New Repair
How to register a device check-in
To register a new repair, click the + button in the header (or the floating button on mobile). The intake wizard guides you through 4 steps to capture all the needed information.
Customer
Pick the responsible technician (yourself by default) and select an existing customer by name or tax ID, or create a new one (individual or company) with tax ID and phone; email and how they heard about you are optional.
Device
Type, brand and model (required), serial number (optional: the device may not have one, it may be worn off, or the customer may prefer not to give it), color, purchase year, and warranty; accessories handed in, device and BIOS passwords, up to 10 photos, and warehouse location (a free slot is assigned automatically). Brand, model, serial number, and color can be filled in instantly with a photo — see "AI photo autofill" below.
Fault and status
Describe the fault the customer reports (minimum 10 characters) and pick at least one catalogued cause — both are required to move forward. The device's initial condition (does it turn on?, screen, WiFi, battery) is optional.
Signature and settings
Check the risks disclosed based on the device type, review the terms of service, and have the customer sign on the canvas. You assign priority and technician; the deposit receipt PDF is generated and emailed if the customer has an address. On screen the customer reads your texts from Settings → Documents, the same ones printed on the back.
New customer with a tax ID that already exists
If in the Customer step you choose “New customer” and type a tax ID that another customer of your shop already has, clicking Next warns you and tells you whose it is. That way a repair never ends up under someone else's name without you noticing.
If it's the same person
Click “Yes, it's this customer”: the intake uses the existing record and moves to the next step. What you typed for the new customer isn't saved; if their phone or email has changed, update it on their record.
If it's not the same person
Click Cancel and check the tax ID: it's usually a typo. Two customers can't share the same one; if it's optional for individuals in your country, you can leave it blank.
Final consumer IDs
The generic numbers tax authorities require when the customer doesn't identify themselves — for example 999999990 (Portugal), XAXX010101000 (México), 222222222222 (Colombia) — and any number made of a single repeated digit (000000000…) don't identify anyone: no warning appears and each intake creates its own customer. They don't count as duplicates when adding customers, importing them or in QR self-registration either.
Existing tax ID warning
A customer with this NIF already exists
It belongs to Maria Costa · CLI-0007. Is it the same customer? If so, the repair will be registered under their name. If not, check the tax ID.
AI photo autofill
In the Device step, the banner with the sparkle icon lets you photograph the device's label (or upload an image) so AI reads its data automatically.
Photo or file
Button with a "Take photo" menu (rear camera on mobile) or "Upload image"; on desktop you can also drag the image onto the banner. Accepts JPG, PNG, WEBP, and HEIC (iPhone/iPad photos).
Which fields it fills
Brand, model, serial number, color, device type, and purchase year, reading the label's text literally (including serial number, SNID, manufacturing date...).
Can overwrite what you've already typed
If it detects brand, model, serial number, or color, it replaces what you had typed by hand. Device type and year are only filled if they were empty. There's no confirmation step in between: always review the result before continuing.
If you never see results
The button needs a vision AI provider connected by the administrator (Settings). Without one, it exists but doesn't fill any field.
Before and after AI autofill
Before
Type
Brand
Model
Serial No.
After (with AI)
Type
Laptop
Brand
Acer
Model
Aspire 5736Z
Serial No.
LXR7Z0200503
Improve text with AI
The long text fields of the intake form show an Improve text button (sparkle icon) to the right of the field name. Click it and the AI fixes spelling and punctuation and tidies up the wording so it reads clearly and professionally. It never makes things up: it doesn't add symptoms, damage or causes, and it keeps numbers, models, serial numbers and passcodes exactly as written.
Where it appears
In “Physical description” (Device step) and in “Description of the fault declared by the customer”, “Other issues detected” and “Additional notes” (Fault and status step). It becomes available once there are at least 3 characters in the field.
Always in your shop's language
The result comes back in the language set for your organization (or, if none is set, the language of its country). If you type in another language, the AI translates it, so the receipt the customer signs is always in your shop's language.
Undo and review
After an improvement an “Undo” button appears that restores your original text. It disappears as soon as you edit the field again, so it never wipes out your own changes. Always review the result before signing: it's what ends up on the receipt.
Availability
It's part of the AI features, so it doesn't appear if an admin has turned them off in the assistant settings. On the Free plan the button is visible but opens the upgrade prompt. Each user can run up to 20 improvements per minute.
Before and after “Improve text”
Before
Description of the fault declared by the customer
Improve textwont turn on since yesterday dropped it on the floor and the screen flickers befor shutting off
After (with AI)
Description of the fault declared by the customer
UndoWon't turn on since yesterday. It was dropped on the floor and the screen flickers before shutting off.
Repair priority
You can assign Low, Normal, High, or Urgent priority. Urgent repairs are highlighted in the list and generate earlier alerts.
Customer signature on the digital canvas
When you're done: receipt, label, and notification
Submitting the wizard automatically generates the deposit receipt PDF. If the customer has an email, it's sent right away; if not, you can download it to print, or print the device's label. Later, from the repair's Documents tab, you can also resend it over WhatsApp if your shop has it connected. The PDF has two pages: the sheet the customer signs and, on the back, your terms from Settings → Documents.
Confirmation when the wizard finishes
Check-in Registered
QR tracking for your customer
From the moment it's generated, the intake receipt includes a QR code the customer can scan with their phone's camera to check their repair status whenever they want, with no phone call and no account needed. The link never expires and shows the same progress you see in the shop, without any internal data. Also, from the repair's Documents section you can print that same QR code as a small label to give the customer. Treat it like the intake receipt: anyone who scans it will see the status of that repair.
Fewer “how's my repair going?” calls
The customer checks the status themselves, whenever they want, by scanning the QR code on their intake receipt.
Also on WhatsApp
If your shop has WhatsApp connected, the intake receipt you send over WhatsApp includes the same QR code and link.
Only the essentials
The customer sees the status, the device, and the dates — never internal notes, the quote, or who's working on the repair.
Public tracking page
Intake receipt
Scan to track your repair
Current status
Repaired
Private notes: after creating the repair
The intake wizard has no notes — they're added afterward, in the repair's record (Diagnosis and Work tab). Even so, they're a key part of the shop's day-to-day:
The customer never sees them
"These notes are private — visible only to the technical team. They won't appear in any document, report, or communication with the customer." They're not included in the deposit receipt PDF or the sign-off portal.
Locked once delivered
Once the repair moves to "Delivered," notes can no longer be added, edited, or deleted — they remain as a fixed record.
Fully audited
Each note stores who wrote it and when; if it's edited or deleted, the original text stays visible in a change history.
Feed the customer's rating
Their content (from the repair and from the customer's record) is used together with quote and pickup response times to automatically calculate a customer rating — what you note here has real impact, even though the customer never sees it.
Preview — New repair form
New Repair
Step 2 — Device
Type
Brand
Model
Serial No.
Your photos are never lost
Photos captured at intake are also stored on this device. If the upload fails or the page reloads, they come back: those from an unfinished intake return to the form, and those from an already created intake are offered in a notice to upload them to their repair. Each photo is removed from the device only once its upload is confirmed.
"How did they find us?" is saved
The customer’s answer is stored on their file (optional field): over time you will know which acquisition channels really bring you customers.