Work Order Template

1. Fill in dispatch and customer info. Start with the work order number, date, and painter assignment. Add the customer's name, address, phone, and any access instructions like gate codes or lockbox combos.

2. Describe the job. Select the surface type and enter paint details — brand, color code, finish, and number of coats. This color record is invaluable for future touch-ups.

3. Document the service. Write what the customer reported, your surface assessment (peeling, moisture, cracks), and exactly what prep and painting work you performed.

4. Record measurements and safety checks. Log wall area, ceiling area, trim linear feet, and window/door counts. Run through the safety checklist — ventilation, lead testing, ladder safety, and site protection.

5. Generate the work order. Hit the button to create a clean, printable work order. Have the customer review it, then use it for your records, warranty documentation, or office filing.

A work order is the single document that proves what happened on a job. Every section exists for a reason.

Job identification — surface type, paint brand, color code, and finish — ties the documentation to a specific job. This information is essential for warranty claims, touch-up work, and maintaining a color history for the property.

Surface measurements document the scope of the painting job. Wall area, ceiling square footage, trim linear feet, and window/door counts tell the full story. If a customer questions billing or needs a touch-up quote, your measurements provide an accurate reference.

Material tracking is essential for every painting job. Recording gallons of paint and primer used, plus the exact color formula, protects you during billing disputes and makes future touch-ups seamless. Smart painters document every color used regardless of job size.

The safety checklist is your liability shield. Documenting ventilation, lead paint testing (for pre-1978 homes), ladder inspection, and site protection shows due diligence. If property damage or health claims arise, that checklist is your first line of defense.

Materials used with product details create a clear record for inventory management, warranty tracking, and accurate invoicing.

Interior and exterior painting jobs. Every painting job needs a work order. The painter fills it out on site — surfaces prepped, coats applied, colors used, and measurements taken. It becomes the permanent record of the visit and the basis for the invoice.

Touch-up and warranty work. When a customer calls back for touch-ups or reports paint failure, the original work order provides the exact color codes, surface prep details, and product used. This makes warranty claims straightforward and touch-ups accurate.

Multi-day projects. For large jobs spanning multiple days, each day gets its own work order documenting what rooms or surfaces were completed. This tracks progress, helps with scheduling, and provides clear documentation if there are questions about timeline or scope.