Job intake
Customer, item, serial number, reported fault and accessories captured at the counter.
- Item and serial history
- Accessories checklist
- Printed job reference
08Service & repair · ERP
Service and Repair Management, From Intake to Invoice
Customer items, repair jobs, technicians, spare parts and payments tracked in one system — so any staff member can answer "where is my item?" without walking to the workshop. Built for a repair centre and running in daily use.
- Job intake and tracking
- Spare parts against jobs
- Technician assignment
- Payments and invoicing
The question a repair business cannot afford to fumble
"Where is my item, and when will it be ready?" If answering it requires walking to the back and asking, the operation has a system problem.
- Job status lives on a paper card that is with the technician, not at the counter.
- Spare parts are taken from stock without being attached to a job, so parts cost is unknown per repair.
- Advance payments and balances are tracked in a separate book from the job itself.
- Items waiting on customer approval sit in the workshop with nobody chasing the decision.
- There is no record of what was done last time the same customer brought the same item in.
A repair centre client described the outcome after implementation simply: every job can now be tracked from one place.
A repair job through the system
One job record carries the item, the diagnosis, the parts, the labour and the money.
Intake
Customer and item recorded at the counter with reported fault, accessories handed in, and a job reference the customer can quote.
Diagnosis and estimate
Technician records the diagnosis and the estimated parts and labour; the customer approves before work proceeds.
Assign and repair
Job assigned to a technician, with status updated as work progresses so the counter can answer without walking to the bench.
Issue spare parts
Parts are issued against the job, reducing stock and attaching real cost to the repair.
Complete and notify
Job marked complete and the customer notified that the item is ready for collection.
Invoice and collect
Invoice raised from the parts and labour recorded, with any advance settled against the balance.
What a service implementation covers
The core is the job record. Everything else hangs off it.
Job tracking
Live status per job, visible to counter staff and management without asking the workshop.
- Status per job
- Ageing and overdue jobs
- Customer-facing status
Technician assignment
Jobs assigned and reassigned, with workload and completion visible per technician.
- Workload per technician
- Reassignment history
- Completion rates
Spare parts
Parts stock issued against jobs, so parts cost is attached to the repair rather than lost in general stock movement.
- Issue against job
- Parts stock control
- Parts cost per job
Estimates and approvals
Customer approval recorded before chargeable work starts, protecting both sides.
- Estimate versions
- Approval record
- Awaiting-approval queue
Payments and invoicing
Advances, balances and final invoices tied to the job, not kept in a separate book.
- Advance handling
- Invoice from job
- Outstanding balances
What service managers watch
Operational, not theoretical — these are the numbers that show whether the workshop is healthy.
- Open jobs by status and age, so nothing sits forgotten in the workshop.
- Turnaround time per job type and per technician.
- Parts consumption and cost per repair.
- Revenue split between parts and labour.
- Repeat repairs on the same item — an early warning on quality.
How the implementation runs
The sequence is the same across industries — what changes is the detail captured in the first step.
We start with a free requirement study on your site, produce a written scope with a fixed quotation, then build in phases with a demo at the end of each one. Masters and opening balances are migrated and reconciled before go-live, staff are trained on their own data, and support continues after handover. The full implementation process is set out on the main ERP page.
Service and repair ERP questions answered
Can staff at the counter see job status without asking the technician?
Yes — that is the main reason repair businesses adopt the system. Each job carries a live status, so the counter can answer a customer immediately, and management can see which jobs are ageing.
Are spare parts tracked against each job?
Yes. Parts are issued against the job, which reduces stock and attaches the real parts cost to that repair, making per-job profitability visible.
Does it handle advance payments?
Yes. Advances are recorded against the job and settled against the final invoice, so the job record and the money record are the same record.
Can it keep service history per customer item?
Yes. Items are recorded with identifying details such as serial number, so previous jobs on the same item are visible when it comes back in.
Related ERP pages
Track every job from the counter
Tell us how jobs move through your workshop today. We will show the intake-to-invoice flow on the system and quote the implementation in writing.