Download the job sheet
One A4 page for one visit: the job, the times you were there, what you did, the parts and hours, what's still to do, and the customer's signature. Free, no signup, yours to change.
- PDF to print: keep a pad in the van and fill it in by hand on the job.
- Word (.docx): put your business name and number in once, then print or fill in a copy for each job.
- Excel (.xlsx): the materials and labour lines add themselves up, with a VAT rate cell (0% unless you're VAT registered).
What a job sheet is for
A job sheet is the record of one visit. It isn't a quote (the price before the work) or an invoice (the bill after it): it's what happened in between, written down on the day while you still remember it.
- The invoice is easy. The parts, the hours and anything extra are already on the sheet, so the invoice is a copy, not a memory test.
- A dispute is short. "You were only here an hour" ends when the sheet shows the times and the customer's signature.
- The next visit starts right. What's still to do, the part on order, the boiler model, the code for the side gate: it's on the sheet, not in your head.
- Someone else can pick it up. If a mate or a subbie does the follow-up, the sheet tells them what was done.
How to fill it in
- Job number and date. Use the same number on the quote and the invoice, so the three papers match.
- Arrived and left. The real times, not the booked ones. On day-rate or hourly work this is what you charge from.
- Work done. What you found and what you did, in plain words the customer will understand: "Replaced leaking valve on the kitchen radiator, bled the system, checked pressure".
- Materials and labour. One line per part, with how many and the price. Labour goes on its own line as hours times your rate.
- Paid on the day. Anything the customer paid there and then, by cash, card or transfer, so the invoice only asks for what's left.
- Still to do. Anything left for another visit, and why: waiting for a part, needs another trade, customer to decide.
- Customer sign-off. Ask them to look over the sheet and sign it before you leave. If they won't, write that down too.
Keep the sheets with your invoices. GOV.UK says self-employed people must keep business records for at least 5 years after the 31 January submission deadline of the tax year they're for, and a job sheet backs up the invoice it led to.
Quote, job sheet, invoice, receipt
| Paper | When | What it says |
|---|---|---|
| Quote | Before the work | What you'll do and the price |
| Job sheet | On the day | What you did, the parts, the hours, the sign-off |
| Invoice | When the work's done | What the customer owes and how to pay |
| Receipt | When they've paid | That the money arrived |
Not sure whether you gave a quote or an estimate? The quote or estimate guide covers the difference.
Jobs on your phone instead
If the paper keeps ending up in the footwell, Knockround keeps each job on your phone: the day's list in order with the address and your notes, and a board that moves each job from enquiry to quote sent, booked, done and paid. When you mark a job done, it asks what it came to and how the customer paid, or sends the invoice there and then, with a Pay button for Apple Pay, Google Pay or card.
It doesn't take a signature on the screen, so keep the printed sheet for jobs where you want one. Try it on the plumbing demo with made-up customers. It's free for 7 days with no card needed, then £19.99 a month.
Written by the Knockround team, 29 October 2026. Record-keeping rule checked on GOV.UK the same day.