How to Track Repair Jobs in Your POS System: A Step-by-Step Guide with AskBiz
- Step one: create your service presets
- Step two: intake a customer device
- Step three: send a quote to the customer
- Step four: assign an engineer and begin work
- Step five: add parts and track inventory
- Step six: complete the repair and notify the customer
- Step seven: handle collection and close the job
- Tracking everything in your analytics dashboard
This guide walks you through the entire repair job workflow in AskBiz POS — from creating service presets and intake of a customer device, through quoting, engineer assignment, parts tracking, completion, collection, and automatic warranty creation. Follow each step to manage repair jobs without spreadsheets or paper tickets.
- Step one: create your service presets
- Step two: intake a customer device
- Step three: send a quote to the customer
- Step four: assign an engineer and begin work
- Step five: add parts and track inventory
Step one: create your service presets#
Before you intake your first repair job, set up your service presets. These are your standard repairs and services with predefined pricing. Navigate to the POS settings in AskBiz and select Service Presets. Add each service you commonly offer — for example, screen replacement, battery replacement, water damage assessment, charging port repair, full diagnostic, or data recovery. For each preset, enter the service name, default price, estimated turnaround time, and warranty duration. Presets speed up the intake process because your staff select from a list rather than typing descriptions and prices manually. You can always add custom line items for non-standard work, but having your common services ready to go eliminates errors and ensures consistent pricing.
Step two: intake a customer device#
When a customer brings in a device for repair, open AskBiz POS and select New Service Job. Enter the customer details — name, phone number, and email address. Then record the device information: type, make, model, and a description of the reported fault. This is also the moment to capture intake photos. Use your phone camera directly within the POS interface to photograph the device from multiple angles. These photos are timestamped and attached to the job record, protecting you against disputes about pre-existing damage. Once you save the job, AskBiz generates a unique ticket number automatically. Give this number to the customer — it is their reference for all future enquiries and the key that ties together every notification they receive.
Step three: send a quote to the customer#
After diagnosing the fault, update the job with the quote. Select the appropriate service preset or enter a custom price, add a description of the work required, and list any parts needed. When you move the job status to Quoted, AskBiz sends the customer an automatic notification via WhatsApp or email with the quote details and their ticket reference number. The customer can review the quote and respond with their approval. You do not need to chase them manually — the notification includes everything they need. Once the customer approves, update the job status to Accepted. This clear quoting step prevents misunderstandings about pricing and creates a documented record of what was agreed before any work begins.
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Step four: assign an engineer and begin work#
With the quote accepted, assign the job to a specific engineer if you have multiple technicians on your team. Open the job, select the engineer from your staff list, and move the status to In Progress. The engineer can see their assigned jobs in the POS interface, filtered by status. AskBiz sends another notification to the customer confirming that work has begun on their device. For solo repairers, you can skip the engineer assignment step and simply move the job to In Progress yourself. The key benefit of this stage is visibility — you always know which jobs are actively being worked on, which are waiting, and who is responsible for each one. If a customer calls to ask about progress, any member of staff can look up the ticket and answer immediately.
Step five: add parts and track inventory#
As the engineer works on the repair, they add parts to the job record. Select parts from your inventory — a replacement screen, a new battery, screws, adhesive strips, or whatever the job requires. Each part added to the job is automatically deducted from your inventory in real time. The job record shows a complete parts list with individual costs, giving you an accurate picture of the total parts expenditure on that repair. If a part is not in stock, the system flags it immediately rather than letting the engineer discover the shortage mid-repair. This parts tracking is essential for understanding your true margins on each service type. Revenue minus parts cost minus labour gives you the actual profit per job — data that most repair shops simply do not have.
Step six: complete the repair and notify the customer#
When the repair is finished, move the job status to Completed. At this point, capture checkout photos of the device to document its condition after the repair. These photos sit alongside the intake photos in the job record, providing a complete visual history. AskBiz sends the customer an automatic collection notification via WhatsApp or email, letting them know their device is ready to pick up. The notification includes the ticket number and any relevant details. You do not need to call, text, or message the customer separately — the system handles it the moment you update the status. This is one of the highest-impact automation points in the workflow. Customers consistently report that prompt collection notifications are the feature they value most.
Step seven: handle collection and close the job#
When the customer arrives, look up their job by ticket number. Review the completed work and parts used with them, process the payment through AskBiz POS as you would any other transaction, and update the job status to Collected. The job is now closed. At this point, AskBiz automatically creates a warranty record linked to the job. The warranty duration comes from the service preset you selected at intake — or you can set it manually for custom jobs. The warranty record includes the full job history: intake photos, parts used, engineer who performed the work, checkout photos, and timestamps for every status change. If the customer returns within the warranty period, your staff can pull up the complete record in seconds using the ticket number.
Tracking everything in your analytics dashboard#
Once you have repair jobs flowing through the system, AskBiz gives you analytics you never had with spreadsheets. View total repair revenue alongside your retail sales, track average turnaround time from intake to collection, see which service types are most popular and most profitable, and monitor engineer performance. The AI chat also has full access to your repair data. Ask questions like: What is my average repair job value this week? Which service preset generates the most revenue? How long do screen replacements take on average? Are my turnaround times improving or getting worse? This data-driven approach to managing your repair business means you can spot trends, adjust pricing, and make hiring decisions based on real numbers rather than gut feeling.
People also ask
How do I create a repair job in AskBiz POS?
Open AskBiz POS, select New Service Job, enter the customer and device details, choose a service preset or add a custom description, capture intake photos, and save. The system generates a unique ticket number automatically and the job enters the intake stage of the workflow.
Can customers track their own repair status?
Customers receive automatic WhatsApp or email notifications at every status change — when a quote is sent, when work begins, and when their device is ready for collection. They use their ticket number as a reference for any enquiries.
What happens to inventory when parts are used in a repair?
Parts added to a service job are automatically deducted from your inventory in real time. The system tracks which parts were used on which job, keeps your stock levels accurate, and flags out-of-stock items before an engineer tries to use them.
Is warranty tracking automatic?
Yes. When a repair job is marked as completed, AskBiz automatically creates a warranty record linked to that job. The warranty duration is configurable per service type and the record includes full job details, photos, and parts information.
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Try the full repair workflow today
Open AskBiz POS, create your first service preset, and intake a test device. Walk through the entire process — quoting, assignment, parts, completion, collection, and warranty — in under ten minutes. See how much simpler repair management becomes when everything is in one system.
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