Service Job Tracking

Take in customer gear for repair or service and track each job through its workflow at /admin/service-jobs.

Enterprise plan or optional add-on · $10/month

Included on the Enterprise plan, or available as a paid add-on on any plan. Enabled per-tenant from the platform admin. Once active, STAFF and MANAGER roles see the Service Jobs link in the admin sidebar. This is an internal workflow tool — it is never shown on your public site.

Logging a job

Click New Service Job and record what came in. Every field is optional except that a job must describe either the gear or the work to be done. Saving assigns a sequential job number (SJ-0001, SJ-0002, …) shown on the jobs list and at the top of the job, and confirms the save with that number.

  • Customer: link to an existing account or just type a name, phone, and email for a walk-in — no account required.
  • Gear: free-text type, brand, model, and serial number. The serial is what ties a job to the item’s service history.
  • Service: optionally tag the job with a service from your menu, plus a free-form description of the work requested and internal technician notes.
  • Promised date: an optional due date so staff can tell customers when to expect their gear back.

The status workflow

A new job starts at Received. From the job page, staff advance it through the workflow — only the valid next steps are offered:

  • Received → In Progress (or Cancelled)
  • In Progress → Awaiting Parts, Ready for Pickup (or Cancelled)
  • Awaiting Parts → back to In Progress (or Cancelled)
  • Ready for Pickup → Picked Up, back to In Progress (or Cancelled)
  • Picked Up and Cancelled are closed states

The first time a job reaches Ready for Pickup its completion date is stamped, so reopening and re-completing a job keeps the original serviced date. Jobs are cancelled rather than deleted, and every status change is recorded in the audit log.

Gear service history

When a job has a serial number, the job page lists every prior job for that same serial — so you can see at a glance when a regulator was last serviced and what was done. Filter the main list by status or search by customer or serial to find a job fast.

Billing a job

Once work is complete, you can bill the customer directly from the job page.

  • Create invoice: opens a new invoice prefilled with the customer and a line item for the service work. The invoice links back to the job automatically, and the job page shows the linked invoice number and status.
  • Link existing invoice: if an invoice was already created separately, use “Link existing invoice” to attach it to the job.
  • Unlink: detaches the invoice from the job without deleting it — the invoice continues to exist independently.
  • Record as internal use: if the gear is your own (owner's use), book the service's labour cost as owner's draw instead of invoicing. It's recorded at cost basis, kept out of sales reports, and a job is either invoiced or internal use — never both.

Selecting a customer on the job form

On the service job form you can search for an existing customer account — their name, phone, and email are pulled in automatically and remain editable. For walk-ins with no account, simply type the contact details directly; no account is required.