Which exports Shop Rate reads
A CSV file: the plain spreadsheet file almost every shop system can download. It needs two numbers for each repair order, or for each job on it. Everything else is optional.
What the file needs
Must have
- Labor hours billed — the hours you sold on the ticket
- Labor dollars — what you charged for those hours
Helps, if your file has it
- RO number — adds a row-per-job export up into one line per repair order
- Date — says which month it covers
- Parts sold and parts cost — for the parts margin
- Sublet sold and its cost — kept out of the labor rate, because nobody in your shop sold those hours
- Discount — named as its own leak
- Diagnostic hours and diagnostic dollars — to find diagnosis nobody charged for
- Hours your techs were paid — to compare hours sold with hours on the clock
- Comeback or warranty mark — a Y, a tick or the word warranty
- Vehicle — so you can tell tickets apart on your screens
Your columns can be called anything. Shop Rate shows what it read each one as, and you can change any of them before anything is saved. A row for every job is added up by RO number, and a totals line at the bottom is spotted and left out.
Where to find it
Where a maker’s own help pages say how, these steps follow them and name the page. Menus move from time to time; if a step has changed, look for a report that lists each repair order with its labor hours and labor dollars.
Tekmetric
- Tekmetric keeps the two numbers in two reports, so this takes two downloads and one sheet.
- Hours: open Reports, then the Employee Reports tab, and choose Technician Hours. Pick last month, click a technician's name to list the jobs they finished with their RO numbers, and click the cloud icon at the top right to download the list. Do the same for each technician.
- Dollars: open Reports, then Financial Reports, and choose Hacker Tracker. Pick the same month and click the download icon at the top right. It comes down as a CSV with one row per repair order and its Labor Sales.
- In one sheet make three headings: RO#, Hours and Labor Sales. Copy the RO numbers and hours from the technician lists under the first two, then the RO numbers and Labor Sales from the Hacker Tracker under the first and third, one list below the other. Save it as CSV.
Leave "Add rows up by RO number" ticked on the column screen: the hours rows and the dollars row for one repair order are added into one ticket.
From: Tekmetric help center: Technician Hours Report; Hacker Tracker Report.
Shopmonkey
- Open Reports and choose All Invoices.
- Set the Invoiced Date filter to last month.
- Export the table. Each invoice comes with its Labor Hours (Order), the hours billed on it, beside the labor charged.
From: Shopmonkey help center: All Invoices Report.
Mitchell 1 Manager SE
- Open Reports and pick one that lists each repair order with its labor hours and labor sales.
- Show it on screen, then click the small export icon at the top left of the preview and choose XLS Data Only, the cleanest file.
- Open that file and save it as CSV (see "No CSV?" below).
The MM – Create Data Export File report makes a CSV of follow-up lists, not repair-order money, so it is not the one to use.
From: Mitchell 1 knowledge base: Export Data from Manager SE Followup Reports; Mitchell 1 Manager Forum: Export report data to Excel.
Shop-Ware
- Find a repair-order or sales report that shows labor hours and labor dollars for each repair order.
- Set last month's dates and download it as CSV, or as Excel and save it as CSV.
Shop-Ware's public help pages do not say which report carries labor hours, so these steps stay general. Its support team can point you to the report; the AR report alone has no hours.
Anything else
- The same rule: a report with one row per repair order, or per job on it, that has the labor hours and the labor dollars.
- Download it as CSV, or as Excel and save it as CSV.
No CSV?
Got an Excel file instead of a CSV? Open it, choose File, then Save As, and pick CSV. Or select the rows, headings included, copy them and paste them into the paste box on the import screen.
No export at all, or paper tickets? Type twenty tickets in by hand on the Tickets screen. Two numbers matter on each: the hours you billed and what you charged for them.
Customer names in your file
If your export carries customer names or vehicles, Shop Rate keeps them with each ticket so you can tell tickets apart on your own screens. They are never used for anything else, never shown to anyone else, and nothing is ever sent to your customers. Rather leave them out? Set that column to "not in this file" on the column screen, or delete it from the file first. Shop Rate does not need it.
The whole of what is kept is on the privacy page.
See it before you bring yours
The sample report shows everything Shop Rate says about eight made-up repair orders, and the sample workspace lets you click round the real app with them.
The rest of the JTS tools
One trade each, and the same idea every time: one number you have never had, worked out from what you already know.