Labor and parts math, auto WO numbering, and CSV / Excel / PDF export
| Labor line | Hours | Rate ($/hr) | Amount |
|---|---|---|---|
| — | |||
| — |
| Part | Qty | Unit cost | Amount |
|---|
Paper work orders die in truck seats. Print the QR below and tape it inside the panel or on the shop board — a tech scans it and this same form opens on their phone, already loaded with the WO fields, ready to fill out on the lift. No app, no login.
| Type | What triggers it | Priority convention | Typical response |
|---|---|---|---|
| Preventive (PM) | Checklist or schedule interval | Planned — scheduled window | Next PM visit |
| Corrective | Failure or fault found in service | Priority or planned by impact | 24-48 hr to next window |
| Predictive / condition-based | Sensor reading, vibration, oil analysis | Planned, urgent if trending to failure | Before the predicted failure |
| Emergency | Safety or production threat | Emergency — respond now | Immediate, stabilize within hours |
| Improvement / project | Upgrade, retrofit, rebalance | Routine backlog | 30-90 days or shutdown |
Response times are typical CMMS conventions, not rules. The program-level target most maintenance organizations chase: 70-80% of hours in planned work (PM + planned corrective), leaving reactive/emergency work under 20-30% — a common KPI benchmark, and the clearest single signal of a maturing program.
A work order is authorization, record, and receipt in one page: it says what work is approved, captures what was actually done, and totals what it cost in labor and parts. The math is simple, which is exactly why it should be automatic — nobody's multiplying qty × unit on a clipboard at 4:45 on a Friday.
Labor amount = hours × rate, summed across labor lines. Parts amount = qty × unit cost, summed across parts lines. Subtotal = labor + parts. Tax = subtotal × rate. Grand total = subtotal + tax. The generator recalculates every field live, mints sequential WO-YYYY-NNNN numbers so paper and spreadsheet never fork, and exports the same data three ways: CSV for import into a CMMS, Excel (.xls) for planners, PDF via print for the clipboard.
Fill the header (the asset field is the one that matters most — it's the key your maintenance history hangs on), enter labor as hours and rate, add part lines as needed, and set your tax rate or zero it for internal work orders. Export CSV for records, Excel for planning, or print for the field. The QR turns the printed copy into a doorway back to this form.
The defaults, as loaded: 3.5 hours × $85 = $297.50 labor. Parts: 2 pleated filters × $12.99 = $25.98, one belt × $45.00 = $45.00, 4 screws × $3.75 = $15.00, parts subtotal $85.98. Subtotal $383.48, tax at 7% = $26.84, grand total $410.32. Add a half hour of overtime at time-and-a-half ($127.50) and labor climbs to $361.25 and the total to $478.54 — overtime is where WO budgets quietly double, which is why it gets its own line.
Eight fields minimum: a unique WO number, the date, the asset or location, the priority, who requested it, the task description, the labor lines (hours x rate), and the parts lines (qty x unit cost), plus a tax line and grand total if you bill internally or externally. Space for cause-of-failure and follow-up notes is what turns a form into maintenance data.
A work order authorizes and records work before and during the job — it says what will be done, by whom, with what parts. An invoice bills for completed work afterward. A completed work order with labor and parts totals is exactly the backup an invoice needs, which is why the two documents share so much structure.
The standard five: preventive (scheduled PM from a checklist), corrective (repair after something fails), predictive or condition-based (triggered by a sensor reading or oil analysis), emergency (safety or production threat, respond now), and improvement or project work. Healthy programs push most hours into the preventive bucket — a common KPI target is 70-80% planned work.
One sequence, never reused: a year prefix plus a counter — WO-2026-0147 tells you the year at a glance and sorts cleanly. The auto-number button here mints WO-YYYY-NNNN numbers so paper and spreadsheet never fork into duplicate numbers, which is the fastest way to lose a maintenance history.
Yes. The form calculates labor, parts, tax, and totals live, then exports a clean CSV, an Excel-openable workbook, or a print-ready PDF through your browser's print dialog. Nothing uploads, nothing is paywalled, and the QR code lets a tech reopen the form from a phone taped inside a panel.