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<< Click to Display Table of Contents >> Navigation: Work Processing > Writing New Workorders |
MLS 2026 supports several different types of workorders, each designed for a specific operational purpose.
Selecting the correct workorder type at the beginning of the process helps:
•Improve organization
•Reduce confusion
•Improve customer communication
•Simplify billing
•Improve reporting accuracy
An Estimate is the recommended starting point for nearly all service work.
The estimate:
•Defines the proposed services
•Establishes expected pricing
•Documents customer concerns
•Provides legal and operational protection
•Creates a clear agreement between the shop and the client
In most cases, it is best practice to:
1.Create the Estimate
2.Obtain customer approval/signature
3.Begin service work
4.Convert the Estimate into the final Invoice
Estimates help prevent:
•Pricing disputes
•Misunderstandings
•Unauthorized repairs
•Customer dissatisfaction
Some shops prefer detailed estimates listing:
•Parts
•Labor
•Sublet operations
Others prefer simplified estimates showing:
•Service descriptions
•Total expected cost
MLS 2026 supports either approach.
An Invoice represents the completed billing document for a repair.
The invoice includes:
•Final labor entries
•Parts used
•Taxes
•Recommendations
•Payments
•Deposits
•Technician information
•Final totals
Invoices also become:
•Permanent service history records
•Accounting entries
•Customer receipts
Counter Sales are designed for:
•Parts-only transactions
•Walk-in sales
•Quick inventory purchases
These transactions typically do not include:
•Labor operations
•Technician worksheets
•Vehicle service tracking
Counter Sales may still be attached to:
•A client
•A vehicle
•A cash transaction
The workorder type is controlled by the Status selection.
MLS 2026 will normally ask for the workorder type:
•When the workorder is first created
However, the type may also be changed later using the Status controls.
Workorders may be attached to:
•A client and vehicle
•A client only
•A cash sale
Although the system allows full service workorders to be processed as cash sales, this is generally not recommended because it limits future history tracking.
Creating a new workorder is simple.
From the MLS 2026 Main Menu:
•Select Orders
•Or press ALT-W
The system will display the Primary Workorder Manager showing all active workorders.
To begin a new workorder:
•Press the Add button
You will then be presented with several workorder creation options.
Creates a standard repair workorder for a vehicle currently being serviced in the shop.
This is the most commonly used option.
Creates a Counter Sale for inventory items sold directly to a customer.
Creates a new workorder directly from an existing appointment.
The system automatically transfers:
•Client information
•Vehicle information
•Notes
•Quoted parts
•Labor items
•Appointment details
This greatly speeds up service writing.
Creates a cash sale without attaching a specific client record.
This is useful for quick sales where customer tracking is unnecessary.
Allows manual entry of handwritten or externally generated workorders into MLS 2026 for:
•Historical tracking
•Accounting purposes
•Service history integration
MLS 2026 automatically assigns a unique workorder number to each ticket.
This number links:
•Parts
•Labor
•Recommendations
•Revisions
•Payments
•Attachments
•Accounting entries
•Service history
throughout the system.
Once the workorder is created, the Workorder Development Screen will open.
This screen provides:
•Totals
•Processing tabs
•Utility buttons
•Service tools
•Client and vehicle information
•Parts and labor entry
•Recommendations
•Payment controls
Detailed explanations of each area are provided in the following sections of this manual.
When you finish entering information:
•Select Close or Exit
MLS 2026 automatically saves the workorder and returns to the Workorder Manager.
To reopen a workorder later:
1.Highlight it in the browse list
2.Press Edit
3.Or double-click the workorder
You may reopen and continue editing active workorders at any time.
Even when not legally required, written estimates are strongly recommended.
A properly prepared estimate:
•Creates clear expectations
•Documents requested work
•Reduces misunderstandings
•Protects both the shop and the customer
•Improves professionalism
The estimate should clearly communicate:
•What work is planned
•Estimated cost
•Important conditions
•Diagnostic limitations
•Authorization requirements
In many cases, estimates do not need to list every individual part.
A clear description of the intended repair and estimated total is often sufficient.
Many successful shops intentionally estimate slightly high whenever appropriate and ethical.
If the final invoice comes in lower than expected:
•Customers are often pleasantly surprised
•Trust increases
•Repeat business improves
It is generally much easier to reduce a final invoice than to increase it unexpectedly later in the repair process.
Every vehicle represents something important to its owner.
It may be:
•Their pride and joy
•Their transportation to work
•Their family vehicle
•Their financial investment
Regardless of condition, customers want to know their property is being handled carefully and professionally.
Respect for the vehicle builds trust.
When the client arrives:
•Listen carefully
•Observe the vehicle together
•Record concerns accurately
•Avoid making snap judgments
The customer’s observations may provide valuable diagnostic clues.
Good service writers act much like skilled doctors:
•First diagnose carefully
•Then recommend solutions
One of the fastest ways to lose customer confidence is:
•Returning the vehicle with the original concern unresolved
Carefully documenting:
•Symptoms
•Sounds
•Conditions
•Timing
•Customer observations
greatly improves repair accuracy and communication throughout the service process.
The next sections explain how to properly develop and process workorders in MLS 2026.