How it works
One system from the counter to the stock room
A repair, a counter sale and a supplier delivery all land in the same workspace. Customers, stock and money are recorded once and every module reads the same records.
01One day in one workspace
Three flows, one set of records
A supplier delivery, a repair and a counter sale through one ordinary day. Each one writes to the same customers, stock and money.
- 01
A delivery arrives
The supplier's invoice is uploaded, its lines are extracted and checked by staff, and posting it puts six displays on the shelf.
- 02
A phone is checked in
The customer checks in by QR code on their own phone. Their record is created once, and every module uses it.
- 03
A part leaves the shelf
The technician adds a display to the repair, and it comes out of stock at the shelf it was taken from.
- 04
A counter sale
A charger is scanned at the till. Stock goes down and the payment is recorded in the till.
- 05
The repair is paid
The finished repair becomes a service invoice. The customer pays by card, and the money is recorded in the bank account.
- 06
One picture of the day
Customers, stock and money were updated as the day went on, so the reports read the same records and nothing has to be copied across.
02A repair, start to finish
Five stages of a repair
The same service record moves from the counter to the bench and back. Nobody retypes anything.
01Stage 1
Check the device in
At the counter, or on the customer’s own phone by QR self check-in.
- Find the customer by phone number in any format, or create them on the spot.
- Pick brand, series and model from the device catalogue and record the IMEI or serial number.
- Add the fault, condition photos and any further devices to the same record.
- Take a deposit and print the receipt and a QR label.
02Stage 2
Assign and diagnose
The job appears in the technician’s queue, as a table or a Kanban board.
- Assign the device to a technician.
- Move it from Received to In progress, or to Waiting for part while a part is on order.
- Add diagnosis notes and photos to the record.
- Add labour from your own labour definitions.
03Stage 3
Use parts from stock
Parts come off the shelf they were stored on.
- Search for the part by name or barcode.
- See which warehouse, shelf and location holds it.
- Stock goes down at that location and the movement is logged.
- A critical-stock alert shows when the quantity falls below your threshold.
04Stage 4
Keep the customer informed
Status changes can send an email or SMS from your templates.
- The message includes a secure tracking link, also printed as a QR code on the receipt.
- The tracking page shows the status per device: Received, In progress, Waiting for part, Completed or Delivered.
- It also shows the estimated delivery, the deposit paid and the remaining balance.
- You can rotate or revoke the link at any time.
05Stage 5
Invoice and hand over
Settle the balance and mark the device as delivered.
- Set the status to Completed when the device is ready for pickup.
- Convert the record into a service invoice; the deposit is already on it.
- Take the remaining balance in one payment method or split it across several.
- Mark the device as Delivered.
03Getting started
From sign-up to your first day
What it takes to move a shop onto SmartService 360.
- 1
Create your workspace
Sign up in four short steps. Each new workspace is approved before it goes live.
- 2
Bring your data
Import customers, products and stock from your previous system. Each file is analysed and validated before it runs, and importing again doesn't create duplicates.
- 3
Set up the counter
Add your branding, numbering, deposit rules and legal texts, design receipts and labels, and choose a printer for each workstation.
- 4
Invite your team
Invite staff and give each one a role that decides which modules they can manage or only view.
- 5
Open the doors
Check in the first device, ring up the first sale and receive the first delivery, all in the same workspace.
04What connects them
Recorded once, used everywhere
Customers
One customer record holds their devices, repairs, sales, invoices and balance.
Stock
Repairs, sales and deliveries all move the same stock, per warehouse, shelf and location.
Money
Deposits, sales and supplier invoices are recorded as financial movements on your cash registers, bank accounts and current accounts.
People
Roles decide who can view or manage each module, and the activity log records who did what.
Walk through your own shop’s day with us
Book a demo and we’ll follow a repair, a sale and a delivery the way your shop runs them.