Job Cards
The job card is the heart of SparkShop. Every vehicle that enters your workshop — whether for a full service, a parts order, or a quick repair — is tracked through a job card from first enquiry to final invoice.
Job Card Types
| Type | When to use |
|---|---|
| Service Only | Work that requires no parts — tyre rotation, wheel alignment, diagnostics |
| Service & Parts | Work that requires both labour and parts |
| Parts Only | A customer purchasing parts without a service — treated as a first-class job |
Job Card Statuses
Status drives the entire workflow. Every transition is deliberate and controlled.
| Status | Meaning |
|---|---|
| Enquiry | Initial contact received — vehicle not yet booked |
| Awaiting Parts | Parts ordered; don't call the customer in yet |
| Booked In | Parts ready, vehicle expected on site |
| In Progress | Vehicle on site, work underway |
| On Hold — Parts | Work started but blocked on an outstanding part |
| Vehicle Released | Vehicle returned to customer; outstanding work tracked on a child job card |
| Ready for Collection | Work complete, awaiting customer pickup |
| Complete | Vehicle collected, job card closed |
| Invoiced | Invoice issued |
| Cancelled | Job card voided |
The Job Card Form
Job Details Tab
- Customer & Vehicle — cascading select; choose customer first, then their vehicles appear
- Job Type & Status — type is set on creation; status advances through the workflow
- Assigned Technician — the primary technician responsible for the job
- Mileage In / Out — odometer readings on intake and release
- Dates — Intake Date, Promised Date, Completion Date, Invoice Date
Customer Concern Tab
- Customer Concern — capture the symptom in the customer's own words
- Technician Diagnosis — root cause identified by the technician
- Work Performed — summary of all work carried out
Financial Tab
- Discount — any discount applied (ex VAT)
- Amount Paid — payment received
- Internal Notes — not visible on customer-facing documents
Relation Managers
Below the main form, three tabs manage related records:
- Services — labour lines linked to the job card
- Parts — parts ordered or allocated for this job
- Attachments — photos and documents (intake damage, supplier quotes, etc.)
Pre-Arrival Parts Staging
If parts need to be ordered before the vehicle arrives:
- Create the job card with status Awaiting Parts
- Add parts in the Parts tab — set status to Ordered
- Record the supplier, order reference, and expected arrival date
- When parts arrive, update part status to Received
- Transition the job card to Booked In and contact the customer
This prevents vehicles from sitting in bays waiting on parts that haven't arrived yet.
Vehicle Release & Recall
When work is partially complete but a part is delayed:
- Complete the work that can be done and invoice for it
- Transition the job card to Vehicle Released
- SparkShop will prompt you to create a child job card for the outstanding work
- Release the vehicle to the customer
- When the outstanding part arrives, contact the customer and activate the child job card
PDF Generation
From any job card edit page, use the Generate PDF action in the header to download a formatted job card or invoice as a PDF.
Deposit Invoice
A Deposit Invoice is a formal, legal request for a deposit payment before work commences. It is different from a pro-forma invoice — it is an actual legal demand for payment.
To generate a Deposit Invoice:
- Open the job card and go to the Financial tab
- Enter the Deposit Amount (incl. VAT) and optionally a Deposit Reference
- Save the job card
- Click Downloads → Generate Deposit Invoice in the header
Once generated, the Deposit Invoice is assigned a sequential reference number (DEP-YYYY-NNNN) and cannot be regenerated — it is a legal document. You can download it again at any time from the same Downloads menu.
The deposit amount is automatically credited against the final Tax Invoice, reducing the balance due. Both amounts appear on the final invoice PDF.