What Is It?
A job sheet is a working document used on site to record the details of each job as it happens. It typically includes the customer's details, a description of the work requested and carried out, arrival and departure times, a list of materials used, any additional work identified, and a customer signature confirming the work has been completed. It serves as the raw data from which invoices, certificates, and business records are produced once you are back from the job.
About This Template
A job sheet is the backbone of day-to-day record keeping for any working tradesperson. It captures what work was done, how long it took, what materials were used, and gets the customer to sign off on completion. This might seem like paperwork for paperwork's sake, but job sheets are invaluable when it comes to accurate invoicing, resolving disputes, tracking the profitability of each job, and providing evidence of work completed for warranty or insurance claims. Tradespeople who use job sheets consistently run more profitable, better-organised businesses and spend far less time chasing details from memory.
When to Use
- On every job, regardless of size — building the habit matters more than any single document
- When working on time-and-materials contracts where accurate time recording determines the final bill
- For multi-day jobs, to track progress, time spent, and materials used each day
- When additional work is identified on site that was not in the original quote or estimate
- For warranty purposes, to prove when work was completed and exactly what was done
- When working as a subcontractor for a larger firm that requires job-level documentation
What to Include
- Customer name, address, phone number, and email
- Date and a unique job reference number
- Description of the work requested by the customer
- Description of the work actually carried out, which may differ from what was requested
- Arrival time, departure time, and total hours on site
- Travel time, if this is charged separately
- Itemised list of materials used, with quantities and part numbers
- Any additional work identified but not carried out, with a note that a separate quote will follow
- Customer signature confirming work completion and satisfaction
- Tradesperson's signature and the date
Tips
Fill in the job sheet as you go, not from memory at the end of the day — accuracy drops sharply when you try to reconstruct details later
Use a duplicate book or carbon copy so the customer keeps a copy and you keep one, or use a digital job sheet app that saves automatically
Record materials at the moment you use them, including part numbers — this makes invoicing faster and helps you keep track of van stock
Always get the customer to sign the job sheet before you leave, even for small jobs — a signed job sheet is your best protection in a dispute
Use the additional work section proactively — noting defects or improvements you have spotted is good customer service and often leads to follow-up work
