Plumbing Job Sheet

Who this is for

One visit, one sheet, signed at the door. It records the fault as the customer described it, the appliance or system worked on, where the water and gas were isolated, then totals the hours and the parts at whatever rate you enter.

Plumbing and heating firms, from a one-van sole trader to a small team, who need a record of each call that the customer signs and the office can invoice from.

What this helps you track

• The fault as reported and the fault actually found, kept apart
• Which appliance or system was worked on, and where it was isolated
• Hours on site by engineer, priced at your own hourly or call-out rate
• Every part and fitting used, with the quantity and what it cost
• A signature against work that has been left running and tested

How to use it

1. Fill in the job number, date, customer, site address and a contact number before you set off.
2. Write the reported fault at the top and the fault you found underneath, in the customer's hearing if you can.
3. Note the isolation points you used — stopcock, service valve, gas cock — and the meter or pressure readings you took, in your own figures.
4. Enter each spell of labour with the hours as a decimal and your rate; list the parts and fittings with quantity and unit price.
5. Tick the leaving checks, read the totals in the summary, and have the customer sign. Raise the invoice from the same figures.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Is this an invoice?

No — it is the record of the visit, and the evidence behind the invoice. The totals are worked out here so the invoice can be copied straight off it, but there is no tax line and no payment terms.

What rate should I put in?

Your own. No hourly rate, call-out charge or minimum fee is built into this sheet, because they differ by trade, area and firm. Put a job price in the rate column with 1 in the hours if you price by the job.

Can I use it for gas work?

It records that a gas appliance was worked on and that the supply was isolated, which is useful on any job. It is not a substitute for whatever gas safety paperwork and registration the rules where you work require.

What if I need a second visit for a part?

Leave the job open, write what is on order in the notes, and start a fresh sheet for the return visit with the same job number. The parts table has a column for what was ordered rather than fitted.