Plumbing Scope of Work Template: Free PDF Download

In this post, we share a plumbing scope of work template including all of the fields that plumbers and customer service reps need to document the details of a plumbing job (available as a free download below). 

However, while a template can provide structure for collecting job details and customer information, it can’t address the operational and workflow-related issues involved in creating, managing, and sharing scope of work documents among staff and with customers. 

For example:

1. Workflow inefficiencies: Printed forms or static PDF templates lack integration to the apps that plumbing businesses use to run their operations (e.g. CRM, scheduling and dispatching apps, estimating and invoice apps, etc.). This requires CSRs and techs to repetitively enter the same customer and job details throughout the course of a job—i.e. from the estimate, to the scope of work, to the invoice, etc.

2. Errors from manual data entry: As CSRs and techs enter job information from scope of work documents to other apps and tools, errors and inconsistencies in data tend to occur frequently.

3. Lackluster customer experiences: Handwritten documents like scope of work docs, quotes, and invoices aren’t easy to share with customers in the ways they’ve come to expect (e.g. via text, email, etc.). These documents don’t frequently look professional, particularly compared to competitors who provide digital quotes and invoices that modern customers expect.

To solve these and other issues, many plumbing businesses are using plumbing contractor software (sometimes referred to as field service management software). 

These end-to-end software solutions automatically integrate scope of work management with invoicing, estimating, and other essential business processes, enabling subcontractors and plumbing businesses to become dramatically more efficient and profitable.     

So, in addition to sharing our free template below, we’ll also provide a detailed walk-through of how ServiceTitan plumbing software streamlines the process of generating and managing scope of work documents, and integrates these into the other workflows of running a plumbing business.

Want to see how ServiceTitan works to streamline your plumbing business operations? Schedule a call to get a free, live, one-on-one walk-through of the features we describe throughout this article.

What Our Plumbing Scope of Work Template Includes (and How to Download It)

The first page of our template has fields for all the information that techs and office staff need, including:

• Company name and contact information

• Customer information (business or homeowner)

• Materials needed for the job (qty, item, unit, amount)

• Detailed job description 

• Labor hours and rate

• Options to note if it’s a warranty or regular maintenance job

• Recommendations and additional information (e.g. needs related to building codes and ordinances)

The second page contains fields for:

• Customer and payment information (including credit card info)

• Collecting signatures

• Warranty details (if applicable)

• Terms and conditions of the plumbing contract

Using this template can provide your staff with structure and consistency when defining the scope of work for a job, helping to ensure that all key details are documented. But as we mentioned above, particularly as you scale your business, using this sort of static template can cause: 

• Workflow inefficiencies

• Errors in manual data entry

• Poor customer experiences

In the next section, we’ll describe how ServiceTitan solves these issues by integrating scope of work documents seamlessly into your business processes.

Note: You may also be interested in our free plumbing inspection checklist—a 65-point checklist for performing a thorough inspection of a residential plumbing system (including faucets, drainage systems, plumbing fixtures, water supply lines, water service meters, and more). Visit our plumbing templates hub for the entire suite of free templates, including our plumbing maintenance contract template and more.

How ServiceTitan Integrates Scope of Work Documents Into Plumbing Business Workflows

Ensuring that scope of work documents are thorough, accurate, and easily shareable between field and office staff is fundamental to plumbing business operations because every subsequent step of delivering plumbing services is informed by these documents, including:

• Scheduling and Dispatching: Ensuring that dispatchers have the initial information they need to get the right plumbing technicians to the right jobs, and for techs to be fully informed when they show up to a business or residence.  

• Creating Estimates and Proposals: Ensuring that estimates and proposals reflect the appropriate solutions (repairs, replacements, etc.) and customer information.  

• Creating Invoices and Processing Payments: Ensuring that invoices and payment information reflect the same job and customer information that were documented in the initial scope of work and estimate. 

Below, we’ll take a detailed look at how ServiceTitan optimizes these workflows by linking each of these steps together in one platform. 

Outlining the Scope of Work: A Guided Workflow to Capture Initial Job Details

When calls come in, ServiceTitan’s intuitive Call Booking workflow guides CSRs through the process of collecting all necessary customer information, and auto-fills this information into an initial scope of work or work order.

If the caller is already a customer, CSRs can easily access their complete job history, property data, and any associated warranty or membership information. There’s no need to go digging through paper files or CRMs to find the information they need—the information is provided to them in real-time.

CSRs are prompted to complete drop-down menus and text boxes that populate the job overview fields, including:

• Job type 

• Job priority 

• Job summary 

• Additional details, such as security gate codes, notification of pets on premises, etc.

This workflow ensures that CSRs capture all of the key information so that dispatchers and plumbing techs can be as prepared as possible as the job progresses.

Techs can access this job information via an intuitive dashboard on their mobile device.

Once this information is entered into the system, it doesn’t need to be reentered repetitively throughout the job. These details can be entered once and then built upon as more information about the job is collected. For example, once a plumber assesses the situation at the job site, they can add notes, images, videos, and/or additional details to build out the scope of work further. 

For maximum efficiency, this information is automatically transferred into the subsequent documents needed to complete the job, such as estimates and invoices. 

