Creating a job sheet
Record the complaint, diagnosis and work on a job sheet, track parts from needed to fitted, add before and after photos, get the customer's approval by link, then invoice.
3 min read
The job sheet is where the work lives. It keeps the customer's complaint, the diagnosis, the work done, parts, labour and notes together, and it becomes the invoice without you retyping anything.
What goes on a job sheet
Open a job's sheet from Job Sheets or from the job itself. Fill it in as the work happens.
- Customer complaint or request.
- Diagnosis and technician notes.
- Work carried out.
- Mileage in and mileage out.
- Parts, labour and other lines, with quantities and prices.
- Road tested and ready ticks when the car is done.
- Customer approval notes.
Track parts from needed to fitted
Each part line can carry an optional status: Needed, Ordered, Arrived or Fitted. It's a quick way to see what you're waiting on without ringing the factor. Leave it blank if you don't need it.
If you type a part that isn't in your stock list, you can save it to your catalogue from the line so it's there next time. This only adds it to your list; it doesn't change the invoice or your stock counts.
Before and after photos
Add photos to the job sheet under Before (the car's condition on arrival) and After (the finished work). Photos upload straight away, are timestamped, and stay private to your workshop.
Get the customer's approval by link
When extra work needs a yes, create an approval link from the job sheet and send it by text, email or WhatsApp. The customer sees the work and prices and taps approve or decline. They don't see your cost prices or technician notes.
Each link works once and expires after 72 hours. The customer's decision, and any note they add, is recorded in the customer approval notes on the job sheet.
Print it or go paperless
Click the printer icon next to any job on the Jobs page, or use Save & Print Sheet when booking a job. You get a clean A4 job sheet for the bay or the counter. The printout doesn't show your internal cost or profit.
From job sheet to invoice
When the work is finished, create the invoice from the job sheet. The customer, vehicle, mileage and line items carry over, so the invoice is built from the work you actually recorded.
FAQ
My mechanics prefer paper. Do they need to use a screen?
No. The office books the job and prints the sheet, the mechanics work from it on a clipboard, and the office types the parts and hours in afterwards to create the invoice. Mechanics don't need a login.
Can the customer approve work twice or after the link expires?
No. Each approval link can be used once and stops working after 72 hours. Create a new link if you need to ask again.
Ready to try it?
Put a real job through Mechanics Hub on a 14-day free trial, no card needed.