Free Work Order Templates Compared: Fields, Formats and Download Terms

Between them, the field lists from Smartsheet, FMX, Facilio and Connecteam name 13 different work order fields. Only 3 appear on every list. So any one free work order template publisher gives you part of the set. Smartsheet’s list names 7 of the 13. Connecteam’s is the only one of the 4 lists with labor rates and taxes.

The table below merges all four lists so you can build one form for every call.

A Work Order Directs the Job; Estimates Price It and Invoices Bill It

The estimate comes before the work order and the invoice comes after. See Invoice Forms for Contractors and Free Construction Estimating Software.

Only 3 of 13 Fields Appear on All 4 Publishers’ Lists

Each column uses the field list the publisher prints on its page, read Oct 2026. FMX’s list ends “and more,” so treat its column as partial. A dash means that list does not name the field. It does not mean the downloadable form lacks it.

Field	Smartsheet	FMX (partial list)	Facilio basic	Connecteam
Work order number	Yes	Yes	Yes	Yes
Requester or client details	Yes	Yes	Yes	Yes
Description of work	Yes	Yes	Yes	Yes
Location	—	Yes	Yes	—
Priority	Yes	—	Yes	—
Assigned tech	Yes	—	Yes	—
Materials and costs	Yes	—	—	Yes
Request date (only 1 list)	—	Yes	—	—
Work type (only 1 list)	—	Yes	—	—
Completion deadline (only 1 list)	Yes	—	—	—
Labor hours and rates (only 1 list)	—	—	—	Yes
Subtotal, discounts, taxes, total (only 1 list)	—	—	—	Yes
Sign-off (only 1 list)	—	—	Yes	—
Fields named, of 13	7	6	7	6

All 4 lists share 3 fields: number, requester and description. Four more appear on 2 lists. Six appear on only 1, and a form copied from a single publisher is most likely to miss those. The 3 shared fields are just where these lists overlap.

They are not a legal minimum. Docusign’s page names six groups that “must be included in a work order to make it valid and enforceable.” They are identifying information, scope of work, work schedule, cost and payment terms, terms and conditions, and signatures with dates for both parties.

For HVAC calls, none of the 13 rows identifies the unit. Facilio’s service template “adds equipment details,” and its HVAC template tracks refrigerant type, per Facilio’s template roundup.

Only Connecteam’s List Prices Labor and Tax, but Other Templates Do Too

Connecteam’s template has a labor section with task descriptions, hours required and hourly rates. Its cost section shows subtotals, discounts, taxes and the final payable amount. Its materials list itemizes “materials, quantities, and costs.” Smartsheet also lists required materials and costs, but its list names no labor or tax line.

The downloads go further than the lists. Smartsheet’s service template has sections for “parts used, extra charges, and total costs with taxes.” Facilio’s maintenance template includes parts used and labor hours. MaintainX’s maintenance template takes hours worked, hourly rates, parts needed and tax rates.

Those sections add up in a fixed order, and you can print it along the bottom of your form:

Labor = hours x hourly rate, per task. Materials = quantity x unit cost, per item. Subtotal = labor + materials. Final amount = subtotal − discounts + taxes.

If the tech fills in hours and parts on site, the office can copy those totals onto the invoice instead of working them out again.

Formats Are Word, Excel, PDF or Google Files; Jobber and Docusign Add Terms

Publisher	Formats listed	What the download asks (checked Oct 2026)
Smartsheet	Word, PDF, Google Docs, Google Sheets, Excel (varies by template)	Not stated
FMX	Google Docs, Word, Google Sheets, Excel, PDF	Not stated
Facilio	Word, Excel, PDF	Not stated
TemplateLab	Excel, Word, PDF	Not stated
Jobber	PDF	Consent to Jobber marketing emails
Connecteam	“Download PDF”	Not stated
Docusign	Online template	A free Docusign account

“Not stated” means the publisher’s page doesn’t say. Check the page before you download.

Two publishers attach conditions. Downloading Jobber’s free work order PDF means you agree to receive Jobber marketing emails, even if you choose the “No thanks” option. Docusign’s page says, “All you need to access our template is a free Docusign account.” It also says you must switch to a laptop, tablet or desktop to use the template.

The page shows an update date of Oct 23, 2026.

Verdict: Of the 4 Lists Compared, None Names More Than 7 of the 13 Fields

• Verdict: A free template works for a small shop that writes up jobs on paper, PDF or a tablet. Pick by need. For dispatch, Facilio’s basic template carries location, priority, assignee and sign-off. For job costing, Smartsheet’s service template carries parts used and total costs with taxes. For automatic totals, use MaintainX’s maintenance template.
• The flaw, with its fix: of the 4 lists, the longest (Smartsheet’s and Facilio’s) each name 7 of the 13. Only Connecteam’s names labor and tax lines, and its form downloads as a PDF. Fix: start from an editable file such as Smartsheet’s service template (Excel, Word, Google Docs or Google Sheets) and add the missing fields from the checklist below.
• Strengths: the files come in common formats (Word, Excel, PDF, Google Docs and Sheets), and trade versions exist. TemplateLab offers plumbing, electrical, HVAC and handyman templates. Smartsheet has HVAC and construction templates, and Facilio has an HVAC template.
• Who should skip: if your techs carry only phones, skip Docusign’s template; it needs a laptop, tablet or desktop. Connecteam’s page describes its own software as a “mobile-first platform designed for field operations.” If you want the totals done for you, use MaintainX’s maintenance template.

Pick a Template That Totals Itself When You Want the Form to Do the Math

MaintainX offers free templates for jobs ranging from equipment maintenance and facility repairs to client services and vehicle work. On its maintenance template, you plug in the numbers and “the template handles the math.” Its service template has spaces for authorizations and your client’s information. It also “automatically calculates all costs, including taxes.”

One 11-Line Checklist Covers All 13 Fields

1. Work order number, unique to each job (all 4 lists).
2. Date of request and work type (FMX).
3. Requester or client name and details (all 4 lists).
4. Job location (FMX, Facilio).
5. Description of the work (all 4 lists).
6. Priority (Smartsheet, Facilio).
7. Completion deadline (Smartsheet).
8. Assigned tech (Smartsheet, Facilio).
9. Materials: item, quantity and cost (Smartsheet, Connecteam).
10. Labor and totals: task, hours, hourly rate, subtotal, discounts, taxes and final amount (Connecteam).
11. Customer sign-off (Facilio).

For HVAC work, add an equipment-details block and a refrigerant type line, as Facilio’s service and HVAC templates do.

Next step: pair this work order with an estimate and an invoice from our Free Templates collection.

Next step: read more in Free Templates on ContractorPriced, or check the figures in Construction Estimating Software Prices.

Frequently Asked Questions

Which Fields Does Every Work Order Need?

Of the 4 lists compared, all include work order number, requester and description. That is where they overlap, not a legal standard. Docusign’s page lists more, including payment terms and signatures from both parties.

Is Jobber’s Work Order Template Free?

The PDF costs nothing. But downloading it means agreeing to Jobber marketing emails, even through the “No thanks” option, per Jobber’s template page.

Can I Fill Out Docusign’s Template on My Phone?

No. Docusign’s page says you need a laptop, tablet or desktop and a free Docusign account.