Repair module – job sheets, estimates and repair invoices

View as .mdUpdated Oct 30, 2026

The Repair module runs a repair shop from intake to delivery: job sheets with device-specific fields, checklists and photos, deposits, estimates and approvals, technician assignment, on-site visits, a customer status page, and invoicing in the POS. It suits mobile and laptop labs, electronics and appliance repair (AC, fridge, washing machine), and vehicle workshops.

What the module includes

Menu item under Repair	What it does
Dashboard	Open jobs, due today, overdue, awaiting approval, ready for pickup, completed this month, revenue and average turnaround, with charts
Job sheets / Add job sheet	Every device in the shop, from intake to delivery
Repair invoices	Sales created from job sheets
Estimates / quotes	Estimates and the customer’s approval
On-site visits	Visits to the customer’s home or site
Repair status lookup	Find a job by number, phone, name or serial / IMEI
Device models	Models per brand and category with their checklist and common faults
Reports / Settings	Repair reports and settings

Before you start

Add the brands you repair (Products › Brands). You can mark brands for repair use.
Add parts and labour as products (labour as a service product) so you can put them on job sheets.
Create logins for your technicians (User Management › Users).

First-time setup

Switch the module on: Settings › Business Settings › Modules, turn on Repair module, and click Update settings.
Open Repair › Settings. On General, set the Job number prefix, default status, technician, warranty, days until ready, service type, urgent and express surcharges and intake rules (terms, signature, minimum deposit). Click Save.
On Categories & fields, keep the device categories you repair and adjust their fields (for example IMEI, pattern lock, fuel level). On Statuses, set your status list, colours and the SMS or email text for each status.
On Printing & labels, add your terms and label size; on Status page & security, decide whether customers can check status online and when device passwords are wiped. On Service products, choose the products used for visit charges and surcharges.
Add common models under Repair › Device models (optional; staff can also type new models on the job form).
Give each role its Repair permissions in User Management › Roles.

Repair settings General tab with job number prefix, default status, technician, warranty, service type, surcharges and intake rules — Repair settings tabs: General, Categories & fields, Statuses, Printing & labels, Status page & security, Notifications, Service products, Invoice layout.

Everyday use

Book in a device

Click Add job sheet. Search or quick-add the Customer and add an Alternate phone if needed.
Pick the Device category, then Brand, Model and Serial / IMEI. The category’s own fields appear (passcode, pattern lock, condition).
Enter the Reported problems, tick the pre-repair checklist, list accessories received and take before photos. Capture the customer’s signature if required.
On the right, choose Service type (Carry-in, On-site, Pickup & delivery), Priority (Normal, Urgent, Express), expected delivery, Assigned technician, Estimated cost and Warranty.
Click Save & print ticket to give the customer a claim ticket with a QR code, or Save & print label to stick a label on the device.

The job sheet form. Save buttons can print the job sheet, a device label or the customer's claim ticket.

Repair, approve and deliver

Technicians change the status and add comments (internal, or visible to the customer on the status page).
If the cost changes, create an estimate, mark it sent and record the customer’s approval.
Record a deposit at any time; it becomes a customer advance.
When the work is done, click Convert to invoice. The POS opens with the customer, parts, labour and any surcharge already added, and shows the deposit so you can use the Advance payment method. Stock for parts is deducted now.
Mark the device as delivered when the customer collects it.

Repair dashboard with open jobs, due today, overdue, awaiting approval, ready for pickup and revenue cards and a donut chart of open jobs by status — The Repair dashboard: overdue jobs and jobs ready for pickup at a glance.

Permissions

On the Roles page	What it allows
View all job sheets / View only own job sheets (assigned to or created by the user)	Which jobs the user sees
Create job sheets / Edit job sheets / Delete job sheets	Job sheet changes (delete only when not invoiced and no deposit)
Change job status and add comments	Status, comments and photos
Assign technician	Assign or change the technician
Record advance / deposit	Take deposits
Mark device as delivered	Delivery
View device passwords / PINs / patterns (every reveal is logged)	Reveal device secrets
Create estimates and record approval	Estimates
Convert job sheet to invoice (also needs POS sale permission)	Billing in the POS
Manage on-site visits / Manage device models	Visits and models
Repair settings (categories, fields, statuses, templates)	Settings
View repair dashboard / View repair reports	Dashboard and reports

A typical technician role: View only own job sheets, Change job status and add comments and View repair dashboard — no device passwords and no delete. Admins have every permission.

In the SmartPOS Business app

Staff see the job list, book in a new device, open a job to call, WhatsApp or email the customer, and tap Update status. Job sheet barcodes can be scanned to open the job.

Tips and mistakes to avoid

Always take a deposit through the job sheet, not as a separate sale, so it is used automatically on the invoice.
Do not give device-password permission to everyone; every reveal is logged with the user and time.
Use the warranty-claim / re-repair (comeback) tick for returns, so the comeback rate in reports is accurate.

Customer credit and advancesHow advances and the Advance payment method work.

Tech store setupSet up a mobile and computer shop with a repair counter.

Bookings, hotel, gym & repair in the appUse the Repair screens on your phone.

All modulesEvery module and how to switch it on.

Frequently asked questions

Which repair businesses can use the module?

Mobile phone and tablet repair, computer and printer repair, electronics and home appliances such as AC, fridge, washing machine and TV, cars, motorbikes, bicycles and machines. Each device category has its own fields and checklist.

How do I take an advance from the customer?

Record it on the job sheet as a deposit. It is saved as a customer advance, appears in the customer ledger and the cash register, and you use it on the final invoice with the Advance payment method.

When is stock deducted for parts?

Only when the job sheet is converted to an invoice in the POS. Until then the parts on the job are a plan, not a sale.

Are device passwords and pattern locks safe?

Yes. They are stored encrypted and never shown in forms. Only users with the permission to view device passwords can reveal them, every reveal is logged, and they are wiped automatically a number of days after delivery.

Can customers check the repair status themselves?

Yes. The printed claim ticket has a QR code to your repair status page, where the customer enters the job number and the last 4 digits of their phone. You can turn the page off in Repair settings.

Can I send an estimate before repairing?

Yes. Create an estimate from the job, mark it sent, and record whether the customer approved or declined it and how (phone, in person, SMS, WhatsApp or email).

Do technicians see every job?

Only if you allow it. Give technicians View only own job sheets so they see jobs assigned to or created by them.

Can I handle on-site visits for AC or appliance repair?

Yes. Add on-site visits with a date window, technician, address and visit charge, and add the charge to the job.