Contractors & maintenance pros

The paperwork a job generates, in the order it happens

Win it, dispatch it, prove it, bill it. Every document numbered, printable and free — and each one hands off to the next so nothing is typed twice.

Start here

• Money and follow-upsWhat you are owed, what nobody has answered, and which jobs are still running.

Everything else for contractors & maintenance pros

• Purchase Order GeneratorWhat was ordered, at what price, with a spending cap — on one page.
• Vendor Bill TrackerEvery bill you entered, soonest due first, with what it was for.
• Expense & Receipt LogWhat was spent, where, by whom and on which job.
• Customer Account StatementEvery invoice and payment for one customer, in date order, with the difference.
• Work Log MakerPhoto-documented proof of work, from your phone.
• Contractor Daily Site ReportThe work, the hours and the photos — plus crew, weather, delays and visitors.
• Maintenance Request FormThe request, triaged, and the work order it becomes.
• Vendor & Service LogEvery visit, building and machine — and whether their insurance is current.
• Construction Change Order FormWhat the contract is worth now — not what you bid.
• Progress Billing & Payment ApplicationSchedule of values in, payment application out.
• Commercial Snow Removal Contract GeneratorA balanced snow contract — trigger depth, response window, who carries what.
• Commercial Landscaping & Grounds Maintenance ContractA balanced grounds contract — scope, season, and what needs approval first.
• Punch List & CloseoutThe list standing between you and your retainage.
• Job Profitability & Cost CalculatorDid this job make money? The answer, and where it went.
• Contractor Bid Comparison SheetWhich bid is actually cheapest once the scopes match.
• Toolbox Talk & Safety Meeting LogFive minutes, one hazard, everyone signs — and something changes.
• Job Hazard Analysis BuilderSteps, hazards, controls and PPE on one printable sheet.
• OSHA 300 Log & 300A Annual SummaryIs it recordable? Then the log, then the 300A you post.
• Fire Extinguisher Monthly Inspection LogEvery unit walked, every finding written down, dated for the file.
• Emergency Lighting & Exit Sign Test LogEvery fixture tested, and the duration you actually held.
• Eyewash Station & Emergency Shower Inspection LogEvery station activated, checked and dated.
• Smoke Detector & Fire Alarm Test LogEvery device, where it is, and what happened when you tested it.
• Backflow Preventer Test LogEvery test reading against the assembly it was taken on, with the tester and the gauge.
• Grease Trap & Interceptor Cleaning LogWhat was opened, pumped and cleaned, per unit, with the hauler ticket.
• Roof Inspection LogYour roof areas, the same eleven questions, one dated sheet per walk.
• Vehicle Mileage & Fuel LogOdometer and fuel per vehicle, with the driver and the trip, on a dated sheet.
• Daily Manpower & Equipment LogWho was on site, what plant was there, and what held the job up.
• Concrete Pour RecordEvery ticket, quantity and measurement, recorded exactly as taken.
• Material Delivery LogWhat came, from whom, in what condition, and who took it in.
• RFI RegisterEvery question asked, who owes the answer, and what came back.
• Submittal LogWhat was sent, who has it, and what came back.
• Subcontractor Scope ChecklistWhat each package includes, item by item, and where each one stands.
• Project Decision LogWhat was decided, by whom — and the reasoning nobody remembers later.
• Hours LogWho worked, when, for how long, on which job.
• Employee Onboarding ChecklistFirst-day and first-week tasks, owned by name, with dates.
• Employee Weekly TimesheetA week of hours per person, totaled, with a line to sign.
• Daily Attendance LogWho was in and when, with no reasons and no points.
• Time Off Request LogWho asked for what days, what was decided, and who is covering.
• Staff Away CalendarWho is away over a period, and who is picking the work up.
• Weekly Staff RosterWho is working, in what role, on which days and at what times.
• Shift Handover LogWhat the next shift needs to know, and where each item stands.
• One-to-One Meeting LogWhat was discussed and agreed, conversation by conversation.
• Performance Review RecordWhat was reviewed, what was observed, and what you both agreed.
