Differences Between Estimates and Repair Orders

There are several types of tickets you can create for managing customer intake and service in your shop. The main ticket types are estimates and repair orders.

Estimates help you build a complete list of parts and labor required to completely repair the customer’s vehicle, which helps you provide an estimate of the cost to customers. This is usually before the customer has agreed to complete the work.

Repair orders are a record of the parts and labor that were actually used to repair the customer’s vehicle. The repair orders become the customer's receipt for services rendered.

Important Difference Between Estimates and Repair Orders

More often than not, whatever you can do with an estimate, you can do with a repair order. However, there are some key differences you need to know:

• Estimates are listed on the Estimates in Progress Window.
• Repair orders are listed on the Work in Progress (WIP) Window.
• Estimates use a different numbering system than repair orders.
  • When an estimate is converted to a repair order, the original estimate number is retained as part of the repair order record, but the ticket is assigned a new number based on the numbering system for repair orders.
  • The repair order number is the final invoice number.
• You can delete estimates but not repair orders. Repair orders can only be voided - not deleted.
  • If a repair order could be deleted, that part of your shop’s sales history would be lost.
  • Voiding a repair order is the only way to maintain accurate history and reporting.
• You can print work orders from both estimates and repair orders.
  • You would typically print a work order from a repair order because the work has been approved.
• Parts added to repair orders are committed.
  • The on-hand quantity for stock parts is reduced in your local inventory.
  • Parts added to estimates are not committed and the on-hand quantity is not updated.
• You can order parts from repair orders but not from estimates.
  • The only way you can order parts from an estimate is if you use Smart eCat and select Allow Electronic Ordering from an Estimate in Configuring R.O. Writer for Smart eCat.
• You post Accounts Payable transactions for outside purchased parts (non-stock parts) only to repair orders.
• You process payments for repair orders but not for estimates. You cannot process a payment of any kind for an estimate.
• You finalize repair orders to close them out. Estimates cannot be finalized and are saved for 90 days.