Run workshop jobs and get quotes approved

A driver has come off at the hairpin and the kart needs a new track rod, a chain and an hour of your time. You want to note the work against that kart, take the parts off your shelf, tell the driver what it will cost before you pick up a spanner, and make sure the bill lands on their account when you are done. The driver wants to see the price and say yes or no from their phone.

Managers run the workshop on the web portal, which has the full job admin, including the parts shelf and cancelling jobs. Drivers approve quotes in the app.

Before you start

• Manager: a team on AVB RaceLabs and access to the web portal.
• Driver: the app, and membership of the team. Only the driver a job is billed to can approve its quote.
• Your hourly labour rate, if you charge one.

Manager: set the approval gate and labour rate

The approval gate decides which quotes need the driver's say-so before work can start.

1. On the web portal, open Team > Overview in the sidebar and find Team settings.
2. Set Labour rate per hour (optional). New labour lines use it unless you type a different rate.
3. Set Approval threshold. Quotes at or above this figure wait for the driver's approval. Leave it blank or at zero and any quote above zero needs approval.
4. To let every job start as soon as you quote it, tick Never ask the driver to approve instead.
5. Click Save settings.

The line under the box tells you what your choice means, for example "Quotes of £50.00 or more will wait for the driver's approval."

Good to know: Only the driver being billed can approve a quote. You cannot approve on their behalf, even as manager.

Manager: stock your parts shelf

1. Open Team > Workshop in the sidebar, then the Parts tab.
2. Under Add a part, fill in Name, and if you like SKU, Category, Opening stock and Reorder level.
3. Enter Cost price and Sale price. The form shows your margin as you type.
4. Click Add part.

Opening stock is set once. After that, stock moves only when a job uses a part or you adjust it. To count in a delivery or write off a broken part, click Adjust stock on the part's row, enter Change by (a negative number for stock leaving) and a Reason, then click Apply adjustment.

The table shows each part's In stock, Reorder at, Cost, Sale and Margin. Parts at or below their reorder level are marked Low. Tick Low stock only to see what to order. A part you no longer carry can be retired with Discontinue: it stays in the history but is no longer offered on jobs.

Tip: Cost price and margin are yours alone. Drivers never see them, only the price you charge.

Manager: raise a job

1. On Team > Workshop, open the Job board tab.
2. Under Raise a job, choose the Kart. Pick No kart (general labour) for work that is not on a kart.
3. Choose who is Billed to. If the kart is out with a driver, they are filled in for you.
4. Pick the Kind: Service, Repair, Crash damage, Rebuild, Setup, Transport or Other.
5. Give it a Title, such as "Track rod and chain after Sunday's off", and add a Description if it helps.
6. Tick Goodwill — do not charge for this if the work is on the team. The job still records the parts and labour, but raises no charge.
7. Click Raise job. The Job card opens straight away.

Billed to and Title are required.

Manager: add parts and labour to the job card

Parts fitted:

1. In From stock, choose a part. Each option shows how many are on the shelf and the sale price.
2. Set Qty. Unit price fills in from the sale price; change it if you are giving a discount.
3. Check the line total and the stock note, for example "4 in stock now, 3 after this line."
4. Click Add part line.

A part from stock comes off the shelf the moment you add the line, not when the job is finished. If the shelf would go below zero, the portal warns you but still lets you add it, and the part is flagged Negative on the Parts tab.

For something you do not keep in stock, choose Free-text line (not from stock) in From stock and type a Description. It shows as Not from stock and moves no stock.

Labour:

1. Under Labour, enter a Description and the Hours.
2. Hourly rate fills in from your team rate. Type a different rate to override it for this line.
3. Click Add labour line.

The card shows the Parts, Labour and Job total as you go. You can also add up to 8 photos with Add photo.

Manager: quote the job

The card tells you what quoting will do, for example "The lines come to £86.00, so quoting will ask Sam to approve before work can start."

1. Click Quote and ask for approval. If the total is under your gate, the button reads Quote instead.
2. Confirm. The quote is frozen at the current total.

If no approval is needed, the card reads "Quoted £86.00. No approval needed — work can start." Go straight to Start work.

Manager: while you wait for the driver

A job waiting on the driver shows on the Job board with "Waiting on Sam to approve £86.00.", and a banner across the top of the board counts every job that is waiting.

On the job card, the approval box reads Waiting on and the driver's name. There is no approve button for you, because only the driver can say yes. Start work and Complete are both greyed out until they do, so a job that needs approval cannot be started or charged without it. Goodwill jobs never ask for approval, because nobody is charged.

Driver: approve or decline in the app

1. On the Home tab, open MY TEAM. The Workshop card shows how many quotes are waiting for you.
2. Tap My jobs. Quotes needing you are marked Needs your approval.
3. Open the job and read What's included: the parts and labour, with the Quoted total.
4. Tap Approve and confirm, or tap Decline, give a Reason and tap Decline again.

Nothing is charged when you approve. The charge is raised when the team completes the job.

Manager: start and complete the work

Once the driver approves, the board shows "Approved by Sam on" and the date, and the job card reads "Sam approved £86.00 on" the date, "Work can start."

1. Open the job and click Start work. The job moves to In progress.
2. Add any further lines as you work.
3. When the kart is done, click Complete and confirm "Complete this job and charge Sam £86.00?"

The job moves to Done and one charge goes on the driver's account. You see it on Team > Money, Charges tab, with the source Workshop, ready for the next invoice. A goodwill job completes with nothing charged.

Good to know: The charge is the job total when you click Complete, not the frozen quote. If you add or remove lines after the driver has approved but before you click Start work, the approval is cancelled and the job goes back to Quoted with the new total: the driver sees it in My jobs again and approves the new figure before work can start. Once work has started, a total at or below the figure the driver approved completes as normal. If the total rises above it, Complete is greyed out until you click Quote and ask for approval again and the driver approves the new total in the app. The same applies to a job started without a quote. If you change lines before anyone has approved, the card warns that the lines no longer match the quote; click Quote and ask for approval again.

Correcting a job

• A wrong part line: click Remove on the line and confirm. A part from stock goes straight back on the shelf.
• A wrong labour line: click Remove on it.
• The driver declined: the job goes back to Requested, and the board shows the driver's reason. Change the lines and quote again, or cancel the job.
• The job is not happening: click Cancel job. Every part from stock on it goes back on the shelf.

You can change lines while a job is Requested, Quoted, Approved or In progress. Once it is Done the lines are frozen, and once it is Invoiced the job can no longer be changed or cancelled.

Reading the result

The Job board groups jobs by status: Requested, Quoted, Approved, In progress, Done, Invoiced and Cancelled. Filter it by Status, Driver or Kart. Each card shows the driver, the kart and the total: Running before a quote, Quoted once frozen, Charged after completion.

Service history shows the completed work on one kart, newest first, with the parts fitted and hours of labour. Parts sold over the counter from the Sales tab do not appear there.

In the app, the driver can open any of their jobs from My jobs. Once a job is completed, What's included shows its Final total.