What to document.
WHAT TO RECORD PER JOB
Customer and contact details Vehicle details, including registration and chassis number Mileage in and out Reported symptom Diagnosis and findings Work carried out Parts fitted, with source Labour hours Approvals obtained Amount charged and paid Date of completion
WHY CHASSIS NUMBER
Registrations change and it identifies the vehicle definitively.
WHY APPROVALS
They resolve disputes about additional work.
WHAT TO KEEP
Photographs of condition on arrival Photographs of faults found Old parts, where disputes are likely
WHAT THIS ENABLES
Resolving disputes Warranty handling Understanding job profitability Service reminders
WHAT TO CALCULATE PER JOB
Parts cost and revenue Labour hours and revenue The margin
WHY
Workshops routinely lose money on particular job types without knowing.
WHAT TO ANALYSE
Margin by job type Estimated against actual hours Rework by cause
WHAT TO DO ABOUT JOB TYPES THAT CONSISTENTLY OVERRUN
Reprice them, or improve the method.
WHAT TO MAINTAIN
Vehicle history per customer.
WHY
It speeds diagnosis and it demonstrates continuity.
WHAT TO RETAIN
Records, for the applicable period.
WHY
Claims arise long after the work.