• Performance Improvement PlanObjectives, how you will both know, and the support behind it.
• Disciplinary Conversation RecordWhat happened, what was expected, what they said, and what happens next.
• Exit Interview RecordWhat you asked and what they said, in their words.
• Training Completion RecordAn internal record that a session took place. Not a certificate.
• Competency Observation RecordWhat was observed, by whom, and what they saw.
• Technician Credential TrackerThe cards each person holds and the dates written on them.
• Employee Injury ReportWhat happened, where, who was there and what was done.
• Modified Duty Assignment RecordThe duties and the dates. It never records why.
• Workplace Grievance LogThat it was raised, that it was dealt with, and where the file is.
• Employee Emergency Contact RecordWho to call and on what number. Nothing medical, ever.
• Employment Verification LetterDates and position, confirmed in writing. Deliberately nothing else.
• Pay Rate Change LogWhat changed, who agreed it and from what date — with no figure in it.
• Workplace Suggestion LogIdeas raised, and what was actually done about each.
• Employee Referral LogWho referred whom, for what role, and where it got to.
• Volunteer Hours LogWho volunteered, when, on what, and for how long.
• Succession & Cover MatrixWho holds each position, who covers it, and where the gaps are.
• Staffing Plan RegisterThe roles you intend to have and by when. It names nobody.
• Employee Offboarding ChecklistEquipment back, access off, handovers done — each with a name against it.
• PPE & Equipment Issue RegisterWhat was issued, to whom, when — and whether it came back.
• Training Matrix by RoleWhich training each person needs, and where each of them has got to.
• Candidate Pipeline TrackerEveryone you are considering, and their stage — without a spreadsheet nobody trusts.
• Interview ScorecardRatings with the evidence beside them — and no number pretending to be a decision.
• Job Requisition TrackerWhich positions somebody asked for, and where each request has got to.
• Offer Letter BuilderA clean, consistent offer letter draft — yours to review before it goes.
• 30/60/90 Day PlanWhat a new starter will have done by thirty, sixty and ninety days — and how it went.
• Policy Acknowledgment TrackerWhich policy, which version, who was asked, and who said they had read it.
• Employee Document ChecklistWhich documents are on file for somebody, where they are kept, and what is missing.
• Employee Role Change ChecklistAccess, equipment, systems and who to tell when somebody changes role.
• Job Description BuilderA clean, printable description of the role — in words you wrote.
• Hiring Process ChecklistThe steps you follow to fill a position, owned and dated.
• Hiring Manager Intake FormWhat the role actually needs, agreed with the manager before you start looking.
• Interview Question BuilderOne question set, agreed before you meet anybody, printed for the panel.
• Interview Schedule PlannerEvery interview session for a candidate: when, who, and whether it happened.
• Candidate Communication LogEvery time you contacted somebody about a role, and what came back.
• Project Status ReportOne period, one project, written by a person who put their name to it.
• Project Issue LogWhat is affecting the project now, who owns it, and how it was resolved.
• Project Risk RegisterWhat might go wrong, who carries it, and what you are doing about it.
• Change Request LogWhat somebody asked to change, who decides, and what they said.
• Budget Request LogWhat has been asked for against a project, and what was decided.
• Purchase Requisition FormA clean request — items, quantities and unit prices — for whoever approves it.
• Purchase Order LogOrders placed, what they were for, and what has actually turned up.
• Expense Reimbursement FormA legible claim — date, what for, amount, receipt held — for whoever approves it.
• Expense Approval RegisterClaims waiting on a decision, who owes the answer, and what they decided.
• Invoice Approval RegisterWhich bills somebody has signed off, and which are still sitting there.
• Meeting Minutes & Action ItemsMinutes, and actions that go somewhere real instead of into a second list.
• Fire Door Assembly Inspection LogEvery door, every failed item named, dated for the file.
• First Aid Kit Inspection LogEvery kit inspected, counted, and a restock list to take to the cupboard.
• Boiler LogOne chronological monthly log per boiler, printed for the file.
• Pool & Spa Water Test LogEvery reading, per body of water, on a printable monthly log.
