Job card template: what goes on a repair shop's job card?
A repair shop's job card says whose item it is and what it is, the fault, when it came in and is promised for, who works on it, the estimate, the parts and labour used, and when it went back. It records the work and is not an invoice; the invoice is made from it.
Updated:
Which fields belong on a job card?
| Field | What to write | Why |
|---|---|---|
| Customer | Name, phone number, email address | So you can call when it is ready or a question comes up |
| Item taken in | Name, model, serial number | So the item handed back is the same one |
| Fault | As the customer described it | This is what is to be fixed, not something else |
| Taken in and promised by | Date and time | The customer will hold you to the date |
| Technician | Who does the work | So it is clear who has the job |
| Estimate | The amount the customer was told | So the invoice is not a surprise |
| Parts | Name, quantity, unit price | Both the stock and the invoice come from this |
| Labour | Hours or an item, unit price | The other half of the invoice |
| Status and handover | Where the job is; when it was handed back | So no job is left on the shelf |
The table is the template: copy the fields into your own form or spreadsheet. What is worth keeping is the order: the intake first, then the work, the handover last.
Which stages does a job card go through?
Details
- Intake: the item is with you, the fault written down.
- Diagnosing: you find out what is wrong and what it will cost.
- Awaiting parts: you ordered what is missing.
- Repairing: someone is working on it.
- Ready: you can call the customer.
- Delivered: the customer took it, the invoice is done.
Why is a paper job card not enough?
Details
A paper job card is on the shelf, not where the question comes up: when the customer phones, someone has to go and find it. A part used on paper does not leave the stock, so the stock count drifts, and the labour has to be typed again for the invoice.
How does this work in HelloCRM's Workshop module?
Details
- A job card moves through the stages above, with its customer, the item and serial number, a technician, a promised date and an estimate.
- A part used comes off the stock when it is a stocked product; a part taken back goes back.
- The parts (less what was taken back) and the labour become an invoice draft in one click, for the job's total.
- For work on site there is the Field service module: a technician, a deadline and the route status (on the way, arrived, done).
Which module?
Module: Workshop (paid module, price coming soon).
Questions
What is the difference between a job card and an invoice?
A job card is the internal record of the work: what you took in, what happened to it, what went on it. The invoice is the document issued to the customer, made from the job card's parts and labour.
Is there a job card template to download?
The table above is the template, field by field; copy it into your own form. HelloCRM's Workshop module keeps the same fields, with no form to print.
Does a call-out need a job card too?
Yes, with different fields: the site and the times of setting off and arriving matter too. In HelloCRM that is the Field service module.