Taskrol feature
Appliance repair invoicing software where the estimate and the invoice are one document
The diagnostic fee signed before the work, up to three repair options on one document, and the customer pays by card on the spot or from the link.
The short answer
Taskrol is appliance repair invoicing software in which the estimate and the invoice are one document. The customer signs the diagnostic authorization before the technician opens the machine, the technician builds up to three repair options with parts and labor from the job, and the option the customer signs becomes the invoice. Payment is by card on the spot, Tap to Pay on iPhone, or from the invoice link.
Take a shop that charges a $79 diagnostic, averages about $360 a ticket and needs a part on almost every job: almost every job is quoted before it is billed. Taskrol runs every day at Cactus Appliance, an appliance repair company in Orange County, California.
The usual setup is two documents. The technician writes an estimate, the customer thinks about it, and someone later rebuilds the same parts and labor into an invoice, with the diagnostic fee floating between the two. The customer is unsure what is owed today and what is owed on a yes, and the office retypes lines it already had.
In Taskrol the estimate is the invoice. One document carries the diagnostic fee the customer already signed for, up to three repair options, and the signature that turns one of those options into the bill. Below: what an appliance repair invoice has to show, how the document gets built on a job, how the customer pays, and what the bookkeeper gets at the end of the month.
Appliance repair invoicing software, explained in 55 seconds of animation
How quoting works in Taskrol: the customer owes the service call when the technician leaves, the repair price waits for approval, and the option they sign turns into the bill.
How an appliance repair invoice gets built on the job in Taskrol
- The customer signs the diagnostic authorization. Before the technician opens the machine, the customer reads the authorization on the technician's phone — the fee, and that it is due whether or not the repair is approved — and signs or types a name. The signature is stored on the job.
- Build the estimate from the job. Parts already on the job come onto the document as lines, labor goes on as its own line, and the title fills in from the appliance's type, brand and model. Give the customer up to three options on one estimate with one number. On Basic and Pro, the AI draft writes the lines from the job's appliance and parts.
- Collect the service call now. While the document is an estimate, what the customer owes is the diagnostic fee; the repair total waits as Estimate Total. Take the fee by card, Tap to Pay on iPhone, cash, check, Zelle, Venmo or Cash App and record it against the job.
- The customer approves, today or later. The customer approves and signs an option on the phone, or later from the link. The signed option becomes the invoice, the other options are kept as Not selected, you get an Estimate approved push, and a job that was closed goes back to In Progress. Until the customer approves, the estimate stays open on its link.
- Take payment. Charge the card on the spot through Stripe, use Tap to Pay on iPhone, or let the customer pay from the invoice link. If you enabled a card processing markup under Settings → Payouts (0–4%), it shows on the invoice as its own line.
- Send it and see what is paid. Email the PDF or text the link from the job. Payments show as pending or paid in My Money. With the company connected to QuickBooks Online, the customer, the invoice and its payments are sent to your books one way as the job is completed and paid, and on Basic and Pro the web report also exports a CSV with one row per job for the bookkeeper.
What an appliance repair invoice must show
- The diagnostic fee, signed for by the customer before the diagnosis and due whether or not the repair is approved
- Appliance type, brand and model number
- Parts by name and number, and labor, as separate lines grouped under the appliance they belong to
- Sales tax at the rate for the service address
- The card processing fee as its own line, if you pass it on
- The customer's signature on the approved option
- What was paid, how, and what is still due
A general invoicing app vs. appliance repair invoicing software
General invoicing apps are built for one bill per sale. Appliance repair bills in two steps — the diagnostic, then the repair the customer may or may not approve — and the table follows that sequence.
| Workflow | A general invoicing app | Appliance repair invoicing in Taskrol |
|---|---|---|
| Estimate and invoice | Two documents. The estimate is converted or retyped into an invoice once the customer agrees. | One document. The customer signs one option; the others stay on the job as Not selected. |
| The diagnostic fee | A line item like any other, added when someone remembers. | Signed by the customer before the diagnosis, due whether or not the repair is approved, and printed on the invoice with the signature. |
| Repair options | One quote, or several quotes to reconcile later. | Up to three options on one estimate, one invoice number, one diagnostic line. |
| Approval weeks later | A new invoice, and usually a phone call. | The customer taps approve on the same link; you get a push and the job reopens. |
| Card fee | Added by hand, if at all. | A company-level markup of 0–4% under Settings → Payouts, shown as its own line on the invoice. |
One document from diagnostic fee to paid invoice
The service call, the repair options and the final bill live on one document with one invoice number. Nobody rebuilds line items after the customer says yes, and the customer sees what is due now and what is due if they approve.
