Free tool · no signup
Free work order generator
Create a work order free to authorise and schedule a job: the tasks, parts and labour as line items, the site address, a scheduled date and an estimated total, with your logo. Download a PDF instantly, no signup.
Last updated August 2026 · Maintained by the Invoice My Clients team.
Is this work order generator really free?
Yes. You can build a work order and download a professional PDF without paying or signing up, as many times as you like. The free download carries a small footer mark; a free account removes it and lets you invoice the job from the work order when it closes.
| Capability | Free, no account | Free account |
|---|---|---|
| Build work order with live preview | ||
| Unlimited line items & per-item tax | ||
| 12 currencies, locale formatting | ||
| Download PDF | Yes (small footer mark) | Yes (clean, unbranded) |
| Save & revisit documents | ||
| Email the work order to your client | ||
| Get paid online | ||
| Recurring invoices & retainers |
How to make a work order in under a minute
Fill in the form, watch the live preview, and download or save. Here is the full walkthrough.
- 01Add your business and the customer, including the site address where the work will be done if it differs from their billing address.
- 02Describe each task, part and material as a line item with a quantity and rate, so the customer can see what labour and parts are estimated.
- 03Mark which lines are taxable (labour and parts are often treated differently) and apply any discount.
- 04Set the work order number (WO- prefix) and the scheduled date for the job, then upload your logo.
- 05Add access instructions, who authorised the job and any terms in the notes, then click Download free PDF.
The total on a work order is labelled "Estimated total". When the job is done, issue an invoice for the actual hours and parts used, quoting the work order number.
What should a work order include?
A work order authorises a specific job and tells the technician, the customer and the office what is to be done, where, when and for roughly how much. Include the following.
- The words "Work Order" and a unique work order number
- Your business name, contact details and licence number if your trade requires one
- The customer’s name, contact and the site address for the job
- The date issued and the scheduled date (and time window, if you have one)
- A description of the work to be done, task by task
- Parts and materials with quantity and unit price
- Labour as hours at your hourly rate, or a fixed price for the job
- Tax per item where it applies, and the estimated total
- Who requested or authorised the work, and any access notes
Taxes, VAT, GST, and multiple currencies
You can mark each line item taxable or not and set the rate, so a single work order can mix taxed and untaxed items. This per-item control is something many simple tools cannot do, where one document is limited to one tax rate.
Documents render in 12 currencies with locale-correct formatting: USD, EUR, GBP, CAD, AUD, JPY, INR, PKR, MXN, NZD, ZAR, and SGD. That covers VAT in the EU and UK, GST in India, Australia and Canada, and US sales tax. Need detailed tax handling across your whole workflow? See the tax feature.
Do more with a free account
Invoice My Clients tracks time against a job, invoices the work order when the job closes, and takes card payment on site or online. Late-paying customers get automatic reminders.
Create account & saveFeatures
Unlimited line items
Add as many items as you need with per-item taxable control.
Your logo, your brand
Upload a logo and it appears on the document and the PDF.
Live totals
Subtotal, discount, and tax recalculate instantly.
12 currencies
Locale-correct formatting for every supported currency.
No signup to download
Build and download a PDF without creating an account.
Built for trades
Labour, parts and materials as separate lines, each with its own tax setting, under a scheduled date and an estimated total.
Frequently asked questions
What is a work order, and how is it different from an invoice?
A work order authorises and describes a job before it is done: what work, at which site, on what date, by whom, and the estimated cost. An invoice bills for the job after it is done. Repair shops, HVAC, plumbing, electrical and maintenance teams raise a work order when a job is booked, hand it to the technician, and invoice against it on completion.
Work order vs estimate: which should I send?
An estimate is a price for the customer to approve. A work order is the instruction to do the job once approved, and usually carries the customer’s authorisation, the scheduled date and site details. Many small trades use one document for both; if you want sign-off before work starts, send an estimate first and use the work order to schedule it.
Should a work order show prices?
Usually yes, as an estimated total, so the customer knows the expected cost and the technician knows what has been quoted. If the customer should not see internal costs, describe the tasks and leave the rates at zero; the document still works as a job sheet.
How do I number work orders?
Keep one running sequence so every job has a unique reference. This tool uses the WO- prefix and auto-increments from your last number. Quote the work order number on the invoice so the two match in the customer’s records.
Is my client data safe?
Yes. Everything you type stays in your browser. Nothing is uploaded or stored on our servers unless you create an account and save the document yourself. See our privacy policy for details.
What currencies are supported?
USD, EUR, GBP, CAD, AUD, JPY, INR, PKR, MXN, NZD, ZAR, and SGD, each formatted correctly for its locale.
Do I need to install anything?
No. Everything runs in your browser. There is nothing to download or install.
What happens when I create an account?
Your work order is carried straight into your new Invoice My Clients account. Your work order arrives as a draft invoice labelled "Work Order", keeping its WO- number, ready to send once the client approves it. From there you can edit it, send it, track payment, and get paid online.
Does it remember my business details?
Yes. Your own business details, logo, currency, and payment information are saved on your device (in your browser, never on our servers) so you do not re-enter them next time, and your work order number auto-increments from the last one you used. Client details, line items, and amounts are never saved. You can clear everything any time with the "Clear saved details" link above the form.
Is there a Spanish version?
Yes. The same work order generator is available in Spanish, with the document, the labels and the PDF in Spanish, at the "Español" link in the header.
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Ready to get paid faster?
Create a free account. Your work order arrives as a draft invoice labelled "Work Order", keeping its WO- number, ready to send once the client approves it.