A good job sheet template can be an incredibly valuable tool.
With a team of engineers completing hundreds of jobs each week, templates make reporting easy, help your team win back time, and streamline work on-site (especially if you go digital)!
While it’s true that job management software is the most efficient way for field services to capture data, reporting should always be consistent, flexible, and easy.
That’s why we’ve created a downloadable job sheet template. It’s completely free and you can customize it to reflect the services you offer and your business’ individual needs.
We’ve also put together this useful guide with our top tips on how to get more out of your job reports and save time. So be sure to take a look at our advice and ensure you’re recording the data you need!
What is a Job Sheet?
A job sheet is a form that a technician fills in when they’ve finished a job.
Sometimes also called a job report, they act as a detailed summary and contain information about the work carried out. This may include the customer’s name, parts installed, relevant times, photos, and plenty more.
It’s the technician’s responsibility to complete the job sheet, get it signed, and return it to the office.
Many plumbers, electricians, and HVAC technicians are used to paper forms, but digital versions have become increasingly common.
As mentioned, dedicated analytics software is the most efficient way for businesses to collect data, but a paper job sheet can still be useful.
Best Practices When Creating a Job Sheet Template
Ultimately, the function of a job report is to present information clearly and concisely and that should be at the core of any template design.
Whether you’re paper-based or digital, here’s best practices to keep in mind when making a job sheet template:
1. Keep It Simple
When it comes to layout, a table format is best as it’s easy to create, edit, fill in, and read.
Sections can quickly be added or removed, but a basic template should only consider boxes for essential details.
While designs will vary from company to company, the layout should always be simple so it’s obvious what you’re looking at.
2. Be Clear with Labels and Language
Even at a glance, a job sheet template needs to be easy to read.
As such, make labels and headers explicit, use simple language, and incorporate color to divide data. But be sparing with your choice of colors, and utilize bold headings to make important information stand out!
This will enable technicians to record their work accurately, so that anyone viewing the form can find what they need, and fill in data easily.
3. Provide Space for Detailed Job Notes
Though job sheets must be easy to read, some information is naturally more complex, like installed parts and financial data.
You’ll notice that our template is designed to keep this focused, with specific fields for “date, part, quantity”.
4. Customize with Easy-to-Edit Tables
There’s many great tools that can support you in creating job sheet templates. From Microsoft Word (or Google Docs), to Canva, and even Microsoft Excel (or Google Sheets).
Each has their positive and negative points, though we’ve typically found that Word/Google Docs is the easiest to use.
While Canva let’s you design creative templates, it’s not as intuitive as Docs, and Excel/Google Sheets can get very busy, very quickly.
If you’re printing job sheets to fill in by hand, our free template can help you get started.
5. Create a Variety of Job Sheet Templates
A template must be easy to adapt and edit, but no one template should include every detail. It would become tiresome to edit every time.
Instead, spend time crafting many different types of templates.
Over time, you may find that certain jobs become more common than others.
For instance, consider a standard boiler inspection. Very few details change from job to job, so a standard “Boiler Inspection Job Sheet Template” will save technicians time.
What Details Should Every Job Sheet Template Include?
We’ve broken down the essential data that every job sheet should include, offering you a solid foundation for consistent reporting:
Branding and Company Information
Include your company logo, not only as a branding opportunity, but to give the document more authority.
Other company details, such as your certifications, your business address, and contact information are essential, too.
Customer Details
Adding your customer’s details on the job sheet template is a must, like the unique job number or technician’s name, which will make identifying the right client and service simpler.
If you’re dealing with estate agents, also save space for the name of the estate agent and their client’s name and address.
Job Completion Data
In this section, detail the specific person the technician dealt with on the day, the type of service that was carried out, and what asset(s) were worked on.
For instance, “John Davis, Boiler Inspection, Vaillant EcoTEC Pro Combi Boiler”.
General Job Data
Typical data found this section incorporates the date the job took place, the time it was completed, invoice number, and status e.g. whether was aborted early, final invoice is issued, or free of charge.
Specific Job Information
In this part of the job sheet template, define the technicians attending, which visit it is (especially if it’s part of a series of jobs), the arrival time, date, travel time, and departure.
This is useful for monitoring a technician’s timesheets and paid working hours.
Installed Parts
It’ll be handy to have a section to list the parts installed on site. We suggest listing the date installed, the type of part, and quantity. You could consider adding price, but this may not be necessary depending on how you invoice customers or manage your inventory.
Feedback questions and Signatures
Different companies have different ways of wrapping up a job, but at the very least, having a question on a job sheet can prompt action e.g. “Is the work site clean” or “Have you taken photos of the completed work?”
This increases the likelihood that tasks aren’t forgotten. A signature box is another must-have, so customers and staff can sign off on the completed work.
Ability to Attach Images
Having a section on a template to attach images is beneficial, but not so much if you’re printing a paper form. After all, your technicians won’t be adding sketches or polaroids to a paper sheet.
If you’re using paper sheets, you may want to include a prompt for technicians to respond to. This way, they’ll remember to take photos which they can upload later.
It’s worth saying that completing a job will be much easier if you’re using a field service mobile app. The process of attaching files, providing information, and reporting back to the office becomes seamless with software, simplifying life for your hardworking team!
What Other Details Should I Include in a Job Sheet Template?
As mentioned, some jobs require more data than others and so different fields are necessary. Let’s consider the following elements:
SLA Monitoring
This will likely applying for those working with commercial clients, but marking off specific SLAs for jobs is vital.
Without reporting software, it’ll take longer to manually update a job sheet template or monitor an SLA. However, adding a section to your template is still valuable and helps technicians and staff track critical service data.
Additional Notes
Not always essential, but if you’re not using software to report on work completed, ensure additional notes are available elsewhere.
By adding the option to leave a more detailed job description, technicians will be prompted to add notes that could prove useful at a later date.
Managing Job Data Digitally
Remember that reporting with paper-based solutions can be challenging; to maximise efficiency, it’s far better to implemented dedicated software.
Job tracking software make the whole process much smoother, especially if you’re using an all in one tool like Commusoft.
With our platform, you can rely on accurate data about customers, jobs, engineers, and installed parts, all in a fully customizable job report.
Importantly, the download we’ve provided is a very close example of the type of form you’re able to generate in Commusoft.
From prioritizing default fields to choosing what information to include or exclude from a final job report, the vast majority of information completed automatically.
That leaves technicians free to focus on the job and collect any final details when they sign off on-site: no paper needed.
Job Sheet Templates and Reporting with Commusoft
Are you interested in learning more about this fantastic feature and want to save your team time? Then be sure to reach out to our team! Simply book a call to discover your options.
Commusoft’s all-in-one solution is designed to assist you in getting more out of every job. With our tools, you can achieve the very best out of your technicians, organise your operations, and improve customer journeys!
Download your free job sheet template by clicking below!
English (United States) 
English (UK)