Job Card

About the job card tool

How to make a job card in VyaparKit

1. 1

   Open a card at intake

   Click Job Card, choose the customer or click Add customer with name and phone. Enter the item: make, model, serial or registration number, and the accessories received.

2. 2

   Record the complaint and condition

   Write the customer's complaint in their words and note pre-existing damage, such as a cracked screen or dent. Set the promised delivery date and take an advance if any.

3. 3

   Update as work proceeds

   Add the diagnosis and work done. Click Add line for each part used with rate and quantity, and add labour charges. Change the status to in progress, awaiting parts or ready.

4. 4

   Close and deliver

   Set the status to delivered, note the technician and date, and click Download PDF for the customer's copy with a signature line acknowledging receipt of the item.

5. 5

   Bill the job

   Create a Service Invoice for the same customer with the parts and labour, share it with a UPI QR and record the payment. The job card number goes in the invoice reference.

What a job card should record

• Job card number and date of intake, with the promised delivery date.
• Customer name, phone and address, and any advance collected.
• Item details: type, make and model, serial number, IMEI or vehicle registration, and the odometer reading for vehicles.
• Accessories received (charger, cover, keys, bag) and pre-existing damage noted at intake.
• Customer's complaint as reported, and the technician's diagnosis.
• Work done, parts replaced with part number, quantity and rate, and labour charges.
• Status trail: received, in progress, awaiting parts, ready, delivered, with the technician's name.
• Warranty on the repair, if offered, and the customer's signature at intake and at delivery.

Who uses the job card

Job Card: frequently asked questions

What is a job card in a workshop or service centre?

A job card is the document that follows one repair or service job from the moment a customer leaves an item until they collect it. It records the customer, the item and its condition at intake, the complaint, the diagnosis and work done, parts and labour, the technician and the status. Workshops use it to plan the bench, avoid disputes and prepare the bill; the customer keeps a copy as proof of handing over the item.

What statuses does a job card go through?

A typical sequence is received, in progress, awaiting parts (or awaiting customer approval for an estimate), ready for delivery, and delivered. Some workshops add 'cancelled' for jobs the customer withdraws and 'returned unrepaired' when a repair is not feasible. VyaparKit lets you update the status on the card as the job moves so the front desk can answer customer calls without walking to the bench.

Can I record parts used and labour on the job card?

Yes. Add each part as a line with the part number, quantity and rate, and add labour as separate lines with hours or a flat charge. If your spare parts are saved as items with HSN and GST rate, pick them from the list so the description and rate are consistent, and the same lines can be used on the service invoice at delivery.

How do I bill the customer once the job is done?

Create a Service Invoice for the same customer, add the parts and labour from the job card, and put the job card number in the reference field. Parts and labour can carry different GST rates on one invoice. Share the invoice link with a UPI QR for the exact amount, and record the payment with a Payment Receipt; the customer's ledger and the parts stock update automatically.

Should the customer sign the job card at intake?

It is strongly advisable. The intake signature confirms the item, accessories and condition as described, and the estimate or diagnostic charge agreed. A second signature at delivery confirms the item was returned and the work accepted. VyaparKit prints signature lines for both on the PDF; a phone photo of the signed card is enough as a record for a small workshop.

Is a job card the same as a work order?

They overlap but are used differently. A work order is an instruction to carry out work, often issued by a customer to a contractor or by management to a production team, and it may cover many units. A job card is the record of one specific repair or service job on one item, maintained by the workshop. In a garage, the job card is opened for each vehicle; a fleet customer's work order may cover ten vehicles and generate ten job cards.