Work Order
Create work orders with scope, timeline and cost details. Free PDF download.
In short
A work order authorises a contractor or service provider to carry out a defined piece of work, stating the scope, site, supervisor, cost and completion date. Construction, maintenance, fabrication and IT projects use it. VyaparKit's work order generator creates a numbered WO for a client with itemised costs and GST, and converts it into a GST or service invoice when the work is done.
Create a Work Order in under a minute
Sign in once with Google or email. Your business name, GSTIN, logo, bank details and saved customers fill in automatically. Download a PDF or share a link on WhatsApp. 5 documents a month are free, forever.
- ✓Beautiful PDF with your logo and details
- ✓GST calculated automatically where applicable
- ✓Saved customers, vendors and items, so no retyping
- ✓Share link with WhatsApp button and UPI QR
- ✓Converts to related documents in one click
About the work order tool
A work order sits between agreement and execution. A housing society issues one to a waterproofing contractor, a factory issues one to an electrical contractor for panel work, an IT company issues one to a vendor for a website revamp. It spells out exactly what is to be done, where, by whom, by when and for how much, so that the invoice at the end can be checked against it and disputes about scope are settled by a document rather than memory.
Verbal work orders lead to the classic argument: 'that was not part of the job'. Word templates lose the site address and supervisor name. VyaparKit's work order has a Scope of work text area, Site / location and Supervisor fields, a Completion by date (14 days by default) and itemised cost lines with GST, so the whole job is described on one page in a WO/26-27 series.
When the work is complete, open the work order and choose Create from this WO to raise a GST invoice or a service invoice with the same lines. The invoice then posts to the client's ledger and can be shared with a UPI payment link. Job cards and service reports document the execution in between. Free accounts include 5 orders a month.
How to issue a work order
- 1
Select the client
In the Client box choose a saved customer or add the party for whom the work is being done. Set Place of supply for the correct GST split.
- 2
Describe the job
Write the Scope of work in detail, enter Site / location and name the Supervisor responsible on the ground.
- 3
Set the deadline
Enter the Completion by date and any milestones or penalties in Terms & conditions.
- 4
Add cost lines
Click Add line for labour, materials and other charges with SAC or HSN, quantity, Rate and GST rate.
- 5
Create and bill later
Click Create WO and share the PDF for sign-off. After completion, choose GST Invoice or Service Invoice under Create from this WO.
What a work order should contain
- Work order number (WO/26-27/0001), date and the reference to a quotation or contract.
- Client name, address and GSTIN, and the site address where work will be done.
- Detailed scope of work: tasks, specifications, materials and standards.
- Start and completion dates, working hours or milestones.
- Itemised costs with SAC or HSN, quantity, rate, GST and total.
- Name of the supervisor or point of contact on each side.
- Payment terms, retention or advance, and penalties for delay.
- Safety, quality and acceptance conditions, plus signatures of both parties.
Who uses the work order
Civil contractor for a housing society
Issue a work order for terrace waterproofing with scope, site, 30-day completion and 20% advance, then invoice on completion.
Electrical contractor for factories
Document panel installation with supervisor name and safety conditions, and convert to a GST invoice with SAC after commissioning.
IT services vendor
Authorise a website revamp with scope, milestones and completion date; bill through a service invoice linked to the WO.
Facility management company
Raise work orders for AMC visits and one-off repairs at client sites, with service reports filed against each.
Work Order: frequently asked questions
- What is the difference between a work order and a purchase order?
- A purchase order orders goods or standard services at a price; a work order authorises a specific job with a defined scope, site and completion date, usually for contractors. A PO says 'supply 50 chairs'; a work order says 'repair and repaint the auditorium seating by 30 September'. VyaparKit's work order has scope, site and supervisor fields a PO does not.
- Who issues a work order, the client or the contractor?
- Usually the client issues the work order to the contractor after accepting a quotation, and the contractor signs it to confirm. Many small contractors, however, prepare the work order themselves and get the client's signature, which works just as well. In VyaparKit the Client field holds the party the work is for, and the invoice is raised to them.
- Does a work order need to show GST?
- It should, so the client knows the final payable. Works contracts and most services attract 18% GST, though some government and affordable housing works have concessional rates. Show the SAC and rate on each line; the invoice raised from the work order will carry the same tax. Check with your CA for concessional rates.
- Can I use a work order for AMC and maintenance jobs?
- Yes. Create a work order for each annual maintenance contract or breakdown call with the scope, site and supervisor, then file service reports for each visit and invoice at the agreed interval. The work order number on every document keeps the paper trail tidy for the client's records.
- How do I bill after the work order is complete?
- Open the work order and choose Create from this WO, then GST Invoice or Service Invoice. The invoice takes the same client, lines and taxes, so what was authorised and what was billed match. If actual quantities differ, adjust the lines on the invoice and note the reason. The invoice then posts to the client's ledger.
- What should the scope of work section contain?
- Describe the tasks, materials or brands to be used, quality standards, what is excluded, who supplies power, water and scaffolding, and how completion will be accepted. The clearer the scope, the fewer arguments about extras. Put extras and change requests in a fresh work order or a debit note referencing the original.