How-to Manage a Repair Shop with Leavins Inventory Manager

Posted on April 27, 2013

Repair shops have to deal with labor, special order parts, and billing customers. Leavins Inventory Manager can be used for retail stores and restaurants (I previously wrote about using Leavins Inventory Manager for restaurants), but it has a few features designed for repair shops.

Handling Labor with Leavins Inventory Manager

Leavins Inventory Manager supports 'labor' items. All you have to do is add an Item named 'Labor,' disable inventory tracking on that item, and setup tax exemption. Here is an example item:

Example Labor item for Leavins Inventory Manager

Billing by the hour

Some shops charge per-hour of labor. If your shop does this, just treat the Unit Price of the 'Labor' item as the price per-hour. The 'quantity' of a labor item will be the number of hours.

Billing by some other period

Other shops charge labor differently. For example, some do it per-quarter-hour and some even do it per-minute. Just add a single 'Labor' item at checkout and change the price of that item (on the order items grid) to match your labor total.

Taxation

Labor may be taxable in your state. If it is, all you have to do is uncheck the 'Tax exempt' checkbox on the Labor item page. If labor is taxable in certain situations in your state (like if you sell goods on the same bill), you can disable it on a per-order basis. After you add your Labor item to your order, you can change it to be taxable:

Example of a taxable labor item at checkout for  Leavins Inventory Manager

Managing Special Order Items

If you special order an item for a specific job, you can add that item during checkout. At the lower-left corner of the 'Add Order' page, there is a button that says 'Add special order item.' Clicking it adds a new item (not tracked by Leavins Inventory Manager) that you can change the name and price of. Very simple!

Customer Credit

If your customer is not paying at checkout time, Leavins Inventory Manager has an easy way of tracking who owes what. When you create your order, follow these two steps:

  1. Select the customer (click the 'Select customer' button at the top of the page)
  2. Click on 'This order is on store credit' near the bottom of the 'Add Order' page

When the customer pays, add a payment for that customer. Click on 'New customer payment' from the Welcome page. That's all there is to it.

When it is time to print customer statements (or monthly invoice), just follow this tutorial on how to create customer statements.

Written by Dustin Leavins