Asset Intelligence and Management

Asset Intelligence and Management

EZRentOut Blogs Service Workshop

Service Workshop

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Service Workshop provides rental business owners the ability to create repair and maintenance services as for-sale items. It allows you to streamline asset maintenance, track service progress through Work Orders, charge customers for services rendered, and sell them via Orders.

Take a step forward and expand your rental business with advanced service workshop. It enables you to add and manage both internal and external assets, track service performance using Work Orders, and charge accordingly. 

Service Workshop makes it easy to provide preventative, inspection, and repair services to your customers and your market at competitive rates. It simplifies the process of managing paid services, saving you time, reducing costs, and helping you to grow your business.

Let’s look at the workflow to help you get started with Service Workshop:

Go to AddOns →  Service Workshop and Click enable

On the left navigation bar, click on Items and select Service Workshop

Use Case 1:Rent out Assets and Sell Service Items

Suppose you are in the construction rental business. Your customer who wants to rent a group of excavators has also requested hydraulic services on excavator pumps and valves. You can start by adding hydraulic services as a Service Item.

An overlay appears, allowing you to add a service name, in this case, Hydraulic services, Excavators added as group, $200 as the price of services, Forcconstructions as the vendor name, and Chicago warehouse as the location of Asset.

Please note: Vendors can perform services on behalf of your business. In the example above, Forcconstructions will perform hydraulic services for the construction rental business. 

You can also choose to add custom fields for the services provided. Let’s say the customer wants hydraulic services completed by the end of month. You can set the service end date custom field as 30th October as a reminder for service completion. 

On the Create Service Items page, the hyperlinked text “Click here” to add custom fields.This will open an overlay to add custom fields. You can choose to add dropdown, date field, or single value text custom fields. For our example, we have added the service due date field. 

Click the Done button on the top left and you will be directed to the details page as shown below: 

Tabs on the Service Items Details page 

1. Details Tab:

This tab includes all service-related information – service name, custom fields, description, pricing, etc. 

2. Events Tab: 

This tab shows updates, edits, and comments added to a specific service item

3. Orders Tab: 

This tab shows Orders that include Service Items. The Order below shows the Order number, Customer name, Price, and Order status. You can choose the filter dropdown highlighted below to filter Orders by status. 

3.1. Add Service Items to an Order

Here’s how you can add Service Items to an Order: 

Click on Add to Order button in the Orders tab of the Service Items details page.

Click on ‘New Order’ when an overlay appears as below: 

Then, search Customer name or email address from the dropdown and click ‘Create Order’. 

You’ll be redirected to the first overlay where the selected customer is added in the first bar shown below. The overlay also states the quantity which can be increased per requirement and the price of the selected Service Items.

The hydraulic service item is now added to Order#9. You can view, edit and sell this Order by clicking on ‘9(view)’ as highlighted below: 

4. Work Orders Tab:

Under this tab, you can keep track of service progress, assign services to vendors or staff members, add the cost of services rendered and maintain a checklist for review.

To add a Service Item to Work Order, click “Add a New Work Order”

Then click the addition icon shown below

In the example below, we have created a Work Order for Hydraulic services for excavators. The work type is repair, assigned to Forcconstructions vendor, and a checklist for all the tasks to be performed by the vendor.

For more detailed information on Work Orders, click here. Once you click the Submit button, the Work Order and its details will appear on the Work Orders tab below

You can add Work Orders to Orders. Click the Add to Order button highlighted above and then follow the Steps mentioned in 3.1. 

Use Case 2: Sell service items

Your construction rental business can provide services to your customers and charge accordingly. For example, a customer has rented out a truck with an allowed usage of 1,000 Km. You can provide maintenance service on reaching 500Km and charge for the service. You can follow the steps explained above and your Order will look like this: 

Two different types of Assets

Go to Items on Dashboard →  Assets → Add Asset

When you create an Asset, you’ll be given the option to choose Asset Type

Let’s define these two types of Assets:

1. Internal Asset:

These are rental business-owned Assets that are available for renting out. The example above where a customer who wants to rent out a group of excavators has also requested hydraulic services is where you would choose Internal Asset. Your construction business is renting out excavators and providing services on the same. Learn how to add Internal Asset.

