Service and repairs
From repair request to invoice.
A customer brings you a machine that needs work. Keep their equipment, the workshop’s tasks and the bill together on a work order. Your own fleet has its place, too.
John Doe reports that his plate compactor, customer machine C-01, is hard to start. The same machine moves into a work order with an inspection task and an illustrative spark plug entry. An explicit Create invoice action then connects the applicable work to a separate invoice. The sequence shows no diagnosis, proven fix, price or payment.
- The customer’s machine
C-01 belongs to John Doe. The concern is reported by the customer.
- Open the work order
Keep the machine and customer with the workshop record.
- Keep the work together
An inspection task and a part belong to this repair.
- Create the invoice explicitly
The office chooses the invoice action.
- Follow the linked invoice
The invoice links back to the repair; it does not establish payment.
01Customer equipment and repair request
Start with their machine.
Open a work order for the customer’s equipment and describe what needs attention. The workshop gets the machine, customer and request together. No rental is required.
A closer look
Identify the customer’s equipment
Select the customer-owned equipment and check its identity and customer details. The repair belongs to the right machine and customer.
Describe the job
Create the work order for the branch, then record the issue and useful job details. The workshop knows what the customer has asked you to look at.
The service counter selects On external product for John Doe’s customer-owned plate compactor C-01. The machine is carried into a work order and the customer’s reported concern, Hard to start, is recorded. No rental, diagnosis or estimate is automatically created.
- Customer-owned equipment
John Doe and machine C-01 are the starting point.
- Create the external-equipment work order
The native external-product path keeps the selected machine.
- Record the customer’s request
Hard to start is a customer report, not a software diagnosis.
02Instructions and task progress
Make the next task clear.
Give the mechanic clear instructions. Keep assigned tasks and their recorded progress with the work order, so the next person knows where the job stands.
A closer look
Set out the work
Add the tasks, instructions and person responsible, or apply an appropriate task template. The mechanic has a clear job to follow.
Record the work as it happens
Start the task and mark it complete when that task is finished. The counter can see which tasks are underway and which are finished.
The mechanic opens the inspection task for customer machine C-01, reads its instructions and selects Start. This task becomes In Progress. After an explicit editorial break for the real work, Stop marks the task Completed. The work order, repair outcome and payment do not automatically become complete.
- Select the task
Inspection belongs to the C-01 work order.
- Read the instructions
The selected task expands into its detail.
- Start the task
Start changes this task to In Progress.
- Do the physical work
An editorial break separates the real inspection from the animation.
- Record this task as finished
Stop completes this task, not the entire work order.
03Parts and labour
Keep parts and labour with the job.
Add the parts the repair needs and record which ones are reserved or used. Keep the labour details and billing choices with the same work order.
A closer look
Record the parts
Select the stock part and quantity, then record its actual reserved or used state. The team can distinguish parts set aside from parts already used.
Keep the labour detail
Review the task description, duration, price and whether it is billable. The office has the task details and billing choices with the repair.
An illustrative spark plug, quantity one, is linked to John Doe’s C-01 work order. Staff deliberately change its part state from Reserved to Used after the physical work. Separately, they review the inspection task’s Billable attribute. No diagnosis, compatibility, stock, part price or automatic labour calculation is claimed.
- Add the recorded part
One spark plug joins the same repair.
- Keep the part state explicit
Reserved means the part is set aside, not recorded as used.
- Choose the actual state
Staff choose Used after the physical work.
- Part use is recorded
The used state remains with quantity one and the same work order.
- Review the task’s billing choice
The inspection task has its own Billable attribute.
04Customer repair billing
Bill the repair. Keep the detail.
Review the billable tasks and parts, then create the customer’s invoice from the work order. The charges keep their link to the repair.
A closer look
Review what to bill
Check the work order’s billable tasks and parts before creating the invoice. The charges reflect the work and parts you have recorded.
Create the linked invoice
Create the invoice from the work order and review its customer, items and charges. You can trace the invoice back to the repair and follow the remaining balance.
Arrange the customer handoff
Review the work performed, complete the work order when the job is finished and arrange collection or return with the customer. The customer knows what was done and how to get their machine back.
The office reviews the work order’s applicable billable inspection task and one spark plug, then explicitly selects Create invoice. Those references move into an Invoice created surface with John Doe and equipment C-01 retained. This is not payment or a requirement to complete every task before invoicing.
- Review the billable work
The inspection task and part remain tied to C-01.
- Keep the charge detail
The task and part are distinct source items.
- Create the invoice
An explicit action creates the linked customer invoice.
- Follow the source and balance
The invoice retains its work-order source; payment is separate.
05Your fleet and its service history
Look after your own machines.
Your fleet needs attention, too. Open an internal work order, follow its tasks and parts, and keep the service history with that unit. Internal work does not need to become a customer charge.
A closer look
Open work for your own unit
Select the internal equipment that needs inspection, maintenance or repair. The work starts with your unit rather than a customer-owned machine.
Keep the service history
Record the tasks and parts, then consult the unit’s linked work orders when it needs attention again. The next job can start with what was recorded before.
This is a different example: shop-owned unit F-02, not John Doe’s C-01. Staff choose On internal product, open an inspection work order and keep that work order in the unit’s linked service history. No customer invoice, automatic scheduling or universal ready-to-rent status is implied.
- Your own equipment
F-02 is a shop-owned unit, separate from customer machine C-01.
- Open internal work
The internal-product path links an inspection work order to F-02.
- Keep the work in its history
The next person can consult the work order linked to this same unit.
Your workshop, your questions
A clear workflow for your team.
Can I repair a customer’s machine without renting it to them?
Yes. Create a work order for customer-owned equipment. The equipment and customer stay linked to that repair, and you can invoice its applicable billable tasks and parts.
Can I maintain my own equipment as well?
Yes. Internal equipment and rental-linked work have their own supported starting points. You can follow the tasks, parts and recorded service history without treating every internal job as a customer repair charge.
Can I reuse the same inspection or maintenance tasks?
Yes. Apply an appropriate work template to add its tasks to the work order. Your team then follows the instructions and records progress as the work is done.
Is a reserved part the same as a used part?
No. Parts have separate pending, reserved and used states. Record the state that reflects the actual work so your team can distinguish what is set aside from what has been used.
Does a completed work order mean the customer has paid?
No. Work completion, invoice creation and payment are separate. Review the billable work, create the invoice and check the actual payments and remaining balance.
The work your workshop does
Bring a repair you know well.
A customer’s machine, a task, a part and your billing decision. We’ll follow them through Heyquip, then show how the workflow differs for your own equipment.
Talk about your team