Work Orders for Auto Repair Shops: What to Include
Learn what information a professional work order should contain for your auto repair shop. Includes examples and best practices.
What is a work order?
The work order (WO) is the central document of an auto repair shop. It records everything done with a vehicle from the moment it arrives until it's delivered to the customer.
A good WO protects both the shop and the customer. It documents what was agreed upon, what was done, and what was charged.
Information a WO should include
Customer data
- Full name
- RUT (for invoicing)
- Contact phone
- Email (optional, for sending the digital WO)
Vehicle data
- License plate
- Make and model
- Year
- Intake mileage
- VIN (optional but recommended)
Work details
- Reason for intake: what the customer reported
- Diagnosis: what the mechanic found
- Work performed: detailed list with:
- Job description
- Type (labor or parts)
- Quantity
- Unit price
- Subtotal
Shop information
- WO number (sequential)
- Reception date
- Promised delivery date
- Assigned mechanic
- Current status
Totals
- Labor subtotal
- Parts subtotal
- Net total
- VAT (19%)
- Total due
Work order statuses
A professional WO should go through clear statuses:
- Received — the vehicle entered the shop
- In diagnosis — the mechanic is evaluating
- Waiting for parts — parts were ordered
- In progress — work is underway
- Quality control — final review
- Ready — ready for delivery
- Delivered — the customer picked up their vehicle
Each status change should be recorded with date and time.
Common mistakes in WOs
Not recording mileage
Intake mileage is essential for the vehicle's history. It helps determine when the next service is due and protects the shop against claims.
Not detailing the work
"General repair" doesn't cut it. Each job should be described with enough detail for the customer to understand what was done and why it was charged.
Not using sequential numbers
WOs should have a unique sequential number (e.g., WO-2026-0001). This facilitates searching, tracking, and auditing.
Not keeping copies
If you use paper orders, you need to make copies. If you use software, everything is automatically saved in the cloud.
Digital WO vs. paper WO
| Aspect | Paper | Digital |
|---|---|---|
| Search | Slow (browse folders) | Instant |
| Data loss | High (gets wet, lost) | None (cloud backup) |
| Legibility | Depends on handwriting | Always clear |
| History | Hard to compile | Automatic |
| Invoicing | Double data entry | Integrated |
| Cost | Ongoing printing | Included in software |
How to create professional WOs with PitBox
In PitBox, creating a work order takes less than 2 minutes:
- Select the customer (or create one on the spot)
- Select the vehicle
- Describe the reason for intake
- Add jobs and parts with prices
- Assign a mechanic
The WO is generated with an automatic sequential number, can be shared with the customer via WhatsApp, and when it's ready, you issue the receipt directly from the same screen.
That's how simple managing a shop should be.