One system for job cards, spare parts, brand claims and repair billing.
Run every repair from call to closing bill. Each job card carries the brand, model plate, serial number, fault code, diagnosis, quoted parts and bench notes, so nobody rewrites the story at the counter. Counter staff tag carry-in microwaves and mixers, the parts buyer raises distributor orders, and the claims clerk prepares brand warranty submissions. Technicians close visits from a phone, photograph attached.
- Makes, models, part lists and labour rates entered to mirror your counter quotes
- Customer list, open cards and unpaid bills read in from the old register
- A claim layout for each brand you service, built alongside your claims clerk
Calls, job cards, diagnosis quotes, spare parts, carry-in tags and brand warranty claims all sit in one system made for appliance repair companies. Every appliance is held by brand, model and serial number, so a returning machine shows the earlier repair, the part fitted and the cover given.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Call or carry-in
Work starts with a phone call, a web enquiry, a message or an owner standing at the counter with the item. Brand, model plate, fault and warranty status are recorded, and a tag is printed.
- 2
Diagnosis
The technician inspects on site or at the bench and records the fault code, the cause found and photographs of the plate and the failed part. Warranty status is noted on the card.
- 3
Quotation
Parts and labour are priced from your list. Whether the customer says yes, no or later, that answer is saved on the card, along with the date and the staff member who took the call.
- 4
Parts
Parts in stock are reserved against the card. Missing parts go into a supplier order, and the job waits with a clear reason until the part is received.
- 5
Repair and handover
The technician fits the part, tests the appliance, and records the cover given on that part. Then the owner collects, or the technician hands the appliance back at home.
- 6
Billing and claims
The job card produces the bill and receipts are posted against it. For a repair under warranty, the brand claim is prepared with the appliance serial number and the failed part listed on it. A call follows. It confirms the repair holds.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Job Cards
The card holds the complaint, fault code, findings and model plate photograph, and every later step on the appliance attaches to it.
- Estimate/Quotation Management
Parts, labour and the diagnosis fee are priced from the shop’s list, with each revision kept beside the customer’s approval or refusal.
- Technician Scheduling
Home calls are assigned by area and by appliance skill, so a refrigeration fault goes to the technician who handles compressors.
- Stock Tracking and Alerts
Boards, seals and relays are counted by model fit, reserved against a waiting card, and flagged when stock falls under the level the buyer set.
- Purchase Returns and Debit Notes
A failed compressor or board is listed with its supplier, sent back with a reason, and matched to the credit note when it arrives.
- Service Reports and Proof of Visit
The technician records parts fitted and the cover given, adds a closing photograph and leaves the customer a written account of the visit.
- Ticket Management
A return call opens a ticket against the earlier card, so the second visit is judged against the first repair, not billed as new.
- AMC and Service Contracts
Care plans for kitchen and laundry appliances hold their covered visits, included parts and renewal dates, and show which visits are used.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For owners
See open cards, quotes awaiting approval, parts on order, claims pending and dues by customer, all without walking the bench. The day’s money is visible.
For counter staff
Receive carry-in items, print tags, record approvals, and answer the customer who rings to ask where the washer is, because the shelf location sits on the card.
For technicians
Open the day’s calls on a phone, record the fault code and parts fitted, and close each card with a photograph.
For the parts buyer
Reserve parts against cards, order what is missing by model fit, and return failed parts to the supplier with a reason. Nothing gets bought twice.
For the claims clerk
Assemble brand warranty claims from job cards. Chase each one until the credit is posted, and watch the filing limit of every brand.
The numbers the owner asks for.
- Open job cards by status, brand and technician
- Quotations approved, declined and deferred, with their value
- Carry-in items by shelf, age and awaiting reason
- Parts consumed by model, with supplier lead time
- Brand claims filed, pending and credited
- Return visits by part, technician and appliance type
- Extended care plans due for renewal, with unpaid dues
Who this is built for.
- Independent shops repairing washing machines, refrigerators and ovens in customers’ homes
- Authorised service centres handling brand warranty work for several makes
- Repair workshops that take small appliances at the counter
- Landlord and facility teams that keep a repair contractor for rented flats
- Companies selling care plans for kitchen and laundry appliances
When it is not the right choice.
- A single technician taking a few calls a week can work from a phone and a notebook, and does not need job cards or a parts register.
- Repairing only phones, laptops or televisions? Computer Repair Shop Management Software suits your bench better.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- WhatsApp or other messaging
- SMS
- Card and payment gateway
- Accounting export
Questions owners ask before a demo.
Can one system cover home visits and carry-in items?
Yes. A home visit is a card with an address and a technician, while a carry-in item gets a tag and a shelf. Both end in the same bill. The appliance history stays in one place.
Can the serial number open the full repair history?
Yes. Search by serial number and every earlier card appears, with the part fitted, the cover given and the technician who did it. A repeat fault shows at once.
How are quotations kept when a customer is slow to answer?
Each quotation holds its date, its parts and the customer’s reply. When a part price changes while the customer thinks, the revised figure is added beside the first and never over it.
Can we record which parts fit which models?
Yes. Each part carries the models it suits, so the buyer sees only compatible items when reserving or ordering. The fit list is loaded from distributor sheets and reviewed by your buyer before use.
Does it prepare warranty claims for brands?
It assembles the serial number, fault code, purchase proof and returned-part details for each claim. Filing stays with your clerk.
What happens to the failed parts?
Each failed part is listed against its card and its supplier. A return is recorded when it leaves. The credit or replacement is matched to it when it arrives.
Can technicians use it without a laptop?
Yes. Each technician opens the day’s calls in a phone browser, records findings and photographs, and closes the card. A basement flat with no signal is no problem, because the entry is saved and sent once the phone is back online.
Can customers be told when the appliance is ready?
Yes. The owner is told the moment the card closes, over whichever channel they use, and the message carries the tag number and the amount due. No call is needed.
How do we see the cost of the system?
Pricing follows the number of counters, technicians and brands you service, and a written proposal states the figure you can compare. Before that, we open a real job card from your counter and walk it through to the invoice.
Can records be moved out later?
Yes. Your customer list, appliance records, job cards and bills can leave the system as plain files. Column names and file formats for each export are agreed in writing at the quotation stage. Nobody has to guess later.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Appliance Repair Company Management Software with your own data.
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