Step by step · 6 min read

Handling an order: statuses, parts and labour

From the client’s approval to the invoice: changing an order’s status, adding parts and labour, marking parts as ordered and finishing the job.

Nitro Serwis is in Polish. The screenshots show the Polish interface; each label is quoted in bold, with its meaning in brackets.

Every order moves through the same statuses: Oczekuje (Pending) → Zaakceptowane (Accepted) → W trakcie (In progress) → Zakończone (Completed). The buttons for the next step are always at hand: at the top of the order on a computer, at the bottom of the screen on the phone. How an order is created and how a car is taken in is covered in the vehicle intake guide.

01Change the status with one button

Oczekuje (Pending): a new order. Print a quote for the client with Eksportuj wycenę (Export quote). When the client agrees, click Zaakceptowano przez klienta (Accepted by the client).
Zaakceptowane (Accepted): click Rozpocznij prace (Start work) when the mechanic gets going. Undo a mistake with Cofnij akceptację (Undo acceptance).
W trakcie (In progress): at the end, Zakończ (Finish); mark a pause with Zatrzymaj pracę (Pause work).
Zakończone (Completed): the order is closed. To change anything, Wznów pracę (Resume work).
Anulowane (Cancelled): after Anuluj (Cancel). A cancelled order can’t be reopened; create a new one instead.

An Accepted order on a phone with the Undo acceptance and Start work buttons — An accepted order: the next step is “Rozpocznij prace” (Start work).

An Accepted order on a computer with the Undo acceptance and Start work buttons — An accepted order: the next step is “Rozpocznij prace” (Start work).

02Add parts

On a computer, click + in the Części i materiały (Parts and materials) card. On the phone, go to the Pozycje (Items) tab and tap Dodaj pozycję (Add item).

Enter the Nazwa (Name) and, if you know them, the Producent (Manufacturer) and Numer części (Part number). Give the Cena bazowa (Base price) (net or gross, the Ceny podaję jako (I enter prices as) switch), the Ilość (Quantity) and Marża (%) (Margin). Nitro works out the client’s final price at once. Prefer to type it yourself? Tick Wprowadź cenę końcową ręcznie (Enter the final price by hand). Add several parts in a row with Dodaj kolejną (Add another).

The Add item sheet on a phone with the Part and Labour tabs — A new part: the base price and margin give the final price.

The Add item dialog on a computer with brake pads, a base price and a margin — A new part: the base price and margin give the final price.

There’s no need to retype parts from a wholesaler. On a computer, in the same dialog, choose Importuj z pliku (Import from a file) and pick a CSV file from an Inter Cars, Auto Partner or Inter Team basket, or drop it on the parts card. From a wholesaler’s catalogue in the browser, parts can also be sent in one click with the Chrome extension.

03Add labour

On a computer, click Dodaj pozycję (Add item) in the Robocizna (Labour) card; on the phone, choose the Robocizna (Labour) tab in the sheet (or + Robocizna (Labour) on the “Pozycje” tab).

Start typing the name: Nitro suggests services from your service catalogue and fills in the hours and rate itself. Labour is charged Godzinowo (Hourly) (hours × rate) or as a Cena stała (Fixed price).

Labour on a phone with the Mark as cyclic maintenance hint — Hourly labour: 1.5 h at PLN 150 net.

Labour on a computer: brake pad replacement, 1.5 hours at PLN 150 net — Hourly labour: 1.5 h at PLN 150 net.

Have a cost estimate as a photo or PDF? Natalia, the assistant reads the parts and labour from it and adds them to the order, once you approve.

04Mark parts as ordered

Once you’ve ordered the parts from the wholesaler, click Potwierdź zamówienie części (Confirm parts ordered). All the order’s parts are marked as ordered and the button changes to Części zamówione (Parts ordered). Mark a single part with the parcel icon next to it (on the phone, the Zamówiona (Ordered) button).

The Items tab on a phone with labour, a part marked as ordered and the cost summary — The order’s items and the cost summary.

An order on a computer with parts, labour and a cost summary of PLN 498.15 gross — The order’s items and the cost summary.

The Parts and materials card with the Parts ordered button — After confirming: “Części zamówione” (Parts ordered).

Orders with parts not yet ordered show up on the Pulpicie (Dashboard) under Brak zamówionych części (No parts ordered) and in red in the calendar. Nothing slips through before the date.

05Start and finish the work

Click Rozpocznij prace (Start work). The order moves to W trakcie (In progress). If the car hasn’t been taken in yet, the intake dialog opens with the mileage, damage report and protocol, described in the vehicle intake guide.

An In progress order on a phone with the Pause work and Finish buttons — In progress: at the end, “Zakończ” (Finish).

An In progress order on a computer with the Pause work and Finish buttons — In progress: at the end, “Zakończ” (Finish).

When the work is done, click Zakończ (Finish). If no mileage was entered yet, Nitro asks for it (you can also tick Nie podawaj przebiegu (Skip the mileage) and print the Zlecenie (Work order) straight away). When the items look like cyclic maintenance, it also asks whether to mark the order as such.

The Mark as cyclic maintenance? question on a phone — “Tak, oznacz” (Yes, mark it) saves the date and mileage in the vehicle’s history.

The Mark as cyclic maintenance? question on a computer — “Tak, oznacz” (Yes, mark it) saves the date and mileage in the vehicle’s history.

06After completion: the invoice, or corrections

A completed order is locked: its items can’t be changed by accident. From it, issue the invoice with Wystaw fakturę (Issue invoice) (the ⋮ menu also has Paragony (Receipts)). Need to correct something? Wznów pracę (Resume work) and the order goes back to “W trakcie”.

A Completed order on a phone with the Resume work and Issue invoice buttons — Completed: ready for the invoice.

A Completed order on a computer with the Resume work and Issue invoice buttons — Completed: ready for the invoice.

Who can do what

A company admin can change any order, sees prices, margins and the cost summary, and issues invoices and receipts.
A mechanic sees the orders of their workshop but changes only the ones assigned to them, and works without prices.