# Tech store step 7: run a repair from intake to invoice

> Book in a phone or laptop on a job sheet, send an estimate, take a deposit, update status, convert the job to an invoice and let customers track it online.

Source: https://docs.smartposhub.com/business-types/tech-store/step-7-run-repair-jobs/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

This page follows one repair through the shop: a customer brings in a phone with a broken screen, you book it in, send an estimate, take a deposit, fix it, invoice it and hand it back. The customer follows the job online.

## Before you start

- Repair settings are done ([step 6](https://docs.smartposhub.com/business-types/tech-store/step-6-set-up-the-repair-desk/)).
- Parts and labour exist as products, and a cash register is open for whoever takes payment.

## 1. Book the device in

1. Open **Repair › Add job sheet** (or **Add job sheet** on the repair dashboard).
2. **Customer**: search by name, phone or contact ID, or click **+** to add a new customer. Add an **Alternate phone** if needed, and the **Business Location**.
3. **Device**: click the category tile (for example **Mobile phone / tablet**). The category's own fields appear: brand, model, colour, IMEI 1 and IMEI 2, storage, screen lock type and so on.
4. **Reported problems**: pick or type the faults and describe the problem in the customer's words.
5. **Intake**: tick the pre-repair checklist (powers on, charging…), the accessories received, add condition photos, and capture the customer's signature and terms acceptance.
6. **Parts and services**: add the parts and labour you expect to use. This builds the estimate.
7. **Job details**: service type, priority, expected delivery, assigned technician, status, estimated cost and warranty.
8. **Advance / deposit**: enter an amount and payment method if the customer pays something now.
9. Save with **Save & print ticket** to hand the customer a claim ticket with the status page QR code, or **Save & print label** for a sticker on the device.

![Add job sheet form with customer, device category tiles for mobile phone and computer, brand, model, serial, colour, IMEI 1, IMEI 2, storage and screen lock fields, and job details on the right](https://docs.smartposhub.com/_astro/repair-job-sheet-create-device.Bf_wyIQ6.png) (web app page: `/repair/job-sheets/create`)
*Choosing a device category loads its own fields.*

## 2. Send an estimate and record the answer

From the job, open **Actions › Estimate**. The estimate is built from the parts and services on the job plus any surcharge. **Mark as sent**, print it, then record **approved** or **declined** with the date and channel. **Repair › Estimates / quotes** lists every estimate waiting for an answer.

![Estimates and quotes list with job numbers, customers, device categories, amounts, estimate status Sent or Approved, and job status](https://docs.smartposhub.com/_astro/repair-estimates.BfkIAEFB.png) (web app page: `/repair/estimates`)
*Estimates waiting for the customer, and their decisions.*

## 3. Work on the job

The job page shows the device, problems, intake, parts and services, amounts (estimated cost, deposit paid, **Balance due**), job details and a **Timeline**.

- **Change status** as work moves on. If the status has a template and you tick SMS or email, the customer is notified.
- **Add comment**: tick **Visible to customer** for updates the customer should see on the status page.
- **Actions › Record deposit** for money taken later; **Schedule visit** for on-site work.
- Device secrets (PINs, patterns) are revealed only for users with that permission, and each reveal is logged.

![Job sheet page with status Received, device details, reported problems, intake checklist, customer, amounts with balance due, job details and timeline](https://docs.smartposhub.com/_astro/repair-job-sheet-view.DNwB1qQp.png) (web app page: `/repair/job-sheets/…`)
*One job: device, intake, parts, amounts and the timeline.*

## 4. Convert to an invoice and hand it back

1. Set the status to **Ready for pickup** when the repair is done.
2. When the customer comes, open **Actions › Convert to invoice**. The POS opens with the customer, the job's parts and services (and any surcharge) already in the cart.
3. Take payment. To use the deposit, choose **Store credit (advance)** for that amount, then the rest in cash or card.
4. After saving, the POS returns to the job. Stock for the parts is deducted now, and the repair invoice prints the device, serial, defects and warranty if your layout shows them.
5. Click **Mark as delivered** and record who collected it.

## 5. Let the customer track the repair

Customers open the status page on your app address (`/repair-status`), or scan the QR on their claim ticket, enter the **Job no.** and the **last 4 digits of their phone**, and click **Check status**.

![Public Where is my device page with a Check your repair form asking for the job number and the last 4 digits of the phone, and a How it works panel](https://docs.smartposhub.com/_astro/repair-status-public.kqLsmIsK.png) (web app page: `/repair-status`)
*The public repair status page. It never shows passwords or personal details.*

## Keep an eye on the desk

**Repair › Dashboard** shows open jobs, due today, overdue, awaiting approval, ready for pickup, completed this month, revenue and average turnaround, with charts by status, category and technician. Staff can find any job with **Repair › Repair status lookup**.

![Repair dashboard with tiles for open jobs, due today, overdue, awaiting approval, ready for pickup, completed this month, revenue and average turnaround, and charts](https://docs.smartposhub.com/_astro/repair-dashboard.DuZGV01s.png) (web app page: `/repair/dashboard`)
*The repair dashboard, filterable by location and date range.*

![Job sheets page on a phone with Add job sheet button and filter chips for open jobs, due today, overdue, awaiting approval, ready for pickup, delivered and comebacks](https://docs.smartposhub.com/_astro/repair-job-sheets-phone.Dm-83Jlp.png)
*Job sheets work on a phone browser too.*

## Mistakes to avoid

- Don't sell the parts on a separate POS sale; convert the job instead, so the repair, parts and warranty stay linked.
- Don't leave jobs in **Ready for pickup** after the customer collected the device; reports count them as pending pickups.

Next: [step 8: credit and instalments](https://docs.smartposhub.com/business-types/tech-store/step-8-credit-and-instalments/).

  - [Repair module](https://docs.smartposhub.com/modules/repair/)
  - [Repairs in the Business app](https://docs.smartposhub.com/business-app/bookings-hotel-gym-repair/)

## Frequently asked questions

### When is stock deducted for parts used in a repair?

Only when the job is converted to an invoice. Adding parts to the job sheet records them for the estimate but does not move stock yet.

### How is the customer's deposit used?

A deposit on a job sheet is saved as a customer advance payment. When you convert the job to an invoice, pay with the Store credit (advance) method to use it, and collect only the balance.

### How does the customer check the status?

The claim ticket has a QR code to the public repair status page. The customer enters the job number and the last 4 digits of their phone number. They see the status, expected date and updates you mark as visible to the customer, never passwords or personal details.

### Can I find a job by IMEI?

Yes. Repair › Repair status lookup searches job number, customer phone and name, alternate phone and serial or IMEI. The Business app's Repairs screen also searches by IMEI.

### What is a comeback?

A device that returns with the same fault. Tick Warranty claim / re-repair (comeback) on the new job and link the original job. Comebacks are counted in repair reports per technician.

### Can the customer approve the estimate by phone?

Yes. Record the decision on the estimate with the date, staff member and channel (phone, in person, SMS, WhatsApp or email). Approval moves the job on; a decline can cancel it.