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FixFlow Guide

FixFlow User Guide & Walkthrough

Complete instruction guide for service, contracting, and repair businesses.

1. Introduction to FixFlow

FixFlow (formerly QuickFix CRM) is an all-inclusive SaaS platform tailored to manage hands-on service, contracting, construction, and repair shops. FixFlow scales with your operations—whether you run an HVAC repair company, an appliance service shop, a contracting crew, a tailoring boutique, or a traditional electronics repair storefront.

2. Core Platform Features

FixFlow integrates the complete service business lifecycle into one streamlined dashboard interface:

Feature Description Target Use-Case
Jobs & Work Orders Track jobs from intake to completion, with dynamic custom fields. Repair tickets, HVAC inspections, construction milestones.
Customer CRM Log customer profiles, service history, and linked equipment/assets. Contact records, service logs, client profiles.
Dynamic Fields Custom industry properties (e.g. vehicle VIN, AC model, body measurements). Industry schema alignments.
Inventory & Barcodes Live stock counts, low-stock alerts, print barcode labels, scan using device camera. Parts tracking, material inventory, consumables.
Smart Notifications Automated SMS and email triggers sent to clients on status changes. Intake receipts, ready alerts, invoice notifications.
Invoicing & Payments Track deposits and balances. Sync transactions directly with Square Terminals. Deposits, invoice printing, card processing.
Bookkeeping Income and expense tracking with categorical logging and PDF exports. Accounting logs, profit/loss tracking.
Time Clock & Multi-Location Manage multiple shops with PIN locks, and track technician shifts. Technician hours, franchise logs.
AI Diagnostics Chatbot widget to capture service inquiries and auto-estimate job scopes. Website customer lead capture.

3. How FixFlow Powers Diverse Service Industries

By auto-configuring database schemas, dynamic custom fields, and barcode tracking, FixFlow targets the precise operational needs of specific service industries:

❄️
HVAC Service & Maintenance
Enables technician precision by tracking unit models, filter dimensions, gas pressure logs, and refrigerants directly on mobile devices while at the client location.
Real-World Scenario: A technician arrives at a residential furnace maintenance call. Opening FixFlow on their phone, they instantly see the system is a Lennox EL296V requiring a specific 16x25x1 MERV 11 filter. They pull it from their van, scan its barcode to deduct it from stock, record the pressure readings, and complete the ticket. The client receives an automated SMS summary with a secure payment link.
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Appliance Repair
Manages manufacturer warranty codes, serial numbers, and complex replacement parts inventory lists to reduce double-handling and ensure first-visit resolution.
Real-World Scenario: A customer reports a leaking refrigerator. During intake, the dispatcher registers a Samsung RF28R7351SR. FixFlow searches live inventory and confirms the replacement water inlet valve is in stock. The technician is dispatched with the valve in-hand, completes the repair, and uses a paired Square Terminal to tap-to-pay immediately.
🏗️
Construction & Renovation
Tracks multi-phase project milestones, subcontractor assignments, local building permits, heavy material expense logs, and customer progress deposits.
Real-World Scenario: A general contractor manages a complex kitchen remodel. They create a work order in FixFlow with stages: Demolition, Rough-In, & Finishing. They record the city permit ID and bill a 30% initial deposit. As milestones are reached, progress photos are uploaded to the customer's portal and progressive invoices are dispatched automatically.
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Tailoring, Boutique & Garments
Simplifies complex orders by recording precise custom measurements (chest, sleeve, waist, inseam, collar), fabric variants, fitting appointments, and deadline targets.
Real-World Scenario: A groom walks in for wedding suit alterations. The tailor records measurements in FixFlow's custom fields (Chest: 40", Sleeve: 33", Waist: 31") and prints an automated label with a barcode to pin to the suit. When alterations are completed, a single button press emails a pickup notification: "Your custom suit is ready for its final fitting!"
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Automotive Service & Detailing
Tracks Make, Model, VIN, license plates, and odometer mileage. Links parts (oil filters, brake pads, fluids) directly to job work orders and maintains a lifetime history.
Real-World Scenario: A vehicle is brought in for brake noise. The mechanic notes the VIN, identifies worn pads, and checks the database. They select Subaru brake pads from inventory, scan the barcode to deduct stock, and update the status to "In Progress". The customer reviews the digital estimate link, taps to approve, and receives a receipt once completed.
📱
Electronics & Device Repair
Secures passcodes, tracks device IMEIs, runs pre-repair hardware checklist audits (camera, speakers, touch), and handles delicate replacement parts like screens and batteries.
Real-World Scenario: A customer drops off an iPhone with a shattered screen. The technician logs the device passcode and runs a pre-repair checklist showing the front camera works. They perform the replacement, deduct a premium OLED screen from stock via barcode scan, and click "Complete". FixFlow texts the customer: "Your iPhone is ready for pick up! Total due: $149."
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General Service & Asset Teams
Provides a fully customizable starter schema for locksmiths, landscaping, cleaning crews, and pool care services requiring flexible ticket booking, time tracking, and invoicing.
Real-World Scenario: A commercial landscaping company services a series of corporate parks. They customize dynamic fields to record gate codes, lawn square footage, and chemical treatment logs. When a mowing cycle is complete, technicians log hours using the built-in time clock and issue standard monthly invoices compiled on-site.

