Appliance repair software for South African repair technicians
From the Samsung washing machine callout to the completed warranty claim — job cards, parts quoting, warranty tracking, and photo documentation in one app. Built for South African appliance repair businesses working across Defy, Kelvinator, Samsung, LG, and every other brand in the market.
The problems every SA appliance repair business knows
Appliance repair in South Africa is a parts-and-labour business with a documentation problem. A Defy fridge repair goes out-of-warranty halfway through diagnosis. A customer insists the technician used a cheap replacement part instead of the OEM part they were quoted. A Samsung warranty claim gets rejected because there are no before photos showing the original fault. A gas stove repair needs CoC documentation and no one wrote down the certificate number. These are not rare problems — they happen on ordinary jobs, every week.
Problem: Part identification and sourcing across dozens of makes and models
Your service catalogue organises parts by appliance type, brand, and model range. A technician on a Kelvinator washing machine job filters the parts list to the relevant model — they see the correct motor brushes, belt sizes, and pump seals for that machine. No guesswork on part numbers, no verbal descriptions over the phone to the depot. The parts selected in the catalogue feed directly into the quote and invoice.
Problem: Warranty job tracking — manufacturer versus extended warranty versus billable
Each job card records the warranty type at the point of creation. Manufacturer warranty jobs, extended warranty claims, and out-of-warranty billable repairs follow different invoice paths — the technician and dispatcher always know which type the job is. Reports show warranty claim volumes by make and model, helping you understand which manufacturers generate the most warranty work and plan your authorised dealer relationships accordingly.
Problem: No documentation when a customer disputes the repair quality
Six photo stages document every job from arrival through completion. The work-in-progress stage captures the appliance fault before the technician touches anything — the broken element, the failed bearing, the water damage inside the drum. The completion stage shows the repaired appliance. GPS-tagged and timestamped photos that become immutable once the job progresses mean you have proof of what was found and what was done on every single repair.
Problem: Quotes given verbally on-site, disputed on invoice
The technician builds the parts-and-labour quote on their phone from the catalogue, presents the itemised total to the customer, and gets a digital signature for approval before starting the repair. The customer signs on the phone screen. The signed quote is attached to the job card — no verbal misunderstandings, no disputes on the invoice. The signature is date- and time-stamped.
Problem: Authorised dealer network management across multiple brands
Each manufacturer partner is set up as a customer in the system with their specific service requirements, warranty terms, and authorised parts restrictions recorded. When a Defy dealer referral comes in, the job card captures the dealer reference and warranty claim number. The completed job — with photos and parts record — becomes the claim submission. You can pull all open warranty claims for a manufacturer in seconds.
Problem: Gas appliance repairs need CoC documentation that never gets filed
Gas hob repairs and gas stove installations require a Certificate of Compliance under South African gas regulations. The Readings/Compliance photo stage is the right place to capture the CoC reference number, gas connection photos, and pressure test results. These are stored on the job card permanently. When a landlord or body corporate queries the gas compliance record three years later, you find it in the job history in seconds.
How an appliance repair job flows in WorkOrderPro
The Quote Path handles the most common appliance repair scenario: the customer calls with a faulty appliance, you schedule a technician to the home, they assess and quote on-site, get approval, complete the repair, and invoice on completion.
The customer-initiated callout flow — where customers submit repair requests directly through the customer portal — is coming in a fast-follow release.
The dispatcher creates the job card. Customer address, appliance make and model, reported fault, and warranty status are recorded. The job is assigned to the technician with the right brand expertise — not sending the Samsung specialist to a Defy job when a more familiar tech is available.
The technician receives a push notification with the full job brief — customer name, address, appliance details, reported fault, and any warranty claim reference. They arrive prepared. No phone calls relaying job details, no writing addresses on paper.
Geofence check-in triggers when the technician reaches the customer address. The arrival photo is taken immediately — documenting the condition of the appliance before the technician opens a panel or removes a part. This photo is GPS-tagged and timestamped at the moment of capture.
The technician diagnoses the fault. Work-in-progress photos capture the fault evidence — the failed component, the burnt element, the cracked drum — before anything is replaced. The technician opens the quote builder, selects the correct parts from the catalogue by make and model, adds the labour line, and presents the itemised quote to the customer.
