Download Free HVAC Work Order Template (Excel, Word & PDF)
HVAC companies of all sizes need to monitor critical job information.
The easiest way? A free template designed for HVAC work orders.
Top HVAC service companies turn to specialized work order templates to bridge the gap between their current operations and fully digital operations. A template can act as a first step towards more efficient management and help you identify holes in your process.
Let’s start with the HVAC work order template and the requirements you’ll need:
- Date created, scheduled, & started
- Technician(s) assigned to job
- Work order identification # and equipment ID
- Date of completion & invoice status
Download our free work order tracking template here.
How to Use Our HVAC Work Order Template
Now that you have a work order tracking template to get you started, let’s walk through the document together.
First, let’s get your company information put into the template.
Putting in the basics such as legal entity name, address, contact phone and email are all that is needed. The last piece is to pop in your logo, so this is branded appropriately for your organization.
After your basic brand information is put in, we recommend saving from here to make the primary copy for all maintenance work orders going forward.
As we now progress into the work order and job information, we can start populating our active work orders. This will allow us to properly see where each job sits, and monitor completion status and customer/site information.
It’s important to make sure we include all required fields and keep this sheet updated with any progress. Getting started with a template only yields results of progress is tracked regularly and kept up to date.
Simply work from left to right and fill in the fields, such as Work Order Number (WO#), Create Date, Equipment ID, Description, Technician Assigned, and Customer Name. You can be as descriptive as you’d like throughout this form, but capturing the key pieces of information that you want to track and know is completely up to you and your team.
As we continue across the HVAC work order template, we’ll be mapping a priority level to each job. This can follow a low, medium, high model, or a customer priority model that your team has created. Documenting the start date of the work or service is important as you start to understand job duration, planning out other jobs or future service as well as planning for billing. You’ll be able to add a end date, % completed amount, and invoice status as well.
Status and % complete can be completely configured by your and your team, but also can be fairly simple to follow a model of:
- Open: NA
- Scheduled: 0%
- Active: 1%-99%
- Complete: 100%
Great! Save your template again, and you’re officially ready to rumble!
As you go forth with this template on your own, it’s important to include all required fields as well as have a plan to keep this template updated. This template can be a real help as you start your service maturity journey and will put you in a position to have better insights into your serviceable equipment. Check in with this template daily and you’ll be in a much more organized space.
If you are, however, looking to digitally transform your service operations and how you manage your equipment service, we suggest you check out our field service management platform, Service Pro by MSI Data. We are a fully integrated field service management platform where you could not only schedule technicians and manage equipment, but completely manage your service operations. Schedule your free consultation today!
Frequently Asked Questions
What is an HVAC work order template?
An HVAC work order template is a document that HVAC service companies can use to track service jobs and organize work order information. This can be a spreadsheet, PDF, or word-based template, like any of the three provided above, or this could be a digital field service management platform like Service Pro by MSI Data.
What’s the purpose of an HVAC work order template?
The primary purpose of an HVAC work order template is to have an organized process for documenting and organizing service work. Within this template, you can visualize your workforce’s progress on service jobs, keep a pulse on the status and completion of your work orders, and expose inefficiencies in your processes.
How do I know if I need an HVAC work order template?
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 HVAC work orders will help you focus on the business instead of chasing updates and running blind. Of course, this is different for each service organization. Another sign is: you’re reading this blog!
What are the benefits of an HVAC work order template?
The benefits of an HVAC order template include:
- Increased visibility into your maintenance jobs
- Having a more organized & stable service operation
- Being able to properly plan for service work
If you’d like to have a conversation about how to magnify these effects, schedule your free consultation here.
