Let’s face it – if you’re running a computer repair business, you need to have the best POS software around. A computer shop POS software can do so much for your business and makes life a whole lot easier. However, it needs to have the right features to do the job, and sometimes, you might not be realizing what is missing till it’s too late.
Here’s the secret feature your computer shop POS software needs to have, and why we think it’s critical for your business.
What a computer shop POS software should have?
Working with a POS software for computer repair shops means that it’s tailored to that particular business’ needs. The software contains all the major features that the shop requires on a day-to-day basis, making sure that things run smoothly and efficiently. Here are some of the core components that your computer shop POS software should have.
Point of sale
This one is a no-brainer and it’s right there in the title for a good reason. The point of sale (POS) aspect of your software is probably the most critical part of it all. Your POS will be the main interface that relates to customers. The POS will be used to create repair jobs and collect payments for completed tasks, making it both the entry point and exit of your workflow.
The POS module needs to have a couple of key aspects to it – it must have a catalog of items/products/services that you offer, price calculations on everything, a clean and intuitive interface, provisions for creating estimates/quotes/jobs, and it must do all of it as quick as possible. When dealing with customers, time is money, and you don’t want to be fumbling around when it comes to checkout. You’ll find customers have very little patience when waiting to pay and leave any store, so the smoother your counter experience is for them, the better.
Ticketing and invoicing
For a computer repair shop, it is necessary for the POS module to be connected to the ticketing and billing system of your software. This is because whatever information you put into the POS ultimately leads to a repair job being created, which is represented by the ticketing system. For a computer shop POS software, it’s as important a part as any.
The ticketing system contains information about the repair that is useful for both the customer and the technician working on it. Customers get to know what repair is being performed, what parts are being used, how long the repairs will take, and how much is owed to the service provider. For the technicians, they get to know what parts are needed for the repair, what the status of the device is when it comes in, and they can read off any diagnostic notes that have been made at the time of taking the repair in. This helps immensely with your technicians learning what to do with the device and how to fix it properly.
When the repairs are completed, the ticket is updated and the billing procedure begins. This is where you’ll draft an invoice and provide it to the customer when they pay for their repairs. The invoice needs to have an itemized record of all the repairs performed, the parts used, the labor charged, and any additional fees included in the transaction. Having a record of the invoice is important for both the customer and the shop owner, so make sure your computer shop POS software has this feature.
When a repair comes in, it’s often going to use different parts and components to get the job done, and you need to have a healthy supply of said parts if you want to complete the repair. That’s where inventory management comes into play. You’re going to want a system that can keep track of the stock you have and where it’s being used if you want your computer repair workflow to remain smooth.
The inventory management part of your POS system will track where your parts are coming in from and where they are being used. It helps keep an eye on your existing stock at all times, and can be configured to alert you when a certain part is running low. You can categorize parts based on a number of factors, see which suppliers offer them, and do inventory counts to align your software number switch the physical quantity. There are a ton of benefits to having a computerized inventory and your computer shop POS software absolutely should have one that works well.
The most important feature to have
We’ve talked at length about some of the main features that your POS system needs to have in this article. However, the most important part of your entire workflow has to be what comes right at the end – getting paid.
Payments are quite possibly the most important component to any computer shop POS software out there. They’re required for every service right at the end, but what makes them so important when it comes to computer repair is that they are also needed before the repair even begins. Why is that? Let’s explain.
When it comes to computer repair, there’s some intricate work that needs to be done. Diagnostics are performed on an existing computer and an estimate is drawn up for the customer. This estimate shows what repairs need to be done and what parts will be required. However, computer parts often cost quite a lot, so they’re ordered by repair shops and other places on a per-need basis. Since technology moves so fast, it doesn’t make much sense to stockpile graphics cards, motherboards, or other chipsets if you cannot make a sale fast enough. So, it makes sense to order them as needed by any repair shop.
To confirm the ordering of these parts, customers are often asked to put down an initial deposit or “advance” towards the repair. This helps repair shops secure the parts that they need for the repair without too much of an overhead. The advance that computer repair shops collect is calculated when diagnostics are performed on the device, i.e. right at the start before the repair job is booked. Doing so secures the investment the repair shop is making for the repair and guarantees that their ordered part will not go to waste.
Now, collecting payments isn’t as simple as most people think. With the way technology has advanced, there are so many payment options that exist now. Some of the payment options that exist nowadays include cash, check, debit/credit cards, PayPal, Apple/Google Pay, Venmo, cryptocurrency, etc. So naturally, collecting different types of payments for repairs needs to be supported by your computer shop POS software.
The best form of payment processing is one that is fast, efficient, and directly integrated into your POS software. Using an integrated payment processing system lets you collect payments swiftly and securely while minimizing human errors. Basically, your POS software communicates directly with the payment terminal and collects payments through a secure connection that is both fast and reliable. The data is transferred in real-time through the payment gateway and stored in your POS system without any input from the user, meaning every transaction comes through without problems.
Processing your payments before booking the repair job means that you get paid instantly for the repair you’re about to perform, and that your POS software holds an accurate record of the transaction that’s taken place. When the rest of your invoice needs to be paid, the software can automatically charge your customer for the remaining amount without any input needed. This makes it a breeze to collect split payments from your customers and process their repairs without any hurdles. The customers are happy, and you’re happy.
While a repair shop software has many features that are needed to run your business, none are more important than payment processing. We’ve talked at length about why payment processing is important and how to go about it the correct way. These are the things that you should always look out for when choosing the right computer repair shop software for your business. If you want your business to run smoothly and grow strong, choosing a POS system that has all these features is an absolute necessity.
Published by Amy Jackson