01 / EVERYDAY TASKS

Create a walk-in job

First find the customer. Then choose their vehicle. A new car does not always mean a new customer.

Which situation are you handling?

Finish the job card

4. Describe the work requested

   Choose the job type and fill Issue Description. Add mileage and a technician if appropriate. Fields marked * are required.

5. Review, then choose Create Job

   Check customer, phone, plate, model and requested work together. Scroll to the bottom of the form if Create Job is below the screen. Avoid clicking repeatedly if saving takes a moment.

6. Check the result

   Find and open the saved job. Confirm the correct customer, car and description. If you cannot find it, check the job list before submitting another one.

02 / WORKSHOP SETTINGS

Change the servicing checklist

Change what technicians should capture on future general-servicing jobs. This is not the checklist inside one customer’s job.

Where do I go?

If the sidebar is visible, you can also use Settings → Servicing Checklist. The page title is General servicing checklist.

Change the name of an existing item

1. Check the workshop and find the item

   Confirm the workshop name at the top. Locate the checklist item you intend to change.

2. Choose Rename

   Type a short, specific action—for example, “Photograph dashboard mileage”.

3. Choose Save, then check the result

   The new name should appear on the item. Refresh the page and confirm it remains correct. This save-and-refresh sequence was tested in Node Studio Testing.

Add a new checklist item

1. Choose + Add item

   Enter the Item name and choose its Photo category. For an odometer image, the training example uses Mileage.

2. Review the two options

   Required starts selected; Multiple photos starts unselected. Set these to match the workshop’s procedure, rather than accepting them blindly.

3. Choose Add item in the dialog

   Confirm the new item appears in the checklist. This creates a template item, not a photo in a customer job.

Tell technicians what a good result looks like

Choose Add instruction, enter a short instruction, then choose Save instruction. For example: “Take a clear photo of the dashboard with the mileage readable.”

Check it on a new servicing job

Create a new job with Job type → General servicing. Open its Checklist tab. The training test showed the renamed item; opening its help button showed the saved instruction.

03 / BOOKINGS

Book an appointment

Reserve an arrival time for the correct customer and car. A saved appointment is not yet an active job.

1. Choose the customer and car

For an existing customer, the vehicle selector appears after you select them. Match the plate carefully. Do not create a second customer just because their car is different.

What does the New customer form look like?

2. Set the arrival and requested work

1. Check Date and Arrival time

   Enter the agreed date and arrival time. Check AM/PM if your screen uses a 12-hour clock.

2. Enter Estimated workshop time

   This value is in minutes. The training example uses 60. It is an estimate—not a guaranteed collection or completion time.

3. Describe the service

   Use Service Type for a short label and Details for the work requested. Assign technicians if appropriate and available. The training workshop had no active technicians to assign.

3. Review logistics and save

Choose the actual Booking Source, such as Phone or WhatsApp. Only select Pickup required if pickup is needed. Add Internal Notes if appropriate. Scroll down and choose Save once.

4. Find and confirm the saved booking

The tested booking appeared in Day planner on its selected date with status Pending. Check the time, plate, customer and service. Use the date selector, This week or Upcoming if you are looking at the wrong day.

Once the booking is genuinely agreed, choose Confirm. The tested status changed to Confirmed and the next button became Check in. Do not check in a customer who has not arrived.

04 / CUSTOMER ARRIVAL

Turn an appointment into a job

Use the original booking. Check in the arrival, create its linked job, then verify the job details and status.

1. Find the right booking

Open Appointments and choose the booking date. Match the customer, plate and arrival time. If it is Pending, confirm the booking details and choose Confirm. If it is already Confirmed, continue below.

2. Check in the customer who has arrived

On the Confirmed appointment, choose Check in. Wait for the status to become Checked in.

3. Choose Create job on that appointment

After check-in, the action changes to Create job. Choose it once and wait. In the test, Node Studio opened the newly created job automatically.

