Tutorials
Follow along in FlameTech, starting with the essentials for your shop.
How to set up your shop
Set your business details, working hours and pricing. Verify your phone, invite your team, and review payment, accounting and customer review settings.
Shop setup walkthrough
1 min 37 secRead the transcript
Let's set up your shop in FlameTech, ready for your first work order.
Start in General. Review your shop name, phone, email, and address. Next, add your logo. Choose your time zone, then save. These details appear on customer documents.
Set weekly hours, closed days, and holidays. These hours support your calendar, scheduling, and online appointment requests.
Under Labor and Parts, enter your hourly labor rate and parts markup, then save. You can also configure category rates and a pricing matrix.
Enter your applicable tax rates. Review your terms, warranty, and payment instructions, then set invoice payment terms and quote validity. Save your defaults.
Before inviting staff or emailing customers, verify your account phone number. Send a verification code, enter it, and select Verify phone. Look for the Verified status.
Open Users and select Invite. Enter their name and email, choose a role, and send the invitation. Once they accept, they can sign in with their email.
Review and copy your customer portal link for quotes, invoices, and service history.
In Integrations, set up Stripe for payments and QuickBooks for accounting. Enable customer reviews and add your Google review link. Customers can leave feedback once all invoices on their work order are fully paid.
Your shop is ready. Next, create a work order and add jobs.
AI-generated narration: OpenAI gpt-4o-mini-tts, voice Cedar.
Check in a customer and create a Work Order
Follow a customer visit from check-in through service recommendations, Jobs and Work Steps, parts, labor, visit charges and technician scheduling.
Work Order walkthrough
3 minRead the transcript
A Work Order represents one customer visit: the customer, vehicle, concerns, Jobs, quotes, invoices, and reports.
At check-in, select or add the customer and vehicle. Confirm their details and record the current mileage.
Record the customer’s concern. Visit reasons categorize the issues and recommend suitable Job templates, helping you identify the work needed.
Use Customer request for suggested Jobs and Service Packages addressing the concern. Use All to search for other work.
Due for this vehicle shows maintenance recommendations, intervals, and matching vehicle details. Review these with the customer alongside today’s concern.
Open Timeline to see services completed at this shop, overdue maintenance, and upcoming services. Use that history to explain recommendations and plan ahead.
Add templates or start from scratch. Create the Work Order, then use Jobs to add an inspection, repair, or service and fill in its details.
A Job is one piece of work within the visit, such as a brake inspection or an oil change. Keep separate tasks in separate Jobs so you can assign, schedule, and price each one. Each Job keeps its Work Steps, parts, labor, and supporting media together. Add a clear name, category, and technician instructions.
Work Steps break a Job into actions the technician can follow. Add them in the order the work should happen. A simple service may need only a few steps. A detailed inspection can use several checks, each with its own instructions and findings. Choose Read and confirm for instructions, Perform work for a task, or Inspect and record for a check that needs a result.
Once the Job is started, technicians record inspection findings and attach photos as evidence. Completing each Work Step updates the Job’s progress. Customer descriptions help explain the work in quotes, invoices, and reports.
Add parts with quantities and prices to the Job. Estimated labor hours help plan the schedule. Billable hours and the labor rate determine the labor charge, so review both before quoting.
In Totals, review charges across the visit. Add any applicable discounts and fees, then check the total.
Choose a technician and time for the Job. Use their calendar to find a slot. The scheduling modal shows availability and suggests alternatives. Estimated hours set the planned duration. Check availability before saving so the technician has time to complete the work. Check the start and end times, adjust the plan if needed, then save.
Use Documents to create quotes, invoices, and work reports. Next, Marcus follows the Job’s Work Steps and records the work.
AI-generated narration: OpenAI gpt-4o-mini-tts, voice Cedar.
Carry out Jobs and record the work
Follow Marcus through assigned Jobs, inspection findings, measurements, photo annotations, repair work and completion before handing back to the service advisor.
Technician walkthrough
1 min 46 secRead the transcript
A Job is one inspection, repair, or service within a customer’s Work Order. As the technician, open your assigned Job to see what needs to be done.
Confirm the vehicle, read the customer’s concern, and review the advisor’s instructions. When you’re ready to begin, start the Job and acknowledge the service request.
Work Steps break the Job into individual checks and actions. Inspection steps record what you find; work steps record what you do. Read each step’s instructions and required evidence.
For an inspection, select the condition you observe and enter the measurements. Describe the finding clearly and add a recommended action when needed. Your selected result may require additional information.
Attach a photo directly to the Work Step. Use the image editor to highlight the area that needs attention, then save. Clear evidence helps the advisor explain your findings to the customer.
Complete the required details and evidence, then check the step’s saved status. Some inspection results complete the step immediately; others need additional information before you can finish.
Once repair work is approved, open the repair Job. Review its instructions, parts, and labor information. Follow the Work Steps and capture the required details and before or after photos.
Before finishing, check that the required steps and evidence are complete. Review your entries, then mark the Job complete when the work is done.
The advisor can now review your findings and completed work to prepare the customer’s reports and invoice.
AI-generated narration: OpenAI gpt-4o-mini-tts, voice Cedar.