Omega Automotive Service Centre
Master Standard Operating Procedure — V2.0
Workshop Manager
Admin / Service Desk
Technicians
Accounts
8:00am - 9:00am
🏢 Pre-Open & Allocation
Unlock, floor walk. Review MD diary and assign technicians visually & verbally by 8:15am.
📞 Start of Day
Print job cards, pre-write tags. Walk-around condition check with customers.
⏱️ Clock On
Clock on in MD before moving vehicles. Road test drivability/noise jobs first.
9:00am - 1:00pm
👁️ Active Supervision
Oversee QC. Review inspection findings. Personally supervise European/Transmission work.
💬 Quotes & Orders
Call customers on advisories. Order parts immediately via MD Supplier Integration.
🔧 Approved Work
Complete repairs to spec. Photograph all advisories. Add MD job lines.
1:00pm - 2:30pm
📊 Midday Review
Review open jobs with Admin. Identify hold-overs. Escalate delayed parts.
⚠️ Priority Contact
Call customers for incomplete vehicles by 2:30pm. Arrange overnight/loan cars.
2:30pm - Close
✅ Final QC & Reset
QC sign-off. Invoice review. Set workshop for tomorrow (hoists down, locks).
💳 Invoicing
Convert jobs to invoice. Notify customers. EFTPOS recon. File supplier invoices.
🏁 Final Checklist
Post-repair road test. Clear codes. Torque wheels. Return tools.
📁 Friday Batch
Enter supplier bills using MD Job ID. Match credit notes.
Parts Ordering & Receiving Flow (The "Job ID Rule")
1. Inspection & Request (Tech)
Technician identifies parts required and adds request to MD Job Card.
Technician identifies parts required and adds request to MD Job Card.
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2. Quote & Order (Admin)
Customer approves. Admin orders immediately via Repco/Burson integration. MD Job ID must be the PO reference.
Customer approves. Admin orders immediately via Repco/Burson integration. MD Job ID must be the PO reference.
↓
3. Delivery & Verification (Admin)
Parts land on Supplier Shelf. Admin verifies against docket. Writes Job ID in marker on the supplier invoice.
Parts land on Supplier Shelf. Admin verifies against docket. Writes Job ID in marker on the supplier invoice.
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4. MD Update & Handover (Admin -> Tech)
Admin marks PO received in MD, updates part cost. Labels part with Rego/Name and hands to Tech.
Admin marks PO received in MD, updates part cost. Labels part with Rego/Name and hands to Tech.
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5. Xero Entry (Accounts - Friday)
Physical invoice filed in tray. Accounts enters into Xero using the handwritten MD Job ID as reference.
Physical invoice filed in tray. Accounts enters into Xero using the handwritten MD Job ID as reference.
MechanicDesk Job Notes — The Communication Standard
The MD Notes field is the single running communication log. It is a legal and financial record. Always type at the TOP of the notes.
[DD/MM HH:MM — ADMIN]
Use for: Customer calls (in/out), quotes sent, approvals/declines (must list exact items), parts ETAs, loan car updates.
Example: [12/09 10:15 — ADMIN] Called customer. Approved front rotors/pads ($385). Declined rear pads. Parts ordered Burson.
[DD/MM HH:MM — TECH]
Use for: Road test findings, DTC codes, advisories (detailed), parts requests, work completed, post-repair road test.
Example: [12/09 09:23 — TECH] Road test — confirmed brake shudder. LF pad at 2mm. Recommend front rotors/pads. Photos uploaded.
[DD/MM HH:MM — WORKSHOP MGR]
Use for: Job decisions, diagnostic direction, QC pass/fail, safety advisories given, warranty/goodwill decisions.
Example: [12/09 15:20 — WORKSHOP MGR] QC complete. Brake operation confirmed. Concern resolved. Ready for collection.
[DD/MM HH:MM — ACCOUNTS]
Use for: Invoice queries, credit matched, payment notes.
THE NON-NEGOTIABLE RULE: NOTHING VERBAL.
If it is not in the MD Notes, it did not happen. "I mentioned it to the Manager" or "I called the customer" is not a record. The note is the record.
If it is not in the MD Notes, it did not happen. "I mentioned it to the Manager" or "I called the customer" is not a record. The note is the record.
Workshop Manager
- Job allocation based on skill & workflow.
- QC (Quality Control) on all high-risk and completed jobs.
- Quote approvals over $1,500.
- European & Transmission specialist work.
- End of day workshop lockup & reset.
Admin / Service Desk
- Customer check-in, check-out, and invoicing.
- All customer quote calls and MD Note logging.
- Immediate parts ordering upon approval.
- Processing supplier deliveries (The Job ID marker rule).
- Managing Returns & Credits physical paperwork.
Technicians
- Clock-on in MD before any work begins.
- Pre-repair road tests & full inspections before oil drains.
- Photographing all advisories directly into MD.
- Repairs to manufacturer specs (torque wrenches mandatory).
- Maintaining clean bays and returning tools.
Accounts
- Friday Batch entry of supplier bills into Xero.
- Cross-referencing MD Job IDs to Xero entries.
- Matching credit notes to supplier statements.
- Following up outstanding credits (Pink copy check).