Inspect, estimate, invoice and get a review
A digital inspection with photos, a repair order the customer approves by text, the invoice from the approved work, and a review request after payment.
Every job in BayRobin has a repair order (RO 1001, RO 1002 and so on): the work on the vehicle, service by service, and what the customer approved or declined. Open a job and use the Repair order card.
Inspect
- On the job (or in My day on the technician's phone), click Start inspection.
- Go down the checklist and tap Good, Soon or Now for each item (N/A when it doesn't apply). Changes save as you go.
- For a yellow or red item, write what you saw ("pads at 2 mm") and tap Photo to take pictures.
- Tap Recommend work to put a service on the repair order for it: pick a canned job, or type a name and price it later.
- Click Done. You can add a short note to the customer first.
Estimate
On the repair order, add work with Canned job (the work you do most, with its usual labor and parts) or Add a service by hand. Each service has lines:
- Labor: hours at your shop's labor rate, unless you type a different rate.
- Parts: quantity and price, with an optional part number.
- Fees: shop supplies, disposal and the like.
Sales tax is added to parts and fees (and labor, if you turn that on). Set your labor rate and tax in Settings › Labor rate and tax.
Send it for approval
Click Send to customer. They get one text with a private link showing what the inspection found, with your photos, and the estimate. They approve or decline each service and type their name to approve. You get a text and a notice with their answer.
If they don't answer, BayRobin texts a reminder on day 2, 5 and 10. The reminders stop as soon as they reply or answer any of it.
Did they say yes on the phone or at the counter? Click Approved on the service. It's recorded with your name and the time, under Answers on record. Declined work stays on the repair order, so you can offer it again next visit.
Invoice
Click Create invoice: it has the approved services' labor, parts, fees and tax, and nothing else. While it's still a draft, work approved later is added to it. Ready for pickup makes the invoice from the approved work if you haven't yet, and texts the total with a pay-by-card link. See Tell customers their car is ready.
Review
Add your Google review link once, in Settings › Reviews. After that, every customer who pays in full gets one text asking for a review. You can also click Ask for a review now on a completed job.