Keep your HVAC jobs running smoothly from start to finish. This free HVAC Work Order Template helps you outline project details, track material and labor costs, and stay aligned with your team and clients. It’s great for HVAC technicians, contractors, and business owners who want an organized, professional way to manage work.
Free HVAC Work Order Template
How to Use Our Free HVAC Work Order Template
Step 1: Fill in Work Order Details
Enter your work order number, start and finish dates, and the name of the project. You can also personalize the form by uploading your business logo and changing the color.
Step 2: Add Company & Client Info
Add your company’s contact details, along with the client’s name, phone number, email, and address.
Step 3: List Material & Labor Costs
Include all of the HVAC parts and supplies you will need for the job, along with tasks, expected working hours, and hourly rates of your techs. The template will calculate the total costs for you.
Step 4: Finish & Export Your Form
Add tax and discounts, include special notes, and confirm the totals that will appear on your final work order. When you’re ready, download your work order as a PDF to share or save.
Saved Work Orders
Work Order Details
Company Details
Client Information
Material Requirements:
| Subtotal | $4,500.00 | |||
Labor Requirements:
| Subtotal | $1,390.00 | |||
Total Work Summary
| Total Materials | $4,500.00 | |||
| Total Labor | $1,390.00 | |||
| Total Work | $5,890.00 | |||
Summary
| Discount: | |
|---|---|
| Tax%: | |
| Total Due: | $5,708.16 |
What is an HVAC Work Order?
An HVAC work order is a document that outlines the scope of work for a heating, ventilation, or air conditioning job. It includes the equipment and supplies used, labor required, estimated costs, and client and technician contact information. Think of a work order as a way to plan out and prepare for a job. It helps avoid confusion, keeps everyone on the same page, and makes sure your project is moving forward.
What Should I Include in My HVAC Work Order?
Your HVAC work order should cover all the important details of the job, including:
- Job Type: System installation, AC repair, duct cleaning, seasonal maintenance, etc.
- Job Location & Date: Where and when the job will be completed.
- Customer Information: Name, contact details, and any special instructions.
- Equipment Details: Male, model, and serial number of HVAC units being serviced/installed.
- Supplies needed: Refrigerant, filters, thermostats, copper tubing, etc.
- Technician Hours & Rates: Estimated time spent on job and hourly billing rate.
- Taxes & Discounts: Any applicable deductions or tax rates.
- Total Cost Breakdown: Itemized totals for parts, labor, tax, and final price.
- Approvals & Signatures: Client authorization and technician sign-offs.
Power Up Your Crew With Workforce Management Software
Make sure your jobs get done right with Workforce Management Software. From dispatching techs to tracking service requests, Workforce Management Software gives you the tools to manage every HVAC job from start to finish. Assign tasks, monitor progress, share updates on the go, and chat with your crew—all from one app. Workforce Management Software helps your team stay on time, on task, and on budget.
Schedule Smoothly
HVAC jobs can pop up fast, especially during peak seasons. With Workforce Management Software’s Job Scheduler, assign jobs in seconds, notify your crew instantly, and share all the info they need, including location, client notes, and checklists. Teams can access schedules right from their mobile devices and even request time off directly in the app. No more calls or confusion—just clear plans and reliable execution.
Keep Track of Time
Your HVAC techs are on the move. Workforce Management Software’s GPS Time Clock lets your techs clock in from any job site, and gives you real-time visibility of where and when they’re working. The time clock tracks hours automatically, so you can easily manage labor costs and stick to budget. Eliminate buddy punching, prevent time theft, and generate accurate timesheets for billing and payroll.
Checklists on the Go
Workforce Management Software’s Custom Checklists give your team the step-by-steps for each job—right in the app. Create checklists for maintenance checkups and full HVAC installs to make sure nothing gets missed. Techs can easily upload photos, leave notes, and check off tasks as they work, so you stay in the loop and always know where work stands.
FAQs
An HVAC work order is a document that outlines the details of a heating, ventilation, or air conditioning job. It typically includes the project scope, materials needed, labor required, costs, timelines, and client information. It’s often used to keep everyone aligned and to serve as a record for billing or internal tracking.
Yes! Once you’ve filled in all the details, just click the “Download PDF” button to get a clean, professional file you can send to clients or print for your records.
Yes! You can save your work order to your browser and import it anytime. Just click “Save Work Order,” and it’ll be stored locally so you can load it again from the dropdown list.
Absolutely. Whether you’re quoting an HVAC system install or documenting a smaller repair job, this tool is flexible enough to cover all types of HVAC projects.