Maintenance spending is easy to lose track of. A compressor here, a dock door there, filters for the air conditioning, a hose on the forklift: individually small, together a serious budget line. A repair and maintenance payment voucher brings each contractor invoice back to the assets it fixed, the work orders that requested the work and the person who checked the job was done properly. This template is built around job cards and has a workshop feel, with a giant spanner and an orange gear down its side.
A Spanner and Gear Down the Side
A slate-grey band runs down the left edge of the page. In it, a tall grey spanner (an open jaw at the top, a ring at the bottom) stands upright, and lower down an orange gear with eight teeth turns beside it. The logo sits on a white plate at the bottom of the band. On the white page to the right, an orange caption reads “Facilities & fleet” above the two-line title “Repair & Maintenance Payment Voucher” in slate Rubik.
Voucher, Cost Centre and Contractor
Two tables sit under the title. The left one records the voucher number (RM-26-0631), date (September 22, 2026) and the cost centre charged (CC-12, main plant). The right one names the contractor (ProFix Mechanical), its vendor ID and its invoice number. Charging maintenance to cost centres shows which site or department is driving repair costs.
Job Cards in One Table
Each line of the job card table links a work order to an asset and the work done, with parts, labour hours and the line total:
| Work order | Asset | Work done | Parts | Hours | Total |
|---|---|---|---|---|---|
| WO-4471 | Air compressor #2 | Replace intake valve, service | 185.00 | 3 | 440.00 |
| WO-4472 | Loading dock door | Re-tension spring, new rollers | 140.00 | 2 | 310.00 |
| WO-4480 | Office HVAC unit | Clean coils, replace filters | 62.00 | 1.5 | 189.50 |
| WO-4486 | Forklift FL-03 | Hydraulic hose replacement | 96.00 | 2 | 266.00 |
Labour is charged at $85 an hour. Recording the asset on every line builds a repair history for each machine, which helps when deciding whether to repair or replace.
Parts, Labour and Tax
A totals table separates parts ($483.00), labour for 8.5 hours ($722.50) and sales tax on parts at 8% ($38.64), giving a total paid of $1,244.14, highlighted in orange. Splitting parts from labour matters because they are often taxed differently and budgeted separately.
Work Verified Before Payment
Four tick boxes confirm the job before the money goes out: tested and working, area cleaned, old parts returned and warranty noted (90 days). In the sample, old parts were not returned, which a reviewer can follow up. Paying only for verified work is one of the simplest ways to control maintenance costs.
Amount in Words, Next Service and Payment
A box writes the total in words, “One Thousand Two Hundred Forty-Four and 14/100 US dollars”. Two smaller boxes record when the next service is due (compressor in March 2027, HVAC filters in December 2026) and how the contractor is paid (cheque, net 15 days).
Requester, Maintenance Lead and Manager Sign-Off
Signature lines at the bottom are for the person who requested the work, the maintenance lead who checked it and the manager who approved payment.
Repair or Replace? Using Voucher History
Over a year, vouchers show how much each asset costs to keep running. A forklift that needed four hydraulic repairs in twelve months may be cheaper to replace than to keep fixing. Totalling the job card lines by asset number turns a stack of vouchers into a maintenance report.
Planned and Reactive Maintenance on the Same Voucher
Planned maintenance, like the HVAC filter change, is scheduled in advance; reactive maintenance, like the broken dock door spring, happens when something fails. Marking each work order as planned or reactive (add a column with Add Row’s table settings, or note it in the work done text) helps you see whether preventive work is reducing breakdowns.
Paying a Maintenance Contractor, Step by Step
- Match the contractor’s invoice to the work orders raised.
- Confirm with the requester that each job is complete and working.
- Check parts prices and labour hours against the quote or contract.
- Complete the voucher, charging the correct cost centre.
- Get the maintenance lead and manager to sign, then pay.
Workshop Colours for Your Brand
The slate and safety-orange palette suits facilities, fleet and manufacturing teams. The side band, spanner and gear are simple shapes, so you can recolour them to company colours in a few clicks.
Keeping Maintenance Vouchers With Asset Records
Download As PDF and file each voucher with the contractor invoice and the work orders. Many organisations also keep a copy with the asset’s own file, so its full repair history is in one place for audits, warranty claims and resale.
Comparing Contractor Rates
Labour rates and parts mark-ups vary between contractors. Because every voucher shows hours, the hourly rate and parts separately, it is easy to compare contractors over a year: total the hours and parts each one charged, and check them against the work done. That evidence is useful when you renegotiate a service contract or tender for a new one.
Warranty Claims on Repairs
Many repairs carry a warranty, typically 30 to 90 days on labour and longer on parts. The “warranty noted” tick box and the work order number make a later claim straightforward: if the compressor valve fails again within 90 days, the voucher shows the original job, the date and the contractor, so you can ask for the repair to be redone free of charge.
Capital Improvements Versus Repairs
Not every maintenance invoice is an expense. Work that restores an asset to its original condition is usually a repair, but work that significantly improves or extends the life of an asset may need to be capitalised. If a job card looks like an upgrade, such as a new compressor rather than a valve, flag it for your accountant before posting it as maintenance.
Maintenance Voucher FAQ
Can I add more job cards?
Yes. The table has two spare rows and Add Row adds more.
Does the table calculate totals?
No. Enter totals by hand after editing parts or hours.
What size is it?
US Letter, 8.5 x 11 inches.
