendation is to save this now as the primary construction work order template for your organization.
As we now progress into the work order and job information, we will put in the relevant information first for tracking purposes.
Now, we have the date information such as when the order was created and projected start and end dates. Having unique tracking identifiers such as a work order number tied to your customer or customer number is critical for tracking and billing purposes.
Having a purchase order number also allows you to bill the work out tied back to a customer request so that timely payment can occur.
Client information follows the basic details to ensure we have contact information, billing information, and equipment details. At times you may not have all of this information right away but capturing even after the fact, so all is tracked back to this construction work order will ensure you consistently document critical information on each job. Remember, organization and consistency are key as you look to optimize your organization’s service operations.
Service Provider Information should also be captured so you know which person sold or solutioned the project or service job. This can be useful if you have compensation models tied to sales or purely for tracking back if there are any questions throughout the project on what was discussed.
If there is a preferred technician or experience resource you want to tag against a job or service, this can be documented here in this space to also track back against if needed.
The description of work is something many firms document differently, but the key is having a place to describe the work or job even if at a high level. This will help understand time, labor, parts, equipment, etc., that is required to complete the service or project.
Having a place for additional comments also can come in handy such as site, contact, or escalation information as needed.
Now lets dig into the items involved in this service or project such as: Service & Labor, and Parts & Material.
This also is a starting point based on what you know now about the job or project so you can plan, order, or resource in advance to provide the best experience. You may need to add or provide a change order (CO) throughout the project or job as you learn or topics come up. Having a total for the customer to review and approve (which would tie back to the PO they provide) is key for accurate billing and timely payment.
At times customers will provide a blank PO on an amount with a not to exceed (NTE) limit that you can bill down against as the project or job progresses.
Let’s get any relevant terms or notices included for the customer to also review prior to signature and agreement.
Now you’ve gotten a construction work order template, you’ve filled out the template with your job details on each job, and you’re feeling organized. Good for you!
This is a step in the right direction as your start to standardize your processes and implement a consistent documentation approach for work orders that come in for your organization.
If you’re ready to level up beyond this template, give us a call and we’ll support you on your service maturity journey through automating and digitizing your field service operations.
Request your free consultation with the Service Pro team today.
Frequently Asked Questions
What is a construction work order template?
A construction work order template is a document (such as an excel or word document) where a service organization documents critical information on each service job or project from their clients. Implementing a consistent and organized approach for your work orders is key in your journey to growing your service operations. As a service organization scales and matures, the need for a technology platform such as Service Pro by MSI Data becomes more needed to efficiently manage the lifecycle of work for a service team.
What’s the purpose of a construction work order template?
The primary purpose of utilizing a construction work order template is to gain control over your business, be able to capture critical order details on each job, and allow for a more standardized and consistent process for your team and your clients. It will support you in scaling and growing your business while maintaining control.
What are the benefits of utilizing a construction work order template?
Some of the benefits of using a construction work order template are:
- Having a more organized & stable service operation, allowing for scale and growth
- Being able to properly plan for required parts, materials, or resources
- Invoice your customers timely for service work
- Gain visibility into themes or trends across your projects
How do I know if I need a construction work order template?
This is different for each service organization, but if you are looking to grow and scale your service business, you will want to look at a path to better organization and structure. Having a process and a way to document and track your construction service job details will help you focus on the business instead of chasing updates and running blind. If you’d like to have a conversation about this further, schedule your free consultation here.
