Get the paperwork done in the van, before the next call-out

You plan the day at seven and the first burst pipe has rearranged it by nine. Merchant receipts pile up in the door pocket, and by Sunday night you can't remember what that mixer cartridge cost or who had the second visit. Say each job out loud between call-outs and it's gone before you turn the key.

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A working week, in pages

The call from under the sink

"It's leaking somewhere" could be a dripping trap or a ceiling about to come down. Send a link that asks if the water is off, what's getting wet, and for a photo, so you know which fittings to bring before you leave the job you're on.

intake form for emergencies: burst pipe, blocked drain, no hot water, is the water off yet, $85 call-out, with photos

About the job intake with photos template

The twenty-minute tap

You sat in traffic for forty minutes, swapped a cartridge in thirty, and the customer wants to know how that's $190. Call-out, labour and parts on their own lines answer the question before she asks it. She can pay by card while you pack up your tools.

invoice Carol Hayes, call-out $85, half an hour at $110 an hour, mixer cartridge $50, due today

About the invoice template

Pricing a water heater from the driveway

The customer has three prices coming and wants yours tonight, and the wholesaler's price on a 50-gallon unit may not last the month. A valid-until date stops you being held to an old number, because a lapsed quote can't be accepted. When she says yes, she taps Accept and can pay the deposit there and then.

quote Irena Novak: 50 gallon water heater $1,280, install 6h at $110, haul away old unit $75, valid 14 days, 25% deposit

About the quote template

What was behind the wall

The tiles are off and the galvanised pipe you meant to tie into has rotted through. The customer is at work, the tiler is booked for Thursday, and you don't want to close that wall on a nod and argue about it at the end. Send the reason and the price, and he approves it on his phone before you cut anything.

variation for Ben Ortiz, 41 Alder Road: corroded galvanised riser behind shower wall, replace with PEX $640, adds one day

About the variation order template

Sending the apprentice out alone

The second van is on the road now, and everything about the job is still in your head. Give them the address, where the stop valve is, what to pull from stock and a list to tick. The Done button tells you it's finished, so you aren't ringing from a loft to ask.

workorder for Liam, 9 Quarry Lane tomorrow 8am: replace toilet fill valve and shut-off, fill valve and braided connector from stock, stop valve is in the garage

About the work order template

Five units, one slow payer

The property manager had you out to five units last month, and each invoice is sitting in a different pile on someone's desk. A statement lists them with the balance and one Pay button. Accounts only has to deal with a single page.

statement for Northgate Property, October, $2,140 still owing across 5 invoices

About the account statement template

Questions

Can I waive the call-out fee if they go ahead with the repair?

Yes. Leave it on as a line at 100% off, so the customer sees the $85 and sees you took it away. A fee that never appears on the invoice earns you no credit for dropping it.

An insurer is paying for the burst pipe. What do I send?

Ask the customer what their insurer wants, as it varies. A report page gives you the cause, the damage area by area and your recommendations, and the invoice goes alongside it. Both print cleanly to PDF.

What if they hand me cash in the kitchen?

Record it as paid, and the page shows paid and any reminders stop. For cards on site, link your own Stripe account, and that money reaches your bank through Stripe.

Send your first page today

Start free. Add your logo and colours, say what you need, and send the link.