4. Check the job, including its status

Confirm the customer, plate and requested work in Overview. The training appointment’s Details appeared under Issue / Complaint.

If the vehicle is present and inspection is starting, choose Change Status → Inspecting → Update. Add a note if useful. Confirm the header changes to Inspecting; this update was tested.

5. Know how to find the same job again

Return to Appointments. The original booking should show Converted and a View job link. That link was verified to point to the job just created.

If something does not match

• No booking visible: check the date and other appointment views before creating a new record.
• Customer or vehicle missing/wrong: stop and correct the original booking via More actions → Edit; ask the manager if the link cannot be resolved.
• Click seemed to do nothing: recheck the appointment and look for View job before retrying. Do not create a separate walk-in job to work around it.
• Servicing checklist missing: the tested converted job did not display the same Checklist tab as a directly created General servicing job. Typing a service label is not proof the checklist was attached. Ask the manager to verify before using this route for checklist-dependent work.

05 / TECHNICIAN

Complete the checklist and inspection photos

Record what was actually checked and attach clear evidence before the workshop prepares a quotation.

1. Confirm the vehicle before starting

   Check the customer name, plate, model and issue description against the physical vehicle. Stop if anything does not match.

2. Use Inspecting while checking the vehicle

   The job should show Inspecting. Do not move it to Waiting Approval until the inspection and quote are ready.

3. Complete the job checklist when present

   Open Checklist, follow each instruction and mark only work actually completed. A checklist template applies to new general-servicing jobs; an appointment converted from free-text service may not show the same checklist.

4. Add useful photos

   Open Photos or choose Upload Photo. Select the correct category: Mileage, Issue Found, Before Repair, After Repair, Parts, Completed Job or Customer Evidence. Add a short note that explains what the photo proves.

5. Check the evidence before handover

   Confirm the image is clear, belongs to the correct vehicle and does not expose unrelated customer information. Tell the front desk what requires quotation or approval.

06 / TECHNICIAN

Update repair status

The status should describe what is happening now—not what staff hope will happen next.

1. Open the correct job

   Check customer, plate and current status before changing anything.

2. Choose Change Status

   Select the new status and add a useful note when the reason is not obvious.

3. Choose Update once

   Wait for the header and Board to show the new status. Do not click repeatedly.

4. Check the customer update

   Open More job tabs → WhatsApp messages. Look for the matching status update and Sent. A changed status does not by itself prove WhatsApp delivery.

07 / DAILY MONEY TASK

Build and send a quotation

Itemise only the work being offered, check the total, save the draft and then send the approval link.

1. Add each part, labour or miscellaneous charge

   Use Add Part, Add Labour, Add Misc or Add from inventory. Enter a clear description, quantity and customer unit price. Internal cost is for authorised workshop roles and must never be copied into the customer message.

2. Check subtotal, GST and total

   Use the workshop’s real tax setting. Do not add GST merely because the field exists. Read every line and the final total before saving.

3. Choose Save Quote

   The quote must be saved before it can be sent. A draft remains editable; sent or approved work should be revised as a new version rather than silently overwritten.

4. Choose Send for Approval

   For the base quote, this moves the job to Waiting Approval, creates the secure approval page and attempts to send the WhatsApp link to the customer’s saved phone number.

5. Check the customer response

   The customer can approve, ask a question or decline. Do not start chargeable repair work until the current quote shows Approved.

08 / DAILY MONEY TASK

Create and send an invoice

Generate the invoice from approved work—never by retyping a different total.

1. Open the Invoice tab

   Confirm the approved quote is the correct version and contains all authorised supplementary work.

2. Choose the credit term

   Select COD, Net 7/14/30/60/90 days or a trainer-approved custom term. The due date affects this invoice only.

3. Choose Generate Invoice

   Node Studio copies the approved items and total. Check invoice number, customer, plate, line items, subtotal, tax, total and due date.

