Getting started with the Repair Shop module in ChecKmate
The Repair Shop module helps you keep track of every device that comes through your door. You book in a job, move it through each stage of the repair, note the parts you used and see the balance when the customer comes to collect.
It suits phone and computer repair shops, electronics and appliance repair, and any small workshop that takes in items to fix.
Before you start
- On your Dashboard, open the Property & Services section and tap Repair Shop. The page opens as Repair Shop Management.
- Repair Shop is part of the Enterprise plan. If the tile looks faded with a lock, your plan needs an upgrade first.
- Jobs belong to a branch. Use Select Location at the top of the page to pick the branch you are working in. You only see that branch's jobs.
- Tip: if you want the Property & Services section always open on your Dashboard, go to Settings > Operations and switch on Always Expand Property & Services.
The module has six tabs: Dashboard, Jobs, Parts, Billing, Reports and Audit.
Step 1: Book in a new job
When a customer drops off a device, create a job ticket straight away.
- Open the Jobs tab.
- Tap New Job.
- Fill in Device Type (for example Phone or Laptop) and the Issue Description. Both are required.
- Add the Brand, Model and Serial Number if you have them. The serial number helps you prove which device you took in.
- Use Intake Notes for the condition of the device, such as a cracked back or missing screws.
- List anything else the customer left with you in Accessories Received, such as a charger, case or SIM card.
- Under Customer, search for a saved customer by name, phone or email. If they are not on file, type their Customer Name and Customer Phone instead.
- Enter your Estimated Cost, the Labour Charge if you know it, any Deposit you took and the Due Date you promised.
- Pick the Technician doing the work, if you assign jobs.
- Tap Create Job.
ChecKmate gives the job its own number, such as RPR-00001. Write this number on the device tag and on the customer's slip so you can find the job fast.
To change the customer, labour charge or technician later, tap Edit Job on the job card, then Save Changes.
Step 2: Update the job as you work
Every job card on the Jobs tab has a status drop-down on the right. Change it as the repair moves along:
| Status | Use it when |
|---|---|
| Received | The device has just been booked in. |
| Diagnosing | You are checking what is wrong. |
| Waiting for Parts | You are waiting on a part to arrive. |
| In Progress | The repair is being done. |
| Ready for Pickup | The device is fixed and the customer can collect it. |
| Completed | The customer has collected and paid. |
| Cancelled | The job will not go ahead. |
To find a job, type in Search jobs.... You can search by job number, device type, brand or customer name. Use the All Statuses filter to see only one stage, for example every job that is Ready for Pickup.
Step 3: Log the parts you use
- Open the Parts tab.
- Under Select Job, choose the job. Only jobs that are not yet completed or cancelled show here.
- Under Add Part, enter the Part Name, the Qty and the Cost of one part.
- Tap Add.
The part appears in the Parts Used list for that job. Parts logged here are a record for the job only. They do not take stock out of your product inventory, so adjust your stock separately if the part came off your shelf.
Step 4: Check the balance at collection
- Open the Billing tab.
- Under Select Completed Job, pick the job. Jobs marked Ready for Pickup or Completed show here.
- The summary shows the device, the customer, Labour, Parts Cost, the Total, the Deposit Collected and the Balance Due. If the deposit is more than the total, it shows Credit due to customer instead.
This summary helps you work out what is owed. It does not take the payment. Collect the money through your normal sale in Point of Sale or send an invoice, then set the job to Completed.
The Balance Due is the labour charge plus the parts you logged, minus the deposit. Check it against your quote before you charge.
Step 5: Keep an eye on the shop
The Dashboard tab gives you a quick count of Open Jobs, In Progress, Awaiting Parts, Ready for Pickup, Completed Today, Revenue This Month and Active Technicians.
The Reports tab shows:
- Jobs Summary: total jobs, completed jobs, overdue jobs and the average repair time.
- Most Common Devices: the five device types you see most.
- Revenue (Completed): labour plus parts on your completed jobs.
- Overdue Jobs: jobs past their due date that are not finished.
The Audit tab lists each job created and each status change, with the date and time.
Tips
- Always fill in Due Date. Jobs without one never show as overdue.
- Take a deposit on big jobs and record it in Deposit so the balance is right at pickup.
- Check Overdue Jobs in Reports each morning and call those customers first.
- Use Accessories Received every time. It saves arguments about a missing charger.
Related
- Point of Sale: ring up the final payment when the customer collects.
- Customers & Invoicing: keep customer details on file, send a quote before you start, or an invoice for the balance.
- Products: adjust stock for parts you took off the shelf.
- Service Management: another way to run service work, if it suits your shop better.