4. End-to-End Service Flow

The standard operational pipeline of a job in FixFlow moves through the following stages:

FIXFLOW WORKFLOW STAGES
1
Booking / Walk-In
Service requested by client.
2
Intake & Setup
Work order created; custom asset details entered.
3
Diagnostics
Technician logs status and quotes cost.
4
In Progress
Work performed; inventory materials deducted.
5
SMS Completed
Client auto-notified with live tracking link.
6
Card Checkout
Square payment processed; invoice printed.

5. Step-by-Step Walkthrough Guide

Step 1: Account Creation & Industry Selection

  1. Navigate to the /register page.
  2. Enter your business name, email, phone, and password.
  3. Select your Industry / Business Type from the dropdown:
    • General Asset: A neutral starter template for general service industries.
    • HVAC Service: Pre-configures fields for Furnaces, AC Units, and filters.
    • Appliance Repair: Pre-configures fields for Fridges, Washers, and model numbers.
    • Construction & Renovation: Pre-configures site address and permits.
    • Tailoring & Garments: Pre-configures measurement sizes and materials.
    • Automotive Service: Pre-configures vehicle Make, Model, VIN, and plates.
    • Electronics Repair: Pre-configures device brand, model, and passcode.
  4. Click Start Free 14-Day Trial. Your database is automatically seeded with industry-specific schemas.
Note
You can switch your industry vertical at any time in Settings -> Business Industry & Workflow. Switching templates will reset the custom asset schemas.

Step 2: Customer Intake & Dynamic Fields

  1. Go to **Tickets** and click **New Ticket** (or visit /dashboard/tickets/new).
  2. Type in or select an existing customer.
  3. Fill in the dynamic custom fields configured for your industry (e.g. Chest Size for tailoring, Serial Number for HVAC, License Plate for automotive).
  4. Add the customer's reported issue, set priority, and input the initial cost estimate.
  5. Click **Create Work Order**. An automated confirmation SMS and email is dispatched to the client.

Step 3: Performing the Job & Inventory Management

  1. On the **Ticket Details** page, assign the ticket to a technician and update the state to **In Progress**.
  2. To add parts or supplies consumed:
    • Scroll to the **Parts** section.
    • Search parts by name/SKU, or click **Scan Barcode** to activate your webcam/tablet camera to scan a physical label.
    • Add the part to the ticket. The quantity is automatically deducted from your global **Inventory** counts.
Pro-Tip
Set up Low Stock Alert values in the Inventory panel. Items falling below these quantities highlight in red automatically to prevent mid-job shortages.

Step 4: Smart Notifications & Status Tracking

  1. When the service is completed, update the dropdown to **Completed**.
  2. Click the **Notify Customer** button. The client is immediately sent:
    • An **SMS & Email** ready-for-pickup alert.
    • A **Live Tracking Link** where they can view work logs, pricing details, and unpaid invoices without needing to log in.

Step 5: Processing Square Payments & Invoicing

  1. Scroll to the **Payments** panel on the ticket page.
  2. Select the payment method (Cash, Card, E-Transfer, or Square).
  3. If using a paired Square Terminal:
    • Click **Pay via Terminal**. This wakes up your Square Terminal device and displays the due amount.
    • The customer inserts or taps their card on the terminal.
    • Once success is received, FixFlow records the receipt, updates the balance, and marks the invoice paid.
  4. Click **Print Invoice** or **Print Receipt** to print a professional layout containing your logo, tax rates, and terms.

Step 6: Day Close Audit

  1. At the end of the business day, navigate to the **Day Close** tab.
  2. Review the logged receipts (Cash, Card, Square, E-transfer).
  3. Count your cash drawer, input the counted cash, log any discrepancies, and click **Submit Day Close**.
  4. Print or save the PDF reconciliation audit.

6. Setup Configurations

Dynamic Asset Fields

Configure custom fields under **Settings** -> **Dynamic Asset Fields**:

Square Card Terminal Integration

  1. Go to **Settings** -> **Square Settings**.
  2. Input your **Square Access Token** and **Location ID**, then save.
  3. The **Square Keypad** sidebar option will appear. Click **Generate Pairing Code**.
  4. On your physical Square Terminal, go to the login menu, select "Pair with Device Code", and input the pairing code.
  5. The status will update to **PAIRED** and card checkout is ready.