Job Sheet Templates: Free Download and Guide
September 25, 2024 | Read: 9 minutes
With loads of jobs completed each week, it’s a big help if your team has the means to efficiently report on their work. This is where job sheet templates can help: they give your engineers the means to capture data with ease.
Below, you can download a free job sheet template and guide. Read through our tips so you can get more out of your job reports and save valuable time.
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While it’s true that job management software is the most efficient way for field services to capture job data, it’s important that your job reporting process is consistent, flexible, and easy.
That’s why we’ve shared a job sheet template below. You can use it to build an effective job sheet of your own. Take a look at our advice and ensure you’re capturing the data you need!
What is a Job Sheet?
A job sheet is a form that an engineer will fill in, typically when a job they’ve attended is complete.
Also sometimes called a job report, job sheets act as a summary and may include details about a job, such as a customer’s name, the parts installed, invoice numbers, and plenty more.
It’s the job of the engineer to complete the job sheet, get it signed, and return it to the office.
Many plumbers, electricians, and HVAC engineers will have been used to paper job sheets, but digital job sheets are increasingly common.
As mentioned, a cloud based software is the most efficient way for businesses to collect data, but a paper job sheet can still be useful. But whether you’re paper-based or digital, there are best practices to keep in mind when making a job sheet template:
Best Practices when Creating a Job Sheet Template:
Ultimately, the function of a job sheet is to present information clearly and concisely and that should be at the core of any template design.
1. Keep a job sheet simple
When it comes to layout a table format is best as it’s easy to create, edit, fill in, and read.
Sections can easily be added or removed, but a basic template should only consider boxes for essential job details.
While job sheet designs will vary from company to company, the layout should always be simple so it’s clear what you’re looking at.
2. Be clear with job sheet labels and language
Even at a glance, a job sheet should be easy to read. As such, labels and headers should be clear and language kept simple so it’s always obvious what you’re looking at.
Templates should use only a few colours to divide data and make use of bold headings.
Simplicity will help engineers to record clear and concise details, so that anyone viewing the form can find what they need, and fill in data easily.
3. Provide space for detailed job details
As above, job sheet details need to be easy to read, but some information is naturally more complex, such as installed parts and financial information. You’ll notice that our job sheet template is designed to keep this focused, with specific fields for “date, part, quantity”. It’s all about focusing on just the important details.
4. Customise with easy-to-edit tables
There are many great tools that can help you to create 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, thanks to user-friendly tools to create tables. While Canva will let 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
While a template should be easy to adapt and edit, no one template should include every detail. It would become tiresome to edit every time. Instead, create different types of templates.
Over time you may find that certain types of 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 them time.
What Details Should Every Job Sheet Template Include?
We’ve broken down the essential data that most every job sheet should include. These are hallmarks of important documentation and should feature on any template.
Branding and Company Information
Include your company logo not only as a branding opportunity but to also give the document more authority. Include other company details, such as your certifications (i.e. Gas Safe), your business address, and contact information, too.
H3: Customer Details
Include space for your customer’s details. Make sure to include a unique Job Sheet Number, it will make identifying the right client and job easy. If you’re dealing with estate agents, you may want to include the name of the estate agent and their client’s name and address, too.
Job Completion Data
In this section, you can include the specific person an engineer 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 in this section would include the date the job took place, the time it was completed, the invoice number, and the status of the job i.e. if it was aborted early, final invoice is issued, or if it was free of charge.
Specific Job Information
For example, the engineer/s attending, which visit it is (especially if it’s part of a series of jobs), the arrival time, date, travel time, and departure. This can be useful for monitoring an engineer’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 and monitor parts and inventory.
Feedback questions and Signatures
Different companies will have different ways to wrap up a job, but at the very least, having a question on a job sheet can prompt action. “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 also important to have, so customers and staff can sign off on the completed work.
Attaching Images
Having a section on a template to attach images is useful, but it’s not as useful if you’re printing a paper job sheet. After all, you engineers won’t be adding sketches or polaroids to a paper sheet.
If you are using paper sheets, you may want to include a prompt on your job form for the engineer to respond to: “Have you taken pictures of the work?” This way, they can remember to take photos that they can then upload later.
Of course, this whole process will be much easier if you’re using a digital job sheet app to complete job reports out in the field. The process of attaching files is essentially the same as sending messages via apps like WhatsApp or Messenger.
What Other Details Should I Include in a Job Sheet Template?
As mentioned, some jobs will require more data than others and so different fields may be required. Here are two you could consider:
SLA Monitoring
This will likely apply if you’re working with commercial clients, but marking off specific SLAs for jobs can be important.
Without reporting software it may require a little extra admin to manually update a template and track an SLA on paper. However, adding a section to your template can still be valuable and help engineer’s and staff to keep track of important tasks.
Additional Notes
Not always essential, but if you’re not using software to report on work completed, additional job notes should be available somewhere.
By adding the option to leave a more detailed job description, engineers will be prompted to add useful notes that could be useful at a later date.
Download a Free Job Sheet Template and Visual Guide
We’ve put together a handy infographic to highlight other specific sections of a digital job sheet template.
Explore our layout suggestion, copy and edit templates of your own: you can customise to add your own logo and details, too.
Take a look and don’t forget to download your free template design.
Digital Job Sheets Management and Reporting
It’s worth stressing that while paper job sheet templates will be very useful for reporting, if you want to maximise efficiency, it’s far better to rely on software.
Job Reporting and Job Tracking Software make the whole process of job management far easier versus a paper-based solution, especially if you’re using an all in one tool like Commusoft.
With our software, you can rely on accurate data about customers, jobs, engineers, as well as parts being included on a fully customisable job report.
Importantly, the download we’ve provided is a very close example of the type of job report you can generate in Commusoft.
You can prioritise default fields and choose what information to include or exclude from a final job report. The vast majority of information is completed automatically.
That leaves engineers 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
If you’re interested to learn more about this fantastic feature and want to save your team time, be sure to reach out! You can book a call to learn about your options.
Commusoft’s job management software is an all-in-one solution designed to help you get more out of every job. With our tools, you can get the very best out of your trades businesses, organise your operations, and improve customer journeys!
Download your free job sheet template below, explore the guide, and check out more of our powerful job management features, too!