The customer approves the quote by signing on the technician phone screen. The repair begins. Parts used are deducted from van stock — on Professional and Enterprise plans — and feed directly into the invoice. No parts slip off the invoice because no one remembered to write them down.
Completion photos show the repaired appliance — replaced part visible, appliance reassembled and functioning. The customer signs to confirm the repair is satisfactory. The invoice is auto-generated with all parts and labour, and sent via WhatsApp or email on the spot.
Features built for appliance repair businesses
WorkOrderPro is not a generic scheduling tool. The features below are built around the real workflows of South African appliance repair businesses — from Samsung and LG authorised service centres to independent Defy and Kelvinator repair shops working residential callouts.
Before/after photos — fault evidence before the repair starts
Six photo stages document every job from arrival through completion. The work-in-progress stage captures the fault before any part is replaced — burnt components, cracked drums, failed elements. GPS-tagged and timestamped at capture, immutable once the job moves to completion. No customer can dispute what was found when you have timestamped photographic evidence of the original fault. Read more about how before/after photos protect service businesses.
On-site quote builder for parts and labour
Build the itemised repair quote on-site directly from the parts catalogue — filter by appliance type, brand, and model. Add labour, callout fee, and any ancillary parts. The customer sees the full breakdown and approves with a digital signature before the repair starts. Parts, labour, and callout fee are billed correctly every time — not from memory after the fact.
Dispatch board for routing technicians to residential callouts
See all active jobs, available technicians, and unassigned callouts in real time. Route the right technician to the right job — the one with the correct brand expertise and the right parts on their vehicle. On Professional and Enterprise plans, the full drag-and-drop calendar makes scheduling multiple technicians across a city straightforward.
Maintenance contracts for annual appliance servicing
Set up recurring maintenance contracts for customers who want annual washing machine services, fridge gas top-ups, or stove safety checks. The job card generates automatically on the due date — no manual scheduling. Laundromats, rental properties, and restaurant equipment are all candidates for recurring contracts. Available on all plans.
Van stock for spare parts inventoryComing soon
Know what spare parts each technician is carrying before you dispatch them. Van stock management — on Professional and Enterprise plans — tracks every element, belt, pump, motor brush, and control board per vehicle. Parts used on each job deduct from the van stock automatically and feed into the invoice. Low-stock alerts prevent a technician arriving at a job without the part they need.
Offline-first mobile app for residential callouts
Residential addresses often have weak signal. Load shedding kills home Wi-Fi. The mobile app stores all job data locally — photos, catalogue, customer details, quotes, and signatures. The technician completes the entire job with no connectivity. Everything syncs when the phone finds signal — whether that is back on the main road or when load shedding ends. Works on Android and iOS.
Built around the appliance brands South Africans actually own
South Africa has a unique appliance market. Defy and Kelvinator are home-grown brands with decades of installed base — stoves, fridges, and washing machines that South African families have owned for generations. These brands have their own authorised service networks and specific parts ecosystems. A repair business in South Africa needs to manage Defy warranty claims differently to a Samsung out-of-warranty repair, and differently again to a Bosch or Miele where parts must be sourced from European distributors.
The service catalogue handles all of this in one place. You organise parts by brand — Defy, Kelvinator, Samsung, LG, AEG, Bosch, Whirlpool, Siemens — and by appliance type within each brand. Authorised dealer businesses can mirror the manufacturer approved parts list in the catalogue. Independent repair shops configure the catalogue around their actual stock and labour rates.
Gas appliance repairs — LPG hobs, gas stoves, combined gas/electric units — carry additional compliance requirements under South African gas regulations. The SANS 10087 standard requires a Certificate of Compliance for gas installations. The job card Readings/Compliance photo stage is designed for this: CoC reference numbers, gas connection photos, and pressure test records are stored permanently against the job, searchable by job site.
The parts catalogue is configured by you and your team — it is not a fixed database. You add the parts, brands, and labour rates relevant to your business. It works equally well for a two-technician Defy specialist shop and a twenty-technician multi-brand authorised service centre.
Manufacturer and extended warranty job tracking
Warranty job management is one of the most administratively heavy aspects of running an authorised appliance repair business. Manufacturer claims require specific documentation, claim reference numbers, and photo evidence of the original fault. Extended warranty claims add another layer — different insurers with different submission requirements. Managing this across dozens of open claims per month on a spreadsheet is where revenue leaks.
