How to Create Work Orders in QuickBooks Desktop or Online?

Work orders are crucial documents for service-based businesses, manufacturers, and contractors. They help track jobs, assign tasks, and communicate essential details to team members or vendors. While QuickBooks Desktop and QuickBooks Online are both powerful accounting tools, they handle work orders differently. In this guide, we’ll walk you through how to create work order in QuickBooks Desktop and QuickBooks Online, step-by-step, and offer practical tips for streamlining your job management process.

What Is a Work Order?

A work order is a document that outlines the scope of a job or task to be completed. It typically includes:

1. Customer information
2. Job description
3. Estimated time and cost
4. Materials or labor required
5. Assigned technician or department
6. Due date or schedule

Work orders are commonly used in:

1. Service industries (HVAC, plumbing, electrical)
2. Manufacturing (custom builds, repairs)
3. Construction (remodels, installations)
4. IT and managed services (hardware fixes, software updates)

QuickBooks and Work Orders: The Basics

1. QuickBooks Desktop

QuickBooks Desktop (Pro, Premier, Enterprise) allows more customization and industry-specific features. For instance, QuickBooks Premier Contractor Edition and Manufacturing & Wholesale Edition include work order functionality built into sales orders and job costing workflows.

Note: There is no separate “Work Order” form in QuickBooks Desktop. Instead, a sales order is often used as a work order.

2. QuickBooks Online

QuickBooks Online (QBO) doesn’t have a native work order module. However, it offers workarounds using:

1. Estimates (for quoting jobs)
2. Projects (for job tracking)
3. Third-party apps (e.g., Jobber, Housecall Pro, ServiceM8, or Method:CRM)

How to Create a Work Order in QuickBooks Desktop?

1. Enable Sales Orders (Premier and Enterprise Only)

If you’re using QuickBooks Desktop Premier or Enterprise, you can create sales orders, which function as work orders.

1. Go to Edit > Preferences.
2. Select Sales & Customers.
3. Click Company Preferences.
4. Check Enable Sales Orders.
5. Click OK.

2. Create a Work Order (Sales Order)

1. Go to Customers > Create Sales Orders.
2. Choose the Customer:Job from the drop-down.
3. Select the Template (customize this as a “Work Order” if needed).
4. Enter the job details:
   • Date
   • Job description
   • Items or services (from your item list)
   • Quantities, rates, and estimated costs
   • Delivery method or job site info

3. Customize the Sales Order Template

To make it look like a work order:

1. Click Customize Data Layout.
2. Modify the header to say “Work Order” instead of “Sales Order”.
3. Add or remove fields to tailor the document.
4. Save your customized template.

4. Track Job Costing (Optional)

If you’re tracking expenses and time:

1. Use Job Costing Reports under Reports > Jobs, Time & Mileage.
2. Assign costs directly to the job in bills, checks, and timesheets.

How to Create a Work Order in QuickBooks Online?

As mentioned earlier, QuickBooks Online doesn’t have built-in work orders, but you can use estimates or projects for a similar function.

Method 1: Use Estimates as Work Orders

1. Create an Estimate

1. Go to + New > Estimate.
2. Choose a Customer.
3. Enter job details:
   • Job name or number
   • Products/services
   • Costs and quantities
   • Job notes or instructions
4. You can label this estimate as a “Work Order” in the Message on estimate or Custom fields.

2. Convert to Invoice or Track Progress

You can later convert this to:

1. Invoice (for billing)
2. Project (for job tracking)

3. Customize Your Estimate Form

To make your estimate look like a work order:

1. Go to Settings > Custom Form Styles.
2. Create or edit a form template.
3. Change the title from “Estimate” to “Work Order”.
4. Customize the layout, fields, and branding.
5. Save and apply the template when creating estimates.

Method 2: Use Projects Feature in QBO Plus/Advanced

QuickBooks Online Plus and Advanced users have access to the Projects feature.

1. Turn on Projects

1. Go to Settings > Account and Settings.
2. Click Advanced.
3. In the Projects section, click Edit.
4. Turn on Projects.
5. Save and close.

2. Create a Project (Job)

1. Go to Projects > New Project
2. Enter:
   • Project name
   • Customer
3. Click Save

3. Add Transactions

Attach transactions to your project:

1. Estimates
2. Invoices
3. Expenses
4. Time entries

This helps with job costing and profitability tracking, much like a work order system.

Method 3: Use Third-Party Apps

There are several apps that integrate with QBO and offer robust work order functionality:

App Name	Key Features	Best For
Jobber	Work orders, scheduling, invoicing	Field service businesses
Housecall Pro	Dispatching, customer management, invoicing	Home services (HVAC, plumbing)
Method:CRM	Customizable work order templates	SMBs needing automation
ServiceM8	Mobile-friendly work orders & job cards	Contractors & tradespeople

Most of these apps sync customer info, invoices, and payments back into QuickBooks Online.

Also Read: How to Import/Upload Bank Transactions into QuickBooks Online?

Best Practices for Managing Work Orders in QuickBooks

1. Standardize Work Order Templates

1. Customize your forms to include all relevant job info
2. Use consistent fields for easy tracking and reporting

2. Use Job or Class Tracking

1. In both Desktop and Online, use Classes or Customer:Jobs to categorize work
2. This helps in running profitability and performance reports

3. Attach Documents and Photos

Use the Attachment feature to add photos, permits, contracts, or schematics

4. Set Reminders and Due Dates

1. In Desktop: Use the To-Do list
2. In Online: Use Projects timeline or integrate with a task manager

5. Leverage Mobile Apps

Use QuickBooks mobile apps or integrated third-party apps for on-the-go updates

Comparing QuickBooks Desktop vs. Online for Work Orders

Feature	QuickBooks Desktop	QuickBooks Online
Native Work Order Feature	Yes (via Sales Orders in Premier/Enterprise)	No (workaround via Estimates or Projects)
Custom Form Templates	Highly customizable	Moderately customizable
Job Costing	Advanced	Available in Plus/Advanced
Project Management	Basic (via Jobs and Subcustomers)	Built-in with Projects
Industry Editions	Yes (Contractor, Manufacturing, etc.)	No specific editions
Third-party App Support	Moderate	Extensive app ecosystem

Verdict:

1. Use QuickBooks Desktop Premier or Enterprise if you need robust work order tracking, job costing, and industry-specific reports.
2. Use QuickBooks Online if you want cloud access, mobile capability, and are open to using integrated apps for work orders.

Conclusion

While QuickBooks doesn’t use the term “work order” as a standard feature across all versions, both Desktop and Online platforms offer powerful tools to create and manage job workflows.

Whether you’re customizing sales orders in QuickBooks Desktop or leveraging third-party apps with QuickBooks Online, you can build a streamlined work order system that fits your business needs.

Pro tip: Choose the version of QuickBooks based on your industry, job tracking complexity, and need for field mobility. With the right setup, work orders in QuickBooks can help you improve job clarity, reduce miscommunication, and keep your projects profitable.

Frequently Asked Questions (FAQs)