Quick start: your first job, invoice and payment

Use this page the first time you try BytePhase. It follows one repair, from the moment the customer hands over the device until they pay. Each stage links to a longer article if you need more detail.

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Before you start

• To add jobs, your shop owner must let you create and edit jobs.
• To take payments, your shop owner must let you create and edit payments.

The stages at a glance

1. Create the job: front desk
2. Add services and parts: technician or front desk
3. Update the status as the work goes on: technician
4. Create the invoice: front desk or accounts
5. Record the payment: front desk or accounts
6. Hand the device back: front desk or delivery staff

1. Create the job

A job is the record of one repair. It holds the customer, the device, the fault and everything that happens next.

• Computer: at the top of the screen, click Create, then Job.
• Phone: tap the + button in the middle of the bottom bar, then tap Job.

Does your shop also do recovery jobs or bulk repair jobs? Then BytePhase first asks you to Select job type. Choose Repair job.

Fill in the customer, the device and the problem. Then save. The job gets a job number and starts at the Inward status. You can print or share the job sheet right away.

More detail: Create a job.

2. Add services and parts

Add the repair services you will charge for. Add any parts you use. Parts come out of the stock of the job’s business. The job totals update as you add each line. The invoice uses these totals later.

More detail: Add services and parts to a job.

3. Update the status

Move the job forward as the work goes on. For example, change it to In Process, then to Completed. BytePhase can tell the customer about each change, depending on your message settings.

Did the price change? Send a quotation first, and let the customer approve or reject it. See Send a job quotation for approval.

More detail: Update a job’s status.

4. Create the invoice

Open the job and go to its documents:

• Computer: at the top of the job, click Documents. Then click Create next to Invoice.
• Phone: open the job and tap the Job actions button (⋮). Then tap Create next to Invoice.

Check the lines, then click Create invoice. The invoice gets its number from the job’s business.

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If you change the job after you create the invoice, a message asks you to update the invoice to match the job.

5. Record the payment

• Computer: open the job, click the Job actions menu and choose Add payment.
• Phone: tap Job actions (⋮), then tap Payment.

Enter the amount and how the customer paid. Then save. The job now shows how much is paid. Depending on your settings, saving a payment can also create the invoice for you.

Don’t see Payment in the menu? Ask your shop owner to let you take payments.

6. Hand the device back

Mark the job as delivered:

• Computer: in the Job actions menu, choose Add delivery.
• Phone: tap Job actions (⋮), then tap Delivery.

Before you hand the device over, you can ask the customer for a one-time code (OTP) or a signature.

More detail: Deliver a job with OTP and Customer and employee signatures.

Done!

You have taken one repair all the way from intake to payment. The job now has its job sheet, invoice and payment receipt.

Who does what

Person	Usually does
Reception (front desk)	Creates the job, prints the job sheet, creates the invoice, takes the payment, hands the device back
Technician	Adds services and parts, updates the status, adds comments and photos
Account	Creates invoices and records payments
Admin (owner)	Can do all of the above, and sets up the shop

This is only a guide. What each person can do is up to the shop owner.

Next steps

• Work through the Setup checklist. Then your invoices show your logo, tax details and bank details.
• New to the phone app? See Getting around on your phone.