Facilities Work Order System

Streamline Facilities Maintenance with a Professional Work Order System

Managing maintenance requests shouldn't mean juggling emails, paper forms, and phone calls. This Facilities Work Order System template gives property managers, facilities teams, and building operations professionals a centralized, mobile-friendly solution for tracking maintenance requests from submission through completion.

Built for Real-World Facilities Management

Whether you're managing a commercial office building, residential complex, educational campus, or industrial facility, this work order template captures everything your team needs: detailed issue descriptions, priority classification, location tracking, preferred scheduling, and photo documentation. The built-in priority matrix helps you categorize requests by urgency and impact, ensuring critical issues get immediate attention while routine maintenance stays organized.

Paperform's conditional logic means the form adapts based on request type and priority level—high-priority emergencies can trigger different notification workflows than routine requests, and specific maintenance categories can prompt relevant follow-up questions. You can even route work orders to different technicians or departments based on the issue type.

Automate Your Maintenance Workflow with Stepper

Once a work order is submitted through Paperform, you can use Stepper to automate your entire maintenance workflow. Set up rules to automatically assign technicians based on specialty and availability, send SMS or email notifications to residents, update your facility management software, create calendar events for scheduled work, and trigger follow-up surveys once work is completed. Stepper keeps your entire team in sync without manual coordination.

Mobile-Ready for Field Technicians

Your maintenance team works on the move, and this template works with them. Technicians can access work orders on any device, upload completion photos from their phones, add notes in real-time, and capture digital signatures for sign-off—all without paperwork or returning to the office. Paperform's mobile-optimized design ensures your team can log updates whether they're in a mechanical room, on a roof, or anywhere on your property.

Who This Template Is For

This facilities work order system is ideal for:

• Property managers handling maintenance requests across residential or commercial buildings
• Facilities managers coordinating repairs and preventive maintenance programs
• Operations teams in schools, hospitals, manufacturing facilities, and office complexes
• Building maintenance companies serving multiple properties or clients
• HOA boards managing community maintenance and repairs

Trusted by facilities teams worldwide, this template integrates seamlessly with your existing tools through Paperform's native integrations with Google Sheets, Airtable, Slack, and hundreds of other platforms via Stepper. You'll maintain complete records, track SLA compliance, and keep residents informed—all from one streamlined system.

Start managing maintenance requests professionally with Paperform's Facilities Work Order System template today.