• EPA Lead-Safe (RRP) Rule CheckerDoes the lead rule apply to this job? A straight answer.
• Vendor Certificate of Insurance TrackerWhich vendor certificates have lapsed — and the chase letter written.
• Equipment Warranty TrackerWhat is still in term, against the equipment it belongs to.
• Maintenance Parts InventoryA count that is added up from what moved, not typed over.
• License, Permit & Certificate TrackerEvery license, permit and certificate in one list, soonest first.
• Emergency Utility Shutoff RegisterWhere it is, which one it is, and who to call — on one printed page.
• Legionella Water Management Plan BuilderYour building's own program — systems, diagram, controls and review — ready to print.
• Preventive Maintenance Checklist GeneratorA facility-specific preventive-maintenance checklist.
• Hot Work Permit Form & Fire Watch LogThe form your authorized person signs — checks, window, fire watch, closeout.
• Facility Compliance Log BookThe log sheets your systems require, at the right frequency.
• Property Inspection & Walkthrough ReportRun a walkthrough, get a scored condition report.
• Property Condition Assessment (PCA) ReportImmediate repairs and the replacement reserve, from one walk-through.
• Service Call ReportReported, found, done, fitted — signed at the customer's door.
• Customer Site Visit LogWho went, when, what was looked at and what was agreed.
• Technician Daily Work LogEvery job one technician got through, with what is left on each.
• Parts & Materials Usage LogWhat went into the job, line by line, against the job it went into.
• Service Follow-Up TrackerThe part on order, the return trip, the quote that never came.
• Boiler Service Visit LogEvery engineer's visit on the boiler it happened to.
• Water Heater Service LogFlushes, anodes, valves and repairs against the heater they happened to.
• Pump Lubrication LogWhat was greased, with what, and how the bearings were found.
• Drain & Sewer Maintenance LogWhat was cleared, where, and what the line was blocked with.
• Equipment Cleaning LogWhat was cleaned, how it was found, and what could not be reached.
• Cooling Equipment Inspection LogTen honest questions per unit, one dated sheet per walk.
• Landscaping Service LogEvery crew visit, what they did, and what they noticed.
• Snow & Ice Response LogWho attended, when they arrived and left, and what they treated.
• Grounds Maintenance LogLots, walks, fences and lighting — done and found on one entry.
• Plumbing Fixture Inspection LogFlow, drainage, leaks and condition — fixture by fixture.
• Preconstruction Readiness ChecklistEverything you want in hand before day one, and who it is sitting with.
• Construction Site Mobilization ChecklistFencing, power, water, trailer and access — what is in place and who is bringing the rest.
• Long-Lead Procurement TrackerThe four items whose delivery date sets the finish, and what the supplier last said.
• Construction Material Takeoff WorksheetQuantities measured off a named drawing set, with a line cost only if you have one.
• Two-Week Lookahead PlannerThe next ten working days on one page, with what each activity is waiting on.
• Trade Coordination & Clash LogThe clashes and hand-offs between trades, with a name and a date until each is closed.
• Field & Site Instruction LogWho gave the instruction, to whom, when, what was said, and what happened.
• Construction Inspection Request LogWhen you asked, who you asked, the reference they gave you, and what you were told.
• Construction Equipment Inspection RecordEach machine on site with its meter reading and what the person who looked at it found.
• Construction Labor Productivity RecordHours and quantity installed, with hours per unit worked out from your own two numbers.
• Construction Nonconformance (NCR) LogWhat was found, who it sits with, what was agreed, and whether it is closed.
• Construction Safety Observation LogWhat was seen on site, where, and what was done about it — conditions, not people.
• Excavation & Trench Inspection RecordDepth, protection, access and water — what somebody saw, on a date, with a name on it.
• Construction Schedule Delay LogWhat stopped, who was standing, when it started and ended, and what came of it.
• Construction Weather Delay LogConditions you observed, the activity they stopped, and the hours you count as lost.
• Concrete Pre-Pour ChecklistThe walk before the trucks, written down with a name against each check.
• Waterproofing Installation Inspection LogStage by stage, what was seen before the work disappeared under everything else.