4. Resolve any changed-total warning

   If approved quotes changed after invoice generation, use the invoice refresh control and recheck the payment status and outstanding amount before sending.

5. Send the invoice

   Use Download Invoice as PDF if a file is needed, or Send Invoice via WhatsApp. Check the sent time and the WhatsApp messages tab.

09 / DAILY MONEY TASK

Record a full or partial payment

Record only money actually received. The amount determines whether the invoice remains Partial or becomes Paid.

1. Check the outstanding balance

   Read the invoice total, amount already paid and balance. Check the customer and plate before entering money.

2. Enter the amount received

   For full payment, enter the exact outstanding balance. For partial payment, enter only the amount received now. Never enter more than the balance merely to make the invoice show Paid.

3. Select the payment method

   Choose Cash, PayNow, Card or Bank Transfer. Add the PayNow reference, receipt number or bank reference when available.

4. Choose Confirm Payment once

   Wait for the invoice to update. A smaller amount produces Partial; payments that fully cover the total produce Paid and mark the job Completed.

5. Check the balance and job status

   For partial payment, confirm the remaining balance is still visible and do not mark the job paid manually. For full payment, confirm the payment summary and Completed status.

10 / FOLLOW-UP

Set a service or engine-oil reminder

Set the next due point against the vehicle—not against a temporary note or the wrong customer.

1. Confirm the customer and vehicle

   Reminder cards sit near the top of the job. Check the name and plate before opening either form.

2. Enter the completed-service information

   For a general service, check service type, last recorded mileage and last service date. For engine oil, check the service-completed date.

3. Choose the interval

   Use the workshop-approved interval—not a guessed default. A general service can use mileage, months or both; the engine-oil reminder uses months only.

4. Read the calculated result

   Check the displayed next mileage/date and, for engine oil, the first reminder date. Correct the inputs before saving if the result is wrong.

5. Save and reopen

   Choose Save reminder, refresh the job and confirm the reminder card shows the expected result. The Reminders page should also point to the same vehicle when it becomes due.

12 / ONLINE BOOKING SETTINGS

Manage booking availability and services

Set when customers may request appointments and what they can select. These settings change the customer booking form, so check the result after every update.

If the sidebar is visible, use Settings → Online Booking. This guide covers only Availability and Bookable services; it does not change the booking-link integration or Google review link.

Part A — Change workshop availability

1. Choose whether online booking is available

   Accept online bookings controls whether customers may submit booking requests. Turning this off is a workshop-wide change, not a way to close only one day.

2. Choose manual or automatic confirmation

   Keep Confirm automatically off when staff still need to check workshop capacity, technicians or parts. Turn it on only when the workshop is prepared to honour every slot the system offers.

3. Set each working day and its hours

   Turn on the day, then enter its opening and closing time. Turn the day off when the workshop does not accept online bookings that day. Check AM/PM carefully.

4. Set notice, timing and capacity

   Use the reference table below. Do not increase capacity merely because more slots look available—the values should reflect how many vehicles the workshop can actually receive and manage.

5. Add exceptional closure dates

   Enter each blocked date as YYYY-MM-DD, one date per line. Use this for public holidays, stocktakes or other full-day closures that should not change the normal weekly schedule.

6. Choose Save availability and verify

   Wait for the save result, refresh the page and confirm the same values remain. Then check the customer booking form to make sure the expected dates and times are offered.

What the availability fields mean

Part B — Add or edit a booking service

Scroll to Bookable services. Only services with Bookable switched on should appear on the customer booking form.

1. Choose + Add

   A new editable service row appears. Give it a clear customer-facing name such as “General servicing” rather than an internal code.

2. Set the duration

   Enter the expected number of minutes. Use a realistic workshop duration because it affects how the booking is represented and planned.

3. Choose the price type

   Use Fixed price only when the workshop can honour the displayed amount for that service. Use Ask for quote when the final price depends on the vehicle, diagnosis, parts or scope.

