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Job documents

Job documents for tradies.
Nine branded PDFs, from the quote to the SWMS.

Quotes and invoices get you paid; work orders, variations, defect notices, service reports and SWMS keep the job straight in between. SmokoBooks makes them all on your Windows PC with your logo, plus a rental electrical safety check for electricians. Here's what's on each, with a sample PDF.

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Set up once

The same on every document

Your business on the header

Logo, colours, business name, ABN and contact details on every document. Your tagline prints in the header too: put your licence number there. Bank details go on quotes and invoices only.

Numbered and linked

Numbered on first save. Start one document from another and the customer and reference come across.

Send it or save it

Email it through classic Outlook or your email account's SMTP settings, or open your usual email app and attach it yourself. A document's PDF is saved on your PC when you preview or send it.

Only the ones you use

Switch off types you don't need in Settings › Branding & documents; existing documents are kept.

Samples were made by SmokoBooks for a made-up business, Ridgeline Electrical; some fields show placeholder text.

Winning the job

Quote

Price the job and get a yes in writing.

  • Scope of works, inclusions and exclusions, deposit, payment method and when it's due.
  • Up to 7 item lines with room for a note on each, then subtotal, GST and total. Pull lines from your price list.
  • A valid-until date (30 days out unless you change it), your quote terms and your bank details.
  • An acceptance block. When they say yes, “Mark accepted + create job” puts the job in Jobs & Invoices.

Getting paid

Invoice

Bill for the deposit, a progress payment or the final amount.

  • Tick deposit, progress payment or final invoice; due in 7 days unless you change it.
  • Up to 8 item lines with GST on each, then subtotal, GST, total, the amount already paid and the balance due.
  • Not registered for GST? The GST line reads “not registered — no GST charged”.
  • Payment notes, bank transfer details and the quote or job number as the reference.
  • Saving it updates the job in Jobs & Invoices. Once it's sent, send a payment reminder from its menu.
You type in the amount already paid. SmokoBooks doesn't add up several invoices on one job: the job in Jobs & Invoices shows the one saved most recently.

Getting paid

Receipt

Confirm money you've been paid.

  • Amount, date, method (bank transfer, cash, card, BPAY or other) and payment type: deposit, progress, final or other.
  • Transaction reference, who paid, a paid-in-full tick and a typed authorised signature.
  • Up to 6 item lines with the amount paid and balance due.
  • Save it with an amount and the payment lands in Money In.

On the job

Work order

The job card: what to do, where, and what it took.

  • Priority (standard, high or urgent) and the team member, at the top.
  • Job type (installation, maintenance, fault finding or emergency), the requested work, and access notes, keys and parking.
  • A labour log: start, finish, travel time and total hours.
  • Up to 5 material lines with supplier or code. No prices print on it.

On the job

Variation

Get the customer's sign-off on extra or changed work, with the cost and time spelled out.

  • The reason, the quoted scope it affects, and the changed work being approved.
  • Additional cost ex GST, GST and total, extra time required and the new completion date.
  • Your variation terms, an approval block and a signature box.
This is a general variation approval, not a statutory form for any state. Domestic building contracts have state-specific variation rules (in Queensland and New South Wales, for example, variations must be in writing, and the regulators explain what the written variation should include), so check your state's rules and your contract: QBCC: contract changes and variations (opens in a new tab); NSW Government: contracts for residential building work (opens in a new tab) (formerly NSW Fair Trading). Checked 30 September 2026.

On the job

Defect notice

Put a defect or safety concern on record, with photos.

  • Risk level (low, medium, high or urgent), the issue, and the location, circuit or equipment.
  • How you made it safe for now, and the fix you recommend.
  • Follow-up ticks: quote required, urgent follow-up, customer declined works.
  • The customer's name as acknowledgement, a signature box and up to 8 captioned photos.

On the job

Service report

What you found, what you did and what you tested on the visit.

  • Property type, times, access notes, the reason for the visit and the work done.
  • Status ticks (completed, follow-up, quote or parts required) and a safety checklist, from power isolated to smoke alarms checked.
  • Up to 5 lines each of materials and test results.
  • A customer acknowledgement block and up to 12 captioned photos.

Safety

SWMS

A safe work method statement and risk assessment: plan the risky parts and sign the crew on.

  • Supervisor, customer or builder, site and work activity.
  • High-risk triggers to tick, from energised electrical work and falls over 2 m to confined spaces and asbestos.
  • A PPE and controls checklist, isolation or permit notes, and emergency details.
  • Up to 6 hazard rows (risk, controls, who's responsible) and a sign-on for up to 7 workers.
The SWMS PDF says it is an internal template only, and tells you to confirm your state regulator's current SWMS requirements for high-risk construction work. Do that before relying on it. Safe Work Australia: high risk construction work requiring a SWMS (opens in a new tab).

Electricians only

Rental electrical safety check

For licensed electricians checking rental properties.

  • Rental provider, managing agent, address, previous check date, and what was and wasn't covered.
  • A 20-item visual inspection, each marked P, D, NA or NI.
  • Polarity, earth continuity and RCD results, plus a test schedule for up to 20 circuits.
  • Smoke alarms, up to 5 repairs with a COES number column, and the overall outcome.
  • Certification with licence and REC numbers, a signature and up to 4 photos.
It's a record the licensed electrician completes and signs. The fields follow the Victorian style, and the PDF states it isn't a Certificate of Electrical Safety. SmokoBooks doesn't check it against any regulation, so work to your state's current requirements and read the certification wording before signing.

Getting it signed

On screen, or in the PDF

The signature pad

The quote, variation, defect notice, service report and rental electrical safety check have one. Sign with a mouse or touch screen; it's drawn onto the PDF when you preview or send, and isn't stored with the document, so sign the copy the customer gets.

Fill-in fields the customer completes

The quote, variation and service report also carry real PDF form fields (tick box, name, typed signature, date) that customers can fill in with any PDF reader and send back, no printing.

The invoice, receipt, work order and SWMS have no signature pad.

Try before you pay

Make your own for 14 days, free.

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More: free quote template · free invoice template · SmokoBooks for electricians · SmokoBooks for builders · guides for tradies