My Multi-Part Workorder Form (member requested)

[PDXMicro]

I offered to show my multi-part on-site workorder to another technician here and was asked to post it. For search-ability, I decided to create a new topic with it attached. Feel free to use my ideas to create your own template/form. The back of every sheet has my service agreement. This is the process I use my form for:

1. The customer fills out section 1.
2. If I end up having to take the computer back to the shop, I fill out section 2 with exactly what was removed from the customer's premises. If the customer is dropping off their computer, I also fill out that section.
3. Both the customer and I sign right below section 2 agreeing that the information is true, accurate, and that they've read and agreed to the service agreement on the back of the form.
4. The 3rd part (pink) is torn off and handed to the client.
5. The repair is performed and section 3 is filled out with exactly what happened. I still create professional invoices through Intuit Billing Manager, but it is still nice to have the contents of the invoice on the workorder that is ultimately signed.
6. When the computer is delivered/picked-up by the client, section 4 is filled out with exactly what is being returned to them and in what condition. They sign below section 4 agreeing that everything has been returned (and again agreeing to the service agreement on the reverse).
7. If they have paid via check or credit card on the spot, I sign the work order stating it was paid in full (I also provide a professional invoice through e-mail when I return to the shop). This is nice because I don't have to carry a receipt book with me as my work order does its job.
8. I tear off the 2nd sheet (yellow) and provide that to the customer for their records.
9. The top sheet is scanned into my computer and archived.

Sorry if this was too lengthy. Hopefully those of you who are unsure how to create your workorder forms will see use in this. Questions, comments, and suggestions are welcomed

Workorder Image Link

 

[ATS]

Sounds like a good strategy to me. I like your work order as well. It is laid out cleanly and is visually appealing.

I just use a Word document for mine, it basically has the clients info at the top, then a table and I fill in what I have done (including any software / parts that had to be purchased), at what price / quantity (mostly used for the hours, say VIRUS REMOVAL in the main column, 2 in the HRS / QTY column, then the last column is the price for 2 hours of work, and the total at the bottom.

Below that is spot for them to sign that says they authorize me to work on their computer / network systems, and that they have read and understand the data loss disclaimer that is at the bottom of the page.

Below that line is another spot for them to sign, basically when the work is done and I bring their machine back, or if I am on-site when I finish, that says they agree that I am done working on their machine.

I take this back with me and scan it onto my computer for documentation, then I email them a copy.

Pretty simple and it works for me.

 

[glricht]

Nice form, clean layout.

The form has the business's phone and email address. Any particular reason why the actual address is not present?

Must confess I get nervous dealing with a company which doesn't provide it's address.

 

[iptech]

There's some nice ideas on that form and I like the way you've incorporated the work order and job summary into a single document. As present I use two documents for this plus an invoice where required.

As a step forward, I would suggest instead of scanning each document I would look to incorporate this into a database. Having instant access to customer's past job history is a great way to increase your productivity and professionalism.

I use vtiger CRM and I'm in the process of converting my documentation to be all system generated PDFs. At present I use RTF for a lot of documents as these can easily be generated and printed out on a client's machine, these rely upon a basic mail-merge and it's difficult to get a professional-looking design.

 

[iisjman07]

Very nice aesthetically, nice job!

 

[JosephLeo]

It looks fantastic, and everything appears to be where it should be. I have something similar but no where near this fleshed out. I do however have my legal agreement printed on the back in a grey 11pt serif font.

One thing I have to ask though, usually when I sign a multi-part agreement I get the "prettier" one or the "top" one and the person doing the work gets the copy. For example, whenever I go to the cleaners I get the white receipt whereas she gets the yellow & pink one. Same applies for car service, dining receipts and credit card receipts.

In other words, it may not be much, but why not give the client the pretty one and you keep the pink and yellow?

 

[PDXMicro]

Thanks for the comments!

@JosephLeo: I was also thinking that I should give the customer the white copy and I'll keep the yellow, but when you scan it into the computer, it doesn't like colored paper much . The other issue I see with that is sometimes clients don't write hard enough to go through all sheets. If they did, I would certainly give them the white and keep the yellow. I'll give that a shot a few times and see how it goes. Thanks for the suggestion!

@iptech: I 100% agree. I've been looking to start putting this information into a database, but unfortunately I'm not so good at building them. I'll likely hire someone in the near future to create a good database for me to keep track of this stuff. Thanks for the reminder, I keep on forgetting to add that to my "to do" list.

@glricht: I work out of home (half of my garage), and although it works for me, I'm kind of embarrassed by it, lol. From what others tell me, I shouldn't be worried, and when I print my next batch, I'll likely go ahead and add it. Thanks for the input!

@ATS: Great method! It's always nice to have an electronic copy. I'll offer that to my clients in the future. Thanks!

