Phone repair shop software for jobs, spare parts and deposits

Your money is sitting in the parts drawer

A screen for one model is not a screen for another. Buy ten of the wrong one and that money is locked up until those exact handsets walk in — which for an ageing model may be never. Meanwhile the screen everyone wants ran out on Tuesday.

The second drawer is worse: repaired phones nobody came back for. You bought the part, did the work, and the balance was never paid. Six months on you cannot say how many are in there or whose they are.

Both drawers are one problem — parts and jobs never written against a customer's name. Record the repair as it happens, with the part it used and the deposit you took, and neither stays a mystery.

How a repair shop runs it

1. Take the deposit before you order the partEnter it on the customer's profile. It shows on their statement — a figure you can point at when they come back disputing it.
2. Open the repair as a draftA service record saved as a draft is the open job: the customer, the handset and the fault in the notes. It sits in service history until you finalise it.
3. Add parts when you fit themThe screen or battery goes on as a part used and comes off stock then. The drawer count stays true without you counting the drawer.
4. Finalise when they pay and collectThat takes the balance, closes the record and produces the receipt. Anything still in draft is a phone still in your shop.

Your parts and repair list, ready to set

Pick "Phone repair shop" at sign-up and this list is already there. Parts go in as products so they leave stock when fitted; repairs go in as services at your labour price.

Keep screens as separate items per model, not one line called "screen". One line hides the thing you need to know — which model you are overstocked on.

A month at a two-bench repair shop

The 88 software jobs used no parts, so nearly all of that UGX 1,760,000 stayed — and it is the line most shops never bother recording. The 96 screens turned over UGX 12.5m to keep about a third.

What PesaScope does not do: job cards

There is no ticketing system here. No job card moving through received, diagnosing, awaiting parts and ready for collection, no queue board, no message to the customer when a phone is done.

There is one mechanism: a service record saved as a draft, finalised when the customer pays. Draft means open, finalised means done. The fault, the IMEI and what you promised for Friday go in the notes.

For most shops that is enough. The question that costs money is not which stage a phone is at — it is whose phone this is, what you spent on it, and whether it is paid for.

Where a repair shop leaks money

1. Warranty returnsA screen that fails a fortnight later is a second job on one payment. Record the return with the part it used and you can see whose screens keep coming back.
2. Parts that leave quietlyA battery taken "for a job" and never written down looks like one that was sold. Fitting it through the record keeps the count and the takings agreeing.

Read further

Questions repair shops ask