Customizable: Personalize by adding your branding and customer information.
Auto-Calculating Pricing: Standard, markup, and discount prices fill in automatically.
Materials Logged: Track every part used with serial number, location, and cost.
Print Ready: Give customers a polished report on the spot or email a PDF before you leave.
Open the Google Sheet, make a copy, and start in the Input Details tab. Enter job info once and it auto-fills the rest of the document.
Add your company, customer, and job details to create professional, well-documented service reports.
Write a clear job description using relevant service keywords to explain the work completed on-site.
Add a warranty notice and any technician notes that need to live with the record.
Use the Input Details tab—add job costs and payment details, then log materials under Service Report Details. Calculations update automatically.
Enter permit cost, hours worked, labor cost per hour, and miscellaneous costs for the job.
Set your markup percentage and any discount — Standard Price, Markup Price, and Discount Price calculate automatically.
Track materials, serial numbers, usage location, and pricing, and record payment details for accurate billing and documentation.
The Printable Report – Full Summary tab pulls everything together into a customer-facing document. No formatting work, no rebuilding numbers, no double entry.
Review the auto-filled summary with company branding, job details, materials, pricing, and payment terms, then print or download as PDF to share via email.
Capture the cardholder signature and date to secure customer approval on the spot.
Use the blank printable version for on-site, manual form filling when needed.
A spreadsheet works to start. As jobs grow, Housecall Pro’s mobile app lets techs create reports, add photos, capture signatures, and send invoices in one tap.
Build digital service reports with photos, materials, and signatures from the truck.
Sync everything to your office in real time — no more lost paperwork or end-of-day data entry.
Convert reports into invoices and payments in seconds, not hours.
See how Housecall Pro works for you. No credit card required.
Every field service business runs on documentation, even if nobody calls it that. The work order tells the tech where to go. The estimate tells the customer what it’ll cost. The invoice gets you paid. But sitting right in the middle is the document most companies do worst: the field service report.
A service report is what your tech leaves behind after the job is done. It’s the record of what was actually performed, what materials went in, how long it took, what it cost, what’s under warranty, and what the customer agreed to pay. Done well, it’s the difference between a clean invoice and a callback two weeks later asking, “Wait, what did we charge for?”
Done badly — or not at all — it’s how disputes happen. How warranty claims fall apart. How parts go missing from the truck inventory. How techs spend their evenings rewriting illegible carbon-copy forms instead of being home with their families.
A standardized field service report template solves all of that. It gives every tech the same form, the same fields, and the same pricing structure — so every job that closes leaves a clean record. This guide walks through how to use our free template to document jobs faster, bill more accurately, and stop losing money to bad paperwork.
A field service report is more than a glorified receipt. It’s a legal document, a billing reference, and a customer-facing piece all in one. To do all three well, it needs to cover five things.
1. Company and Customer Information. Both sides of the contract. Your business name, logo, address, phone, and email at the top of every report. The customer’s name, address, phone, and email so the document is tied to a real account and a real service location.
2. Job Identification and Description. Job ID. Job category and type. Date of service. A plain-language description of what was actually done — not “fixed it” but “Installed new condenser unit, connected refrigerant lines, pressure-tested system, and provided customer with warranty documentation.” Specificity protects you when memory gets fuzzy.
3. Materials Used. Every part, every unit, every component that went into the job. With serial numbers (critical for warranty claims), location in the home or building, and price. This is the section that protects your warranty claims and lets you reconcile truck inventory at the end of the week.
4. Costing and Pricing. Hours worked. Labor cost per hour. Material cost. Permit cost. Misc costs. Markup. Discount. The final price the customer is paying. Showing the math builds trust and cuts disputes — customers stop wondering “where did this number come from” when they can see the line items.
5. Payment Details and Signatures. How the customer is paying. Card info if they’re putting it on a card. EMI/installment details if they’re financing. Cardholder signature. Date. Warranty notice. Tech notes. Without signatures, you don’t have a closeout — you have a hope.
Our template covers all five, organized into tabs you can fill out in roughly the order a job actually wraps up.
