# Service and repair jobs

> Take in an item for repair, record what is wrong, price parts and labour, take payment and hand it back.

*Section: Bookings and service jobs · Updated: 2026-10-19 · Needs the plan feature: service_maintenance*

By the end you will have taken in an item for repair, recorded what is wrong, priced the work, and know how payment and handing it back work.

> **Note:** Service jobs come with some plans only. If **Service & Maintenance** isn't under **Sell** in your menu, your plan or your role doesn't include it.

## Add your technicians

Open **[Sell › Service & Maintenance › Service Technicians](/app/service/technicians)**. Fill the **Name**, **Phone**, **Email** and **Notes**, and click **Save**. A technician is a name to give jobs to, not a sign-in.

![Technician Details: Name Peter Mukasa, Phone +256 772 410 130, Email peter.mukasa@example.com, Notes "Small kitchen appliances: blenders, kettles, microwaves", Status Active; the Service Technicians list beside it.](https://armpos.online/storage/help/d47c2e4c38-service-jobs-1-technician.webp)
*Technicians don't sign in: they are names to give jobs to.*

## Take in a job

1. **Open [Service Jobs](/app/service/jobs)** and **click Create.**
2. **Intake.** Pick the **Customer** and type the **Service Item / Vehicle**, both required. Pick the **Technician**, write the **Job Type** (such as Repair), set the **Status** and the **Scheduled Date**.
3. **Device Information.** Write the **Brand**, **Model** and **Serial Number** (and **IMEI** or **Unlock Code** for a phone), tick the **Accessories Received**, and write the **Condition on Arrival** and the **Reported Issue** in the customer's words.
4. **Diagnostic.** Once you know what is wrong, write the **Diagnosis** and the **Diagnostic Fee**, and tick the checks you did.
5. **Click Save.** The job gets its reference (SJ\_ and a number), and the **Photos** and **Payments** tabs open up.

![Create Service Job, Intake: Customer Sarah Namusoke, Technician Peter Mukasa, Service Item / Vehicle Boxed Blender, Job Type Repair, Status Intake, Scheduled Date 20/10/2026 09:00; Device Information with Brand HomeChef, Model BX-400, Serial Number HC-BX4-00917 and Accessories Received; Condition on Arrival and Reported Issue.](https://armpos.online/storage/help/1b8c72526f-service-jobs-2-intake.webp)
*Note the condition and what came with the item: it settles arguments at pickup.*

![The Diagnostic tab: Diagnosis "Worn motor brushes; replace and test", Diagnostic Fee 5, and Checklist.](https://armpos.online/storage/help/12b08e29c3-service-jobs-3-diagnostic.webp)
*The diagnostic fee is part of the job's total.*

## Price the work

On **Parts & Labor**, pick the **Warehouse** the parts come from, then:

- **Add part from stock**: search a product; it becomes a **Part** line at its price.
- **Add Labor** and **Add Other**: type the **Description**, **Qty** and **Unit Price** yourself.

Each line can take a **Discount** and **Tax %**. **Grand Total** adds the lines and the diagnostic fee. Click **Save**.

![Parts & Labor on SJ\_1111: Warehouse Default Warehouse, Add part from stock, and a Labor line "Replace motor brushes", 1 × 10, $10.00; Items Subtotal $10.00, Diagnostic Fee $5.00, Grand Total $15.00.](https://armpos.online/storage/help/37de4d264d-service-jobs-4-parts.webp)
*The job's figures at the top follow the lines: total, paid and balance due.*

Parts leave stock only when the job is delivered, not when you add them.

### Quote first

For a bigger repair, the **Quote** tab takes a **Quote Amount**, how long it is **Valid Until**, and the **Warranty (days)**. **Download Quote PDF** gives the customer a copy, and **Send to Quotations** makes it a quotation in **Sales › Quotations**. When the customer answers, click **Approve** or **Decline**. Jobs waiting for an answer are under **Awaiting Approval** in the menu.

## Payment and handing back

On the **Payments** tab, **Add Payment** records a payment: the **Date**, **Amount**, its **Kind** (**Deposit**, **Payment** or **Refund**), the **Method** and **Notes**. The figures at the top show what is **Paid** and the **Balance Due**. Jobs with money owed are under **Awaiting Payment**.

![The Payments tab: TOTAL $15.00, PAID $0.00 (0%), BALANCE DUE $15.00, and Payments with Add Payment.](https://armpos.online/storage/help/6adfdca561-service-jobs-5-payments.webp)
*Take a deposit at intake if the repair needs parts.*

When the work is done, set the **Status** to **Ready for Pickup**: the job appears under **Ready for Pickup**. Once the balance is paid, **Mark Delivered (decrements stock + starts warranty)** appears: click it when the customer collects. It takes the parts out of stock and starts the warranty.

> **Warning:** Hand the item back with **Mark Delivered**, not by choosing **Delivered** in the Status list: that skips the payment check and the warranty. Don't change a delivered job's status afterwards either: its revenue then drops out of **Reports › Profit and Loss** while the parts stay out of stock.

Delivered jobs count in **Reports › Profit and Loss** under **Service Jobs – Revenue**, less the parts' cost.

![Service Jobs: the Status, Payment and date filters, and SJ\_1111 for Sarah Namusoke, HomeChef BX-400, Peter Mukasa, 2026-10-20 09:00:00, Intake, unpaid, 15.00 total and 15.00 due.](https://armpos.online/storage/help/caf05d9a3f-service-jobs-6-list.webp)
*Filter by status or payment to see what needs doing.*

**[Maintenance History](/app/service/history)** lists every job by customer: what came in, who worked on it, and when.

## What's next

Make sure every item is checked the same way: [Service checklists](/app/help/service-checklists).