{"id":330,"date":"2026-06-09T10:37:08","date_gmt":"2026-06-09T10:37:08","guid":{"rendered":"https:\/\/www.way.com\/repairtech\/blog\/?p=330"},"modified":"2026-06-09T10:41:55","modified_gmt":"2026-06-09T10:41:55","slug":"how-shop-management-tools-handle-new-work-order","status":"publish","type":"post","link":"https:\/\/www.way.com\/repairtech\/blog\/how-shop-management-tools-handle-new-work-order\/","title":{"rendered":"How shop management tools handle new work orders"},"content":{"rendered":"

Taking down\u00a0work orders manually can take somewhere between 15 and 30 minutes per job. So, in a shop handling 20\u201330 repair orders a day,\u00a0that’s\u00a0at least 15 productive hours gone just to get work onto the floor.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

When you add in scheduling gaps, duplicate entries, delayed\u00a0parts\u00a0sourcing, misplaced job\u00a0cards,\u00a0and any other mishaps,\u00a0you\u2019re\u00a0spending more time creating the work orders rather than\u00a0actually doing\u00a0the work.\u00a0This is why so many shops feel like they\u2019re constantly behind.\u00a0<\/span>\u00a0<\/span><\/p>\n

This is\u00a0definitely a\u00a0process problem, not a\u00a0people\u00a0problem, and process problems always have solution<\/span>s. One such solution is\u00a0Way\u00a0Repair\u00a0Tech.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

\"shop<\/p>\n

Step 1: Find or add the customer<\/span><\/b>\u00a0<\/span>\u00a0<\/span><\/h2>\n

Start from your Workboard and head to the \u201cEstimate\u201d<\/span>\u00a0<\/span><\/b>section. There are two ways you can\u00a0go from\u00a0there. If\u00a0it\u2019s\u00a0a returning customer, you can search by their name or phone number.\u00a0You don\u2019t have to dig through your handwritten notes or sort through spreadsheets.\u00a0This also solves the problem of finding duplicate entries.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Want\u00a0to add a new customer? Click\u00a0\u201cAdd Customer\u201d and\u00a0enter\u00a0their details like name, email, phone number, and address. Tap\u00a0\u201cSave\u201d,\u00a0and\u00a0you\u2019ve\u00a0added your new customer! It takes under a minute, and\u00a0they’re\u00a0in your system for every visit moving forward.\u00a0<\/span>\u00a0<\/span><\/p>\n

Step 2: Add the vehicle<\/span><\/b>\u00a0<\/span>\u00a0<\/span><\/h2>\n

Click on the customer’s name to attach a vehicle. You’ve got three ways to look it\u00a0<\/span>up: by license plate number, VIN, or manual entry, so no matter what information you\u2019re dealing with<\/span>,<\/span>\u00a0you’re\u00a0covered.\u00a0<\/span>\u00a0<\/span><\/p>\n

Select the correct vehicle from the options that appear, enter the current mileage, and\u00a0you’re\u00a0ready to build the repair order.\u00a0<\/span>\u00a0<\/span><\/p>\n

Step 3: Build the estimate<\/span><\/b>\u00a0<\/span>\u00a0<\/span><\/h2>\n

Once you save the vehicle information, hit the \u201cCreate Repair Order\u201d button.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Browse for\u00a0the necessary services in the \u201cSearch and Add Canned Services\u201d section.\u00a0You\u2019ll\u00a0find a drop-down with all the services you\u00a0require. You just\u00a0have to\u00a0select the\u00a0appropriate one\u00a0for the customer. This way, you\u00a0don\u2019t\u00a0have to manually add\u00a0services every time.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

You’ll\u00a0see that the estimate has now been pre-filled with the service lines for this job, including labor and parts.\u00a0\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Need\u00a0to adjust for a discount or a special situation? You can edit the pricing right there before\u00a0it’s\u00a0sent out.\u00a0<\/span>\u00a0<\/span><\/p>\n

Step 4: Get the estimate approved<\/span><\/b>\u00a0<\/span>\u00a0<\/span><\/h2>\n

Now, you can send the estimate to the customer directly via email or SMS. They can review and approve it from their phone without calling back.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

If you already talked it through in person or over the phone, you\u00a0can\u00a0authorize it yourself,\u00a0right then and there. Either way, mark it as approved, and\u00a0it’s\u00a0ready to move.\u00a0<\/span>\u00a0<\/span><\/p>\n

Step 5: Assign it to your workflow<\/span><\/b>\u00a0<\/span>\u00a0<\/span><\/h2>\n

Once approved, drag the job into the right lane on your workboard or update the workflow status manually with a click.\u00a0Every tech knows\u00a0what’s\u00a0queued,\u00a0and\u00a0what’s\u00a0in progress.\u00a0<\/span>\u00a0<\/span><\/p>\n

Step 6: Process payment<\/span><\/b>\u00a0<\/span>\u00a0<\/span><\/h2>\n

Convert the RO into an invoice using the same method as the\u00a0previous\u00a0step, and\u00a0you\u2019re\u00a0ready to process the payment.\u00a0Update the workflow status to \u201cPaid\u201d and<\/span>\u00a0<\/span><\/b>you\u2019ll\u00a0receive the invoice once the payment is\u00a0completed<\/span>.\u00a0All\u00a0that\u2019s\u00a0left to do is print the invoice to give it to the customer!\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

\"shop<\/p>\n

The whole picture<\/span><\/b>\u00a0<\/span>\u00a0<\/span><\/h3>\n

You might have a\u00a0structure to the chaos that works well for now. But\u00a0in the long run, switching between devices, going through your notes,\u00a0chasing down\u00a0approvals, and figuring out last-minute orders does\u00a0not work out. To keep your shop profitable, shift to a clean and fast work order process with Way Repair\u00a0Tech.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"

Taking down\u00a0work orders manually can take somewhere between 15 and 30 minutes per job. So, in a shop handling 20\u201330 repair orders a day,\u00a0that’s\u00a0at least 15 productive hours gone just to get work onto the floor.\u00a0\u00a0\u00a0 When you add in scheduling gaps, duplicate entries, delayed\u00a0parts\u00a0sourcing, misplaced job\u00a0cards,\u00a0and any other mishaps,\u00a0you\u2019re\u00a0spending more time creating the work… Continue reading How shop management tools handle new work orders<\/span><\/a><\/p>\n","protected":false},"author":6,"featured_media":341,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[9],"tags":[],"class_list":["post-330","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-repair-tech","entry"],"acf":[],"yoast_head":"\nHow shop management tools handle new work orders<\/title>\n<meta name=\"description\" content=\"Are you spending more time creating repair work orders rather than working? 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