Repair Jobs

The process

Every job moves down these steps in order.

What it records

These fields come with the template. Add your own, rename them, or delete the ones you do not use.

• Customer nametext
• Customer emailtext
• Customer phonetext
• Item descriptiontext
• Intake photofile
• Quote amountnumber
• Customer approvedboolean
• Parts orderedboolean
• Repair completeboolean
• Pickup datedate
• Invoice numbertext
• Paid datedate

Step by step

The documentation below ships with the template. It is what your team reads on the step itself while they are doing the work, not a manual filed somewhere else.

1. 01

   Intake

   Customer drops off the item. Capture everything needed to diagnose it.

   Required before the job can move on

   • Customer name
   • Customer phone
   • Item description
   • Intake photo

   Purpose

   Capture the customer's details and the condition of the item exactly as received. This protects both sides if there's a dispute later.

   Tasks

   1. Take down customer_name and customer_phone.

   2. Write a clear item_description — make, model, and reported fault.

   3. Photograph the item from at least two angles and attach as intake_photo.

   4. Give the customer a written job number and an ETA on the quote.

   Gate to advance

   customer_name, customer_phone, item_description, and intake_photo must all be set. No item enters the workshop without intake docs.

   Notes

   If the item arrives damaged in a way the customer didn't mention, photograph it and flag it before accepting the job.

2. 02

   Quoted

   A diagnosis has been done and a quote sent to the customer.

   Required before the job can move on

   • Quote amount

   Purpose

   Diagnose the fault, work out parts and labour, and give the customer a clear price.

   Tasks

   1. Inspect the item and identify the fault.

   2. Calculate parts and labour cost. Round up where you're uncertain.

   3. Set quote_amount (ex-GST, in dollars).

   4. Send the quote to the customer and request approval in writing.

   Gate to advance

   quote_amount must be set.

   Notes

   If the diagnosis reveals the repair isn't economical, advise the customer rather than auto-proceeding — they may choose to scrap or replace instead.

3. 03

   Approved

   Customer has approved the quote in writing.

   Required before the job can move on

   • Customer approved

   Purpose

   The customer has agreed to the quote. This is the green light to order parts and schedule the repair.

   Tasks

   1. Tick customer_approved once you have written confirmation (email, SMS, signed form).

   2. File the approval in the activity log.

   3. Schedule the job in the workshop calendar.

   Gate to advance

   customer_approved must be true. Never start work on verbal approval — get it in writing.

   Notes

   If approval drags past 5 business days, follow up with the customer before the quote expires.

4. 04

   In Repair

   Parts ordered or in stock, repair is underway.

   Required before the job can move on

   • Parts ordered

   Purpose

   The repair is being done. Keep the customer informed if anything changes.

   Tasks

   1. Tick parts_ordered (or set it true immediately if parts were in stock).

   2. Perform the repair.

   3. If new faults are found during repair, stop and re-quote — don't silently add to the bill.

   4. Test the item before marking complete.

   Gate to advance

   parts_ordered must be true. repair_complete should be ticked before moving to Ready for Pickup.

   Notes

   If parts are on backorder, contact the customer with a revised ETA — silence is the fastest way to lose repeat business.

5. 05

   Ready for Pickup

   Repair complete and tested — customer can collect.

   Required before the job can move on

   • Repair complete
   • Pickup date

   Purpose

   The job is done and the customer needs to be told. Don't let finished jobs sit in the workshop.

   Tasks

   1. Confirm repair_complete is ticked.

   2. Call or SMS the customer that the job is ready.

   3. Set pickup_date when they confirm a collection time.

   Gate to advance

   repair_complete and pickup_date must be set.

   Notes

   If the customer doesn't collect within 30 days, follow your store's abandoned-goods policy.

6. 06

   Invoiced

   Customer collected and an invoice has been raised.

   Required before the job can move on

   • Invoice number

   Purpose

   The customer has the item; we need them to pay for it. Some customers pay on collection — others are on account and need a follow-up invoice.

   Tasks

   1. On the record, open the Invoices section and click Create invoice from this record. The form pre-fills using customer_name, customer_email, item_description, and quote_amount.

   2. Confirm the line item matches the actual work done (parts swapped, time changes).

   3. Send the invoice from the Invoices tab. invoice_number is written to the record automatically — that passes this step's gate.

   Gate to advance

   invoice_number must be set. The Create-invoice button sets it for you.

   Notes

   If the customer paid cash on collection, you can still raise the invoice and immediately mark it as paid — it keeps the books straight.

7. 07

   Paid

   Payment received. Job complete.

   Required before the job can move on

   • Paid date

   Purpose

   The invoice has been settled. This is the terminal step — archive after.

   Tasks

   1. Confirm the payment cleared.

   2. Mark the invoice as paid in the Invoices tab.

   3. Set paid_date on the record.

   Gate to advance

   paid_date must be set. Archive after.

   Notes

   For partial payments, stay in Invoiced and let the Invoicing plugin track it. Advance to Paid only on full settlement.