Frequently asked questions
Getting started
How long does setup take? Most shops are running the same day: shop details + VAT (10 min), team users (5 min), price review, widget install (one plugin), test booking. The catalog with several hundred device models and priced services is preloaded.
Can I import from my old system? Yes — product/stock import via CSV on the products page, and migration help from legacy repair software (e.g. RepairDesk) is available; ask support.
Is there a trial? 14 days free, no credit card. Sign up at a1repairflow.com/signup.php. There is also a full live demo at demo.a1repairflow.com and a personalized demo builder at a1repairflow.com/demo/setup.php.
Daily work
Where do website bookings arrive? Repairs → Bookings & Leads, instantly, with a 🔔 popup. One click converts to a ticket.
How does the customer know their repair is ready? Click 🔔 Device ready on the ticket — SMS/email goes out from a template, including their live tracking link. Configure what sends automatically under Communication → Notifications.
How do I take payment for a repair? POS → type the ticket number in "Ticket #" → Checkout → pick the method → Confirm sale. Receipt, invoice, stock and ticket all update in that one step.
Refund a sale? Open the invoice → 💸 Refund / credit note (or POS → Refund). A numbered credit note is created; items can return to stock.
Money & compliance
Does it handle margin VAT for used devices? Yes — per product VAT type; margin and standard VAT are separated automatically on invoices and in the VAT report.
Are reports audit-proof? Z-reports are sequentially numbered, locked after generation and retained 5 years. Credit notes always reference their original invoice; nothing is deleted.
Which payment methods exist at the counter? Card, Cash, MobilePay, Bank transfer, Trade-in credit, Customer credit, Gift card. Terminals (e.g. SumUp) connect via integrations.
Devices & stock
What's ON-HAND? Every physical unit in the shop: in stock + trade-ins + reserved + defect. It matches your shelves.
How do trade-ins avoid duplicate products? Paid trade-ins attach as a serial to your existing product row for that model (smart match); a new product is only created when no match exists.
Can something reach the webshop without a price or grade? No — the publish gate requires sell price, grade, battery and VAT type first.
Team & access
Can my technician see settings or prices? No — the Technician role sees tickets and repairs only. Sellers see the POS/shop only. Roles are assigned per user.
Time tracking? Each employee clocks in/out on My Tasks; the board shows their assigned tasks and turnaround.
Platform
Multiple shops? Yes — branches with separate stock/tickets/numbering and shared customers; branch transfers with an audit trail; per-branch reports. Extra branches are billed per branch.
Is my data safe? EU hosting, tenant isolation, TLS, backups, GDPR tooling built in (consent, export, erasure). Details: a1repairflow.com/privacy.php and /gdpr.php.
Where do I learn the system fastest? The 32-video product tour: a1repairflow.com/features.php#product-tour — start with "Welcome — your whole shop in 90 seconds".