Motor Repair Shop Software, Proposals, Work Orders, Invoices & Inventory in One Place

Workflow

Motor repair workflow

Track every job from the moment it arrives to delivery. Job Write-Up holds intake, inspections, and pipeline quotes; formal RFQs and customer approval live on Quotes; work orders are created from the job’s primary final quote and stay linked to the same job number. Technicians scan job-based Tag QR codes on mobile to update status, so the board always reflects reality. Each capability below is designed to reduce re-entry, keep center and office aligned, and give you one source of truth for every repair.

• Job Write-Up: one job number from intake to approval

  Every repair runs as a Job Write-Up with its own job number: intake and inspections, preliminary and final quotes in the pipeline, customer send, job-level attachments, sales commission, and shop actions (print, work order, Tag QR) live together. The team works one continuous record instead of splitting context across disconnected screens.

• Work orders tied to the job | and the approved RFQ

  Create work orders from the primary final Shop Management System quote on that job. Motor, customer, scope, and line items carry through; numbering stays aligned with the job so desk and floor share the same ID. Inventory reservations and consumption still follow the quote-backed path through delivery.

• Center floor job board

  A visual board with status columns (e.g. Received, Inspection, Rewinding, Testing, Ready) shows exactly where every motor is. Drag or tap to move jobs as work progresses, so the board always reflects reality. Managers get at-a-glance visibility; technicians know what’s next without asking.

• Motor job tags with QR codes (job number)

  Print a Tag QR from Job Write-Up; it encodes the repair job number. Technicians scan with the mobile app to open the assigned work order for that job, no walking back to a desk to look up an RFQ. Tap status updates and the job board stays current for everyone.

• Customer's motors registry

  Keep a digital record of every motor: serial number, specs, service history, and test results linked to the same motor over time. When a repeat customer sends in a motor, you see past repairs and test data instantly, so you can quote and plan work with full context.

• Quotes (RFQs), editing, and invoicing

  Use Quotes to view and edit formal RFQs, manage status, and create invoices. New repair RFQs start from Job Write-Up so they stay linked to the same job number; customer approvals and line items remain visible to the whole team with less duplicate entry.

• Quote parts from shop inventory

  Add line items from your master parts catalog directly on the quote: see available quantity (on hand minus what’s reserved for other active jobs), order shortfalls with vendor POs when needed, and let reservations hold stock for the job until delivery. When the work order ships, consumed quantities come off inventory automatically so your books match the floor.

Job management tools

One system for customers, Job Write-Up, Quotes, invoicing, vendors, shop inventory, logistics, and QuickBooks Online. Create invoices from completed work orders, track payments, manage parts on hand and reservations, and push customers, invoices, payments, and vendor POs to QBO when a job closes, so you never re-key the shop floor into accounting. The items below cover how you keep financials, suppliers, stock, and physical flow in sync without leaving the platform.

• Technician mobile app (shop-floor first)

  Give technicians a dedicated mobile app to run jobs from the floor: scan Tag QR codes (job number), open assigned work orders, post live status updates, and record motor testing notes/values as work happens. Office and floor stay in sync in real time without extra calls, paper notes, or desk-only updates.

• Customer database and contacts

  Store company names, primary and secondary contacts, addresses, and billing details in one place. View full job history and motor records per customer so you can answer questions quickly, spot repeat work, and tailor service, without digging through spreadsheets or old paperwork.

• Billing and invoice creation

  Generate invoices from completed work orders and approved quote line items so amounts match what was agreed. Add extra charges or adjustments if needed, then link each invoice to accounts receivable. Everything stays traceable from job to payment.

• Accounts receivable and payment tracking

  Track outstanding balances by customer, record payments (including via payment link so customers can pay online), and keep full financial history in one place. Aging reports and payment history help you follow up on past-due accounts and keep cash flow visible.

