Customer Friendly Work Orders, Repair Orders, and Invoices
Protractor has received many reports from our customers that they get complements
from their customers about the look and format of the invoices they receive. We
often hear things like, "I can finally understand an invoice from a repair shop!"
Here are examples of an authorization, inspection, invoice and estimate generated
from a typical customer visit.
Authorization
The authorization that you generate at the end of the write up portion of the customer
service routine, is clearly laid out as you can see in the document provided. The
customer's reported problems, associated inspections and service requested are presented
in a story book style format. It reads simply from top to bottom. In this example,
the vehicle is reported as overheating and the associated cooling system diagnostic
inspection is documented. The customer also requested a lube, oil and filter service.
All charges are listed including taxes for the customer to sign-off on. It is well
documented, easy to understand and there are no surprises.
Click Image for Full View
Tech Inspection
The tech inspection that you generate along with the customer authorization is also
in story book format. Although you can customize the detail on technician documents,
they follow the same format. This way, the customer, service advisor and technician
are all on the same page. In the example provided, the technician knows the report
problem is overheating. She also knows when the problem occurs and what inspection
is going to be performed to diagnose the problem. She is also aware that the customer
requested a lube, oil and filter service. With this level of documentation, no verbal
communication is required and shop productivity increases.
Click Image for Full View
Invoice
The final invoice that is presented to the customer is a summary of the service
routine; again it is in story book style format. It shows the original problems
that were reported have been resolved, the inspections have been performed and the
services requested have been delivered. You will also notice that work that was
identified and estimated that the customer deferred is documented at the bottom
of the invoice.
Click Image for Full View
Estimate
The estimate consists of work that was identified and presented to the customer
but the customer elected not to have the work performed during the visit. We can
defer such estimated work and it is saved on file for the customer. We can also
print an estimate for the deferred work along with the final invoice. This is also
true for the inspections. The completed inspection can be printed with the final
invoice for the customer if you choose.
Click Image for Full View