Work Order Template

1. Fill in dispatch and customer info. Start with the work order number, date, and plumber assignment. Add the customer's name, address, phone, access instructions, pet info, and water shut-off location so the plumber has everything before arriving.

2. Identify the system. Record the home age, pipe material, water heater age and type, and water source. This information helps diagnose issues and recommend the right solutions.

3. Document the service. Write what the customer reported, your diagnosis and root cause, and exactly what work you performed. Be specific — vague notes cause problems during warranty claims and callbacks.

4. Record testing results. Log pressure test PSI, leak check results, flow rate, and water heater temperature. These readings prove the system was operating correctly when you left.

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.

System identification — pipe material, water heater type and age, water source — gives context for the work performed. Knowing the home has galvanized pipes or polybutylene changes the entire diagnostic approach.

Testing results document the system's condition after your work. A passing pressure test at the correct PSI proves there are no leaks. Flow rate verification confirms fixtures are performing properly. Water heater temperature confirms the thermostat setting is safe and correct.

Fixture documentation with brand, model, and serial number is essential for warranty claims. If a water heater fails under warranty, the manufacturer needs this information. Without it, you are fighting an uphill battle to get a replacement covered.

Parts used with quantities and costs create a clear record for inventory management, warranty tracking, and accurate invoicing. No more guessing what angle stop or fill valve you installed three months ago.

Service and repair calls. Every diagnostic visit and repair needs a work order. The plumber fills it out on site — reported issue, diagnosis, work performed, parts used, and test results. It becomes the permanent record of the visit and the basis for the invoice.

Installations and replacements. When installing a water heater, faucet, toilet, or any fixture, the work order captures the fixture details (brand, model, serial), testing results, and warranty information. This documentation is critical for manufacturer warranties and building inspections.

Warranty and callback documentation. When a manufacturer asks for proof that a fixture was properly installed, or when a customer disputes what was done, the work order is your evidence. Complete work orders with test results, parts, and signatures eliminate disputes.