One system for the whole workshop
From the job a customer drops at the counter to the document they sign when they collect it, the visit an engineer makes to their site, and everything that has to be recorded in between.
Repair jobs
- A job number that generates itself in financial-year format (2026-27/004), per organisation, restarting each April, and impossible to edit by hand
- Serial number, accessories and Returnable Gate Pass recorded against the JOB, not the machine, so a second visit never overwrites the first
- Priority, receiver name and the reported fault captured at intake
- Filter by status, priority, customer, engineer or date range, and share the filtered view as a link
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- Delivered and cancelled jobs are tucked away by default, so the list shows live work
- Select several jobs and print one report
Customers & equipment
- Customers with two phone numbers, email, GSTIN and address
- Call, WhatsApp or email a customer straight from the row
- Add a new customer from inside the job form, without losing what you typed
- Equipment kept as the shop’s own catalogue, reusable across customers, because a machine can change hands
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- Model number and capacity written the way the nameplate reads
Quotations & approvals
- Quotations issued as numbered documents with their own version history
- Repair time, validity and your own terms table on every quotation
- The engineer’s findings fill in the notes, so nobody retypes them
- Approval recorded against the exact version the customer agreed to
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- Purchase-order number and date, added later if the order arrives later
- Quotation figures are visible to the owner and managers, not to engineers
Declined jobs & returns
- Close a job as Customer declined, or cancel it, with the reason on record
- Track the machine separately: still at the shop, or handed back
- A hand-over receipt on your letterhead and a ready message for the customer
- The dashboard lists machines still sitting in the shop, with how many days
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- A unit that comes back after delivery becomes a new job linked to the first
Your team
- Owner, manager and engineer, each with a different view of the same job
- Invite a colleague with a code that is bound to their email address
- Assign an engineer, or let one pick up unassigned work themselves
- Managers run the day to day without delete buttons or access to organisation settings
Visibility
- A dashboard with a card for every status, each one opening that list
- A Needs Attention panel: urgent jobs, jobs waiting on the customer, unassigned jobs and machines still in the shop
- Jobs by priority, engineer workload and your top customers
- Site visits counted beside jobs, with how many are still open
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- Complete repair history on every job: inspection, quotation, approval, assignment, notes and status changes, each with who and when
Service visits, paid on the spot
Some repairs never reach your bench. When an engineer goes to the customer’s premises, RepairOpsPro records the visit, the work done and the money collected, with the same care as a repair in the workshop.
- 1
Book it
OfficeAdd the visit in a short form
Customer, date, equipment, engineer, site address and the problem reported. A new customer or asset can be added without leaving the form. The visit gets its own number, SV-2026-27/001.
- 2
Go
EngineerOpen it on the phone and start
The engineer sees the visits assigned to them, with the site address and a Maps link. Start Visit moves it to In Progress.
- 3
Price
Engineer, then officeAsk the office, set the price
If the charge is not known, the engineer sends Request Price with the findings and the visit waits in Awaiting Price until the owner or a manager sets the amount. A visit with a price already agreed skips this step.
- 4
Finish
EngineerWrite what was done, and complete it
The engineer records the work done and completes the visit. Completed means the work is done, whether or not the money has come in.
- 5
Collect
Engineer or officeTake the payment, hand over the receipt
Collect all or part of it by cash, UPI, card, bank transfer, cheque or online. The invoice is created and issued at the first payment, and a numbered receipt opens straight away.
Finished and paid are two different facts
A customer who pays on the day and a customer who pays next week both have a completed visit. Payment is tracked beside the status, so neither is forced into the other.
- Payment pending
- Completed and priced, nothing collected yet.
- Part paid
- Some collected, the rest still due.
- Paid
- Settled in full.
- Price needed
- Completed, but the office has not set the amount.
- The amount still due shows on the visit list, in amber, so chasing starts from one screen.
- Filter the list by Payment pending, Part paid, Paid or Price needed.
- The office can set a price on a completed visit until it has been billed.
- A payment taken in error is voided by the owner or a manager with a reason, never deleted.
A visit moves through:ScheduledIn progressAwaiting priceCompletedCancelled
Reminders and confirmations, written for you
For a visit that is still owed money, RepairOpsPro drafts a polite payment reminder with the total, the balance and your shop name. When a payment comes in, it drafts the confirmation with the amount, the method and the receipt number. Copy the message, open it in Gmail or send it on WhatsApp. You read it first, and you press send.
The office decides, the engineer delivers
Owner and manager
- Add visits and edit their details
- Assign the engineer
- Set the price, including after the visit is completed
- Cancel a visit that has not been billed
- See every visit and every payment
Engineer
- Sees only the visits they went on
- Starts a visit and requests a price
- Completes it with the work done
- Collects the payment and hands over the receipt
- Cannot add a visit or change its details
What a visit leaves out
Nothing is taken into your workshop on a site visit, so a visit does not carry the parts of a repair job that depend on the machine changing hands.
- No quotation or approval step. The office sets the price and the customer agrees by phone or WhatsApp.
- No delivery or dispatch, because nothing is shipped.
- No photo attachments.
Bill the job, take the money, know what is left
The repair record and the money it earned are the same record. Raise an invoice against a job or a site visit, take payment in as many parts as it takes, hand over a numbered receipt each time, and see what every customer still owes without adding anything up yourself.
However they pay
- Cash
- Online
- UPI
- Card
- Bank transfer
- Cheque
- Other
- 1
Raise it
From the quotation, from nothing, or from a visit
Convert a quotation and its figure carries into a draft; the quotation itself is never altered. A job that never had a quotation can be invoiced directly, and a site visit’s invoice is created for you at the first payment. Approval is not required to bill.
