How WRMS Pro works
The records WRMS Pro is built on — workshop, customer, vehicle, work order, quote, inspection, invoice and payment — and how each one leads to the next.
Almost everything in WRMS Pro hangs off a small number of records. Once you know what they are and how they connect, every screen makes sense.
The workshop
Your workshop (called an organisation in some screens) is the container for all of your data. Customers, vehicles, jobs, stock and settings belong to one workshop and are only visible to people who are members of it.
One login can belong to more than one workshop — for example, if you run two sites. You switch between them from the menu at the top of the sidebar. How many workshops you can create depends on your plan; see Subscription and plans.
The records
| Record | What it represents | Where you find it |
|---|---|---|
| Customer | A person or business you do work for. Holds contact details, company, tax ID, notes and an optional price list. | Customers |
| Vehicle | A car, van or truck, usually linked to a customer. Holds make, model, year, registration, VIN and odometer reading. | Vehicles |
| Work order | One job on one vehicle: what is being done, by whom, the parts and labour, and its status. | Work Orders |
| Invoice | The billing side of a work order. Every work order has one, kept in step with the job's parts and labour. | The work order, and Billing |
| Payment | Money received against an invoice, by cash, card, transfer or online. | The work order's Payments panel |
| Quote | A priced proposal the customer can accept before the work starts. Converts into a work order. | Quotes |
| Inspection | A checklist the technician works through, with grades, readings, notes and photos. Can raise a quote or a work order. | Inspections |
| Part | An item you stock, with quantity, cost and sell price. Using it on a work order reduces stock. | Inventory |
| Technician and work bay | Who does the work, and where. Used to plan the week. | Work Board |
Work order, job, service record
Workshops call the same thing a job, a job card or a work order. WRMS Pro calls it a work order on most screens and a service record on a few older ones. They are the same record.
How they connect
- 1Customerwho
- 2Vehiclewhat
- 3Inspectionoptional check
- 4Quoteoptional approval
- 5Work orderthe job
- 6Invoicethe bill
- 7Paymentsettled
- A customer can have many vehicles. A vehicle belongs to one customer at a time.
- A work order is almost always for one vehicle. A parts-only sale is the exception: an over-the-counter sale with no vehicle.
- An inspection can raise a quote or a work order directly, and remembers which one it raised.
- A quote becomes a work order when you convert it. The quote is kept and marked Converted.
- Every work order carries its invoice. Payments are recorded against it until the balance is zero.
- Parts taken from inventory and added to a work order reduce stock automatically. Removing them puts the stock back. See Parts on work orders.
How work moves through the shop
A work order moves through statuses as the job progresses. The Work Board and the work order list both show them.
- 1Pendingbooked, not started
- 2In Progressbeing worked on
- 3Paused / Waitingfor parts or approval
- 4Completedwork done
A job can also be Cancelled. The full rules are on the Work orders page.
Who can see what
Each person in the workshop is a member with a built-in level — Owner, Admin or Member — and, optionally, a custom role you define, such as "Technician" or "Front desk". Custom roles decide which areas a person sees in the menu and what they can change. See Roles and permissions.
Still need help?
Email support@wrmspro.com or use the contact form. Signed-in users can also send a request from Settings → Support.