Question 1

What should a job card include?

Accepted Answer

A job card records one visit so that the office, the technician and the client agree on what happened. The template covers the fields a South African trade business needs: a job number and date, the client and the site address with an on-site contact, the technician's name, the work requested in the client's words, a task list ticked off as each item is done, the parts and materials used with quantities, the time of arrival and departure, notes for the client, and two signature lines so the client signs off the work before the technician leaves. If you add prices the card totals them with 15% VAT shown, which lets the client approve the amount on site; the tax invoice itself is issued afterwards.

Question 2

How do I write a job card for a technician?

Accepted Answer

Start with what the client asked for, in one or two plain sentences, so the technician knows what "done" means before arriving. Break the work into tasks that can each be ticked, such as isolate supply, test the element, replace the thermostat and test under load, rather than one line that says repair geyser. Record every part used as it is fitted, not from memory at the van, and write the arrival and departure times because they decide the labour charge. Note anything the client should know, for example a valve that will need replacing within the year. Finish with the client's signature; a signed job card is the document that settles a later dispute about what was agreed on site.

Question 3

Is this job card template available in Excel or Word?

Accepted Answer

No. This tool produces a PDF, drawn as real text on an A4 page so it is selectable, searchable and prints the same from a phone or a desktop. A spreadsheet or Word file is easy to edit after the client has signed, which is the reason many businesses moved away from them for job cards, and it does not print consistently from a phone on site. If you need to keep an editable record, keep the form open in your browser and download a fresh PDF after each change; nothing you type is uploaded or saved anywhere except on your device while the page is open. Businesses that want the card to live with the client history use the job cards in Omni Field, which are created from the schedule and filled on the phone.

Question 4

Is a job card the same as an invoice?

Accepted Answer

No. A job card records the work done, the parts used and the time on site, and the client signs it to confirm those facts. An invoice is the request for payment, and in South Africa a tax invoice must carry specific wording and details set by SARS: the words "Tax Invoice", the supplier's VAT number, a serial number and date, a description and the VAT amount, plus the recipient's details on a full tax invoice above R5,000. This template deliberately prints "This job card is not a tax invoice" in its footer so it is never mistaken for one. When the work is billed, the free invoice generator on this site applies the tax invoice wording and checks that the required details are present.

Question 5

Do I need software instead of a paper or PDF job card?

Accepted Answer

Not at first. A sole trader doing a few jobs a day can run on this template, a folder of PDFs and a diary. The reasons businesses move to job card software are the things a PDF cannot do: create the card from the schedule so nothing is retyped, attach photos taken on the phone, capture the client's signature on the screen, keep working when the signal drops and sync later, turn the finished card into a quote or a VAT invoice with a payment link, and keep every card against the client so the history is searchable. Omni Field does those on a free plan for two users and 300 jobs a month, with paid plans priced in Rand and VAT included on the pricing page, so the template is a fair place to start and the product is there when the folder gets too big.

Free Job Card Template

Job

Your business

Client and site

Tasks

Parts and materials (optional, prices VAT inclusive)

Time on site and labour (optional)

Job card template questions

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