Every Repair Job, From Intake to Payment.
Service Management is upcoming in AYBN ERP. It will connect customer products, service jobs, estimates, approvals, parts and billing with the stock, invoices and books you can already run in AYBN.
Explore How It Will WorkAYBN ERP — From Lead to Ledger, Everything Connected.
- Service job (upcoming)Product, condition and fault
- Diagnosis (upcoming)What is wrong, what it needs
- Estimate / approval (upcoming)The customer says yes
- Parts and repair (upcoming)Parts out of stock
- Invoice and paymentAvailable today
Where service and repair businesses lose jobs and money.
A repair business handles the customer’s product, its own parts and the customer’s approval at the same time. Paper job cards lose all three.
Products in for repair go missing
Nobody can say which units are in the workshop, in what condition, and with which accessories.
Job status by phone
Customers call to ask where their repair is, and staff walk to the bench to find out.
Estimates approved verbally
The customer agrees to a price on the phone, and disputes it at delivery.
Parts used but not billed
Parts leave the store for a job and never reach the invoice.
Warranty arguments
Without the sale and service history, every warranty claim is a negotiation.
How a repair job will move through AYBN ERP.
Customer records, parts stock, invoices and payments run in AYBN ERP today. The service steps in between are upcoming, and will connect to them.
- StepAvailable today
- StepUpcoming
- Not linked yet
The service and repair workflow
- Customer
- Customer Product (upcoming)
- Service Job (upcoming)
- Diagnosis (upcoming)
- Estimate / Approval (upcoming)
- Repair / OEM (upcoming)
- Parts Consumption (upcoming)
- Service Completion (upcoming)
- Invoice
- Payment
Steps with a clock are upcoming. Customers, invoices and payments are live today; billing a service job from its parts and charges is upcoming.
Customer product
UpcomingThe customer’s unit will be recorded with its serial number, condition, accessories and photos, without becoming your stock.
Service Management module pageService job and diagnosis
UpcomingA numbered job sheet will be assigned to an engineer, who records the diagnosis.
Service Management module pageEstimate and approval
UpcomingThe estimate will go to the customer, and the approval will be recorded on the job before repair starts.
Service Management module pageRepair or external service
UpcomingJobs will be repaired in-house or sent for external (OEM) service, with warranty and chargeable cases kept apart.
Service Management module pageParts consumption
UpcomingParts will be issued to the job from stock, with unused parts returned and engineer-held parts reconciled.
Service Management module pageInvoice and payment
GST invoices and payments, with automatic journals, are live today. Billing them from the service job is upcoming.
Sales Invoicing module page
Entered once, used everywhere: Service jobs will use the same customers, parts stock and invoices you already run in AYBN ERP, so the parts used on a job and the charges approved by the customer will reach the invoice without retyping.
What AYBN ERP will do for a service and repair business.
The service capabilities are upcoming. The stock, billing and accounts underneath them are live today.
Available today
Parts stock by store
Problem: Parts stock is counted by hand.
Keep parts by store and batch, with minimum levels, purchases and transfers.
Learn more about InventoryGST invoices and payments
Problem: Service bills are written by hand.
GST invoices with automatic journals, and payments allocated to invoices.
Learn more about Sales InvoicingCustomer ledgers and books
Problem: Outstanding service charges are not followed up.
Customer ledgers, receivables ageing and full accounting from the same entries.
Learn more about Accounting
What it will do
UpcomingThese capabilities are upcoming. They are not available yet, and we do not publish dates until we can commit to them.
Job sheets and intake
UpcomingProblem: Products in for repair go missing.
Numbered job sheets with the product’s condition, accessories, photos and reported fault.
Learn more about Service ManagementEngineer assignment and status
UpcomingProblem: Customers call to ask where their repair is.
Jobs assigned by skill and availability, followed from received to delivered.
Learn more about Service ManagementEstimates and approvals
UpcomingProblem: Verbal approvals turn into disputes.
Estimates sent to the customer, and approval recorded before repair.
Learn more about Service ManagementParts issue and billing
UpcomingProblem: Parts used on a job never reach the invoice.
Parts issued to the job and billed with the service charges.
Learn more about Service ManagementWarranty and service history
UpcomingProblem: Every warranty claim is a negotiation.
Warranty checks and service history by serial number.
Learn more about Service Management
What it will mean for service and repair businesses
No lost units
Every product in the workshop will have a job sheet with its condition and accessories.
Customers kept informed
Job status will be visible at every stage, from diagnosis to delivery.
Approved work only
Repairs will start after the customer’s approval is recorded on the job.
Every part billed
Parts issued to a job will flow to its invoice.
Service history at hand
Warranty and past repairs will be visible by serial number.
One set of books
Service invoices will post to the same accounts and GST reports as your sales.
Service and repair before AYBN, and with AYBN ERP.
| Before AYBN | With AYBN ERP |
|---|---|
| Service bills written by hand | GST invoices with automatic journals |
| Parts stock counted on a shelf | Parts stock by store, with minimum levels |
| Paper job cards | Numbered job sheets with condition and accessoriesUpcoming |
| Approvals taken on the phone | Estimates with the customer’s approval recordedUpcoming |
| Parts used but not billed | Parts issued to the job and billed with itUpcoming |
| Warranty checked from memory | Warranty and service history by serial numberUpcoming |
How service and repair businesses use AYBN ERP day to day
What you can do today, and what the upcoming release will add.
Keeping parts stock
Buy parts, keep them by store and see what is below its minimum level.
Billing service work
Raise a GST invoice for the service and allocate the customer’s payment.
- Upcoming
Creating service jobs
Record the customer’s unit, its condition and the reported fault on a job sheet.
- Upcoming
Preparing repair estimates
Send the estimate and record the customer’s approval before repair starts.
- Upcoming
Tracking parts consumed
Issue parts to the job and return the unused ones to stock.
- Upcoming
Maintaining service history
See past repairs and warranty for a unit by its serial number.
The AYBN ERP modules behind this solution
Each module works on the same customers, items, stores and accounts.
Guides for service and repair businesses
- Guide · Service management
Service job cards: running a repair workflow from intake to invoice
How a service or repair business can run every job on a job card: intake, diagnosis, estimate and approval, parts, completion, billing and service history.
6 min read
Service & Repair Businesses: common questions
Is Service Management available in AYBN ERP today?
Not yet. Service Management is upcoming. We do not publish dates until we can commit to them. You can get updates on it from this page.
What can a service business use in AYBN ERP today?
Parts stock by store, purchases, GST invoices, payments allocated to invoices, customer ledgers, accounting and GST reports are all available today.
Will customer products become part of my stock?
No. Customer-owned products will be tracked in your custody without being counted as your stock.
Want to know when Service Management arrives?
Get updates on service and repair in AYBN ERP, or book a demo of the stock, billing and accounts you can run today.