Free HVAC Work Order Template

A work order (also called a job order, service ticket, or work request) is a written record describing a job that has been estimated and is ready to start. Heating and air conditioning service providers can use work orders to give technicians all the details they need before starting a job.

Work orders are great for preparing long-term HVAC maintenance contracts with customers, but you can also use them for one-off jobs.

No matter how it’s used, a work order describes what work will be completed, how much it’ll cost, and what HVAC tools and products you’ll need. It also includes contact information for the business and the customer, and both will receive a copy of the work order for their records.

With our blank, editable HVAC work order template, it’s easy to customize and send professional-looking work orders for future jobs. It’s a great way to start every job, whether you’re just starting an HVAC business or you’ve been servicing HVAC systems for years.

Your HVAC work order should include:

• Job number, start date, and end date
• Your HVAC business name, address, and contact information
• The customer’s name and contact details
• Services/products requested, including item description, quantity, and cost
• Estimated total job cost, factoring in labor costs, subtotal, discounts, and taxes
• Any notes about the requested work (e.g., HVAC system warranties, installation and maintenance instructions, required tools, safety guidelines, payment terms)
• Space for the customer’s signature and today’s date

Include the words “work order” in big letters, because your work order might look like an estimate or invoice at a glance. If you use a basic HVAC work order generator like this one, your work order will automatically include all the details you need.

Check out the HVAC work order sample below to see how yours should look:

Here’s how to build an HVAC work order, how to use it during a job, and what comes next:

1. Determine if this is a planned job (like scheduled furnace maintenance) or an unexpected service call (like emergency air conditioning repair). This can affect your job start date and might delay other scheduled work.
2. Create an HVAC work order using this free template. Add in all the job details, then send the finished work order to your customer and to the HVAC technician assigned to the job.
3. Add the work to your calendar using job scheduling software and assign it to specific employees. This will allow your crew to see the job in their schedules and track time for it. You’ll also be able to easily adjust your schedule as needed to accommodate unplanned or emergency service calls.
4. When the job is finished, mark the work order as completed and send your HVAC invoice to the customer.

You can use a work order as a binding HVAC contract if it includes a customer signature. A signature is proof that the customer has signed off on your HVAC estimate, if you created one, and is ready for you to start the job. A signed work order means that you agree to complete the services listed in the work order.

(Need more details? Find out if quotes are legally binding.)

Some HVAC businesses do use a work order as an invoice for customers. However, work orders and invoices are two different things:

• A work order describes HVAC work that has been ordered and still needs to be completed
• An invoice requests payment for HVAC services that have already been completed

You can use an HVAC work order for invoicing as long as it has the right information. An invoice should include a detailed service list, the date of service, amount due, payment terms and methods, and other important details. Or, to keep your records tidy, you can simply use our free HVAC invoice template.

Jobber’s job management software makes it easy for HVAC businesses to receive work requests and quickly meet customers’ needs. No more managing jobs with Word, Excel, or Google Docs—just create a job, assign it to your team, and access all of your job information with the click of a button.

Here’s what you can do with HVAC business software like Jobber:

• Easily schedule teams and reschedule HVAC jobs as needed on a drag-and-drop calendar
• Optimize service routes and check employees’ progress with GPS tracking
• Stay on top of payroll and reimbursement by letting employees track time and expenses
• Capture important job site details with job forms and checklists
• Save time on admin work, both in the office and on the job site
• Accept online bookings from new and existing customers through your HVAC website
• Create professional estimates, work orders, and invoices with your logo and branding
• Convert job details into customer-friendly invoices
• Communicate with clients using email and SMS
• Automatically follow up with customers on overdue payments
• Get custom automated reports on your jobs, clients, and business finances

Learn more about how Jobber can help you manage your HVAC jobs.