Zeyto Academy · Core · Module 32
Check-in, estimates, approvals and job cards
Register cars and owners, check a car in on one form, build estimates, record approval with proof, run job cards and read every job state.
You will be able to
- Create vehicle and owner records the way the system expects, without duplicates
- Check a car in on the single check-in form, with plate or VIN as the car's key
- Build and save an estimate and handle extra work with an extra quote or an additional work voucher
- Set and use the approval proof policy: signature, code, photo or approval link
- Allocate technicians, clock time and finish work line by line
- State which actions each job state allows, and handle holds, advances, reopening and cancellation
Vehicle and owner records
- A car needs only a plate or a VIN; a customer needs a name or a mobile.
- Individual, Company and Fleet are the three customer types.
- The system reuses an existing customer or car instead of creating a duplicate.
- Changing a car's owner is always an explicit choice.
The one-form check-in
- Check-in is a single form: no wizard and no pop-up creating records.
- Plate and VIN are the first boxes of the car grid; the plate box searches all cars.
- A new customer or car is created automatically when you save.
- The form warns about an open job on the same car and about a lower odometer.
Estimates and extra work
- Add work, save lines, save estimate, then approval.
- A saved estimate is frozen; changes need an extra quote.
- An additional work voucher carries its own consent note.
- Cancelled lines stay on record, struck through, and leave the totals.
Customer approval and its proof
- Approval can be recorded in person, by phone, on WhatsApp, by e-mail or on signed paper.
- The four presets are Just record it, Signs, Reads back a code and Strict.
- The amount threshold decides when proof is required; 0 means always.
- A signed approval link always satisfies the policy.
Job cards, technicians and the clock
- The job card has eight tabs plus Insurance on an insured job.
- Technicians are allocated to lines, with optional planned hours.
- Work finished needs a decision on every open line: Done, Not needed or Next visit.
- Checklists are optional and never block a job.
States, holds, advances and changes
- A rulebook decides what each state allows; the screen and the server read the same one.
- Hold needs a reason chip; reopening needs a manager and a written reason.
- An advance is taken before the invoice; afterwards the money is a receipt.
- Once an invoice stands, correct the invoice instead of cancelling the job.
Vehicle and owner records: key table
| Type | How they usually pay | Notes |
|---|---|---|
| Individual | At hand-over | A private person; pays when the job is invoiced |
| Company | On account | Starts with the company's default credit terms |
| Fleet | On account | Can have its own price list and a flat fleet discount; gets a monthly statement |
Estimates and extra work: key table
| Route | Reference | When to use it |
|---|---|---|
| Extra quote | Like JC-00023-S1, shown as Extra quote 1 | The customer is told and answers on the quote, with the proof your policy asks for |
| Additional work voucher | AWV document | The customer has already agreed; the voucher records who approved the extra work and how, which is required |
Customer approval and its proof: key table
| Preset | What the advisor must collect |
|---|---|
| Just record it | Nothing extra: a name, how, and a note |
| Customer signs on the tablet | A signature on the tablet, or a photo of the signed paper |
| Customer reads back a code | A four-digit code the customer reads back, or a signature, or a photo |
| Strict | Always: signature or code; for WhatsApp the code and a photo or screenshot of the reply |
States, holds, advances and changes: key table
| State | Allowed | Refused, and why |
|---|---|---|
| Check-in / Non Approved | Edit, estimate, approval, extra work, advance, cancel | Allocating, clocking, materials, start work, hold, proforma and invoice: the customer has not approved any work yet |
| Approved | Start work, allocate, clock, materials, hold, advance, invoice, cancel | Nothing major; invoicing here asks to finish the work and invoice |
| Approved Hold | Resume work, edit, cancel | Allocating, clocking and invoicing: the job is on hold, resume it first |
| WIP | Work finished, hold, edit, advance, invoice | None for normal work |
| Work Completed | Invoice, receipt, release, reopen by a manager | Edits when the lock is on; cancel, because the work is finished |
| Invoiced | Receipt, credit note, release | Advance, estimate changes and cancel; correct the invoice instead |
| Delivered | Credit note on an invoice that stands | Almost everything: the job is closed |