What should a trade job sheet include?

What goes on the sheet

Everything below is a workflow recommendation, not a legal form. Put on the sheet only what the crew needs on site and the office needs to invoice: where the job is and how to get in, who to call, what was agreed and what was not, what materials went on and who worked how long, what the finished work looks like and what is still open.

Keep private details out. Refer to a key safe or gate code by where it is recorded, not the code itself.

Sources[1]

Job sheet you can copy

Replace every square bracket. Delete sections you do not need.

JOB SHEET
Job number: [J-0000]   Date: [DD/MM/YYYY]
Crew: [names]   Supervisor: [name]

SITE
Address: [ ]
Access and parking: [how to get in, where to park, hazards at the entry]
Site contact: [name, phone]
Customer contact: [name, phone]

AGREED SCOPE
Quote or contract reference: [ ]
Work to be done: [ ]
Not included: [ ]
Approved variations: [number and short description]

MATERIALS
Item | Qty planned | Qty used | Supplied by | Notes
[ ] | [ ] | [ ] | [ ] | [ ]

HOURS
Name | Start | Finish | Breaks | Total hours | Task
[ ] | [ ] | [ ] | [ ] | [ ] | [ ]

SAFETY
SWMS or JSA reference: [ ]   Pre-start done by: [name]
Incidents or near misses: [ ]

PHOTOS
Before taken: [yes/no]   During taken: [yes/no]   After taken: [yes/no]

COMPLETION
Work finished: [yes/no]   Customer shown the work: [yes/no]
Customer sign-off: [name, date]

UNRESOLVED WORK
Item | Reason | Who | Date to return
[ ] | [ ] | [ ] | [DD/MM/YYYY]

OFFICE USE
Variation approvals attached: [yes/no]   Supplier invoices matched: [yes/no]   Ready to invoice: [yes/no]

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Keeping it as a record

Business.gov.au says you must keep records of income and sales, business expenses including cash purchases, and employee and contractor records. It says most business records are kept for 5 years, and that the ATO accepts electronic images of paper records if they are a true and clear reproduction of the original. Other record types may need to be kept longer; use the applicable retention rule.

A job sheet is your own tool, but the hours and materials on it can help you check invoices, supplier bills and wage or contractor records. Photograph or scan paper sheets the same day and store them somewhere backed up.

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Common questions

What does a job sheet include?

Commonly the site and job number, agreed scope, contacts, materials and hours used, photos, completion sign-off and any unresolved work. No format is prescribed in the business.gov.au record-keeping guidance, so adapt the template above to your crew.[1]