Download the free repair order spreadsheet
Choose the formatted XLSX when you want filters, status dropdowns, date checks and overdue highlighting. Choose the plain CSV when you need the smallest portable import file. Both include one clearly marked example row; delete it before adding customer data.
Keep the working file private. A one-time CSV or XLSX import does not make the file public. For ongoing synchronization, connect your Google account and select the restricted Sheet you intend to use.
Download the formatted Excel tracker (XLSX)Download the free repair order CSVPrint a one-job repair order form (PDF)
Use the one-page form when a spreadsheet row is not practical at the counter. It includes the repair reference, customer contact, item and serial, reported issue, drop-off condition, estimate approval, expected date, pickup signature and a matching tear-off reference stub.
Download PDF (Letter)Download PDF (A4)Use one column for one decision
Do not combine the reported fault, diagnosis and customer update in one notes cell. Those fields change at different times and belong to different audiences. Keep internal notes separate from anything copied into an email, SMS or customer status page.
| Column | Why it belongs | Example |
|---|---|---|
| Repair reference | Identifies this visit | RP-1001 |
| Customer name and contact | Supports the chosen update channel | Alex Morgan |
| Item | Identifies what is on the bench | Blue commuter bicycle |
| Reported issue | Preserves the customer's description | Rear brake rubbing |
| Status | Shows the current workflow stage | Awaiting approval |
| Customer update | Explains the next useful fact | Estimate ready for review |
| Internal note | Keeps shop-only context separate | Check rotor stock |
| Estimate | Records the current proposed amount | 145.00 |
| Expected completion | Sets a defensible target | 2026-10-02 |
Turn the sheet into a repair workflow
Choose a short status list before staff begin typing variations. Received, Diagnosis, Awaiting approval, Waiting for parts, In progress, Testing, Ready for pickup and Completed cover many small-shop queues. Use validation in Excel or Google Sheets to keep those labels consistent.
Review the queue at the same time each day. Look for old target dates, repairs waiting too long for approval and finished work without a successful pickup message. The template can remain a manual system or become the source for a one-time BenchPing import.
Set up a Google Sheets repair trackerPrepare the template in ExcelKnow when a spreadsheet has reached its limit
A spreadsheet is often enough while one person owns the queue and customer updates are occasional. It becomes harder to manage when staff overwrite each other, customers need live status links, estimates need recorded decisions or the shop cannot tell whether an email or text was delivered.
BenchPing can import the template, keep customer and internal notes separate, provide a private tracking page and record delivery results. It is intentionally not a full POS, warehouse-management or accounting system, so the shop can keep specialized tools for those jobs.
Compare repair tracking software with a full POSFind more free repair shop templates
Use the template library for printable intake forms, claim-check tags, estimates and workshop checklists.
Browse more free repair shop templatesCommon questions
Can I open the repair order template in Google Sheets?
Yes. Import the CSV into a private Google Sheet, confirm dates and currency formats, then remove the example row before entering customer information.
Does the template calculate invoices or taxes?
No. It is a repair queue and communication template, not an invoice or accounting workbook. Keep tax, payment and bookkeeping calculations in the system responsible for them.
Can I import this repair order template into BenchPing?
Yes. The columns are designed to be easy to map during CSV import. Review the mapping and test with contact details you control before importing a live queue.
Is a repair order the same as a work order?
Many shops use the terms interchangeably. This template records one repair job per row from intake to pickup.
How do I add or rename a status?
In Excel, use Data, Data Validation, then edit the Source. In Google Sheets, use Data, Data validation, then edit the dropdown rule. Keep the list short and update every existing row that uses the old name.
Can I use the template in my business?
Yes. It is free to use, edit and print in your shop.