User Guide

RepairShopPro supports a wide variety of service types reflecting a true repair shop business model. In some cases, one service will originate another. Such is the case with Service Requests->Come-backs and Estimate->Estimate Follow-ups. This concept supports the linking of invoices providing an audit trail through your service history.

Service Requests

Use the Service Request template when the service items are known in advance (ie: tune-ups, oil changes, tire rotations, etc.). Service Requests are created by selecting the following options from the "Service Request" sub menu under the Application menu.

  • New Customer: Select this option for new customers.
  • Returning Customer: Select this option for returning customer\service item combinations.
  • Returning Customer with New Service Item: Select this option for returning customers with a new service item.
  • Current In-shop Customers: Select this option for current customers with new and existing service items.
  • Follow-up Accepted Estimate: Select this option to transform an Estimate into a Service Request.

Come-back

Use the Come-back template when a prior repair or maintenance fails and the customer "comes back" for additional service. To create a Come-back, select "Come-back" from the Application menu and a dialog will appear asking you to select the originating invoice. Next, select the customer of interest from the top grid and the bottom grid will refresh with the selected customer's service history. Now select the originating invoice from the bottom grid to begin the new service. The resulting invoice will reference the originating invoice as seen on the form footer and "Re" tab. You can toggle back and forth between the originating invoice and the Come-back invoice using the frame tabs.

Estimate

Use the Estimate template for creating written service quotes. Estimates are created by selecting the following options from the "Estimates" pad under the Application menu.

  • New Customer: Select this option for new customers.
  • Returning Customer: Select this option for returning customer\service item combinations.
  • Returning Customer with New Service Item: Select this option for returning customers with a new service item.
  • Current In-Shop Customers: Select this option for current customers with new and existing service items.

Estimate Follow-up

Use the Estimate Follow-up template when an estimate is accepted. To create an Estimate Follow-up, select "Service Request" from the Application menu, then select "Follow-up Accepted Estimate" from the submenu. When the next dialog appears, select the originating estimate from the estimate grid. The resulting service invoice will reference the originating estimate as seen on the form footer and "Re" tab. You can toggle back and forth between the originating estimate and the new service invoice using the frame tabs. If a working estimate is already open in the designer, simply select the thumbs-up button on the main toolbar.

Parts Sale

Use the Parts Counter Sale template for parts-only invoices or any other non-labor related requirement. They are created by selecting the following options from the "Parts Counter Sale" sub-menu under the Application menu.

  • New Customer: Select this option for new customers.
  • Returning Customer: Select this option for returning customers.
  • Anonymous Customer: Select this option for anonymous customers. The resulting invoice will show as "Walk-in" in the trees.

New vs Returning Customers

RepairShopPro makes an important distinction between "New" and "Returning" customers. New customers are those who have no repair history. They are brand new customers. Returning customers have a particular customer/service item combination already on file. To create a new invoice for a returning customer, use the "Returning Customer" option. Using the "New Customer" option and typing-in the name of an existing customer will not create a new invoice for a returning customer. Instead it will create a new invoice for a new customer with the same name as an existing customer. In cases where two customers have the same name, they can be differentiated with a middle initial or some other uniquely identifying character.