• Vendor management and purchase orders

  Manage suppliers with contact and terms in one list. Create purchase orders for parts and materials, attach vendor invoices when they arrive, and track PO status (open, invoiced, paid). You always know what’s on order and what’s been paid, reducing duplicate orders and missed bills.

• Shop parts inventory and stock control

  Run a parts catalog with SKU, unit of measure, on-hand and reserved counts, low-stock alerts, and optional locations (bins or aisles from settings). Manual adds and adjustments keep day-to-day accurate; receiving against vendor POs in logistics bumps stock without double entry. Dashboard reports highlight low inventory so you reorder before jobs wait on parts.

• Receiving and shipping logistics

  Log motors and parts in and out: customer motors arriving for repair, vendor deliveries for POs, and shipments back to customers. Each movement can be tied to the relevant work order or PO, so you have a clear chain of custody and can answer “where is it?” in seconds.

• Reports and productivity insights

  See revenue, completed jobs, technician workload, and top customers in one system. Use these views to run the business, spot bottlenecks, plan capacity, and understand which customers and job types drive the most value, without exporting to spreadsheets.

• QuickBooks Online integration

  Connect QuickBooks Online from Settings → Accounts. When a job reaches your chosen closed status, IQMotorBase syncs customers, invoices, payments, and vendor purchase orders into QBO, so the shop floor and your books stay aligned without re-keying line items.

• API and Shop Management System integrations

  An API is available to integrate IQMotorBase.com with any other Shop Management System or business system. Sync customers, work orders, and quotes with your existing tools, build custom workflows, or connect to accounting and ERP, alongside the built-in QuickBooks Online sync, so you can keep one source of truth while using the apps your team already relies on.

• Upload your existing data

  Bring your existing customers, motors, and job history into the platform. Upload your data so you can switch without starting from scratch. We support common formats and can help you migrate from spreadsheets or other systems so your records and history stay in one place.

• Public marketplace listings

  Publish spare parts, surplus motors, and tools to the IQMotorBase.com marketplace from your dashboard. Each listing gets its own SEO-friendly page; buyers submit a request (no checkout on our site) and you manage follow-up and fulfillment from your Shop Management System alongside work orders and invoices.

• Employee job postings (public careers)

  Post open roles for technicians, winders, and shop staff from your Shop Management System. Listings appear on the public Careers page with your shop name and location, and each job gets its own SEO-friendly URL. Candidates apply online; you review applications in the dashboard, so hiring stays in the same system as work orders and customers.

Lead generation network

Get repair inquiries from the IQMotorBase.com directory and local SEO pages. Choose shared or exclusive leads, manage your lead credit balance, and convert won leads into customers and repair jobs in Job Write-Up, so new work flows into the same system you already use. Below is how capture, distribution, credits, and conversion work together to grow your pipeline without extra tools.

• Lead capture from directory and local SEO

  Repair inquiries come from the IQMotorBase.com directory and from local search pages (e.g. “electric motor repair Houston” or “emergency motor repair near me”). All leads land in one inbox so you don’t chase inquiries across multiple sites or email threads, you see and respond from a single place.

• Shared and exclusive lead distribution

  Choose shared leads (sent to multiple centers so you can compete on service and speed) or exclusive leads (sent only to you). Emergency and high-value jobs can be routed as exclusive, giving you first shot and better conversion without competing against other centers on the same inquiry.

• Lead credit balance and delivery

  Top up a lead credit balance; the system deducts credits when a lead is delivered to you. You control spend and budget predictably. When credits are available, you never miss a lead, so you can stay in the flow of new repair opportunities without overcommitting.

• Convert leads to customers and repair jobs

  When you win the job, convert the lead into a customer and continue in Job Write-Up (and work orders when you are ready). The inquiry, follow-up, and repair record stay in the same system, no re-entering motor details or customer info into a separate tool. Full history stays in one place for reporting and repeat business.

Not sure which fits? Book a demo. We will show you the platform and answer every question before you decide anything.