What is a Job Sheet​? (with free template)

Keeping clear records is essential to avoiding mishaps and disputes with customers. A job sheet acts as a detailed record and receipt for all costs linked to a specific project or job. It helps trade business owners understand exactly how much they spend on materials, labour, and overhead for each job, so you can determine if you’re making a profit.

Keep your records in order with our free job sheet template PDF!

Low on time? Skip ahead! 

1. What is a job sheet?
2. How can a job sheet help you?
3. How to make a job sheet template?

1. What is a job sheet?

A job sheet helps trade business owners track the expenses associated with each job. They're particularly useful when a business is managing several jobs and requires teams of labourers, admin staff and suppliers to keep on top of materials, timings and requirements. A job sheet breaks down:

• Materials – Everything you purchase for that job (pipes, fittings, etc.).
• Labour – How much time you or your employees spend on the job.
• Overhead – General costs like tools, fuel, or equipment use.

While it's a useful tool to keep track of an ongoing job, a job sheet also helps to:

• See if you priced the job correctly
• Catch areas where you might be overspending
• Ensure you’re charging enough to cover your costs and make a profit

2. How can a job sheet help you?

Track employee time and material use

A job sheet can be used to set hours and track employees' and subcontractors' time on each project. Picture managing a home renovation with multiple trades on-site. By using a job sheet, you can break down labour hours and materials for each trade (e.g., plumbing, electrical, tiling), or between teams, part-time and full-time staff.

Easy communication between teams

A job sheet acts as a tool to communicate between field technicians and office staff to remain up to date on any changes during a project. For example, if a field technician encounters an issue while installing solar panels, they can document the challenge and required materials on the job sheet, and then share this with the office team. This ensures the right materials are sent out and the project can continue without unnecessary downtime. 

Customer trust and transparency

A detailed job sheet helps explain the value of the work performed to customers by explaining what they’re paying for and why, which is particularly useful if things change. For example, if your team discovers corroded pipes during a plumbing repair, recording the details and required materials on the job sheet provides clear evidence of the additional work needed. This builds and minimises the risk of future disputes over unexpected costs.

3. How to make a job sheet template?

You can build a job sheet in Adobe Acrobat, Word, or any document-building software. A well-structured job sheet helps streamline communication between teams and ensures all necessary job details are recorded accurately. It also acts as a reference point for invoicing, tracking project progress, and managing client expectations.

Here’s what to include in your job sheet:

Start by including basic job details:

• Job Name or Number
• Client Name and Address
• Job Location
• Start and End Dates
• Contact Details – Your business contact and the client’s contact information

Include company and employee information:

• Company Name, Address, and Phone Number
• Email Address
• Employee Name
• Date of Completion
• Employee Signature

Break down materials and supplies:

• Material Description
• Quantity
• Unit Price
• Total Cost

Track labour hours (regular and overtime):

• Regular Hours – Standard working hours
• Overtime Hours – Any extra hours worked
• Total Hours – Combined regular and overtime hours

Add overhead and miscellaneous costs

• Equipment Rentals
• Fuel and Transportation
• Permits and Fees

Signatures and notes

• Include a notes section for any important observations or adjustments. 
• Supervisor approval and signature
• Employee signature

Interested in giving Tradify a go?

Tradify is a job management app used by thousands of trade professionals to build better lives and businesses all over the world. It gives you all the features needed to manage and grow a successful trade business, including:

• Enquiries
• Quoting
• Invoicing
• Scheduling
• Job tracking
• Subcontractor management

Start a 14-day free trial. No credit card required. No pressure. Or jump on one of our weekly live demos as we show you Tradify in action.