Maintenance Records & Work Orders · Excel & CSV
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. Print the preview free, or get the editable file by email.
What's included
- 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
This is the full template. Use the button to print it or save it as a PDF — no email required — or grab the editable spreadsheet below.
Printable 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 |
| Part | Brake hardware kit | 1 | 24.00 | 24.00 |
| Labor | Replace front pads | 1.4 | 110.00 | 154.00 |
Get the editable Excel version
Enter your email and we'll unlock a ready-to-edit CSV of this template — open it in Excel, Google Sheets, or Numbers and customize it for your fleet.
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.