FREE LANDSCAPING WORK ORDER TEMPLATE
Free landscaping work order template — the sheet the crew takes to the property
A landscaping and lawn care work order in Word and PDF, filled in for a fall cleanup with mulch: the property, the gate code and the dog, each service with its quantity, materials to load, where the debris goes, a completion block — every line explained, with the invoice it turns into.
Word and PDF · Free · No email, no sign-up
The short answer
A landscaping work order is the instruction to do one job: whose property, where on it, when, exactly what work with what quantities, by whom — and where the debris goes. It needs a work order number and date, the quote number, the customer and the property with the gate, the pets and the irrigation flagged, the schedule and the crew lead, each service on its own line with its quantity — yards of mulch, hours of trimming — what to load, what's not included, and a completion block: who did it, when, time on site, gate shut, debris off site, photos.
It sits between the quote and the invoice. On a cleanup the three carry the same lines — the cleanup, the mulch by the yard, the hedge hours, the haul-away — so when the work order is the accepted quote written for the crew, the invoice bills exactly what was quoted and done, with the yards and the hours the crew wrote down.
Write it for the crew member who didn't walk the yard. “Quarter-acre corner lot, gate on the driveway side, code 2817, dog stays inside, irrigation heads along the front walk, leave the porch beds unmulched for bulbs” gets the job done the way it was sold. “Fall cleanup and mulch” gets a phone call from the curb.
FREE TEMPLATE · WORD AND PDF
The landscaping work order template, filled in
Below is the template filled in for Evergreen Yard Co., a fictional landscaping business, on a job the customer has just said yes to: this is the sheet the crew takes to the property. The download is the same work order with [bracketed] lines to replace — free, no email address, no sign-up.
Example · fictional business
Evergreen Yard Co. Charlotte, NC (704) 555-0133 · hello@evergreenyard.example | WORK ORDER |
Customer Marisol Vega 2140 Selwyn Ave Charlotte, NC (704) 555-0190 · at work · gate code 2817 | Property Same address · ¼-acre corner lot, beds along the front and the south fence Gate on the driveway side · one dog (Biscuit) — ask the customer to keep her inside Irrigation heads along the front walk — flag before edging · leave the porch beds unmulched (bulbs going in) Dump: the county yard-waste site · clippings and leaves off the property, not in the customer's bin |
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Fall cleanup — leaves, beds cut back, final mow and edge Whole lot; perennials in the front beds cut back | 1 | $350.00 | $350.00 |
| Hardwood mulch — delivered and installed, 3 inches deep Front beds and the south fence line, about 650 sq ft | 6 | $85.00 | $510.00 |
| Hedge trimming — hollies and boxwood along the fence Hours × rate; to last year's line | 2 | $65.00 | $130.00 |
| Debris haul-away Leaves, cuttings and trimmings to the yard-waste site | 1 | $60.00 | $60.00 |
| Subtotal | $1,050.00 | ||
| Sales tax (if your state taxes landscaping services) | $0.00 | ||
| Total | $1,050.00 | ||
| Deposit received, Oct 12 | −$300.00 | ||
| Balance to collect on completion | $750.00 | ||
Work requested
Rake and blow leaves from the lawn and beds, cut back the perennials in the front beds, final mow and edge, trim the hollies and boxwood to last year's line, then mulch the front beds and the south fence line to 3 inches. Leave the beds by the porch unmulched — the customer is planting bulbs.
Not included — quote separately
Gutter cleaning, tree work above 12 feet, new plantings, irrigation repairs. If the customer asks, quote it for a separate visit.
Materials to load
6 cu yd hardwood mulch (yard pickup 7 am), tarps, two blowers, hedge trimmer, pole trimmer, rakes, wheelbarrow, bed edger, dump trailer.
Site notes
Flag the irrigation heads along the front walk before you edge. Shut the gate behind you every time. Clippings and leaves go to the yard-waste site, not the customer's bin. Write the yards spread and the hours trimmed here: ______ / ______
Completion
Completed by ____________ Date ______ · Time on site ______ · Gate shut ☐ · Debris off site ☐ · Before and after photos ☐ · Anything to quote for spring: ______
Every figure on the example is an example, not a price guide. The Word file is a standard .docx you can edit in Word, Google Docs or any app that opens Word documents; the PDF prints as-is for a clipboard. Prices are optional on a work order — leave the money columns blank on an internal one.
