Working with Service

Service Tickets allow you to build repair orders for you to service internal vehicles and retail customers. You can add labor, parts, and sublet items to a ticket.

Service Training Video

Watch this training to get started with service!

Service Types

There are three different types of items you can create in the Service Module:

1. Ticket
2. Quote
3. Invoice

Ticket

Tickets are customizable repair orders that track the parts, labor, and work done to a particular vehicle.

Quote

Quotes are similar to tickets in that you're able to customize them to track the parts, labor, and work done to a particular vehicle, with the difference being that you can print out a separate Quote form.

Invoice

Invoices are finalized tickets that indicate the work on the vehicle is completed and payment needs to be collected. After payment is collected, the invoice stays in your system as a record of the work done.

Finding Tickets

The tickets, quotes, and invoices pages allow you to search and filter. Some notable searching and filtering options:

• Ticket #
• Customer
  • Stock # for internal tickets
• Vehicle
• Last 8 of VIN

We recommend reading through Finding Items to familiarize yourself with searching and filtering.

Viewing Tickets

To view all tickets, click Tickets in the navigation bar. Tickets, quotes, and invoices are each found on their own page.

Vehicle Check in

Checking in a vehicle allows you to pull up an existing ticket on your mobile app and mark the vehicle as being physically on your lot so your team knows when a customer's vehicle has arrived. The check-in function also allows you to update the odometer reading, add customer complaints to the ticket, and record warning lights or existing body damage.

To do this, select the "Check In Vehicle" tab from the left-hand toolbar in your mobile app. This will open up the VIN scanner on your phone. Once you scan the VIN, the vehicle's information will populate on the Check-In screen. Select a ticket number from the dropdown and fill in any other information to proceed.

Pro-Tip: If a ticket already has an "In-Date" selected on the ticket, the Ticket will not show up in the dropdown menu on the Check-In screen and you will not be able to check the vehicle in.

Creating Repair Orders

Retail

To create a retail ticket (customer facing) click New Ticket on the sidebar. You'll be presented with the Customer Selection dialog where you can find a past customer or add a new one.

Once you've selected a customer, you'll be presented with the New Ticket page where you can select a past vehicle on the left, or add a new one. You can also assign a Lead Mechanic and enter complaints for the ticket.

Internal

To create an internal ticket, click New Ticket on the sidebar. In the presented dialog, check the Internal Ticket checkbox and select a vehicle from inventory.

Once you've selected a vehicle, you'll be presented with the New Ticket page where you can assign a Lead Mechanic and enter complaints for the ticket.

Details Tab

The details tab allows you to add sellables to a ticket, assign a Lead Mechanic, or enter Complaints and Comments.

Complaints

The Complaints section allows you to enter whatever information the customer is claiming is wrong with the vehicle or why it's being serviced. This information is internal and will not appear on any customer-facing documents.

Comments

The Comments section allows you to add any additional information you would like to communicate to the customer on the Invoice. This is customer-facing and will appear on the Invoice.

Sellables

Sellables are any kit, labor, part, or sublet that are added to a ticket as line items.

Working with Sellables

Schedule

The Schedule tab allows you to see calendar availability and schedule appointments for the opened ticket.

Learn More

Vehicle

The Vehicle tab shows you the vehicle assigned to the ticket.

• For internal tickets, see Working with Inventory.
• For retail tickets, see Working with Vehicles.

Payments

The Payments tab allows you to collect payments, see balances due, and view profits on a repair order.

• Payments
• Balances
• Discounts
• Profits

Quotes

Quotes allow you to price out a custom repair order for a customer including parts, labor, and work estimated without having to clutter up the active jobs on your Tickets page. Using the Quotes function enables you to send a job quote out to a customer, make edits before converting it to a ticket, and keep track of jobs you've quoted but haven't been able to sell yet

Creating a Quote

You can create a quote by clicking on the New Ticket button in your toolbar, adding customer information, and then changing the Type to Quote on the New Ticket Page.

You can add parts, labor, kits, or sublets to a Quote in the same way you would on a ticket.

Printing a Quote

You can print a quote by navigating to the Print drop-down button in the top-left corner of the screen and selecting the Print Invoice/Quote option. You can print or email a quote by navigating to the Print drop-down button in the top-left corner of the screen and selecting the Print Invoice/Quote or Email Estimate/Quote options.

Invoices

Converting Invoices

There are two ways you can convert a ticket to an invoice.

1. You can convert a ticket to invoice by selecting the black button, Convert to Invoice, at the top of the individual ticket screen.

2. You can change the "Type" from "Ticket" to "Invoice" from the Info box located on the right-hand side of the individual ticket screen. It should look like this -