Work order, estimate or invoice?
An estimate prices work for the client to accept. A work order tells whoever does the job what to do, where and when, and records that it was done. The invoice bills for it afterwards. Small shops often skip the work order until they add a second tech or start working for property managers, and then it is the document everything else depends on.
What property managers expect on one
- Their PO number, so your invoice gets matched and paid.
- A not-to-exceed (NTE) amount. Past it, you call for approval before continuing.
- Access details: keys, codes, tenant contact, pets.
- Sign-off, by the tenant or manager, with the date the work was completed.
From work order to invoice
Once the job is signed off, the invoice should carry the same task lines and the PO number. If the price went past the NTE, include the approval, who gave it and when.
Questions tradespeople ask
What is the difference between a work order and a purchase order?
A purchase order comes from the customer and authorizes spending. A work order is yours and directs the work. Property managers often send a PO, and your work order and invoice reference it.
Should a work order show prices?
For service work billed to the customer, yes, or at least the not-to-exceed amount. For internal work orders given to your own crew, prices are optional.
Missing a line you always need? Email support@vanreceipts.app and we will add it to the template.