The books, the sheets and the whiteboard

Everything about one job in one place, from the form at the counter to the link the customer follows while you work on it.

A printed job note book, in duplicate

The job is typed once and gets its own code. Print the sheet if the customer wants paper.

A whiteboard showing where each job is

Eight stages, from Received to Delivered, with the name of whoever moved it and when.

Photos sitting on a technician's phone

Up to five photos on the job itself, taken at the counter and kept with it.

Device passwords on a sticky note

A locked field on the job, kept off the customer's copy and hidden from cashiers.

Answering the phone to say it is not ready

A link the customer opens with no login and no app, showing the stage the job is at.

The bench and the counter draw down the same numbers, branch by branch, and a serial stays with the unit it arrived on.

An Excel sheet for parts

One list. A screen used on a repair and a screen sold at the counter come off the same count.

A second sheet, because the counter sells too

An item can be a repair part, a counter product, or both at once.

A branch that keeps its own private list

Stock is held per branch, so head office sees every branch and a branch sees its own.

Serial numbers in an exercise book

A serial is captured on arrival and follows the unit into the sale or the repair it went into.

Noticing a part ran out when you reach for it

A low stock warning set per item, per branch, before it runs out.

Every document a job produces comes off the same record, and the money can arrive in more than one way.

A calculator and a duplicate receipt book

Enter the cash handed over and the change is worked out. The receipt can go by WhatsApp, email or print.

A quotation pad

Quotations with up to three tiers. When the customer says yes it becomes the invoice, not a retyped copy.

Writing the same invoice out twice

Quotations, invoices, credit notes and receipts all come off one record.

Cash, card and transfer noted on separate pages

Four built in methods, your own beside them, and one balance split across several.

Arguing about a refund with no record

Refunds in full or in part with the reason kept, and exchanges a manager has to approve.

What you ordered, what actually turned up, and what it cost you, kept apart from each other because they happen apart.

Ordering parts by phone and hoping you remember

A purchase order against a supplier, on terms from cash on delivery to net 60.

Half an order arrives and the paperwork stops making sense

Receive it in parts. What is paid is tracked apart from what has come in.

Not knowing what you paid for a part six months ago

The cost is kept on the item, so the margin on a repair is what it actually was.

A warranty card book

Warranty set in days, months or years, or for life, tied to the job and the serial.

Takings, expenses and the owner's own money kept in separate places, so the month adds up without anyone reconstructing it.

Counting the drawer and hoping it agrees

A daily report for cashing up, with each payment already sitting in the account you named.

Receipts in an envelope for the accountant

Expenses recorded as they happen under seven categories, with the monthly ones entered once.

The owner's money and the shop's money in one pocket

Separate accounts for the drawer, the bank, a mobile wallet and the owner, and transfers between them.

A notebook of what each agent is owed

Commission worked out per agent on the sale or repair, and a payout recorded when you settle.

Guessing whether the month was any good

Takings split between repairs and counter sales, minus expenses, per branch or all together.

Who can do what, decided per person rather than per job title, and a record of the changes worth knowing about afterwards.

Only the owner can be trusted with the till

Four roles, and permissions you can set per person on top of the role.

Finding out later that a price was dropped

Every price override recorded against the person who made it.

Typing your customer list in again from scratch

Customers, suppliers and stock brought in from a CSV file.

A separate website nobody updates

Your stock and prices can feed a website from the same records.