Spotlight Form: The Work Order Form
Originally published on 02/18/2016
Collect more accurate project data in real-time
A digital work order form is a crucial tool used to document key job details, including customer information, project scope, labor hours, materials used, and associated costs. These forms help standardize the process of requesting, assigning, completing, and reviewing work across teams. While traditional paper forms can be slow, error-prone, and difficult to manage, switching to a mobile work order form drastically improves efficiency. By allowing teams to complete and submit forms from their phones or tablets, digital work orders accelerate job completion, reduce administrative burden, and unlock real-time visibility into field activity. Whether you’re managing maintenance, repairs, or installations, going digital makes your work orders faster, more accurate, and easier to track.
Key Features To Use
Signature Fields: Easily collect electronic signatures from clients or supervisors directly on the form using any mobile device. This enables instant approvals, verifies job completion, and eliminates the need for printed documents or follow-up emails.
Auto-Email Workflow: Automate communication by configuring your work order form to instantly email completed copies to key stakeholders, like your front office, project managers, and the customer.
Automatic Calculation: Let your form do the math. Automatically calculate totals for labor, materials, and overall job cost, minimizing manual entry errors and speeding up invoicing and reporting.
Offline Access: Complete work orders in remote areas without internet connectivity. Data syncs automatically once a connection is restored, so your team is never slowed down by location.
Image Capture: Capture job site photos directly within the form to provide visual proof of work, document completed tasks, or flag areas needing further attention.
Barcode Scanning: Scan barcodes to instantly input asset IDs, equipment tags, or inventory details, helping technicians save time and reduce mistakes during data collection.
Conditional Logic: Show or hide form sections based on user input to streamline the user experience. For example, reveal additional fields only if “materials used” is selected, keeping your forms clean and efficient.
Customer Use Cases: Work Order Forms
Learn how GoFormz customers utilize digital work order forms to streamline data capture and improve their workflows:
Honolulu Coffee Co.
Honolulu Coffee Co. struggled with missing and damaged paperwork and needed a solution to streamline equipment service, repair, and data collection. Utilizing GoFormz and Google Workspace, Honolulu Coffee Co. streamlines its technician work order process, eliminating the risk of missing or damaged documentation. Learn more here >
Oscar W. Larson
Oscar W. Larson needed a comprehensive mobile forms solution that would enable their team to rapidly collect service data and route it to other systems, while preserving the original formatting of government and customer forms. Relying on paper forms, Oscar W. Larson personnel faced extensive manual processing, frequent return trips to the back office, and frustrating payroll inefficiencies. With GoFormz, work orders can now be dispatched to field teams pre-filled with project data, and then automatically sent to a document management system upon completion, triggering additional tasks if necessary. Learn more here >
Southern Backflow Services
Southern Backflow Services needed a way to digitize their paper-based customer work order process to address various challenges, primarily time-consuming inefficiencies associated with scanning, emailing, printing, and filing paperwork, as well as missed opportunities due to manual form delivery. Utilizing a variety of digital form features and logic, Southern Backflow Services streamlined the work order form-filling process, achieved substantial time savings, and enhanced communication between office personnel and traveling technicians. Learn more here >
Are you ready to get started with a digital work order form? Whether you want to digitize a timesheet template or expand into the realm of digital data collection, explore how GoFormz can revolutionize your procedures and streamline your processes to thrive in the modern landscape.