Leverage Intuitive Scheduling and Dispatching Features to Get the Right Plumbers to the Right Jobs

Once the specific job type and priority have been defined, ServiceTitan displays scheduling options directly from the call booking screen. When the customer agrees to an available date and time slot, the CSR can select an available technician within an arrival window time and book the job.

There’s no need to put customers on hold to check white board schedules, or call technicians or dispatchers to ask questions and confirm technician availabilities. This information is all right at CSRs’ fingertips.

Additionally, our scheduling software includes:

• Call recordings that allow dispatchers and techs to reference the original service call when they need clarification about job details.

• Adjustable Capacity Planning, which ensures that only appointments that meet your capacity goals and strategy are available at any given time (and also prevents overbooking).

• A user-friendly website widget that allows customers to book their own appointments online without ever talking to a CSR. (It still collects all the necessary job details that a CSR would on a call.)

• Automated Job Confirmations that send appointment confirmation requests to the customer according to their preference (text or email), and then automatically changes scheduled appointments to confirmations on the dispatch board.

Once a job is booked and scheduled, it’s viewable directly through the dispatch board, where dispatchers can access all of the same information and functionality discussed above. 

ServiceTitan’s easy-to-use dispatch board allows dispatchers to perform most of their tasks without having to leave the board. This includes being able to easily see which jobs are unassigned, unconfirmed, dispatched, working, paused, and more. 

Additional Dispatch features include:

• Drag-and-drop functionality that allows dispatchers to easily assign or reassign a tech; confirm or reschedule a job; view property data; and more. 

• An Activity Feed that allows dispatchers to see real-time job activity (e.g., Arrived, Paused, Complete) and to direct-message and communicate with techs (individually or en masse). 

• Alerts that notify the dispatcher of unusual activity or problems that need to be addressed.

• GPS tracking that allows dispatchers (and clients when this notification option is enabled) to track techs’ locations as they’re on their way to jobs.

• Schedule Optimization and Optimize Technician Route options that help dispatchers coordinate appointments with techs in an efficient way, including identifying jobs in locations where a tech is already working.

Combined, this suite of scheduling and dispatching features allows you to plan and execute plumbing jobs with far greater agility and confidence than traditional methods. 

Create Estimates and Proposals That Increase Average Ticket Prices

Once a plumber has fleshed out the scope of work for a job, ServiceTitan’s mobile app enables them to create professional-quality proposals—built directly from our integrated pricebook functionality—and then present them to customers via their tablet. 

Techs can utilize customizable estimate templates for increased efficiency, or build estimates from scratch by simply selecting items from their pricebook. This allows them to quickly create line-item, flat-rate, or Good Better Best proposals (helping to increase average ticket prices) for customers. 

There is no need to worry about plumbers giving customers sloppy, handwritten estimates that they can barely read. These attractive digital proposals are incredibly convenient to create and impressive to customers.

Additional estimating features include the ability to:

• Add photos or videos to an estimate to provide visual evidence of damage that needs to be repaired or images of suggested materials or equipment presented in the estimate.

• Include a written summary of the findings, work to be done, or other important information about the job.

• Provide access to financing for big-ticket items right within the proposal, allowing customers to get approved on-the-spot.

• Present the estimate to the customer on a mobile device (iPhone, Android, iPad, or other iOS device), with the ability for the client to immediately accept the proposal and authorize the work.

Automate Invoicing and Get Paid Faster

Once a job is complete, everything you need to create an invoice and receive payment is already up-to-date and ready to deliver to the customer. 

Simply click on the “Generate Invoice” button, and ServiceTitan generates a professional-looking, accurate invoice that you can mail, fax, text, or email to your customer (including a link where they can pay online).

Additional invoicing features include:

• Customizable invoice templates that allow you to add your company name and logo and choose the colors and fonts in line with your company image.

• The ability to attach videos and photos to an invoice, such as before-and-after photos of the work done.

• An optional field where you can add service suggestions, warranty information, membership promotions, etc. 

• Automatically store the invoice in the customer database so it’s easily accessible in the future if you need to access the customer’s service history.

Multiple options for accepting payment give customers flexibility and help ensure that you get paid quickly:

• Plumbing technicians can take a picture of a check and auto-deposit it immediately using the mobile app.

• Credit card payments can be processed using a Bluetooth Card Reader with a tap/swipe of the card or via a link to a customer portal where customers can pay online.

• Google Pay™ and Apple Pay® integration provide another flexible payment option.

If a customer applied for and was approved for financing through the estimate, payment is already taken care of.

Streamline Plumbing Business Operations with ServiceTitan

ServiceTitan helps to facilitate every step of a plumbing job, providing user-friendly workflows that prevent common errors and ensure seamless execution of plumbing work. 

Other key ServiceTitan features that improve plumbing business workflows include:

• Payroll features that decrease payroll prep time by automatically providing time tracking (while syncing with the dispatch board); calculating overtime, commissions and bonuses; and helping you track and monitor crucial job-costing data in real-time.

• Accounting software integrations with Viewpoint Vista, QuickBooks®, and Intacct.

• Service Contract Software that helps you grow and manage preventative maintenance contracts.   

• Field Reporting Software that helps you monitor key financial performance indicators (KPIs), such as CSR and technician metrics, revenue trends, and more.

We help HVAC, electricians, and plumbing companies streamline and improve their operations to increase efficiency and grow profits. Want to see ServiceTitan in action? Schedule a call for a free product tour of our plumbing service software.