Free template
LiveBike repair work order template
Every field a repair ticket should capture, and why. Use it on paper, and see which fields work orders in BIKE.co Service hold today and which are still to come.
JOB-1042 · from Q-0731
Pro tune-up + rear bleed
J. Rivera · Santa Cruz Hightower
Visits
- Tue 9:30Intake + inspectionSam
- Wed 8:00Drivetrain + bleedSam
- Wed 3:00Quality checkPriya
Unlocks when the checklist is in
The ticket is the job
A bike sits in your back room for three days. Nobody is sure whether the customer approved the new cassette, the tag says 'blue Trek' and there are two of them, and the phone rings with 'is my bike ready?' while your mechanic has a bleed kit in his hand. Almost every one of those moments starts with a ticket that was missing something at intake.
A good work order does four jobs. It identifies the bike beyond doubt. It records what the customer asked for in their words. It records what they agreed to pay and when you promised it back. And it records what was actually done, by whom, with which parts. Get those four right and the ticket answers the phone for you.
The table below is every field we think a repair ticket should capture. Print it as a tag, build it into your spreadsheet, or use it to check the system you have.
Work order fields
Grouped the way the ticket is filled: intake at the counter, then the bench, then pickup.
| Field | What to capture | Why it matters |
|---|---|---|
| Ticket number | Unique, printed on the tag on the bike | Two blue bikes of the same model are never confused |
| Customer | Name, mobile number, email, preferred contact | You can reach them for approval without hunting |
| Bike make and model | Make, model, model year if known | Parts compatibility and service procedure |
| Size and color | Frame size, main color | Finding it in a crowded back room |
| Serial number | From under the bottom bracket | Identity beyond doubt; theft and warranty checks |
| Drive system | For e-bikes: system, battery and motor serials | Warranty and diagnostic history |
| Condition at intake | Existing damage, photos | No disputes about scratches at pickup |
| Reported issue | The customer's words, not yours | You fix the thing they came in for |
| Items left with the bike | Lights, bags, computer, battery, charger, keys | Nothing goes missing |
| Promised date | A date and a time of day | Sets the expectation and orders the bench |
| Quote | Labor and parts, itemized, with total | No surprise at the counter |
| Approval | Who approved, how, when, and the amount | Protects you when the job grows |
| Approval limit | Amount you may spend without calling | Small extras do not stall the bench |
| Parts | Part, quantity, price, and whether in stock or on order | Know what the job waits on |
| Labor | Each task, time or menu price | Price the job and measure the bench |
| Technician | Who did the work | Accountability and training |
| Checklist | Tune-up, safety or e-bike checklist attached | Proof of what was checked |
| Notes | Findings outside the job, advice for next time | Next visit starts informed |
| Status | Waiting, on the stand, waiting on parts, ready, collected | Answers the phone for you |
| Pickup | Date collected, payment, customer signature | Closes the job cleanly |
The fields shops skip
The serial number. It takes ten seconds with the bike upside down in the stand and nobody does it on a Saturday. It is the one field that tells two identical bikes apart, the one a warranty claim needs, and the one that lets you recognize a returning bike when the customer changed their phone number.
The promised date. 'Should be done this week' is not a promise; 'Thursday by 4 pm' is. A real date on every ticket is how you order the bench, and it is the only honest answer to 'is my bike ready?'.
The approval limit. Ask every customer at intake: if we find something small, how much can we spend without calling you? Write the number down. It is the difference between a bike waiting three days for a 12-dollar derailleur hanger and a bike that goes home on time.
How this template maps to Service
Which fields have a home in Service today, and which are still on the roadmap.
Numbered jobs with visits
Ticket number, instructions for the reported issue, and one or more visits, each with an assignee and a date.
Quote and approval
An itemized quote with optional lines, marked customer approved by staff, then converted into the job with the chosen lines.
Checklists on the ticket
The tune-up or safety checklist attached to each visit, and required before the visit can close.
Technician time
Mechanics clock in and out against the visit, and a manager approves the week.
Bike record and serial
Make, model, size, serial and every past repair on one bike. Not built; sites are addresses today.
Bench board and shop statuses
Bikes by status, from checked in to waiting on parts to ready for pickup.
What you can do in Service today
Service runs the chain from request to invoice today. A request comes in from a public web form or is typed in at the counter, and lands in the Requests inbox with the customer's name, email and phone. Staff triage it to a site, write a quote, and once the customer says yes, convert the approved quote into a numbered job with its visits. The mechanic closes the visit, the job is billed with one click, and a payment is recorded by hand when the rider pays.
Service does not hold bikes yet. Jobs belong to a site, which is an address and a free-text customer name, so there is no serial number field, no size or make and model, and no per-bike history. Until customer and bike records are built, put the bike details into an intake checklist attached to the visit: short answers for make, model, size, color and serial; a long answer for the reported issue in the customer's words; a number for the approval limit; photo questions for condition at intake; and a customer signature.
Mark the serial, the reported issue and the photos as required, and the visit cannot be closed without them. The checklist PDF is a signed intake record you can print and hang on the bike or email to the customer yourself. It is a workaround rather than a bike record, but it gets the fields captured every time.
Step 2 of 3 · Drop-off
Standard tune-up
Road · gravel · MTB
Intake on a phone at the counter
Repair intake on a phone. Riders cannot pick a drop-off slot yet; online booking is on the roadmap. A public request form and an intake checklist work today.
Illustration · sample data
FAQ
Questions shop owners ask
What should a bike repair work order include?+
A bike repair work order should include the customer contact details, bike make, model, size, color and serial number, the reported issue, a promised date, the quote and approval, parts, labor, the technician, any checklist and notes. It should also record the bike condition at intake and items left with it.
Why record the bike serial number on every ticket?+
The serial number is the only field that tells two identical bikes apart for certain. It also supports warranty claims and theft checks and lets you recognize a returning bike.
What is an approval limit on a repair ticket?+
An approval limit is the amount the customer lets you spend without calling them first. Asking at intake and writing it down stops small extras from stalling a bike on the bench.
Does BIKE.co have work orders?+
Yes, work orders are live in BIKE.co Service as numbered jobs with visits, line items from the quote and required checklists. There is no bike or serial record and no bench board yet, so capture the bike details with an intake checklist on the visit.
Should I use a paper or digital work order?+
Use whatever your team fills in every time, but digital records are searchable and harder to lose. A paper tag on the bike is still useful even with a digital ticket, because the ticket number connects the two.
Keep reading
Take in your next repair on BIKE.co.
30 days free, no card, every erp.io module switched on. Start with a request, end with an invoice.