Job cards, parts and invoicing in one flow

Background

The workshop serves an internal fleet and external paying customers from the same bays and the same parts store, which made it hard to tell where the workshop was subsidising the fleet.

The challenge

Work was recorded on paper job cards, parts were taken from the store without costing, and external invoices were raised days later from memory. Warranty claims were difficult to defend because the repair history lived in a filing cabinet.

What we built

Digital job cards carry labour hours and parts issued, priced as they are consumed. Technician scheduling and bay utilisation are planned on the same board, and the spare parts store raises reorder alerts from actual consumption.

Closing a job card produces the customer invoice or the internal charge automatically, and the vehicle keeps a permanent warranty and repair history.

How it rolled out

The parts store was counted and loaded first, then job cards went digital for external customers before being extended to internal fleet work, so pricing discipline was proven where it mattered commercially.

Where it stands today

No job is closed without being costed, parts consumption and stock levels are visible in real time, and every vehicle carries a full warranty and repair history.