Maintenance Records & Work Orders · Excel template
Free Work Order Template (Fleet Repair)
A fleet repair work order that captures the job request, parts and labor, and authorization — so every repair is tracked from request to sign-off.
Built and reviewed by the FleetOpsClub research team. Preview it free below. Enter your name and email to unlock the full template and the editable spreadsheet — a CSV that opens in Excel, Google Sheets, or Numbers.
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What you get
- Work order number, vehicle, requested-by, and priority header
- Line items for parts and labor with quantity, rate, and line total
- Status tracking (open / in progress / complete)
- Authorization and completion sign-off fields
- Editable spreadsheet that totals parts + labor automatically when you add formulas
How to use it
- 1
Assign a sequential work order number and record the vehicle and who requested the work.
- 2
Describe the reported problem and set a priority.
- 3
Add each part and labor line with quantity and rate; sum for the job total.
- 4
Get authorization before work begins for anything over your approval threshold.
- 5
Mark the order complete, capture the final cost, and post it to the vehicle's maintenance log.
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
Preview
Work Order Template (Fleet Repair)
Header fields: WO number, vehicle/unit, date, requested by, priority, status. The table below captures the parts + labor lines.
| Line Type | Description | Qty / Hours | Unit Rate (USD) | Line Total (USD) |
|---|---|---|---|---|
| Labor | Diagnose brake noise | 0.5 | 110.00 | 55.00 |
| Part | Front brake pads (set) | 1 | 89.00 | 89.00 |
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Enter your name and email to reveal the complete template and download the editable spreadsheet. You can print it, save it as a PDF, or adapt the columns to your own vehicles. It's a fair trade: the preview costs nothing, and the full file costs you about 20 seconds.
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- Every row & section
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Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
They overlap. A work order is the internal job ticket tracking what needs doing, by whom, and at what cost. A repair order is often the shop-facing authorization document. Many fleets use the terms interchangeably.
Sequential numbers give every job a unique reference you can tie to invoices, parts, and the maintenance log — and make gaps (missed or lost orders) obvious.
Set an approval threshold. Routine PM can proceed automatically; repairs above a dollar limit should require a manager's sign-off to control spend.
Related guides & tools
Looking for more? Browse all fleet templates or run a fleet calculator.