• Where do I activate the Procurement Hub?

  Open Apps in the left sidebar, select the Procurement Hub, click Try for free and confirm with Activate. The Procurement menu then appears in your sidebar.

• Is the Procurement Hub free?

  You start with a 14-day free trial. After that the feature is available from the Team plan upward.

• Which plan do I need for the Procurement Hub?

  The Procurement Hub is available from the Team plan. On the Starter plan a plan upgrade is required to unlock it.

• What happens after I activate the module?

  A green banner shows your trial period and a new Procurement tab appears in the left sidebar.

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• What DHL credentials do I need for RepairCMS?

  A dedicated System User (username and password) and your 14-digit billing numbers from the DHL Business Customer Portal.

• Why do I need a separate System User?

  For security reasons you should never use your normal login. A dedicated System User keeps the integration isolated.

• Where do I find my billing numbers?

  In the DHL portal under Contract Data, then Contract Items, e.g. DHL Paket (V01PAK). It is your 10-digit EKP plus 4 digits.

• Where do I enter the DHL credentials?

  You enter the System User and billing numbers directly into the DHL integration settings in RepairCMS.

• Where do I log required spare parts?

  Inside the repair ticket under the Service Report tab, using the New Position button.

• How does a part get onto the procurement list?

  Tick Add item to procurement list. Only then is the part forwarded to the Procurement Hub.

• What is the difference between Confirm Quote First and Order Item Directly?

  Confirm Quote First waits for customer approval, then the status switches to Requested. Order Item Directly releases the part for purchasing immediately.

• Where do I see the status of logged parts?

  Inside the ticket under the Procurement List tab, with live demand coverage and current progress.

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• Where do I manage open spare part requests?

  In the Procurement section in the left sidebar, under the Requested tab.

• How do I mark an item as ordered?

  Select the line item, assign a primary supplier, enter the supplier order number and click Mark as ordered.

• Is the order number mandatory?

  Yes, the supplier order number is a required field for traceability.

• What happens after I mark an item as ordered?

  The item moves to the Ordered tab and the ticket status automatically switches to Parts Ordered, notifying the workshop.

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• Where do I manage user permissions?

  In Settings, open Team Members and click the user you want to edit.

• Do permission changes apply immediately?

  Yes, changes take effect in real time as soon as you save.

• Which areas can I restrict per user?

  Access to RepairCMS, Invoices, Stock, Settings, Export Data, Financial Insights on the dashboard and specific job actions.

• Who can edit team member permissions?

  Only accounts with administrative permissions can manage team settings.

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• What does “Internal communication only” do?

  It prevents a team member’s workshop notes from being sent to end customers, so internal notes stay internal.

• Where do I find the internal communication setting?

  Open Team Members, select the user, scroll to Access to orders and toggle Internal communication only.

• For whom should I enable it?

  Best for pure workshop technicians, so diagnostic drafts and cost breakdowns never reach customers.

• Does the internal communication change apply instantly?

  Yes, it takes effect in real time once you save.

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• Where do I activate the B2B Partner Portal?

  In the Apps section, open the B2B Partner Portal tile and click Activate, then set your portal subdomain.

• Which plan is required for the B2B Partner Portal?

  The B2B Partner Portal requires an active Ultimate or Enterprise subscription.

• What can my partners do in the portal?

  Register devices, generate delivery slips, track repair status, respond to quotes, download invoices and chat about cases.

• How does a partner get access to the portal?

  Enable Access to the B2B portal in the contact, enter name and email, and send the invitation. The partner receives an automated access email.

• How do I upload my company logo?

  To upload your company logo, navigate to the Company Settings section in your RepairCMS Ultimate account. Click on the Upload Logo button and select the file from your computer. Ensure the logo is high-resolution for the best appearance on receipts.

• Where do I enter my company’s opening hours?

  In the Company Settings section, you’ll find fields specifically for entering your opening hours. Fill in the days and times your business operates to keep your customers informed.’ section, you’ll find fields specifically for entering your opening hours. Fill in the days and times your business operates to keep your customers informed.