 

[meanderer]

1 reason you may need to keep the top copy is that you need to scan it when you get back home.
Very nice invoice, is this full letter size?
So when you have multi parts, where you get it printed?
I am looking to develop into a similar multi part form, but I prefer a half page form because it would be easier to carry.

 

[PDXMicro]

1 reason you may need to keep the top copy is that you need to scan it when you get back home.
Very nice invoice, is this full letter size?
So when you have multi parts, where you get it printed?
I am looking to develop into a similar multi part form, but I prefer a half page form because it would be easier to carry.

It is indeed a full letter size. I carry a clipboard that holds pens, extra forms, and misc stuff with me when I go there so it's not a pain to carry. I printed these forms myself and also combined them myself. It's actually pretty easy. If you need help with how to do it, feel free to send me a PM and I can help you out

 

[iptech]

@iptech: I 100% agree. I've been looking to start putting this information into a database, but unfortunately I'm not so good at building them. I'll likely hire someone in the near future to create a good database for me to keep track of this stuff. Thanks for the reminder, I keep on forgetting to add that to my "to do" list.

Don't bother trying to build your own database structure, use one of the opensource ones such as vtiger and customise it to suit your needs. There have been some excellent PDF generation extensions developed for it recently and forms such as yours could be easily incorporated.

 

[DarDar]

It is indeed a full letter size. I carry a clipboard that holds pens, extra forms, and misc stuff with me when I go there so it's not a pain to carry. I printed these forms myself and also combined them myself. It's actually pretty easy. If you need help with how to do it, feel free to send me a PM and I can help you out

Didi you buy the ncr paper as blanks? I have been looking to get something along these lines made up but if i could print myself that would be even better!

 

[Azz]

Love it, i will be taking some of your form and using it on mine, if that's ok?

Instead of part 4, could you not just have the customer sign it saying that they agree that all items listed in part 2 have been returned in satisfactory condition. You could have more room for part 3 then.

Also, I never wanted to give the top white copy as it is the original and always thought it could be altered.

Aaron

 

[Martyn]

I'm doing something like this on the Ipad so I have no paperwork. A couple of people on here have given me the heads up on how to do this so you can get a signature and email copies to the client and yourself

 

[loaner]

As someone who worked in the finance business for a week or two, I would make sure that the customer signs in a "blue" ink and you keep the original copy. Sometime or another, you're gonna have to "prove" that you have the original copy. The customer's signature in blue ink on the top copy will insure you have the original.

i'm just saying.

roy

 

[PDXMicro]

Didi you buy the ncr paper as blanks? I have been looking to get something along these lines made up but if i could print myself that would be even better!

I did end up buying NCR paper as blanks. Each individual page is sorted already in the correct sequence (you have to figure out whether your printer needs straight or reverse sorting). The place I purchased my stuff from is here: http://www.lowers.com

and the video showing you how to pad your own carbonless forms is here: http://www.youtube.com/watch?v=zTTPmWJ-gZY

I wasn't sure whether I could print on the back of every page but when I spoke with Lowers.com, they confirmed that you can without any issues. I ended up purchasing the NCR Superior paper (just in case your wondering). Hope that helps!

 

[PDXMicro]

Love it, i will be taking some of your form and using it on mine, if that's ok?

Instead of part 4, could you not just have the customer sign it saying that they agree that all items listed in part 2 have been returned in satisfactory condition. You could have more room for part 3 then.

Also, I never wanted to give the top white copy as it is the original and always thought it could be altered.

Aaron

Absolutely! Feel free to use any ideas that are on my form. That is why I posted it I agree that you can just have a little line saying that all items in section 2 have been returned in satisfactory condition, but for legal purposes, it's nice to have it's own section.

 

[PDXMicro]

I'm doing something like this on the Ipad so I have no paperwork. A couple of people on here have given me the heads up on how to do this so you can get a signature and email copies to the client and yourself

Now THAT I would love to see! I've been trying to give myself an excuse for buying one =x I would definitely be interested to see how that works out!

 

[PDXMicro]

As someone who worked in the finance business for a week or two, I would make sure that the customer signs in a "blue" ink and you keep the original copy. Sometime or another, you're gonna have to "prove" that you have the original copy. The customer's signature in blue ink on the top copy will insure you have the original.

i'm just saying.

roy

I'll be sure to keep a blue pen with my forms - thanks for that tip!

 

[rjg.tech]

I am currently using an iPad to do my work orders, just take your existing work order and use a program like Adobe Acrobat to create a form. Then I use the PDF Expert app to fill in the form, take notes, and even grab a signature. Then save a copy, email, upload to dropbox or print to wifi printer in house.

However, I wish the signatures came out better. I may start having my agreement to sign on paper then just staple to work order.

I am still playing around with what works the best. So we will see.

 

[grayfoxcomputing]

BUMP

I tried to follow the link to the pdf of the workorder but it's a dead link.

PDXMicro would you mind PM'ing me a copy or posting a link again?

I appreciate it very much.

Thanks