Pickup and payment

Repair completion slip#

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Press "Print completion slip" on the ticket (it only appears for repairs with a final estimate amount, and not for cancelled repairs). The slip, titled "Repair completion report", shows the customer name, ticket number, completion date, item (with the serial number, if it has one), item fields set to "Show to customer", repair details, repair report and your shop's info. If the report is empty, that area is printed blank. For repairs where you took a deposit, the deposit and the "Balance due at pickup" are shown too.

With a regular printer, press "Print (A4)" ("Print on a regular printer" at shops that use the mPOP). The print dialog opens right away and the slip prints on one A4 portrait sheet (Letter paper in the US and Canada. On an iPad, the PDF opens in a new tab, so print it with Share → Print). Shops that turned on a receipt printer can choose "mPOP" or "80mm" at the top of the window (80mm prints one 80mm slip. Shops in English-speaking regions also get the line items, tax and total).

Check out via POS#

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Turn on "Use POS" in Settings > Payments & printing, and on tickets waiting for pickup "Next step: Picked up" becomes "Check out" (it also appears while the work is done but not yet notified). Pressing it opens a window over the ticket with the balance due already filled in (after any deposit or card payment). Tickets checked in together are added too.

1. 1If you're selling items too, type the item name. For items in your items list, typing item of the name shows suggestions below; press one to add it at its price. For other items, type the name and press Enter (or the "Add … as an item" suggestion), then enter the quantity and unit price (incl. tax)
2. 2Press a payment method and enter the amount on the keypad on the right (on a computer you can also type numbers on the keyboard and press Enter to take or check out; for cash you can also press a bill button; for the exact amount, just press "Check out" without entering anything). Each amount is listed under the items on the left and the balance goes down. To take the rest another way, just press another method and enter the rest
3. 3If you take more cash than needed, the change shows at the bottom left. Remove a payment you added by mistake with "×".
4. 4Tap "Check out {amount}" to mark the repair as picked up, deduct items from stock and open the sale complete window (amount received and change). If "Invoices & receipts" is on in Settings, "Issue receipt" at the bottom right opens the invoice / receipt window (marked paid, with the payment method used at checkout), and "Issue" creates the receipt. To fix a mistake, use "Void sale" at the bottom left (shop admins only)

Cards

Take the card on the terminal you already use and record it as "Card" or similar. Repair Karte never reads cards.

Sales without a repair

Use "+ Sale" at the top right of "POS" in the side menu to check out items only. You can also find repairs waiting for pickup by ticket number or customer name and check them out together.

Open price and by-measure items

When you add an "Open price" item, the cursor goes to the price box so you can type the price. For a "By measure" item it goes to the amount box: type an amount such as 250 and the total is worked out from the price per 100 g. A item's note appears under the item's name.

The day's sales

"POS" lists the day's sales with the total, the number of sales and totals by payment method. Use "‹" for earlier days. Press a row to see the details; if "Invoices & receipts" is on in Settings, you can issue the invoice/receipt from there (item-only sales too).

Returns and voids

Open a sale and use "Record a return" to record the quantity returned and how you refunded it (items go back into stock). For a mistake, use "Void sale". Both are for the shop admin only. Voiding keeps the repair picked up; use "◀ Back" on the ticket to change it. Refund repairs from "Refund" on the ticket.

Sales ledger

Repairs stay on their own rows as before, with the payment method from the checkout. Items appear as "Retail" rows (returns as negative rows).

Invoices & receipts (POS)

Items sold together with a repair are also listed on that repair's invoice/receipt (returned items are left out). When several repairs are checked out together, the items appear only on the first repair's receipt. The payment method is the one taken via POS (it can't be changed). When paid partly by card and partly by cash or other methods, the receipt lists the amount for each method. Sales with only items can also get the same invoice / receipt from "Issue receipt" at the bottom right of the sale window.

Paid mark

Tickets checked out via POS show "Paid · ○○" (the sale number) and "Open in POS". A "Paid via POS" line also appears under "Payments" on the ticket

Mail-in, partner and on-site

Mail-in and partner tickets, and on-site repairs finished on site, don't become "Check out" even if you use POS. Move them on as before with "Shipped", "Next step" or the on-site finish (balances left on mail-in and partner jobs appear under "Unpaid")

Change fund

The first time only, enter the change fund in the drawer with "Check / Close" at the top right of "POS". After that, the next day's change fund you set when closing carries over, so you don't enter it every day. Below the sales, one line shows the expected cash in the drawer, the change fund and the last check

