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Repair Jobs checklist

Track repair jobs from drop-off through quote, approval, repair, and customer pickup.

Job referenceDate started

Work down the steps in order. Fields marked * must be filled in before moving to the next step.

  1. 1. Intake

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

    • Take down customer_name and customer_phone.
    • Write a clear item_description, make, model, and reported fault.
    • Photograph the item from at least two angles and attach as intake_photo.
    • Give the customer a written job number and an ETA on the quote.
    Completed byDate

  2. 2. Quoted

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

    • Inspect the item and identify the fault.
    • Calculate parts and labour cost. Round up where you're uncertain.
    • Set quote_amount (ex-GST, in dollars).
    • Send the quote to the customer and request approval in writing.
    Completed byDate

  3. 3. Approved

    Customer has approved the quote in writing.

    • Tick customer_approved once you have written confirmation (email, SMS, signed form).
    • File the approval in the activity log.
    • Schedule the job in the workshop calendar.
    Completed byDate

  4. 4. In Repair

    Parts ordered or in stock, repair is underway.

    • Tick parts_ordered (or set it true immediately if parts were in stock).
    • Perform the repair.
    • If new faults are found during repair, stop and re-quote, don't silently add to the bill.
    • Test the item before marking complete.
    Completed byDate

  5. 5. Ready for Pickup

    Repair complete and tested, customer can collect.

    • Confirm repair_complete is ticked.
    • Call or SMS the customer that the job is ready.
    • Set pickup_date when they confirm a collection time.
    Completed byDate

  6. 6. Invoiced

    Customer collected and an invoice has been raised.

    • 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.
    • Confirm the line item matches the actual work done (parts swapped, time changes).
    • Send the invoice from the Invoices tab. invoice_number is written to the record automatically, that passes this step's gate.
    Completed byDate

  7. 7. Paid

    Payment received. Job complete.

    • Confirm the payment cleared.
    • Mark the invoice as paid in the Invoices tab.
    • Set paid_date on the record.
    Completed byDate