Service Orders

Manage repair jobs, work orders, and service tickets with full lifecycle tracking — from intake to completion. Available on Plus plans and above.

Plus+

Overview

The Service Orders app is designed for professionals who handle repair work, maintenance jobs, or any service that requires tracking from start to finish. Each order captures client details, device information, diagnosis notes, parts used, pricing, and current status — giving you a complete record of every job.

Key capabilities:

Feature	Description
11-Step Workflow	Move orders through a detailed repair status pipeline
Automatic Numbering	Sequential, globally unique order numbers (OS-YYYY-NNNN)
Device Tracking	Record brand, model, IMEI, serial number, and condition
Diagnosis & Costing	Technical diagnosis, cost estimates, and client approval flow
Parts Tracking	Log parts used with quantity and cost per part
Public Tracking	Give clients a link to check order status without logging in
Status History	Full timeline of every status change with timestamps and notes
Print & PDF	Printable order layout for receipts and records

Who it’s for:

Phone repair shops tracking device repairs from intake to delivery
Auto body shops managing vehicle service jobs
IT service providers handling equipment maintenance tickets
Any repair business that needs structured job tracking with client visibility

Getting Started

Creating a Service Order

Navigate to Service Orders

Go to Dashboard → Service Orders. You’ll see the orders list with filters for status, date range, and search.

Click “New Order”

Click the New Order button to open the order creation form. You can also create an order directly from a confirmed booking.

Fill in Client Details

Enter the client’s name, email, and phone number. If the order is linked to an existing booking, client details are filled automatically.

Add Device Information

Record the device or item details:

Field	Required	Description
Brand	No	Device manufacturer (e.g., Apple, Samsung)
Model	Yes	Device model name (e.g., iPhone 15 Pro)
IMEI	No	IMEI number for mobile devices
Serial Number	No	Device serial number
Problem Reported	Yes	Client’s description of the issue
Accessories	No	Items received with the device (charger, case, etc.)
Condition Notes	No	Physical condition at intake (scratches, dents, etc.)

Submit the Order

Click Create Order. The system assigns an automatic order number and sets the initial status to Pending.

You can create service orders directly from confirmed bookings. Go to the booking details and click “Create Service Order” — all client information is pre-filled automatically.

Order Lifecycle

Repair Status Workflow

Every service order follows an 11-step status pipeline. Each status has a unique color for quick visual identification.

Status	Color	Description
Pending	Gray	Order created, awaiting initial review
Awaiting Diagnosis	Yellow	Queued for technician to examine
Diagnosing	Blue	Technician is actively examining the device
Awaiting Approval	Orange	Diagnosis complete, cost estimate sent to client for approval
Approved	Green	Client approved the repair and cost estimate
Rejected	Red	Client declined the repair — order closed
Repairing	Indigo	Repair work in progress
Testing	Purple	Repair complete, device undergoing quality testing
Ready	Teal	Device ready for client pickup or delivery
Completed	Green	Order fully completed and delivered
Cancelled	Red	Order cancelled before completion

Typical Flow

The most common path through the workflow:


Pending → Awaiting Diagnosis → Diagnosing → Awaiting Approval
    → Approved → Repairing → Testing → Ready → Completed

Not all orders follow every step. Simple repairs might go directly from Pending to Repairing. The workflow is flexible — you can move to any valid next status.

Changing Status

To update an order’s status:

Open the order details
Click the Status dropdown
Select the new status
Optionally add a note explaining the change
Click Update

Every status change is recorded in the Status History with a timestamp, the new status, and any notes you added.

When you change an order’s status to “Awaiting Approval”, the client can see the diagnosis and cost estimate on their public tracking page — letting them approve or discuss the repair without calling you.

Order Details

Diagnosis & Costing

After examining a device, add your technical findings and pricing:

Field	Description
Diagnosis	Technical notes about what was found (visible to client on tracking page)
Estimated Cost	Initial cost estimate presented to client for approval
Final Cost	Actual cost after repair is complete
Warranty Days	Number of days the repair is covered under warranty

The approval flow works like this:

Technician completes diagnosis

Add diagnosis notes and estimated cost to the order.

Move to “Awaiting Approval”

Change the status to Awaiting Approval. The client can now see the estimate on their tracking page.

Client responds

The client reviews the estimate and either approves or discusses further. You update the status to Approved or Rejected accordingly.

Repair begins

Once approved, move the status to Repairing and begin the work.

Parts Tracking

Track every part used in a repair:

Field	Description
Part Name	Name of the component used
Quantity	Number of units used
Unit Cost	Cost per unit
Total Cost	Calculated automatically (quantity x unit cost)

Parts costs are summed and added to the labor cost to calculate the total billing for the order. This gives you a transparent breakdown for the client.

Internal Notes

Add private notes visible only to your team — not shown on the public tracking page. Use these for technician handoff instructions, supplier information, or any internal communication about the order.

Order Numbering

Every service order receives an automatically generated, globally unique order number.

Format: OS-YYYY-NNNN

Component	Description
OS	Service Order prefix
YYYY	Year the order was created
NNNN	Sequential number, zero-padded

Examples:

OS-2026-0001 — First order of 2026
OS-2026-0142 — 142nd order of 2026

Order numbers are sequential across your entire account and never repeat. They are generated automatically when an order is created — you cannot manually set or change them.

Public Tracking

Client Tracking Page

Every service order gets a unique public tracking token. Share this token with your client so they can check the status of their order in real time — no login required.

How it works:

Order is created

The system automatically generates a unique public token for the order.

Copy the public tracking URL from the order details and send it to the client via WhatsApp, email, or SMS.

Client checks status

The client opens the link and sees:

Current repair status with color badge
Device information
Diagnosis notes (when available)
Cost estimate (when in Awaiting Approval status)
Full status history timeline
Your contact information

The tracking page is read-only — clients can view their order status but cannot modify anything. The page updates in real time, so clients always see the latest status.

Share the tracking link right after creating the order. This immediately reduces “what’s the status?” calls and messages, saving you time throughout the repair process.

Print & PDF Export

Generate printable order documents for receipts, intake forms, or records:

Print Layout — Formatted order summary optimized for printing directly from the browser
PDF Export — Download a PDF version of the order with all details

The printed document includes: order number, client details, device information, diagnosis, parts used, pricing breakdown, status history, and warranty information.

Integration with Bookings

Service orders can be linked to existing bookings, creating a seamless flow from appointment to repair:

Integration	Description
Create from Booking	Generate a service order directly from a confirmed booking
Auto-fill Client Data	Client name, email, and phone are pre-populated
Linked Records	Navigate between the booking and service order from either record
Service Reference	The booking’s service type is carried over to the order

This is particularly useful for repair shops where clients book a diagnostic appointment first, and the service order is created after the technician examines the device.

Plan Availability

Feature	Free	Plus	Pro	Max	Ultra
Orders per month	—	500	Unlimited	Unlimited	Unlimited
Public tracking	—	Yes	Yes	Yes	Yes
Status workflow	—	Full 11-step	Full 11-step	Full 11-step	Full 11-step
Parts tracking	—	Yes	Yes	Yes	Yes
Print & PDF	—	Yes	Yes	Yes	Yes
Status history	—	Yes	Yes	Yes	Yes
Booking integration	—	Yes	Yes	Yes	Yes
Internal notes	—	Yes	Yes	Yes	Yes

Booking System — Schedule appointments that can become service orders
Client Management — View full service history per client
E-Commerce — Sell parts and accessories alongside repair services
Staff Management — Assign technicians to service orders