It’s tempting to think of the service report as the boring part of the job. The work is done — why does the paperwork matter? Here’s why.
You stop losing billable hours. When techs scribble “2 hr labor” on a work order without breaking down the math, your office spends time chasing them for details, your invoices go out late, and you lose money on every job to forgotten miscellaneous charges. A template with line items for hours, labor rate, materials, permits, and misc costs forces accuracy.
Warranty claims stop falling apart. Manufacturer warranties almost always require the part’s serial number. If your tech wrote down “new compressor” but never logged the serial, you’re eating the cost when it fails in 18 months. The materials section of this template has serial number fields for a reason.
Customers actually understand what they paid for. A clean report with line-item pricing — labor, materials, permits, misc, markup, discount — answers questions before they’re asked. Disputes drop. Five-star reviews go up. Customers who understand the bill pay it faster.
Your office stops doing detective work. When every report follows the same structure, your bookkeeper isn’t decoding handwriting or calling techs to ask what “misc” means. Invoicing speeds up. Books stay clean.
You build a real service history per customer. Saved reports become a paper trail. Six months from now when the same customer calls back, you can pull up exactly what was installed, what model, what serial, what warranty. That’s how you sound like a pro on the second call.
This template is a Google Sheet, which means it works on a laptop, tablet, or phone — anywhere you have a browser. There’s also a printable blank version for techs who’d rather work on paper and have the office key it in later.
Before anything else, you need to make a copy. The original sheet is shared as view-only so every user starts with a clean version. Here’s how:
Once you’ve got your own copy, the workflow goes like this.
Step 1: Read the Instructions tab. The first tab walks through how the sheet is structured. Light blue cells are yours to edit. Light grey cells contain formulas — leave those alone or pricing breaks. One read-through and you’re set for life.
Step 2: Fill out Input Details. This is where 90% of the work happens. Add your company info and logo (Insert → Image → Image in Cell). Plug in the customer’s contact details. Enter the job ID, category, type, name, and a clear description of the work. Add your warranty notice and any field notes.
Step 3: Enter the costing numbers. Scroll to the Job Costing section. Enter permit cost, hours worked, labor cost per hour, and misc cost. Set your markup percentage (the template uses 0.23 = 23% as a starting point — change it to whatever your business uses) and any discount you’re offering he template uses this two-step formula behind the scenes:
You don’t have to think about it. Just enter the inputs and the prices populate.
Step 4: Log materials in the Service Report Details tab. For every part installed or replaced, enter the material name, serial number, location (which room or area), and price. Total material cost calculates automatically and feeds back into the pricing section.
Step 5: Capture payment details. Back on Input Details, scroll to Payment Details. Enter credit card type, card number, expiry, name on card. If the customer is financing, set the EMI duration and start billing date — the template will calculate the monthly payment automatically.
Step 6: Review the Printable Report. Open the Printable Report – Full Summary tab. Everything you entered flows here — branding, customer info, job description, materials, full pricing breakdown, and payment terms. Skim it for errors before sending.
Step 7: Get the customer’s signature and send. The cardholder signature and date block at the bottom is where you close out on site. Then either print the report directly or go to File → Download → PDF Document and email it. PDF is usually the move — it locks formatting and looks more professional.
A free Google Sheet might not feel like a big deal. It is. Here’s what changes when every tech is sending standardized reports.
Invoicing speeds up. When the report and the invoice match line for line, your office isn’t translating between two formats. Bills go out same-day instead of end-of-week. This improves cash flow and reduces billing delays.
Customer disputes shrink. A signed report with itemized pricing, materials, and serial numbers is hard to argue with. The “I never agreed to that” conversations stop happening. Clear documentation builds trust and protects your business.
Warranty claims actually get paid. Serial numbers are the single biggest reason manufacturers reject warranty claims. Logging them on every report is free insurance. It ensures smoother claims and fewer rejected requests.
Truck inventory makes sense. When materials get logged on the report, you know what came off the truck and onto the job. Reconciling stock at the end of the week stops being a guessing game. This keeps inventory accurate and controlled.
Customers refer you. A polished, branded service report is one of those small touches that turns a one-time customer into a repeat customer. It looks like a pro left their house — because one did.
