Repairs¶

Repairs track items brought in by customers that need to be fixed or serviced. They follow the same order structure as sales, but include additional features for workshop management, repair descriptions, and before/after photos.

Creating a repair¶

Navigate to Sales ‣ Repairs and create a new repair. Select the customer and add items describing the work to be done. The repair item form includes:

Title: What needs to be repaired (with quick-select from frequently used titles)
Repair comments: Up to three comment fields describing the work, each with a quick-select dropdown populated from your most-used descriptions
Workshop: Assign the item to a workshop contact
Price, VAT, and Discount: Standard pricing fields

Workshop management¶

Repairs have a Workshop tab on the detail page for internal workshop items — these describe the work instructions and materials needed, and are not visible to the customer.

You can assign the entire repair to an external workshop from the sidebar. Changes to the workshop assignment are logged in the activity feed.

A default “In workshop” status is automatically available for tracking repairs that are currently being worked on.

Before and after photos¶

Upload photos of the item before and after the repair. These can be included in automated emails to the customer (e.g., when the status changes to “Ready”) using the ((pictures_before)) and ((pictures_after)) template variables in your automations.

Quote requested¶

Enable the Quote requested toggle when a customer wants a price estimate before authorizing the repair. This is visible in the filters so you can easily find repairs awaiting approval.

Repair form PDF¶

Generate a Repair Form PDF — an intake document that records the items left for repair, their condition, and the agreed-upon work. This can be printed automatically via automations.

Deadlines and scheduling¶

Set a Deadline and Exit date for each repair. Gem Logic tracks deadline notifications and provides a scheduling board for planning workshop capacity. Set the Estimated time to help with scheduling.

Automations¶

Repairs are well-suited for automations. Common examples:

Status changes to “Ready”: Send an SMS or email to notify the customer their repair is done, optionally including the after photos.
Product is added to a repair: Automatically change the product’s status to “In repair”.
Repair is fully paid: Generate an invoice PDF and email it to the customer.
Deadline approaching: Send a reminder notification to the assigned user.