- 2
Build it
Line items, while it is still a draft
Add what you are charging for, with quantity and rate; each line shows the equipment. A draft is the only editable state and carries no number, so abandoning one costs nothing.
- 3
Issue it
The number is claimed here
Issuing stamps INV-2026-27/0001, freezes the document and opens it for payment. The counter is per organisation and financial year, and never hands one number to two people.
- 4
Take payment
In as many parts as it takes
Each payment records its method, reference and date, and the invoice moves itself between unpaid, partially paid and paid. Add one from the invoice list, the invoice page or the visit itself.
- 5
Hand over the receipt
Proof of what was paid, and what is left
Every payment gets a numbered receipt (RCPT-2026-27/0001) showing what was outstanding, what was paid and the balance, on your letterhead, with a confirmation message ready to send.
What every customer owes, without adding it up
Open a customer and the three figures are already there, computed from the invoices rather than kept as a running total that drifts. Below them: their invoices and payments on one timeline, and the repair jobs they have brought in.
- Total invoiced
- Everything billed across every job and visit. Cancelled invoices are left out: a voided document is not money anybody owes.
- Total paid
- What has actually arrived. A voided payment stops counting the moment it is voided.
- Outstanding
- The difference, and the number you ring them about. It never goes negative and is never typed in.
Why the numbers can be trusted
Every rule below is enforced on the server, not by a disabled button. A greyed-out control is a courtesy, not a guarantee.
You cannot be paid more than you are owed
A payment bigger than the balance is refused, naming the amount outstanding. Two people paying the same invoice at once cannot both succeed.
A price change is added, never written over
Discounts, extra charges and write-offs are adjustments carrying a reason and the name of who applied them. The original lines stay exactly as issued.
Nothing about money is deleted
A payment taken in error is voided with a reason and stops counting. An issued invoice is never deleted: it is cancelled, with a reason, and keeps its number.
A cancelled invoice cannot look payable
Cancelling is blocked while any payment stands, so void those first. A cancelled invoice prints CANCELLED across the page, over the content.
What this is not
RepairOpsPro records what you charged for a repair or a visit, what was paid and what is left, tied to the job it came from. It is not an accounting package, and it does not pretend to be one.
No GST engine
There is no tax calculation, no tax-invoice format, no CGST/SGST split and no HSN codes. Your returns still come from your accounting software.
No online collection
There is no payment gateway. You take money the way you already do and record it, which is also why nothing here charges a percentage of your takings.
No automatic chasing
There are no due dates, no ageing buckets and no reminders sent in your name. For a site visit that is still owed money, RepairOpsPro drafts a reminder that you copy, email or send on WhatsApp yourself.
No refunds or credit notes
A payment can be voided and an invoice cancelled or adjusted, which covers a mistake and a renegotiation. Money going back out is not modelled.
What it does do: tie the money to the job that earned it, so the repair and the bill can never tell different stories.
Eight documents, on your letterhead
Upload your own artwork or let RepairOpsPro build a letterhead from your business details. Rupee amounts are grouped the Indian way, and every document can be saved, printed, emailed or shared to WhatsApp.
Job card
At intake
What came in, who brought it, the accessories, the reported fault, the serial and the gate pass. Signed at the counter.
Quotation
Before the work
A numbered quotation the customer can approve, with the repair time, your terms table and its own version history.
Invoice
When you bill
What is being charged, any adjustment with the reason it was made, and what has been paid against it. A cancelled one prints CANCELLED across the page.
Payment receipt
On every payment
Proof of one payment on a job or a site visit: outstanding before, amount paid, balance remaining, in its own numbered series.
Dispatch note
When it ships
Courier, tracking number and consignee, for a unit going back by transport.
Delivery receipt
When it is collected or hand-delivered
Who collected or received the unit, the equipment with its serial number and a signature line for the customer.
Hand-over receipt
When a declined job’s machine goes back
Records that the machine was returned to the customer, with a ready message to send them.
Jobs report
Whenever you need it
Select any set of jobs and print one landscape summary, with the filters that produced it printed alongside.
Tell the customer before they ring you
When a job reaches a point the customer cares about, RepairOpsPro writes the message: the job number, the equipment and the details already filled in. Copy it, write it in Gmail or open it in WhatsApp. You read it, change anything you like, and send it yourself.
RepairOpsPro writes the message. You send it, so nothing reaches a customer that you have not read.
- Received
- Quotation sent
- Ready for delivery
- Delivered
- Payment reminder
- Payment received
Each job page keeps all of its messages, so a follow-up a week later is one click, not a retype.
Three roles, clear boundaries
Owner
Runs the business
- Sees every job, visit, customer and figure
- Sets organisation details, branding and quotation terms
- Invites the team
- Deletes records
- Can do everything a manager can
Manager
Runs the floor
- Books jobs and visits in and assigns engineers
- Prices quotations and records approvals and deliveries
- Raises invoices and takes payments
- Sees every job, visit and customer
- Has no delete buttons and cannot change organisation settings
Engineer
Does the work
- Sees the jobs assigned to them, work nobody has picked up yet, and their own visits
- Records inspections and work notes, and moves their own job to repair and to ready for delivery
- Starts and completes visits, asks for a price and collects the payment
- Does not see quotation figures, the invoice list or customers’ phone numbers
- Cannot reach another engineer’s job
Try it free for a month
Run your own customers, jobs and site visits through RepairOpsPro for 1 month. Fill in the form and we will contact you to set it up, or to show you a demo first.