Shop workflow guide
Estimate vs Repair Order vs Invoice
An estimate proposes work and price, a repair order organizes the work, and an invoice records the final charges. Keep them connected while preserving what was proposed, authorized and completed.
Updated · Strut product team
01 / Shop workflow guide
Give each document a clear purpose
A single visit can need all three documents. Staff should be able to identify the current version and explain why the final bill differs from the original proposal. Exact document and authorization requirements vary by jurisdiction.
- An estimate supports the customer’s decision.
- A repair order gives the team an operational record.
- An invoice explains the charges and balance.
Three documents in one visit
| Item | Purpose and reader | Handoff check |
|---|---|---|
| Estimate | Proposed work and price for the customer. | Record the decision and any scope changes. |
| Repair order | Instructions, assignment and status for the shop team. | Keep authorized scope and completed work traceable. |
| Invoice | Final itemized charges for the payer. | Reconcile the work, tax and payments before sending. |
02 / Shop workflow guide
Illustrative handoff: a brake concern
A customer requests a brake inspection. The advisor prepares an estimate; after authorization, the team records the work on a repair order. If inspection identifies additional work, the advisor gets the required authorization before expanding the scope. The invoice reflects the work actually completed. This example describes a process, not a promise that software automates every approval.
- Keep the initial concern and vehicle consistent.
- Record additional authorization separately from the original request.
- Check the final charges against the agreed scope.
03 / Shop workflow guide
Test the handoff in a demo
Ask the vendor to show a declined item and a changed scope as well as the easy case. In Strut, the public quote workflow shows approval tracking and conversion to an invoice; the job board shows repair status. Confirm how your team will preserve references across the documents.
- Can the advisor find the original decision?
- Can the technician see the authorized work?
- Can the customer understand the final invoice?
Map this to your shop