An electronics repair shop takes in devices with unknown faults, diagnoses them, sources parts, does the repair and returns working devices to customers. All while keeping the parts inventory stocked, billing accurately for labour and components, and keeping customers informed. When the shop is small, memory and paper can hold it together. But as volume grows, jobs get lost, parts run out without warning and technicians spend time chasing repair status instead of fixing things.
A proper system gives every device a job record. Every job moves through defined stages. Parts used in a repair come off the stock count automatically. Billing happens at the till when the customer collects. That's what Vendra does.
What electronics repair shop software needs to handle
Repair shops have specific operational needs that a generic service system does not address:
- Device intake record with model, serial number, reported fault and initial estimate
- Repair jobs that move through intake, diagnosis, repair, quality check and collection stages
- Spare parts inventory with lot and serial number tracking per component
- Parts consumed in each repair deducted from stock automatically
- Customer approval workflow before expensive repairs proceed
- WhatsApp notification when a device is ready for collection
- POS billing at the counter when the customer collects
- Warranty tracking per completed repair
- Technician timesheet billing for labour-priced repairs
How Vendra handles electronics repair shop operations
Repair jobs as Project tasks with defined stages
Each repair job is a task in the Project module, moving through stages that match your workshop workflow: Intake, Diagnosis, Awaiting Parts, Repair, Quality Check, and Ready for Collection. The kanban board gives any manager or technician an instant view of where every device stands. You can filter by technician, device type, or how long a job has been sitting at a particular stage.
Device details are recorded on the task: the customer, device model, serial number, reported fault, and any initial estimate discussed at intake. This is the single source of truth for the entire repair lifecycle — from the moment the device comes in to the moment it leaves the shop.
Customer device intake via Contacts
Every customer is stored as a Contact in Vendra. When a device is brought in for repair, the intake clerk looks up the customer or creates a new record, then opens or creates the repair task linked to that customer. The device model, serial number, fault description and agreed estimate are logged in the task notes. Returning customers already have their history in the system — previous repairs, past issues, preferred contact method.
After diagnosis, a formal repair quotation is sent to the customer listing parts required and labour cost. The customer approves or declines. If approved, the task advances to Repair. If declined, the device is returned and the task is closed. The approval history is stored against the customer record.
Spare parts inventory with serial and lot tracking
Every component — screens, batteries, charging ports, motherboard parts — is held in the Inventory module with lot tracking enabled. When parts arrive from a supplier, they are received against the purchase order with a lot number assigned. When a technician uses a part in a repair, it is recorded on the task and automatically deducted from inventory. You always know exactly how many of each part are in stock, which supplier batch they came from, and which repair they were used in.
Serial number tracking is available for high-value components. If a customer returns with a warranty issue on a replaced screen, you can look up the serial number of the screen installed and trace it back to the supplier batch — useful when dealing with a faulty batch that affects multiple repairs.
WhatsApp notification on completion
When a repair task moves to Ready for Collection, you send the customer a WhatsApp message directly from Vendra using a pre-approved template. The message includes the device name, repair summary and payment amount due. No manual messaging needed — the notification goes from the system to the customer's phone in seconds.
Repair job stages
Every device moves through Intake, Diagnosis, Repair, QC and Collection. You can see where every job is on a single board. Nothing gets lost.
Parts deduction
When a technician records a part used on a job, it comes off the stock count automatically. You don't do a separate inventory update after each repair.
Repair quotations
After diagnosis, send the customer a quote showing parts and labour. They approve or decline before any work starts. The approval is stored on their record.
POS billing at collection
When the customer comes to collect, take payment at the counter via POS. Cash, card and mobile money are all accepted. The receipt prints automatically.
Technician timesheets
Technicians log hours on each repair. Labour charges are calculated from actual time logged. No guessing on time-based repairs.
Supplier ordering for parts
Raise purchase orders to parts suppliers directly from Vendra. Set a minimum stock level for fast-moving components and the system drafts a reorder automatically when it runs low.
Warranty tracking per repair
When a repair is completed, the warranty terms are recorded on the task — the repair date, warranty duration (typically 30 or 90 days) and what is covered. When a customer returns with a fault, the technician looks up the original repair by device serial number or customer name and immediately sees whether the device is still under warranty. This prevents disputes and makes warranty repairs faster to process.
Technician timesheet billing
For shops that bill labour by the hour, Vendra's timesheet feature tracks the time each technician spends on each repair task. At invoice time, the labour charge is calculated from the actual hours logged multiplied by the technician's rate. For fixed-price repairs, the quoted labour fee is used instead. Either way, the billing is always derived from real data rather than estimates.
Which plan do I need?
Most single-location repair shops start on the Pro plan at $27/month, which covers repair job tracking, spare parts inventory, purchasing, POS billing, WhatsApp notifications and payroll. Multi-location shops with separate inventory at each branch need the Pro Plus plan at $50/month for multi-location stock management and consolidated reporting.