• Construction Temporary Protection LogWhat was covered, when it came off, and the condition of the finish underneath.
• Construction Commissioning TrackerWhich of three hundred steps across six contractors are actually done.
• Construction Final Cleaning ChecklistArea by area, who cleaned it, who checked it, and what has to be done again.
• Construction Project Closeout ChecklistEverything still owed at the end, who owes it, and what has actually arrived.
• As-Built Drawing RegisterWhich sheets have been marked up, by whom, and which are still with a subcontractor.
• Operation & Maintenance Manual TrackerWhich manuals are owed, which arrived, and what has to come back.
• Owner Handover Training LogWhat was demonstrated, by whom, to whom, and on what date.
• Construction Project Warranty RegisterWhat was handed over, what the paperwork says, and who to call.
• Markup & Margin CalculatorYour cost and your price, with the markup AND the margin worked out.
• Break-Even CalculatorFixed costs over the contribution each sale makes — and what that takes.
• Labor Rate & Burden CalculatorA base wage plus the burden percentage you entered — your true hourly cost.
• Settlement Discount & Payment Terms CalculatorWhat a settlement discount comes to in money, and what would be paid.
• Vehicle Cost Per Mile CalculatorYour vehicle costs over your miles, carried to thousandths of a cent.
• Lease Against Buy Cash ComparisonTwo columns of cash, added up, and the difference between them.
• Credit Reference Request LogWho you asked, when, and whether anything came back.
• Collections Contact LogWho you spoke to about an overdue account, when, and what was said.
• Payment Plan Record & TrackerInstallments and payments against a plan, with the balance in exact cents.
• Customer Credit Review LogWhen an account was reviewed, by whom, and what you decided.
• Invoice Dispute LogWhat is disputed, what each side says, and how it ended.
• Petty Cash Log & ReconciliationWhat went in, what came out, and the balance in exact cents.
• Cash Deposit Preparation SheetNotes, coin and checks listed and totaled, with a second signature.
• Purchasing Card (P-Card) Transaction LogEvery card purchase written down, so a statement can be checked.
• Fuel Card Transaction ReconciliationEvery fill written down against the card it went on.
• Month-End Close ChecklistYour own close tasks, with an owner, a date and a status.
• W-9 Request & Follow-Up LogWho you asked for a W-9, when, and whether it arrived.
• 1099 Vendor Working RegisterThe vendors you are considering, with a status you mark.
• New Vendor Onboarding ChecklistYour own steps for taking on a supplier, with an owner and a status.
• Utility Account RegisterEvery utility account at a property, on one page.
• Budget Against Actual WorksheetBudget, actual and the variance — with nothing judged for you.
• Schedule of Values BuilderEvery line, its percentage complete, its balance — and whether it foots.
• Retainage Held TrackerWhat is held back across your contracts, work and stored materials apart.
• Accounts Receivable Aging ReportYour unpaid invoices, aged, grouped and totaled as of a date you pick.
• Vendor Spend ReportEvery bill, receipt and card transaction, grouped and totaled.
• Technician Route SheetA day's stops, in your order, on one page they can carry.
• Callback TrackerThe return visits on a job, in one place.
• Fleet PM ScheduleThe services you decided each vehicle needs, and when they are due.
• Driver Vehicle Inspection Record (DVIR)The vehicle, the day, and what the driver found.
• Service Plan Renewal RegisterWhich plans you sold, and which one is about to run out.
• Price Book WorksheetYour own tasks, times, costs and prices, in one list you keep.
• Van Stock CountWhat is on the van, counted from what went on and what came off.
• Bank Reconciliation WorksheetLine by line against the statement in your hand, with the difference shown.
• Project Budget WorksheetThe budget you set against what has been committed and spent, line by line.
• Customer Deposit RegisterDeposits taken against work, and what is still unapplied.
• Supplier Price List RegisterWhat each supplier quoted you, when, and how long it stands.
• Goods Received & PO Receipt LogWhat arrived against the order, counted, with shortages noted.
• Quote Follow-Up LogQuotes you sent, when to chase, and what the customer said.
