The appearance and clarity of your workorders communicate the professionalism of your business just as strongly as the quality of the repairs you perform.

Well written invoices:

•Build customer confidence

•Reduce misunderstandings

•Improve repeat business

•Strengthen warranty documentation

•Protect the shop during disputes or audits

The following techniques have consistently proven valuable for successful service facilities using MLS 2026.

Use Mixed-Case Letters

Always use proper upper and lower case letters when entering:

•Labor descriptions

•Recommendations

•Notes

•Customer information

•Vehicle comments

Avoid leaving the keyboard in:

•CAPS LOCK mode

ALL CAPITAL LETTERS are difficult to read and are often viewed as:

•Unprofessional

•Harsh

•Computer generated

•Difficult for customers to understand

Mixed-case formatting creates:

•Cleaner invoices

•Better readability

•A more polished appearance

Good Example:

•Replaced front brake pads and resurfaced rotors

Poor Example:

•REPLACED FRONT BRAKE PADS AND RESURFACED ROTORS

Use Actual Part Numbers

Always enter:

•The real manufacturer’s part number

for the actual part installed on the vehicle.

Do NOT substitute:

•OEM numbers

•Generic equivalents

•Internal “shortcut” numbers

when the actual installed part differs.

This is important because:

•Many states consider incorrect part identification misleading

•Warranty claims become easier to process

•Inventory tracking remains accurate

•Customer documentation remains truthful

Accurate part numbers also help:

•Future diagnostics

•Warranty verification

•Repeat ordering

•Vendor tracking

Avoid Abbreviations

Abbreviations often confuse customers and create misunderstandings.

Many clients:

•Do not understand technical shorthand

•Misinterpret abbreviations

•Become uncertain about what work was actually performed

Always use complete descriptions whenever possible.

Poor Examples:

•Alt repl

•R&R Trans

•RF brk svc

Better Examples:

•Alternator replacement

•Removed and replaced transmission

•Right front brake service

Clear communication improves:

•Customer trust

•Professional appearance

•Future service understanding

Provide Detailed Labor Descriptions

Labor descriptions are one of the most important communications on the invoice.

Brief or vague descriptions may:

•Create confusion

•Lead to disputes

•Appear incomplete

•Reduce customer confidence

Instead, provide:

•Clear explanations

•Service details

•Diagnostic findings

•Corrective actions performed

For example:

Poor Description:

•R&R Transmission

Better Description:

•Removed transmission assembly, inspected clutch components, replaced defective transmission unit, reinstalled assembly, adjusted linkage, refilled fluids, and road tested vehicle.

Detailed descriptions:

•Protect the shop legally

•Help technicians during future repairs

•Improve customer understanding

•Reinforce professionalism

Use Glossary Codes For Consistency

MLS 2026 allows detailed service descriptions to be stored in:

•The Labor Glossary

Using glossary entries provides:

•Consistent wording

•Faster workorder creation

•Professional formatting

•Better communication

Rather than typing lengthy descriptions repeatedly, staff may:

•Enter a simple glossary code

•Automatically insert a complete service description

This greatly improves:

•Efficiency

•Accuracy

•Uniformity between service advisors

Provide Recommendations For Future Services

Every completed workorder should include:

•Appropriate service recommendations

Recommendations help clients:

•Plan maintenance

•Prevent future failures

•Understand vehicle condition

Recommendations may include:

•Wear measurements

•Fluid conditions

•Safety concerns

•Upcoming maintenance

•Observed damage

•Suggested recheck intervals

Examples:

•Front brake pads currently at 4mm. Recheck within 5,000 miles.

•Coolant condition deteriorating. Recommend flush during next service.

•Tire cracking noted on sidewalls. Monitor closely.

Recommendations are one of the strongest tools for:

•Customer retention

•Future sales

•Building trust

•Demonstrating thorough inspections

Think Of The Workorder As A Permanent Record

Every invoice may later become:

•A warranty reference

•A legal document

•A resale history item

•A customer service reference

•An audit record

For this reason:

•Clarity matters

•Accuracy matters

•Professional presentation matters

A well written workorder reflects:

•Pride in workmanship

•Attention to detail

•Respect for the client

MLS 2026 provides the tools to create highly professional documentation.

Using them properly strengthens both your image and your business operations.

Techniques for workorder format