Maintenance & vehicles
Work orders
Every repair, tracked from first note to final cost.
A work order is where a repair really happens, the tasks, the parts off the shelf, the hours on the clock. Do it on paper and the cost is a guess you piece together at month-end. In Gearboxed you note the work as you go, right on a diagram of the truck, and the cost adds itself up: parts, labor and all, worked out by the time you close the job.
Plan the job, see the truck
The whole repair in one place
Vehicle, priority, scheduled date, odometer, assigned mechanic and notes, the job's context sits together, not on a clipboard.
A diagram of the actual vehicle
Drop parts and tasks onto a picture of the truck so anyone can see what was done, and exactly where.
Frozen when work starts
The diagram is snapshotted per work order, so last year's records stay accurate even after the truck's layout changes.
Priority and schedule
Mark a job normal, high or urgent and give it a date, so the board always shows what's next.
Parts, straight from inventory
Staged, then consumed
Reserve parts while the job is planned, then draw them from stock the moment work begins, inventory stays right either way.
The exact part, at the real cost
Pick by supplier and part number; the cost comes from the invoice it arrived on, not a guess.
Swap without losing history
Replace a part mid-repair and both the old and new stay on record, so the repair's story is intact.
Tied back to the invoice
Each consumed part links to the invoice it came from, handy for a warranty claim or a supplier dispute.
Labor tracked to the minute
One clock, pause and resume
A single timer per work order that a mechanic can pause and pick back up through the day.
Time by task
Attach the running clock to a task, like “engine diagnosis” or “oil change,” to see where the hours actually go.
Rates frozen when time is logged
Each block of time keeps the mechanic's rate at that moment, so a raise never rewrites an old job.
Or enter it by hand
Log “worked 2 to 3 pm” after the fact for the times the clock wasn't running.
The real cost of every repair
Parts and labor in one total
An itemized breakdown of every part and every mechanic's hours, adding up to the true cost of the job.
Live as the work happens
The total ticks up with the timer and updates the instant a part is added or swapped.
The truck's whole history
Parts installed by earlier work orders carry forward, so you always know what's already on the vehicle.
A full audit trail
Every part added, swapped or removed and every status change is logged with who and when.
How it works
- 1
Open the work order
Pick the vehicle, set the priority and date, and note the odometer.
- 2
Stage parts and work the job
Reserve parts, start the clock, check off tasks, and place everything on the diagram as you go.
- 3
Complete and verify
The real parts-and-labor cost is ready the moment you finish; an admin can verify it for the record.
Nothing gets retyped and nothing gets forgotten. The work order becomes the single record of what was done, what it used and what it cost.