Warranty type on every job card
Record whether the repair is under manufacturer warranty, extended warranty, or a billable out-of-warranty repair at the point the job card is created. The invoice path changes accordingly. Warranty jobs generate claim documentation; billable repairs generate customer invoices. No confusion about who pays.
Photo evidence for claim submissions
Before/during/after photos attached to the job card are the claim evidence. The fault photo — captured before any part is removed — shows the original failure. The parts-used photo shows what was replaced. These are linked to the job card and exportable for claim submission to any manufacturer or extended warranty provider.
Claim reference tracking
Manufacturer claim reference numbers and extended warranty policy numbers are recorded on the job card. Search and filter by claim reference, manufacturer, or warranty type at any time. Know exactly how many open Defy warranty claims you have for the month, or how many Samsung claims were submitted and completed in the previous quarter.
ZAR pricing for South African appliance repair businesses
From R999/mo base + R349/technician (up to 5 repair techs). No USD conversion, no setup fees. PayFast billing.
Professional from R1 999/mo base + R499/technician adds van stock for spare parts, equipment registry, SLA tracking, and team performance insights. Enterprise from R4 999/mo base + R699/technician for larger multi-brand service centres with no technician limit.
Appliance repair business questions
Can I track which repairs are under manufacturer warranty versus extended warranty?
Yes. When creating a job card, you record the warranty type as a job attribute — manufacturer warranty, extended warranty, or out-of-warranty billable repair. This distinction flows through to the invoice: warranty jobs generate a claim record rather than a customer-facing invoice, while out-of-warranty repairs produce a standard invoice with parts and labour. You can filter the job list by warranty type to see the full picture of claim volumes versus billable work at any time.
How does the app help with part identification for different makes and models?
Your service catalogue holds your parts and labour entries. You organise them by appliance category — washing machines, fridges, stoves, tumble dryers — and within each category by brand or model range. When a technician opens the quote builder on a Samsung washing machine job, they filter the catalogue to Samsung washing machine parts and select what was used. No manual part number hunting. For authorised dealers, the catalogue mirrors the manufacturer's approved parts list.
Does the app work offline when the technician is at a customer home?
Yes. The mobile app is offline-first — all job data, the parts catalogue, customer details, and photos are stored locally on the technician device. They can complete the full job — arrive, assess, quote, get approval, do the repair, take completion photos, get customer signature — with no data connection at all. Everything syncs when connectivity returns. Load shedding and weak mobile signal at residential addresses do not interrupt the job.
How do I manage authorised dealer service contracts with manufacturers?
Each manufacturer relationship is set up as a customer in the system, with their service requirements, warranty terms, and authorised parts restrictions recorded. When a warranty repair comes in from a Defy authorised dealer referral, the job card records the manufacturer reference number and warranty claim details. The completed job card with photos becomes the claim submission record. You can generate a report of all warranty claims by manufacturer for the month.
Can I document gas appliance compliance for gas stove repairs?
Yes. The Readings/Compliance photo stage on every job card is designed for exactly this. For gas appliance repairs — gas hobs, gas stoves, LPG connections — the technician captures photos of the connection, regulator, and any CoC documentation at this stage. Certificate reference numbers and compliance notes are recorded in the job card. These photos are GPS-tagged and timestamped at capture and cannot be altered once the job moves past in-progress status.
What does it cost to add more technicians as my team grows?
Pricing is base fee plus a per-technician fee each month. Starter is R999/mo base plus R349 per technician, up to 5 technicians. Professional is R1 999/mo base plus R499 per technician, up to 25 technicians — this plan adds van stock management, SLA tracking, and the full equipment registry. Enterprise is R4 999/mo base plus R699 per technician with no limit on technician count. All billing is in ZAR through PayFast.
Can I run scheduled preventative maintenance for white goods in rental properties?
Yes. Maintenance contracts on all plans let you schedule recurring service visits for any job site. A rental property management company with washing machines and fridges in their units is set up as a single customer, with each unit as a separate job site. Annual appliance checks are set up as recurring maintenance contracts per unit. The job card is generated automatically when the service is due — no manual scheduling required.
Appliance repair software by city
Built for South African appliance repair businesses
14-day free trial. No credit card required. ZAR pricing from R999/mo base + R349/technician. Works offline during load shedding and at residential addresses with weak signal.
Start Free Trial