• What company details do I need to include?

  You should include your company name, address, phone number, email address, and website in company settings . These details help identify your business and provide customers with ways to contact you.

• How do I add my bank details?

  In the Company Settings section, there is a specific ar ea for entering bank details. Input your IBAN and any other relevant banking information. This is essential for customers who will be making payments via bank transfer.

• How do I set the default VAT rate?

  In the Company Settings, there is an opt ion to set your default VAT rate. Enter the perc entage that applies to most of your transactions. This rate will be applied automatically unless specified otherwise.

• What tax information do I need to provide?

  You need to provide your Tax ID or VAT ID, company registration number and any other tax-related information required by your local laws. This ensures compliance with tax regulations and proper invoicing.

• Where do I input the company registration number?

  The company registration number can be entered in the Company Details section within the Company Settings. This number is necessary for legal identification of your business.

• Can I update my company details later?

  Yes, you can update your company details at any time by going to the Company Settings section and ma king the necessary changes. Ensure all information is kept up-to-date to avoid any issues.

• How do I create a new device type in RepairCMS Ultimate?

  To create a new device type in RepairCMS Ultimate, follow these steps:

  1. Click the plus button on the right side of the interface to initiate a new job.
  2. Access the form builder settings by clicking on the settings icon located on the top lef t corner of the interface. This action will enable the Ultimate Repair Form Builder.
  3. In the main section of the interface, click the plus button to add a new device type.
  4. Name your device type and select an appropriate icon from the provided list or upload a custom icon.
  5. Select the system attributes that apply to your named device type from the provided list. Multiple choices are possible.
  6. Once you’ve completed these steps, your new device type will be created and available for use in future repair work orders.

• Can I add multiple device types to RepairCMS Ultimate?

  Yes, you can add an unlimited number of device types to RepairCMS Ultimate to meet your specific needs. Simply follow the steps outlined above for each new device type you wish to create.

• Which appliance attributes are available to handle my repairs?

  Device attributes in RepairCMS Ultimate are predefined characteristics or properties that can be associated with different device types. These attributes include color, size, weight, length, width, height, brand, model, accessories, conditions, IMEI, serial, and security. You can select the attributes that are relevant to your device type during the work order (Job) creation process.

• Can I customize the icons for my device types?

  Yes, you have the option to choose from a list of provided icons or upload custom icons that best represent your device types. This customization feature allows you to tailor the interface to match your specific branding or organizational preferences.

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• Can I add optional line items that the customer selects?

  Yes. You add optional positions that the customer can select or deselect when approving in the portal. This creates targeted upsell opportunities without extra back and forth.

• What happens if the customer declines the quote?

  You can set a rejection fee, for example to cover your diagnostic work. If the customer declines, your invested inspection time is still covered.

• Does the customer get a PDF or a link?

  The customer receives the quote as an interactive link to the customer portal instead of a PDF attachment, and decides with one click.

• Is an invoice created automatically after approval?

  Yes. As soon as the customer accepts, RepairCMS generates the invoice automatically and updates the ticket status.

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• How does my customer approve the quote online?

  Your customer opens the link from the email notification. In the Repair Tracking portal they review the details and click “Accept” to authorize the repair.

• What happens after the customer accepts?

  As soon as the customer accepts, RepairCMS updates the job status automatically. Your team gets formal authorization to start the repair without manual status changes.

• Can the customer send questions through the portal?

  Yes. Using the message field in the portal, the customer communicates directly with your repair team before approving the quote.

• Can the customer see the damage photos?

  Yes. Under “File Upload” the customer can view the documented damage on the device, which speeds up approval.

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• Are line items carried over automatically?

  Yes. If you created a cost estimate or service report earlier, RepairCMS pulls the line items into the invoice automatically. You can still adjust them before finishing.

• Which payment methods can I choose?

  When creating the invoice you select the payment method, for example bank transfer. The choice is applied directly to the document.

• How do I set the payment deadline?

  Using the text snippets you pick a payment term such as “7 days”. The due date is then calculated automatically.

• Where do I find the created invoice?