Cash in / out

When cash goes in or out other than through sales (getting change, paying a supplier, a bank deposit), enter the amount on the keypad with "Cash in / out" at the top right, add a note, and record it as "Cash in" or "Cash out". It appears in the same list as sales and is included in the expected cash. Before closing, you can delete a mistake with "×" in the list

Save for later

In the checkout window opened with "+ Sale" at the top right of "POS", add items or repairs and tap "Save for later" to save the contents (items, repairs, quantities, prices and customer name) and close the window. Tap it under "Saved sales" at the top right of "POS" to reopen checkout with those contents and finish the sale (you can add items on the front-desk device and check out on the register). Amounts received aren't saved. Saving doesn't change stock; it's deducted when you check out. The saved sale is removed when you check out. Delete ones you don't need with "×" in the list or "Delete this saved sale" at the top of the window (up to 30 per shop)

Inspection

During the day, tap "Check only" on the "Check / Close" screen and enter the cash by denomination (or as a total). The difference from the expected cash (change fund + cash sales + cash payments taken on tickets + cash in − cash out − cash refunds given on tickets) shows right away. "Check" only saves the record, and you can do it any number of times (it doesn't close the period)

Close

At the end of the day, tap "Check / Close" on the same screen, count the cash the same way, check non-cash sales by payment method and tap "Continue to close". If any sales in the period were voided, they're listed. In "Confirm close", choose the "Next day's change fund" (set amount, carry over all, or none), and the rest of the actual cash shows as "Cash to deposit" (taken out of the drawer as sales). "Close" saves a closing receipt you can print on A4 paper (Letter in the US and Canada) as a PDF, with sales before and after tax, counts by payment method, returns, voids, denominations, cash in / out and checks. See all checks and closes under "Check and close history" on the "Check / Close" screen. Closed numbers don't change later (if you void a sale afterwards, the closing receipt shows the current sales)

Issue invoices and receipts#

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Turn on "Issue invoices and receipts" under Settings > Payments & printing, and an "Invoice / Receipt" button appears on tickets once the final estimate amount is set. Press it to open a window over the ticket: what you choose on the left shows up right away in the paper preview on the right. Issued invoices line up along the top of the window; select one to see its paper and options ("+ New" starts another).

Under "Lines", tick the lines to put on the paper (all lines to start with). Unchecked lines are taken off the amount, and tax is recalculated for the chosen lines only (for example, parts only, or splitting the bill between a company and a person). Lines you leave off can go on another invoice later. Lines that already have a receipt are marked "Receipt issued" and can't be chosen again.

Under Payment, choose "Paid" or "Unpaid". You can choose either at any time. It starts as "Paid" for repairs you're known to have been paid for (handed over, paid in full by deposit or card, or payment confirmed for a mail-in repair), and "Unpaid" otherwise.

With "Unpaid", it's an invoice showing the balance due. Enter who it's for, a due date (optional) and how to pay (optional, such as bank details or a payment link), then press "Issue". The issued invoice opens in the window; press "Print" at the top right to bring up the print screen (on an iPad the PDF opens in a new tab; print with Share → Print). When all lines are chosen, deposits and card payments already received are listed and taken off the balance. How to pay is filled in from your last invoice.

With "Paid", a line with the payment date and method is added, the balance becomes 0, and the invoice is marked PAID so it works as a receipt. Choose the payment method (cash, card or other).

If you issued an invoice only and get paid later (for example, a bank transfer arrives), select that invoice at the top of the window, choose the method under "When payment arrives" and press "Mark paid and issue"; it becomes PAID with the same number.

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The invoice shows the customer's contact details, the item (with serial number), the received and completed dates, the technician, the request, the notes from the final estimate, and a QR code for the customer page (if you take card payments, customers can pay online from it while the item is waiting for pickup). If you've entered a tax registration number in settings, it's printed under your shop name (shops in Australia and Singapore also get the title "Tax Invoice"). Each invoice you issue is kept on the ticket as a copy; select it at the top of the window and press "Print" to print it at any time. From the second time on, it's marked as a reprint (pressing "Print" again right after the print screen came up just prints the same paper and doesn't count as a reprint). "Open PDF" next to it opens the same PDF in a new tab (for saving or sending; it isn't counted as a print). Shops in the US and Canada get Letter paper; other countries get A4.

If you spot a mistake after issuing (the name, the lines, paid or unpaid, and so on), select it at the top of the window and press "Edit". It opens with what you issued before. Fix it and press "Reissue": the old one stays on record as voided, and the new one goes out with a new number (the same number is never rewritten, so the paper your customer has always matches your copy). If you issued one by mistake, press "Void".