4. Check the displayed price or message

   For a fixed-price service, enter the intended customer price. For a quotation service, keep a clear message such as “Quote on request”. Do not present an estimate as a guaranteed fixed price.

5. Control customer visibility

   Turn Bookable on only when customers should see and select the service. Turn it off before preparing an unfinished service or temporarily removing it from the public form.

6. Edit carefully and verify the customer view

   The inspected page did not show a separate Save service button beside each row. After editing, click away, refresh the settings page and confirm the values remain; then open the customer booking form and check the name, price wording and duration.

Before removing a service

The bin icon removes the service row. First switch Bookable off and check whether the workshop still needs the service for reference or existing bookings. Do not delete a real service merely to practise this guide.

If customers see the wrong options

• No dates available: check Accept online bookings, enabled weekdays, opening hours, blocked dates, minimum notice and booking window.
• Too many requests at once: check Appointments per time slot and the daily limit before changing service durations.
• A service is missing: check that its Bookable switch is on and verify the customer booking form after refreshing.
• A draft service is visible: turn Bookable off immediately, then correct its name, duration and price type.
• A request was confirmed unexpectedly: check Confirm automatically and review the appointment record before contacting the customer.

11 / SUPPLIER PURCHASES

Scan a supplier invoice

Let the scanner prepare the entry. You still check the supplier, every billed row and the final amount before saving.

If the sidebar is visible, use Business → Suppliers. Choose the Supplier invoices tab, not the supplier contact list.

1. Upload a readable invoice

1. Open New supplier invoice → Scan

   Select the invoice photo or PDF. For a photo, include the whole invoice, item rows, discounts, tax and total. Avoid glare and cut-off edges; the original file is preferable to a screenshot with other app controls around it.

2. Wait for the scan to finish

   The button changes to Reading…. The page estimates 10–30 seconds. Wait for a result or error before starting another scan.

3. Read the result message

   The tested image produced 5 lines. The message also said the new supplier would be added on save and the scanned file would be saved as the attachment.

2. Check the invoice header

Compare Supplier, Invoice number, Invoice date, Payment status, Total amount and GST amount against the source. Edit a field if it is wrong. Do not mark an invoice Paid merely because it has been scanned.

3. Check every line—not only the total

Scroll down. Check each Description, Qty, Unit cost and Part no. A correct invoice total does not prove that its quantities or unit costs are correct.

4. Reconcile discounts and tax

For this sample: S$363.65 + S$32.73 GST = S$396.38. The source applies a 5% discount to goods only, not freight, and rounds its sample 9% GST once on the taxable subtotal.

Keep relevant terms in Remarks. No dedicated due-date field was visible in this form, so we added the source due date, 20 October 2026, to Remarks. That is a note—not a verified payment reminder. We also documented the discount reconciliation without changing the printed unit prices.

5. Decide whether to link stock or a job

The training save left all inventory and job links blank. Linking, stock movements and job-cost effects were not tested in this guide. Merely scanning a bill does not establish which customer’s car used the parts.

6. Create the invoice, then reopen it

When the source and reviewed entry agree, choose Create invoice at the bottom. Wait for the saved row to appear under Supplier invoices. Check the supplier, invoice number, amount and status, then choose Edit to reopen it.

To find it later, enter its invoice number in the search box on Supplier invoices; this worked for the test record. On reopening with Edit, we verified the five rows, edited coolant description, remarks and totals were retained. A View current attachment link was present. Use it to compare the saved record against the original, rather than uploading the bill again.

If the result is wrong

• Unreadable or missing content: use a clearer, complete source image before saving.
• Wrong field or row: correct the editable value and compare it again with the source.
• Unexplained total mismatch: stop and check discounts, freight and GST; do not force the figures to match by inventing a line.
• Existing saved record needs correction: use Edit, not another New supplier invoice. The editor warns that edits re-sync line items and existing inventory purchase movements remain in the audit log; stock-linked edits need manager review.