  The finished invoice is stored under the “Invoice” tab of the job and can be reopened at any time.

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• Are service report items carried over automatically?

  Yes. Items saved in your service report appear automatically on new invoices and quotations, so you avoid double data entry.

• Can I reuse standard descriptions?

  Yes. Use the text snippets for common issues like screen replacements or battery swaps to keep your reporting consistent and fast.

• Do already generated documents change when I edit later?

  No. Already generated documents remain unchanged by later updates to the service report.

• What is the service report used for besides billing?

  It documents the work performed transparently for the customer, which is especially helpful for complex repairs.

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• Where can I start a new ticket?

  From any screen in RepairCMS. Just click the global plus icon in the top header and select “New Job” to open the guided intake wizard.

• Can the customer sign digitally?

  Yes. The customer signs directly on screen or tablet. The digital signature on the receipt protects your shop against false damage claims.

• How does RepairCMS assign a storage location?

  Through the fixed storage location field during intake, for example bin F15. This ends time wasted searching for customer devices.

• Does the customer get an automatic notification?

  Yes. Once the job is booked, the customer receives an automatic confirmation email with a link to the tracking portal and live status.

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• Where do I mark delivered parts?

  In the Procurement Hub. Open “Procurement”, go to the “Ordered” tab, select the order line item and mark it as delivered.

• What happens after marking an item as delivered?

  The item moves to the “Delivered” tab. At the same time the status in the corresponding repair ticket updates automatically to “Parts Delivered”.

• Can I record partial deliveries?

  Yes. Adjust the quantity under “How many items are delivered?” if only part of the order has arrived.

• Must the item be ordered first?

  Yes. To log arriving goods, the items must have been declared as ordered in the system beforehand.

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• Where do I manage my business data?

  In your company profile. Click your profile dropdown in the top-right corner and select “Company Settings”.

• Are the details applied to documents automatically?

  Yes. Once saved, your data reflects automatically across your invoices, receipts and the Customer Tracking Portal, without editing individual jobs.

• Which areas can I set?

  Company branding and details, contact details, bank details (IBAN and BIC) and Legal & VAT, including your default VAT rate.

• Who can edit the company profile?

  Editing requires an active RepairCMS account with Administrator permissions.

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• Where do I customize receipt templates?

  In the Settings menu under “Receipts”. Select the template you want and edit it in the built-in editor.

• Does my text appear on documents automatically?

  Yes. Once saved, your template text is applied automatically to all future documents.

• Can I insert placeholders like the customer name?

  Yes. Use the variable menu in the editor to dynamically insert customer details such as the name.

• Can I highlight my terms of service?

  Yes. Use bold, italic and underline formatting to draw attention to warranty information or specific service disclaimers.

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• Where do I set the numbering?

  In the Settings menu under “Receipts”, in the “Receipt Numbering” tab.

• Which document types can I number?

  Receipts, invoices, quotations and delivery notes, each with its own numbering.

• Can I set a custom prefix?

  Yes. You define a custom prefix and a start sequence per document type.

• Where do I see the next number?

  The preview shows you exactly how the next number will look before you save.

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• Where do I customize email templates?

  In the Settings menu under “Templates”. Select the template you want and edit the subject and content in the editor.

• What are variables in a template?

  Dynamic placeholders that RepairCMS fills with real job data, such as the customer name or the {job_track} tracking link.

• Can I preview the email before saving?

  Yes. Use “Send Test Email” to send the draft to your own inbox and check how the formatting and variables render.

• When are these emails sent?

  Automatically at each status change, from the quotation to the pickup confirmation, through the Customer Tracking Portal.

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• Where do I create device types?

  In the Form Builder under “My RepairCMS”. There you start a new type with the plus button.

• Which attributes can I set per type?

  Brand, model, serial number, accessories and condition. This lets you tailor the intake form to each device type.

• Are new device types available immediately?

  Yes. Newly created types are available to your staff in real time for the next customer intake.

• Why enable accessories and condition?

  They enforce structured, legally sound documentation of chargers, packaging and pre-existing damage, protecting your shop against false claims.