Accept payment by card (online payment)#

Once a repair is done, you can have "Pay by card" appear on the customer page linked from the completion notice. Customers can pay before they come in, so there's no checkout at pickup. Whether it's been paid is recorded on the ticket automatically. It appears from when the work is done until pickup.

1. 1Under "Online payment (card)" in "Settings > Integrations", press "Start registration" (using the owner's account). The first time, it takes about 10 seconds for the payment service Stripe to open
2. 2On Stripe's screen, enter your business type, name, address, phone number, and what your business does, the shop name to show on card statements, and the bank account for payouts, then submit an ID document (such as a driver's license). It takes about 10 minutes
3. 3Finally, create your Stripe login (email address and password). When a QR code appears for two-step verification setup, choose "SMS" to receive codes by text message instead. If backup codes are shown, be sure to keep them safe
4. 4Back in Repair Karte, it will say "Accepting card payments." Stripe's review can take anywhere from a few minutes to a few days, and in the meantime it shows "Registration isn't finished yet"
5. 5Make sure "Show 'Pay by card' on the customer page" is ticked

If your shop uses Square, press "Connect with Square" instead of registering with Stripe, then sign in to Square and allow access (shops in Japan, the US, Canada, Australia and the UK). Payments go to your Square account, and card fees and payouts follow your existing Square agreement. Check sales and payouts with "Open Square dashboard". The customer page, ticket, refunds and disputes work the same as with Stripe (read "Stripe" below as "Square"). You can use either Stripe or Square, not both. You cannot connect if your Square account's country and currency differ from your shop's region. To stop, press "Disconnect Square" (refund earlier payments from the Square dashboard).

Telling customers

The completion notice for a single repair automatically includes the line "You can also pay the repair fee by card." It isn't added to a combined notice for several items (customers can still pay each one from the customer page)

When the customer pays

"Online payment - paid by card" is recorded on the ticket's timeline, and you get a notification. "Paid by card" is shown under the customer's name in the repair list and next to the "Fees & payments" heading on the ticket, so don't charge again at pickup. A repair that was "Work done (Awaiting confirmation)" moves to "Notified (Awaiting pickup)" automatically. When you issue a receipt, the payment method is set to "Card" from the start

Payments and fees

Payments are made in your shop's name and go directly to your shop's Stripe account. Your shop's name appears on the customer's card statement. Stripe's standard processing fee for your country is deducted from your sales (check it via "See pricing" in Settings). It's separate from your monthly plan fee

Payouts to your bank

Stripe pays out automatically. You can change the schedule in Stripe. Check your sales and payouts via "Open Stripe (sales, payouts, refunds)"

Refund

Use "Refund" in "Fees & payments" on the ticket (owner only) to refund any amount, in part or in several goes. Refunds made in your Stripe dashboard are copied to the ticket too. Processing fees aren't returned when you refund. See the next section, "Refund".

Payment disputes

If a customer files a dispute with their card company, it's shown in Notifications and on the ticket. Respond on the Stripe screen by submitting documents about the transaction before the deadline

Refund#

To give back some or all of a repair fee after you've received money (after pickup, or after a deposit or card payment), open "Fees & payments" on the ticket, press "Refund", enter the amount and an optional memo, and press "Refund" (owner account only). The amount starts out filled in with the most you can refund.

Repairs paid by card

Choose "Refund to card" to send the money back to the customer's card. You can refund part of it, or in several goes. Refunds made in your Stripe dashboard are copied to the ticket automatically. Stripe's processing fee isn't returned when you refund

Repairs paid in cash, etc.

Record it with "Returned in cash" or "Returned by bank transfer, etc. (record only)". "Returned in cash" counts as cash paid from the register and is subtracted from the expected cash in POS Check / Close. Available for repairs picked up (or cancelled with a fee) and repairs with a deposit. Also available for repairs paid by card

Sales ledger and sales dashboard

A negative "Refund" row is added on the day of the refund, with tax taken off in proportion. The figures for the original sale day don't change, so months you've already filed stay the same. Refunds aren't counted in the number of sales

Mark as picked up#

Press "Next step: Picked up" on the ticket. (Shops using POS are marked as picked up by "Check out" in the previous section.) That's it. It's cleared from the list automatically, counted in the sales dashboard, and added to the repair history in the customer records. No message is sent to the customer.

If an inspection checklist set to "Block pickup" isn't finished, a red box listing the remaining checklists appears instead of this button. Either record the inspection, or have the shop admin enter a reason and press "Record reason and mark picked up" (see "Inspection checklists" in Chapter 6).

If you've set up review requests, a Google review request is scheduled at this point and emailed to the customer automatically after the number of days you set (Chapter 4).