5. Extra work found on the job

Who this is for: service advisers. The first part is for technicians too.

The technician finds something

• On the job. On the Work tab, the service's approval chip goes to Awaiting approval, and the Cause box says what was found. At the top of the job, Hold… › Awaiting approval tells everyone why the work has stopped (Workshop jobs course lessons 4 and 6).
• On a digital inspection (Workshop › Inspections). Once it's Completed, Create Quote from n Findings opens Price the findings, and makes a draft quote with one line per Caution or Fail at the price you set. The quote opens with the send box ready; after that the button reads Open Generated Quote (the Inspections course lesson 5). If the inspection was done on a job, the quote is extra work for that job, just like the one below.

Quote it

1. On the job's left panel, press + Quote extra work. A draft quote opens, titled "Additional work — " and the job number, for the same customer and vehicle. It's Service & Repair, and it's marked as extra work for this job.
2. It starts empty. Add what's new: the parts and the labour.
3. Anything the customer can take or leave? Tick Opt? on that line. It becomes an optional upgrade they tick on the proposal.
4. Press Send to Customer (the Orders course lesson 2 covers sending). Got the answer by phone? Record Decision… records it.

Getting the approved work onto the job

When the customer accepts an extra-work quote, it goes onto the job by itself, within a few minutes, or straight away if you press Add to the Workshop Job on the quote (the Orders desk's Make the order does the same):

• Its lines are added to the job's own sales order, so the job's invoice bills them with everything else. A job with no order yet gets one.
• The order holds what's in stock for them, and the job's Parts, tasks and outside work pick them up.
• No second order and no second job are made, and the quote's main button becomes View Workshop Job.

Then set the service's approval chip to Approved, and clear the hold: On hold › Clear hold — work resumed. Anything short? Order missing on the order (lesson 4).

Quote extra work from the job, not from Quotes. A quote made on the Quotes page isn't marked for the job, so accepting it makes its own order (or job). If that happens, add its lines to the job's order by hand and cancel the stray order.

Work they said "not this time" to

When a customer accepts a proposal but leaves an optional upgrade unticked, BuildTrack files it on Deferred Work, with a follow-up date 60 days later. It's half-sold: they've seen it and the price.

Where: Sidebar Sell › Sales › Quotes, tab Deferred Work (open it→; while the Workshop module is on). The full guide is Deferred work→. The Home page also says "n deferred jobs to requote" when there are some.

• Across the top: Items, Pipeline value and Due for follow-up.
• Filters: Open, Followed up, Re-quoted, Won, Dismissed and All.
• Each row: Customer (with their phone), Vehicle, Work, Value, the original Quote, Follow up (red with "Due" once the date has passed) and Status.

Step by step

1. Open Deferred Work on Open. The rows are in follow-up order, soonest first.
2. Ring or email the customer about each one that's due.
3. Set the row's status in the box at its end: Followed up once you've been in touch.
4. They want it? Make a new quote for them and their vehicle (+ New Quote on Quotes; nothing here makes it for you) and set the row to Re-quoted. When they go ahead, set it to Won.
5. Not going ahead? Dismissed.

Where it ends

The approved work is on the job and the job is moving again. What they said no to is on Deferred Work with a date.