• Write-Off & Credit Approval LogWhat was written off or credited, by whom, and why.
• 13-Week Cash Flow ForecastExpected money in and out, week by week, with the running position.
• Supplier Statement ReconciliationTheir statement against your bills, with the difference shown.
• Recurring Billing ScheduleWhich customers are billed on a cycle, how much, and what is next.
• Property Inspection ScheduleYour own program of inspections, with what actually happened against it.
• Property Handover ChecklistYour own tasks when a whole property changes managing agent.
• Subcontractor Prequalification LogWhat you asked each subcontractor for, and what actually arrived.
• Site Induction RegisterWho was inducted, when, and what the person giving it says was covered.
• Permit to Work IndexAn index of the permits issued under your own system, and where each one stands.
• Temporary Works RegisterWhat is in place, who is responsible, and what checks were recorded.
• Concrete Test Result LogWhat the laboratory returned, placement by placement, at each age.
• Soil Compaction Test LogThe percentage reported at each location, with the reference beside it.
• Survey & Setting-Out RecordThe points, the values you set out, and what the check read.
• Scaffold Inspection LogWhat was observed at each scaffold, and what the tag said.
• Fall Protection Equipment Inspection LogWhat each item looked like, and what you took out of service.
• Lifting Equipment & Rigging Inspection LogWhat was found on each sling, shackle or hoist, and what came out of use.
• Instrument & Tool Calibration LogWhen it was done, against what reference, and by whom.
• Utility Locate & Response LogThe ticket, who responded, and what was actually marked on the ground.
• Site Waste Transfer LogEach load, the carrier, where they said it went, and the docket number.
• Dewatering & Discharge LogPump hours, volume, what treatment was used, and where it went.
• Erosion & Sediment Control Inspection LogWhat each silt fence, trap or inlet looked like on the day.
• Noise & Vibration Monitoring LogThe readings, where and when, with the instrument and what was going on.
• Temporary Power & Site Supply LogEach supply, what it serves, what you observed and what was done.
• Site Welfare Facilities CheckWhat state the toilets, washing and rest facilities were in.
• Equipment Hire RegisterWhat is on hire, from whom, and between which dates.
• Job Cost Code BreakdownCommitted and actual against each of your codes, with both columns summed.
• Toolbox Talk ScheduleThe topics you chose, the dates you set, and what happened on each.
• Agency & Labor Supply RegisterWho supplies what, on what terms, and who owns the relationship.
• Apprentice & Trainee Progress LogWhat they were seen doing, over time, and who signed each element off.
• Appliance Repair Job SheetWhat was reported, what you found, what you fitted — on one page.
• Pool Service Route LogEach stop on the route: when you arrived, what you tested, what you added.
• Chimney & Flue Inspection ReportComponent by component: what you saw, and how you looked at it.
• Septic System Inspection & Pump-Out LogWhat was inspected, what was measured, what was pumped and by whom.
• Water Quality Sampling LogWhere a sample was taken, when, by whom, and what came back.
• Duct Airflow & Leakage Test RecordThe figures the instrument reported, against the points they came from.
• Static Pressure WorksheetThe pressures you measured, where you measured them, and their sum.
• Equipment Startup & Commissioning RecordThe readings and settings when the machine first went into service.
• Gas Appliance Service RecordWhat was serviced, what the readings were, what was observed.
• Warranty Claim LogWhat you claimed for, who it is with, and what came back.
• Customer Work Acceptance RecordWhat was done, what was shown, and what is still outstanding.
• Response & Resolution Time LogWhen the call came in, when you got there, when it was done.
• On-Call Rota SheetWho is on call when, and how to reach them — on one printed page.
• Customer Equipment RegisterWhat you look after at a customer's site, before somebody climbs the ladder.
• Vehicle Defect & Repair LogWhat was reported, who has it, and what was done about it.

Everything here is free and needs no account. Where a tool states a legal requirement it shows the rule and the date we last checked it — and where we have not confirmed something, it says so rather than filling the gap. All 407 tools · Other ways in: Assisted living · Landlords & property managers