The diagnostic fee is signed, not argued
The authorization the customer signs on the technician's phone says the fee is due whether or not they approve the repair, and it prints on the invoice. The conversation about the fee happens before the machine is opened, not after.
Up to three repair options, one invoice
Offer the cheap fix, the proper fix and the replacement on one estimate; the customer picks one and the rest stay on record.
An AI-drafted invoice from the job
On Basic and Pro, one tap drafts the invoice from the job's appliance and the parts on it, part numbers included. You check the prices and save.
Card payment on the spot, Tap to Pay on iPhone, or from the link
Charge through Stripe on the technician's phone, tap the customer's card on an iPhone with Tap to Pay, or let the customer pay from the link in the text or email.
A card processing fee you can pass on
Set a markup of 0 to 4 percent under Settings → Payouts on Basic and Pro. It appears on the invoice as its own line, so the customer sees it and your net is not quietly short by the fee.
Payment status on your phone
My Money shows what is pending and what has paid out to the bank, disputes get their own screen, and the job shows its balance — no laptop needed between jobs.
Sent to QuickBooks Online as the job is paid
Connect the company to QuickBooks Online once and map Taskrol's line types to your QuickBooks items. From then on each job's customer, invoice, payments, tips, card surcharges and refunds go to your books one way, from Taskrol to QuickBooks, and a later edit updates the same QuickBooks invoice.
Invoices and card payments on every plan; the CSV for the bookkeeper from Basic
Estimates, invoices, signatures and card payments are on every plan, including free Solo; the AI draft, the card markup and the CSV export start on Basic.
Frequently asked questions
Is the estimate separate from the invoice?
In Taskrol they are one document with one number; while it is an estimate the customer owes only the diagnostic fee.
Can I add a card processing fee to the invoice?
Yes, on Basic and Pro. Under Settings → Payouts, set a markup between 0 and 4 percent. It prints on the invoice as its own line. Surcharge caps and rules differ by card network and by state, so check yours before enabling it.
What does my bookkeeper get?
Two things. With QuickBooks Online connected, Taskrol sends the customer, one invoice per job with its lines, tax and discount, the payments applied to it, a sales receipt for tips and card surcharges, and refund receipts to your books, one way, as the job is completed and paid. And on Basic and Pro, the web report exports a CSV with one row per job — date, technician, payment method, revenue, card net after fees, parts cost, tax and margin — for a bookkeeper who works from a file.
Can the customer pay online?
Yes. Every invoice has a public link that goes out in the text or email, and from it the customer can approve an option, sign, and pay by card through Stripe. On site, the technician charges the card from the app or uses Tap to Pay on iPhone.
Is invoicing free?
Yes. Invoices, customer signatures and card payments are on the free Solo plan; card processing fees apply when you take cards. The AI draft, the card markup and the web report's CSV come with Basic and Pro.
Can a customer approve a repair days later?
Yes. The estimate stays open on its link. When the customer approves, you get an Estimate approved push, and a job that was already closed goes back to In Progress so the return visit can be scheduled.
Does the invoice include the appliance model and the parts?
Yes. The invoice title defaults to the appliance's type, brand and model, line items are grouped under the appliance they belong to, and the parts already on the job come onto the document as lines.
How does the AI-drafted invoice work?
On Basic and Pro, tap the AI draft on the invoice. It reads the job's appliance and the parts on it and writes the lines — labor, parts with their numbers, the diagnostic fee — for you to check and save. Or hold the microphone and describe the repair instead of typing.
Does it calculate sales tax?
The tax rate is a field on the invoice that you set, and it is remembered per service address. With the Automatic ETA & tax rate add-on ($10 per user per month), the rate is looked up by the ZIP code of the service address.
What payment methods can I record?
Card through Stripe, Tap to Pay on iPhone, cash, check, bank transfer, Zelle, Venmo, Cash App and other. Card payments settle through Stripe; the rest are recorded by hand so the job's balance and the reports are right.
The longer walkthrough: from estimate to paid invoice in 90 seconds
Give the customer up to three estimate options; the one they sign becomes the invoice, and billing goes out from the same job record.