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HeavyBase Quick Start Guide

Essential workflows for techs and service writers

HeavyBase
shopbasehq.com
📝

Creating a Work Order

  1. Click "New Work Order" from the dashboard
  2. Search for existing customer or create new
  3. Enter vehicle info (VIN decoder auto-fills details)
  4. Add customer concerns and job classification
  5. Click "Create Work Order" to start
🔧

Adding Services & Parts

  1. Open the work order
  2. Click "Add Line Item" for labor or parts
  3. Use "Canned Jobs" for common services
  4. Search parts across suppliers from Parts tab
  5. Parts Matrix auto-applies your markup
📧

Sending Estimates

  1. Review all line items and totals
  2. Click "Send for Authorization"
  3. Choose email, text, or copy link
  4. Customer sees inspection photos + pricing
  5. Customer approves with digital signature
💳

Collecting Payment

  1. Complete work order and convert to invoice
  2. Click "Collect Payment" on invoice
  3. Choose: Cash, Check, Card, or Send Link
  4. For card reader: select reader and tap card
  5. Payment auto-records to invoice
⚙️

Tech Workbench Basics

  1. Log in with 4-digit PIN
  2. View assigned jobs on My Jobs tab
  3. Grab unassigned jobs from queue
  4. Use tabs: Details, Inspection, Parts, Notes, Time
  5. Clock in/out to track labor time
🔍

Digital Inspections

  1. Open job in workbench, go to Inspection tab
  2. Rate each item: Good, Monitor, or Urgent
  3. Add photos with device camera
  4. Photos appear on customer authorization page
  5. Complete inspection to notify service writer

💡 Quick Tips

PIN Login: Techs & writers use 4-digit PINs, not email
VIN Decoder: Scan or type VIN to auto-fill vehicle
Canned Jobs: One-click add common services
Text-to-Pay: Send payment links via SMS
Bay Status: Live shop floor view for wall displays
AI Diagnostics: Get repair help from the workbench

⌨️ Shortcuts

/Quick search
NNew work order
CFind customer
EscClose modal
Need help? Email support@shopbasehq.com
Full guide: shopbasehq.com/getting-started

For Service Writers

  • • Log in with your 4-digit PIN at the front desk
  • • Check the queue for arriving customers
  • • Create work orders from Service Intake
  • • Send estimates via email or text-to-pay
  • • Collect payments and print invoices

For Technicians

  • • Log in with your 4-digit PIN at the shop tablet
  • • View your assigned jobs on "My Jobs" tab
  • • Grab unassigned jobs from the queue
  • • Clock in/out of each job for time tracking
  • • Complete inspections with photos