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<< Click to Display Table of Contents >> Navigation: Work Processing > Top 10 Workorder Mistakes To Avoid |
One of the most common operator mistakes is entering information and then moving to another tab or record without pressing the Save button.
•Parts disappear
•Labor entries are lost
•Notes are not retained
•Totals become inaccurate
Always press Save immediately after:
•Adding parts
•Entering labor
•Editing notes
•Changing header information
•Modifying recommendations
Operators sometimes overwrite an existing part number when correcting an error.
•Inventory quantities become incorrect
•Cost tracking becomes inaccurate
•Restocking cannot occur properly
•Reports become unreliable
1.Delete the incorrect part entry
2.Add the correct part as a NEW record
Modify the part number on an existing inventory entry.
Simply changing the workorder type from Estimate to Invoice does NOT properly transfer the items.
•Parts are not removed from inventory
•Labor does not post correctly
•Invoice totals become inaccurate
•Accounting data becomes unreliable
Always use the Convert utility on the General tab.
Short descriptions may save typing time, but they create confusion and reduce professionalism.
•“R&R TRNS”
•“CHK ENG”
•“Adj Brks”
•“Removed and replaced transmission assembly”
•“Performed engine performance diagnostic testing”
•“Adjusted rear brake assemblies”
Use complete, professional descriptions at all times.
Pending recommendations are valuable tools for both customer service and increased sales.
•Lost service opportunities
•Reduced customer awareness
•Decreased future business
Always review:
•Needs
•PM schedules
•Inspection concerns
•Previous recommendations
during estimate preparation.
Some operators rush through payment posting and closing procedures.
•Incorrect balances
•Missing tax
•Incomplete payments
•Accounting discrepancies
Verify:
•Parts totals
•Labor totals
•Tax
•Deposits
•Payment methods
•Remaining balances
Always use Re-sum before final closing if anything appears questionable.
Additional work should NEVER be added without documenting client authorization.
•Customer disputes
•Legal exposure
•Reduced client trust
•Poor documentation
Whenever costs increase:
1.Contact the client
2.Log the conversation
3.Add a Revision entry
4.Print the revision on the final invoice
Missing VINs, phone numbers, or mileage weaken your records and customer support capability.
•Poor service history tracking
•Difficulty contacting clients
•Inaccurate PM scheduling
•Warranty issues
On the first visit:
•Enter the full VIN
•Verify all phone numbers
•Confirm email address
•Record accurate mileage
Never use only the last six digits of a VIN.
Inspection forms help demonstrate professionalism and increase customer confidence.
•Missed safety concerns
•Reduced recommendation opportunities
•Weak documentation
Use the checklist whenever possible:
•Record measurements
•Mark concerns clearly
•Add notes
•Print with the invoice
Clients appreciate visual evidence that their vehicle was thoroughly inspected.
Workorders should NEVER be deleted.
•Broken invoice sequence
•Audit concerns
•Missing accounting history
•Suspicion of hidden income
If work is declined:
•Mark it Declined
•Obtain client signature if possible
If created accidentally:
•Reassign it properly
•Reuse the workorder number
Maintaining numbering continuity is extremely important.
Well organized workorders:
•Improve customer confidence
•Protect the business legally
•Improve accounting accuracy
•Increase repeat business
•Strengthen employee accountability
The most successful service centers are not always the fastest — they are the most consistent, accurate, and professional in how they document and communicate their work.