Work orders (repair shops)

Take it in

1. Go to Work orders and tap New work order.
2. Who: find the customer by name or phone, or tap Add a customer. With an email, they get the estimate by email.
3. Which machine: tap their machine, or Add a machine (lawn mower, snowblower, trimmer, chainsaw, generator…, with make, model and serial).
4. What's wrong: write it in their words. Tap Add photos to take pictures of it.
5. Coming and going: They dropped it off or We fetched it; They pick it up or We bring it back. Add a promised date if you gave one.
6. Tap Take it in. It gets a number (WO-1001, WO-1002…).

The estimate

1. Tap Write the estimate.
2. Pick from From your list (your parts, common jobs and fees), or tap + Labour, + Part or + Fee.
- Labour: By the hour (hours × your rate) or a flat price.
- A part: New or Used, In stock or To order.
3. Tap Save. Your tax (for example HST 14%) is added on top.
4. Tap Send the estimate. They get an email with a link: they see the estimate and tap Approve or Decline. No email? Tap Copy the link (to text it) under More.
5. They said yes on the phone or at the counter? Tap They said yes.

Only managers (and up) send estimates. Make the person at the bench a manager on Staff so they can do it all.

When they approve, you get a phone notification and an email.

The work

• Parts To order: tap Ordered, then Arrived. While one is still to come, the work order says Waiting for parts. Parts to order (on Work orders) lists them all.
• Tap Start the work, then Ready (tell customer): they get an email saying it's ready to pick up, or that you'll bring it back.
• Changed the estimate after they said yes? If the total goes up, they're asked again (their link shows the new estimate; tap Send the new estimate). If they say no to the change, the work they already approved stands (its lines come back) and you carry on. A smaller total doesn't need a new yes. Under Parts you can let small increases through (for example up to $10).

Paid and handed back

1. Tap Got paid, then how: Card (Square), Cash or e-Transfer. Each payment gets a numbered receipt.
2. Tap Picked up (or Returned). It's done.
3. Need an invoice? Under More, tap Invoice.

They said no (and never said yes)? Tap Picked up when the machine goes back, with what you charge for looking at it (or nothing). Paid more than the total? Tap Give back to record the refund.

Counted parts come off your shelf when a work order is done. Handed back by mistake? A manager taps Reopen: the parts go back.

Next season

On a done work order, Remind them to come back: for example in 12 months, for a spring tune-up. They get an email when it's time (only if they agreed to hear from you, and with your mailing address at the bottom). Each machine keeps its history: every visit, what was done and the total.

Your parts list

Parts keeps your parts (SKU, price, what it costs you, how many on hand, when to tell you it's running low), your common jobs and fees, and your labour rate. Leave On hand empty for parts you don't count.

Questions from the customer

Their link has Ask us. Their message comes to Messages; answer there. From the work order, Write to them opens the same conversation.