Repair Ticket Numbering and Spreadsheet Migration Checklist

A reference identifies the job, not its current row

Sorting a spreadsheet changes row numbers. A formula based on the current row can therefore stop being a stable identifier. Give each job a reference that stays the same from intake to collection, and put that reference on the physical tag as well as the digital record.

Use a simple documented convention such as a shop prefix and a sequence. Avoid embedding customer phone numbers, birth dates or other personal data. Do not reuse a closed job’s reference for a new repair merely because it is no longer active.

Clean the source before mapping fields

Make a backup of the original file. Remove rows that are not jobs, identify duplicate references and separate customer email from unrelated notes. Confirm that the person responsible for the import is allowed to process the customer data.

Choose a small sample that includes an ordinary job, a parts wait and a completed record. Check how dates, prices and status labels appear in the preview. Do not assume that spreadsheet display formatting is the same as the underlying value.

• Stable, unique reference for every job.
• Correct customer contact fields and permission settings.
• Requested work separate from internal notes.
• Status mapping checked against the actual queue.
• Currency and numeric values reviewed before confirmation.

Choose one source of truth

BenchPing file import accepts CSV or XLSX for preview and confirmed import. It does not establish ongoing synchronization with that file, and the import itself does not send customer messages. A public-link connection is a separate workflow that can apply later source changes.

Do not publish confidential source data merely to make synchronization work. If a spreadsheet should remain private, use file import and manage the records in BenchPing. Retain the source during verification and agree who may edit which system after the transition.

Verify a handoff, not only a row count

Compare references, items, customers, estimates and statuses against the original. Matching references may update existing records, so check the preview rather than assuming every row will create a new job. Review a customer-facing record before sending any update.

Send a test only to your own address first. Confirm that the tracking page shows the intended information, the reply arrives in the right conversation and staff can find the physical item using the same reference.

Make the transition explicit to the team

Choose a cutover point and record where staff should make future changes. Keep old records read-only if possible during the transition so that two people do not unknowingly maintain conflicting queues.

If the test reveals a mismatch, stop additional imports and inspect the mapping and references. Do not repeatedly re-import the full file hoping the result will improve. Keep backups and ask support for help without emailing unnecessary customer data.