Configure the work order PDF layout

Control which items appear on the work order PDF, their order, and the columns in the hours and materials tables — and understand what is fixed automatically.

Before you start: Most PDF questions come down to layout settings. If a field is missing or in the wrong place, start here.

Introduction

The work order PDF is built from items. These include general details, relations, work periods, work description, notes, materials, objects, and the signature.

You control which items appear, their order, and the hours and materials tables. Some parts of the layout are automatic. This page explains both.

Detailed explanation

You manage the layout per PDF setting. Keep one standard layout, or create several. Link each setting to a specific customer or work type. Different work orders can then use different layouts.

What you can control

• Which items are shown. Each item has an eye icon to show or hide it.
• The order of the items. Drag an item by its handle to move it up or down. This sets the order on the PDF.
• The columns in the hours and materials tables. Choose visible columns, rename them, set widths, and change their order.
• Headers, colours, margins, logo, and header or footer text.

What is automatic and cannot be changed

• Page breaks between items. The PDF flows item by item. It moves to a new page when an item no longer fits. You cannot keep two separate items together.
• How content wraps and paginates. Content length varies per work order. The PDF sets page breaks automatically to keep the layout readable.

Step-by-step guide

1

Open PDF settings

Go to Settings → PDF settings under Templates.

2

Open the layout

Open the PDF layout you want to change.

Then open the Layout tab.

3

Show or hide an item

Click the eye icon next to an item.

4

Reorder the items

Drag an item by its handle to change its order on the PDF.

5

Adjust hours or materials columns

Open the Work periods or Materials item.

Choose visible columns, change a title, set a width, or drag columns into a new order.

6

Save and preview

Click Save.

Then generate a PDF from a work order to check the result.

Frequently asked questions

Why can't I keep the hours and notes on the same page?

There is no setting for this.

Hours (Work periods) and notes (Comments) are separate items. Both can be short or very long. The PDF adds page breaks automatically to keep the document readable. Forcing variable-length items onto one page could distort the layout.

My PDF layout wastes half a page. Can I make it tighter?

Hide items you do not need. Reorder the items you keep.

You can also reduce column widths in the hours and materials tables. You cannot set page breaks manually.

Can I use a different layout for different customers or work types?

Yes.

Create multiple PDF settings. Link each setting to a customer or work type. The standard layout is used when nothing is linked.

I changed a column, but it does not show on the PDF.

Check that the column is visible in the hours or materials table.

Also check that the item is not hidden with the eye icon. Save your changes and generate a new PDF.

References

• Use item notes and descriptions
• Show project information on work order PDFs
• Troubleshoot missing hours on a work order