The quote before, the invoice after
Start your landscaping website — quotes and invoices are built in
Add your business name and your town, and Zarla builds your landscaping website from this one line. The same dashboard sends the quote this work order comes from and the invoice it turns into — Zarla doesn't make work orders, so the template above fills the gap between them.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.
LINE BY LINE
What goes on a landscaping work order
Every line on the template, in order, and what to write on it.
| The line | What to put there |
|---|---|
| The words Work Order | At the top, so nobody files it as a quote or pays it as an invoice. |
| Your business details | Business name, phone and email — and your applicator license number if the job includes fertilizer or weed control. The customer keeps this sheet when they ask for one. |
| Work order number, date, and the quote it comes from | A number that never repeats, the date you wrote it, and the quote the customer said yes to. Matching numbers across the quote, the work order and the invoice is what makes a job findable next spring. |
| Scheduled, and the crew lead | The date and start time, and who's leading the crew. A work order with a name on it gets done; one without gets handed around the truck. |
| Customer, and the property | Who it's for and how to reach them on the day; the lot and which beds or areas the job covers; the gate and its code, pets, who's home; irrigation heads and anything to flag or avoid; where the debris goes. |
| One line per service, with its quantity | Each service on its own line, in the same words as the quote, with the quantity the invoice will bill — visits, cubic yards, hours, plants. The crew writes the actual yards spread and hours worked on the day. |
| Totals, deposit and the balance to collect | Subtotal, tax where your state charges it on landscaping or materials, the total, the deposit that booked the job, and what's left to collect when it's done. In the US, whether sales tax applies to your work — and whether it falls on the materials, the labor, both or neither — depends on your state, so keep materials and labor on separate lines and check your state's revenue department or your accountant. Outside the US: a GST-registered business in Australia or New Zealand and a VAT-registered business in the UK or EU show consumers prices that include the GST or VAT, and show the tax on the invoice the same way. Confirm the details with your accountant. |
| Work requested, and what's not included | The job in the customer's words — including what to leave alone — and the list of things that aren't part of it: gutters, tree work, plantings, irrigation. So the crew quotes it for another visit instead of doing a free hour. |
| Site notes, and completion | Flag the irrigation, shut the gate, where the clippings go, the yards and hours written on the day; then who completed it, when, the time on site, gate shut, debris off site, photos, and anything to quote for next season. |
STEP BY STEP
How to write a landscaping work order
Five minutes once the quote is accepted, before you order the mulch.
Start from the accepted quote
Copy its number, the customer and every line with its quantity — the cleanup, the yards of mulch, the hedge hours, the haul-away. If there was no quote, write the job in the customer's words first.
Number it, schedule it, order the materials
The next work order number, today's date, the work date and start time, the crew lead. Order the mulch or the plants against the deposit and write the pickup time on the sheet.
Write the property like a stranger will work it
Lot size, which beds, the gate and its code, the dog, who's home, the irrigation heads, what to leave alone, where the debris goes. Everything the person who walked the yard knows and the crew doesn't.
List services with quantities, and what to load
Yards, hours, plants, loads — the numbers the invoice will bill. Tools and materials on the trailer before you leave. Add the not-included list, so an extra asked for at the curb is quoted, not given away.
Send the customer the schedule
The date, the start time, who's coming and what to do about the dog, in one text the day before, with a copy of the work order if they'd like one.
Close it out, then invoice from it
The crew writes the yards spread and hours worked, the time on site, shuts the gate, takes the photos and notes anything to quote for spring. The invoice is written from the completed work order the same day.
What a landscaping work order carries that a generic one doesn't
The property, in the detail the crew needs. Lot size, which beds, the gate and its code, the dog, who's home, where the irrigation heads are, what to leave alone. A bed edger through a sprinkler line is the most expensive ten seconds in landscaping; the sheet is where the crew learns where the line is.
Quantities the invoice will bill. Cubic yards of mulch, hours of trimming, plants, loads. The quote estimated them; the crew writes the actual numbers on the day; the invoice copies them. A sheet without quantities produces an invoice written from memory.
Where the debris goes. The customer's bin, your trailer, the yard-waste site and its fee. It's a line on the price list and a line on the work order, and the one the neighbor complains about if it's wrong.
Fertilizer and weed control have their own rules. In the US, applying pesticides — including most weed-and-feed products — for hire needs a state applicator license or certification in most states, and federal rules require applicators to keep a record of every restricted-use application for two years: product, amount, date and site. If a job includes an application, the work order is where the crew writes the product, the rate and the area, and it's the record you keep. Check your state's department of agriculture for the license and the records it requires.