A Google Sheet template is a step up from paper forms, but it starts to break down as your team grows. Files get shared back and forth, poor connectivity slows techs down, and photos, signatures, and job details end up scattered across different places. On top of that, turning a report into an invoice and collecting payment still takes multiple manual steps.
That’s where Housecall Pro’s field service management platform takes over.
Document jobs from the truck with the mobile app. No more paperwork or end-of-day admin slowing your team down. Housecall Pro’s mobile app lets techs fill out service reports on their phone, attach photos directly to the job, and sync everything to the office in real time. No paper. No re-keying.
Capture signatures and convert to invoices instantly. Close out jobs faster without switching tools or systems. The same app lets customers sign on the screen. The minute the report is signed, you can generate an invoice and send it from the same screen.
Get paid before the truck leaves the driveway. Eliminate payment delays and improve cash flow on every job. With in-app payments, customers can pay by card or ACH right after signing. Money in your account, not in 30-day limbo.
Offer financing on bigger jobs. Make high-ticket services more accessible to your customers. Consumer financing inside the proposal lets customers pay over time on big-ticket work, which closes deals that otherwise stall on price.
Build a real customer history automatically. Keep all job and customer data organized without extra effort. Every job, every report, every payment lives on the customer’s profile inside customer management. Pull up a full service history in one click the next time they call.
Schedule the next visit before you leave. Turn one job into repeat business on the spot. Once a job’s done, scheduling and recurring service plans let you book the next maintenance visit while you’re still on the customer’s couch.
A clean field service report template is the difference between a business that runs on guesswork and one that runs on records. The free Google Sheet covers the basics — branded reports, line-item pricing, materials with serial numbers, payment capture, and a printable customer-facing summary.
When you’re ready to stop running your service reports out of a spreadsheet and start running them out of a system that handles documentation, invoicing, payments, and scheduling all from a phone in your tech’s pocket, start a 14-day free trial of Housecall Pro. No credit card. No setup hassle. Just a faster, cleaner way to close out every job.
A field service report template is a pre-built document — usually a Google Sheet, Excel file, or PDF — that field service businesses use to document jobs after they’re completed. It captures company branding, customer details, job description, materials used (with serial numbers), labor and material costs, pricing, payment information, and customer signatures.
Yes. The template is a free download with no restrictions on commercial use. Make as many copies as you want, customize it to your business, and use it on every service call.
It’s a Google Sheets template, which means you can use it on any device with a browser. If you’d rather work in Excel, open the Google Sheet, go to File → Download → Microsoft Excel (.xlsx), and the file will save to your computer.
Yes. The original Google Sheet is shared as view-only so everyone starts with a clean version. Open the sheet, click File → Make a copy, and save it to your own Google Drive. We recommend saving one master copy and duplicating it for each new job.
A work order is what your tech receives before the job — it tells them where to go, what’s wrong, and what to do. A field service report is what the tech produces after the job — it documents what was actually done, what materials were used, what it cost, and gets the customer’s signature. They’re two halves of the same workflow.
Serial numbers are required for almost all manufacturer warranty claims. If a part fails six months later and you didn’t log the serial, you’re eating the replacement cost. The materials section of this template has a serial number field for every line item for that exact reason.
Yes. The template is structured to work for any field service business — HVAC, electrical, plumbing, appliance repair, handyman, garage door, pest control, and more. The job description, materials, and costing are fully customizable to whatever services you offer.
Two options. Print directly from Google Sheets if you’re handing it over in person. Or go to File → Download → PDF Document to save it as a PDF you can email. Most contractors send a PDF — it looks more professional and locks in the formatting.
A spreadsheet works great for small teams sending a handful of reports a week. Once volume picks up, the cracks show — no real-time sync, no in-app photos, no e-signatures, no automatic invoicing, and lots of manual handoff between the field and the office. That’s where Housecall Pro takes over.
Housecall Pros complete 20%+ more jobs per month 1
On average, Pros grow monthly revenue by 35%+ 2
Run and grow your business in one app—and save 8+ hours a week 3
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