The workshop

Fleet, Workshop is "Service, fleet costs, parts and equipment". Service orders move across a board from the first report to the settlement; mechanics log their hours with a timer on their phone; parts come from the store; and every cost of a vehicle, from fuel to leasing, adds up to a cost per kilometre. A repair of a customer's vehicle ends as a draft invoice.

Before you start

• Your organization has the TMS add-on. Open Fleet, Workshop.
• Everyone can look at the workshop. Creating and changing service orders, labour, fleet costs and the store needs a role that may change TMS data with the Fleet module. Make the invoice for a customer's job needs the Finance module.
• Deleting a service order or a fleet cost, and stopping another person's timer, are an admin's.
• A mechanic is an admin or member of the organization (not a viewer).

The Workshop page

The tabs are Service orders, Fleet costs, Fuel, Cost summary, Stock, Tyres and Equipment (on a narrow screen the last ones move under More). Each tab has its own main button and ⋯ menu:

Service orders

• List or Board. Search by "number, fault or invoice".
• Filter by Type and Status. Show cancelled brings cancelled orders back.
• The board has a lane per status. Each card shows the plate, the number, the kind, the fault, "Downtime 3 d 10 h", the due date ("10.11.2026, in 8 days"), the workshop, and its usual next step as a button, for example Take into the shop or Mark ready. The other steps are in the card's ⋯ under Move to, with Edit, Delete and Open vehicle.
• The list shows Number, Vehicle, Type, Status, Fault, Workshop, Downtime, Due, Net cost and Invoice.

Service orders are numbered S/0001/11/2026, counted per month.

Kinds and statuses

The kinds (Type) are Repair, Tyres, Inspection, Thermograph, Scheduled service and Other.

Downtime: an own vehicle that goes into In the shop, Waiting for parts or Ready starts its downtime ("Standing since 30.10.2026") and gets the status In service in the fleet; when the order leaves those lanes the downtime ends and the vehicle is Active again, unless another order still holds it. An order on the road at the same time as the downtime raises an urgent issue, and the planner shows the workshop on the tractor (see Planner).

A new service order

Click New service order (or New service order on a vehicle card).

Once an order has parts, labour or an invoice, its vehicle, kind of job and currency stay as they are: "This order already has parts, labour or an invoice: it stays with this vehicle. Open a new order for another vehicle."

Labour and the timer

An open order has a Labour section: "What was done", the hours and the Rate per hour ("With a rate the labour counts in the job's cost and invoice."). Add labour types hours in (more than 0, at most 24 per line); Correct the hours fixes a line.

The timer counts the hours for you:

• Start (in My day) starts the timer. One person runs one timer at a time: "You are already working on another job. Stop it first." Starting moves a planned or reported order to In the shop.
• Pause stops the timer and saves the hours; Finish saves them and marks the order Ready.
• A running line reads "working now". A timer is never saved for more than 24 hours: "The timer ran 31 h; 24 h were saved. Correct the hours if needed."
• Only an admin stops somebody else's timer (Stop the timer): "Only an administrator stops somebody else's timer."
• Hours cannot be corrected while the timer runs, and an order is not settled while any timer runs on it: "Piotr Nowak is still working on this job (the timer is running): stop the timer before you settle it."

Parts from the store

Parts from the store lists what was issued to the order, less what came back, at the price charged. Issue parts and Return parts open the store's issue and return with this order filled in ("Parts for service order S/0003/11/2026"). Parts go to the order's vehicle as its costs; a customer's job carries no vehicle cost. See The parts store.

Settling and cancelling

• Settle: "The order closes and its net cost is booked as a repair cost of the vehicle. A settled order cannot be moved again." For your own vehicle the labour (hours times rate) and the net cost are booked as repair costs, once each. "When the order is settled, its net cost is booked as a repair cost on the vehicle."
• Cancel order: "The order closes without a cost and leaves the board. Use "Show cancelled" to see it again."
• Delete (admins): "Only reported, planned or cancelled orders without costs can be deleted. The history keeps a note of it." An order in the shop or further along is cancelled instead.

A settled order keeps its cost, currency and vehicle; its notes and invoice number can still be changed.

A customer's vehicle

"A customer's vehicle is not a fleet cost: the customer gets an invoice for the parts and labour ("Make the invoice")." A customer's job has no downtime and books no vehicle cost.

Make the invoice (on the card and in the order) creates a draft invoice for the customer with the parts still on the job at their store price and the labour lines (hours times rate). Nothing is sent: you check and issue the draft like any other invoice (see Invoices). A job is invoiced once ("This job already has an invoice."); then the button reads Open the invoice. A job with no parts and no labour: "There are no parts and no labour on this job yet."

A job without a vehicle: "nothing goes into the vehicle costs."

My day

Service orders, ⋯, My day is the mechanic's page, made for a phone: the jobs assigned to you for Today or Another day. A job is listed when it is due that day, stands in the shop, was worked on that day, or is planned, reported or ready without a due date. The running job comes first with its clock and "done today: 3.5 h".

Each job has big Start, Pause and Finish buttons, and Ready for pick-up once finished. "Jobs assigned to you appear here on their day and while they are in the shop." Back to the board returns to the board.

Fleet costs

Every cost booked on a vehicle, from any source:

• Search by "station, card, document or note". Filter by Vehicle, Category, Source and Period (This month, Last 30 days, Last 90 days, Your own dates). Without a vehicle shows the costs that wait for a vehicle.
• The columns: Date, Vehicle, Driver, Category, Quantity, Net, VAT, In PLN, Station, Country, Card, Document and Source.
• The footer: Total in PLN and "Without a PLN value yet: 2".

The categories are Fuel, AdBlue, Road tolls, Repair, Parts, Tyres, Insurance, Leasing, Wash, Parking, Fine and Other.

Adding a cost

After saving: "Driver at that time: Marek Zieliński" and "In PLN: 1 762.83 PLN", or "No PLN value yet: the NBP rate for that day is not known." Add another keeps the vehicle and the category.

Import from fuel card reads a plain CSV from the card issuer: "Each line becomes a cost; the plate finds the vehicle and the set at that time finds the driver." "Required columns: date, plate, net amount." "Up to 5 MB." The full card import with card suppliers and checks is on the Fuel tab (see Fuel).

Deleting a cost is for admins: "The cost disappears from the vehicle and the reports. The history keeps a note of it."

Cost summary

The whole fleet for a Period (Last 30 days, Last 90 days, This month or Custom, at most 400 days): Fleet costs, Without a vehicle, Fleet cost per km and Km from telematics, then a row per vehicle with Costs, Leasing, Total, Km, Cost per km, Fuel and Repairs and parts.

• "Cost per km = (costs + leasing instalment) / km driven, from telematics."
• Leasing for a leased vehicle without leasing invoices yet is "Estimated from the monthly instalment on the vehicle card".
• A vehicle with costs that have no PLN value yet is marked "incomplete"; "The totals may still grow."

The Reports catalogue adds Fleet costs, Fleet profitability and Materials used (see TMS overview).

Good to know

• A defect reported on the Health tab or on a handover protocol, and Order the repair on a damage, all land here as Reported orders.
• A mechanic who leaves the team stays on their jobs until you choose someone else.

Related pages

• TMS fleet and workshop.
• The parts store, Tyres and Fuel.
• The vehicle card.
• Damages and warranties.
• Invoices: the customer's draft invoice.