The not-included list is where the margin lives. Gutters, the limb over the roof, the dead shrub by the mailbox, the sprinkler head the mower hit last year. Written down before the job, they're a quote for another visit; asked for at the curb with nothing written, they're a free hour and a late next stop.
One sheet for the mowing route too. A recurring mowing customer's work order is the visit line at the list price, the property notes that never change, and a box per visit for the date and anything noticed — written once in March, carried all season. The monthly invoice is one line per visit from it.
Know your tax rules. In the US, whether sales tax applies to your work — and whether it falls on the materials, the labor, both or neither — depends on your state, so keep materials and labor on separate lines and check your state's revenue department or your accountant. Outside the US: a GST-registered business in Australia or New Zealand and a VAT-registered business in the UK or EU show consumers prices that include the GST or VAT, and show the tax on the invoice the same way. Confirm the details with your accountant.
Quote it and bill it from Zarla; the landscaping work order is the template above
Zarla doesn't make work orders. It makes the two documents either side of one — and if you send those from Zarla, the landscaping work order is a two-minute job.
If your landscaping website is on Zarla, the quoting tool sends the quote as a link: your customer picks an option, ticks any extras and accepts it online by typing their name, and Zarla drafts the invoice for exactly what they chose, with any deposit you asked for. Print or open the accepted quote and you have the work order's scope, line for line — copy it into the template above, add the schedule, the site notes and the crew, and that's the sheet for the day. When the work is done, the invoice is already drafted from the same lines; add anything the customer added on the day, and send it. On a paid plan, with your Stripe account connected, the invoice carries a pay-now button, so the customer can pay by card the day the work is done.
Want to see the website first? Browse landscaping website templates or see how Zarla builds landscaping websites. Still setting up? Read how to start a landscaping business and write your landscaping business plan; for the going rates, see how much to charge for lawn mowing; to fill the calendar, landscaping marketing.
The whole paper trail for a landscaping job: the landscaping price list template → how to write a quote → this work order → how to write an invoice → how to write a receipt. For any other trade, the free work order template has the same sheet with a painting job as the example, plus a maintenance work order for property and facilities work.
Landscaping work orders: common questions
A document that describes one landscaping job to be done: whose property, where on it, when, exactly what work with what quantities, who's doing it and where the debris goes — written the day the customer accepts the quote and taken to the property by the crew. The invoice is written from the completed work order. Lawn care businesses also call it a job sheet or a service order.
The words Work Order; your business details; a work order number and date, and the quote number; the schedule and the crew lead; the customer and the property with the gate, pets, irrigation and where debris goes; each service on its own line with its quantity — visits, yards, hours, plants — and prices if the customer gets a copy; what's not included; materials to load; site notes; and a completion block — who did it, when, time on site, gate shut, debris off site, photos, anything to quote next season.
A work order says what work is to be done, with the quantities estimated, and is written before the job; an invoice says what was done, with the quantities the crew wrote down, and what's owed, and is written after. On a cleanup they carry the same lines, with the deposit taken off and anything added at the curb.
One per customer per season, with a box per visit: the visit line at the list price, the property notes that never change — gate, dog, irrigation — and a line per visit for the date and anything noticed. The monthly invoice is one line per visit from it, and a new crew member can take the route from the sheets.
If the customer gets a copy, yes — the same lines and prices as the quote, with the deposit taken off and the balance to collect when the job is done. On an internal sheet for the crew, leave the money columns blank: the crew needs the yards and the hours, not the margin.
Yes — job sheet, service order and work order are the same document in different businesses. Job sheet is the common name for a one-crew business writing it on the tailgate; work order for a company that writes it in the office and hands it to the crew lead. The template on this page works as either.
Yes. The landscaping work order template downloads free as a Word document and a PDF — no email address, no sign-up. Edit the Word file in Word, Google Docs or any app that opens Word documents, or print the PDF and fill it in by hand. There's no Excel version; a work order is mostly words, and Word keeps the lines readable on a phone.
No. Zarla sends the quote before the job and the invoice after it, from the same dashboard as your landscaping website: your customer accepts the quote online, Zarla drafts the invoice for exactly what they chose, with any deposit you asked for, and you send it when the work is done. The work order in between is this template — copy the accepted quote's lines into it, add the schedule and the site notes, and it's ready for the crew.
Quote it, do it, bill it — from your own landscaping website
Add your business name and your town, and Zarla builds your landscaping website from that one line — with quotes, invoices and receipts in the same dashboard. The work order in between is the free template above.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.