Download the free repair order spreadsheet
The template is a plain CSV with no macros, scripts or hidden tabs. It includes one clearly marked example row so you can see the intended format. Delete that row before adding real customer data.
Keep the working file private. If you later connect a publicly readable spreadsheet to another service, understand that anyone holding its link may be able to open it. A local Excel file or one-time upload is safer for data that should not be publicly accessible.
Download the free repair order CSVUse one column for one decision
Do not combine the reported fault, diagnosis and customer update in one notes cell. Those fields change at different times and belong to different audiences. Keep internal notes separate from anything copied into an email, SMS or customer status page.
| Column | Why it belongs | Example |
|---|---|---|
| Repair reference | Identifies this visit | RP-1001 |
| Customer name and contact | Supports the chosen update channel | Alex Morgan |
| Item | Identifies what is on the bench | Blue commuter bicycle |
| Reported issue | Preserves the customer's description | Rear brake rubbing |
| Status | Shows the current workflow stage | Awaiting approval |
| Customer update | Explains the next useful fact | Estimate ready for review |
| Internal note | Keeps shop-only context separate | Check rotor stock |
| Estimate | Records the current proposed amount | 145.00 |
| Expected completion | Sets a defensible target | 2026-10-02 |
Turn the sheet into a repair workflow
Choose a short status list before staff begin typing variations. Received, Diagnosis, Awaiting approval, Waiting for parts, In progress, Testing, Ready for pickup and Completed cover many small-shop queues. Use validation in Excel or Google Sheets to keep those labels consistent.
Review the queue at the same time each day. Look for old target dates, repairs waiting too long for approval and finished work without a successful pickup message. The template can remain a manual system or become the source for a one-time BenchPing import.
Set up a Google Sheets repair trackerPrepare the template in ExcelKnow when a spreadsheet has reached its limit
A spreadsheet is often enough while one person owns the queue and customer updates are occasional. It becomes harder to manage when staff overwrite each other, customers need live status links, estimates need recorded decisions or the shop cannot tell whether an email or text was delivered.
BenchPing can import the template, keep customer and internal notes separate, provide a private tracking page and record delivery results. It is intentionally not a full POS, inventory or accounting system, so the shop can keep specialized tools for those jobs.
Compare repair tracking software with a full POSCommon questions
Can I open the repair order template in Google Sheets?
Yes. Import the CSV into a private Google Sheet, confirm dates and currency formats, then remove the example row before entering customer information.
Does the template calculate invoices or taxes?
No. It is a repair queue and communication template, not an invoice or accounting workbook. Keep tax, payment and bookkeeping calculations in the system responsible for them.
Can I import this repair order template into BenchPing?
Yes. The columns are designed to be easy to map during CSV import. Review the mapping and test with contact details you control before importing a live queue.