2. External Asset: 

Use Case 3:Add and perform services on external assets 

These are customer-owned Assets that need to be serviced. For example, a customer provides their own Asset – Forklift and requests its service. In this case, you would choose External Asset named Forklift, track services with Work Orders, add these Work Orders in Orders for visibility, and charge accordingly. Let’s take forward this example and create an External Asset.

2.1. Create External Asset

First, please enable Advanced Service Item settings from Add Ons→ Service Workshop → Advanced Service Workshop

Then, Go to Items on Dashboard AssetsAdd Asset 

Fill in core and extended information of External Asset. In our example, Forklift is the Asset’s name, and other specific details are shown below. This Forklift is present at the Chicago Warehouse location and belongs to Travis, who is shown as the Person name below.

Note: Person Name is the contact person that brings in the Asset for service

Click the Done button and you’ll be directed to the External Asset details page where you can view all Asset-related details on the Details tab. Any changes and updates will be shown in the Events tab, and adding Forklift to Work Orders will be shown in the Work Orders tab.

2.2. Add services to an Order

Suppose the customer has requested brake and engine oil services for Forklift. Go to Items on Dashboard→ Service Workshop→Add Service Item

An overlay will appear where you click Add to Order, then click New Order, and add Customer name to create an Order. 

2.3. Add Work Orders in Order to track performance 

Once you have added brakes and engine oil service to an Order, you can also associate Work Order in this Order to track costs and work logs. 

On the Order details page, Go to the Work Orders tab → Add a New Work Order

An overlay will appear where you can click the Add icon to proceed 

The Create Work Order page is where you can fill in service details for Forklift. Please choose Work Type General (Delivery, Purchasing,Other) and Add Forklift (External Asset) in the Items details shown below: 

Once you click the Submit button, you are directed to the Forklift services Work Order page. The details tab include Work Order details, Work Order cost added by users, and a checklist to track progress. The Work Log tab allows users to record the number of hours spent on this service, as well as the costs incurred.

Now go to Orders details page and then the Work Orders tab. Click Add a new Work Order and search for this Work Order by its number or name.

Click Add and Forklift Services as Work Order will be part of your Order.

Work Orders view is located directly above the Order line items table on the Order details page. When you click the button, your associated Work Order will be displayed, and you can easily track progress by clicking on the displayed Work Order.

Columns on the Asset listings page

You can set the list view by Asset type and see which Assets are External and which ones are Internal. 

Add Service Items to Bundles 

You can bundle Service Items with other Items and choose these bundles when creating an Order. Go to More → Bundles → Add Bundle 

You’ll be directed to Add Bundle page where you can add the name of the Bundle and set pricing. 

In the Items in the Bundle section, Click “+Add Bundle Line”. An overlay will appear where you can view Step 1: Item type and select Service Items from the dropdown. In Step 2: Add Items, choose Hydraulic Services. Click Add and this will be part of the Items section. 

Let’s continue with our example of hydraulic services. The customer wants to rent out Excavators and also add hydraulic services to these excavators. You can bundle the Excavator Asset with Hydraulic services. 

Click “Add Bundle Line”. An overlay will appear where you can view Step 1: Item type and select Assets from the dropdown. In Step 2: Add Items, choose Excavators. Click Add and this will be part of the Items section. 

Now add Bundles to Order: Go to → Orders → Add Order→ Select Order Customer → Click Create New Order

In the Add Items field on the Order details page, type Hydraulic services (bundle 1), and click Add. An overlay will ask you the Bundles you would like to add.

Once added, you can view Bundle details as shown below and proceed to Sale Order. 

Service Items on the Webstore 

You can also showcase service items to buy for customers on the Webstore 

Service Items Custom Reports

You can create custom reports on Service Items. Go to Reports → Custom Reports. For example, you may want to see your top-selling service items over the past six months. 

Step 1: Select Service Items from the dropdown list

Step 2: Check all required columns such as Service Item – Name, State, Price, etc. 

Step 3: Apply filters if needed 

Step 4: Group rows such as Service Items names and Prices 

Step 5: Specify dates and run your report 

About EZRentOut

EZRentOut, a cloud-based equipment rental software can help. EZRentOut offers companies in numerous industries seamless rental management along with a host of other features. You can integrate your website with our EZR plug to keep track of all your rental Assets and operations.

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