Repairs and specialist services: Quotation software for instrument repairers
Quotation software for instrument repairers that turns findings at the bench, adjustment work and part choices into a clear repair proposal the player can knowingly accept or decline.
Where quotes for instrument repairers get stuck.
Instrument repairers can only name a price once the instrument has been on the bench. Then a guitar turns out to need a fret job as well as a setup, or a clarinet has not one but five leaking pads. The player usually hears this over the phone, remembers half of it and asks at collection why the bill is higher than the first figure mentioned. Choices between parts, such as a cheaper bridge or a hand-cut one, or leather pads versus synthetic, are rarely written down either. Without a written proposal there is no way to reconstruct later what was agreed.
Quotation software for instrument repairers
Example- 1
Record the findings
DoneDuring the assessment the repairer notes what they see for each part: neck relief, string height, pad condition, play in the mechanism.
- 2
Choose work and parts
In progressFrom the findings the repairer picks work lines: setup, fretwork, pad replacement, gluing a seam.
- 3
Approval per option
NextThe player receives the proposal by message and ticks the options they want.
From enquiry to signed quote.
Record the findings
During the assessment the repairer notes what they see for each part: neck relief, string height, pad condition, play in the mechanism. Each finding can carry a photo. Those notes form the basis of the proposal, so the player can later see where every line came from.
Choose work and parts
From the findings the repairer picks work lines: setup, fretwork, pad replacement, gluing a seam. Where it matters, two part options sit side by side with the difference in tone, lifespan or price. Necessary work is listed separately from recommended work, so the player can choose without losing track of the whole.
Approval per option
The player receives the proposal by message and ticks the options they want. Their approval, with the date, is stored with the instrument card. If the repairer hits something unexpected mid-job, they add an amendment to the same proposal rather than phoning and agreeing it verbally.
Alongside your calculations and price lists.
Part prices often come from supplier price lists or an online parts shop, while labour rates sit in the accounting package or in the owner's head. We take those as the starting point and keep them in one place, so a change in the price of a bridge flows straight into new proposals. The player's approval and chosen options stay with the instrument card; the accounting package only receives the final lines later.
Fixed price per task or hours
A standard guitar setup suits a fixed price because the steps are always the same. Overhauling an old horn or repairing a crack in a cello depends on what you find along the way. The proposal can mix both: fixed lines for routine work and an estimate in hours for the part that is still open.
One price or a choice of options
A single total is easy to read, but it forces an all or nothing decision. With options, a student can go for the essential repair and leave the mechanism upgrade for later. Too many options muddy things, so the repairer limits them to the choices that genuinely make a difference.
Charge for assessment or offset it
A thorough assessment takes time, especially for an instrument with an unknown history. Some workshops charge for it and deduct the fee if the player goes ahead; others absorb the risk. The proposal states clearly which rule applies, so nobody is surprised when they decide after the assessment to have nothing done.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
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Read the storyWhat we prepare in the quotes.
The repair proposal holds findings with photos, work lines and parts from a fixed list, options split into necessary and recommended work, and digital approval. That fixed list and your hourly rates are ready at the start. Together we go through a simple setup and a repair where a second problem appears halfway through. Damage reports for insurers, proposals for whole batches from a music school and the invoice from the approval go on whenever you want them.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan I build a proposal while the player is still in the shop?
Yes. The proposal can be put together on a tablet or computer at the bench and shown right away. The player approves on the spot or takes it home as a message to decide later. Either way the choice is recorded against the instrument card.
What happens if I find more damage during the repair?
You add an amendment to the existing proposal with the new finding, photo and cost. The player is notified and approves again. Until that approval arrives, your work list shows that this part of the job is on hold, so you do not carry on by accident.
Can we update part prices centrally?
Yes. Parts and standard tasks live in one price list. Change it and the new prices apply to proposals you create from then on. Proposals already sent or accepted keep the price the player saw, so there is nothing to argue about.
Can we also produce a valuation or damage report?
A damage report for an insurer resembles a proposal with a different emphasis: cause, extent and cost of repair. We can set up a separate format that reuses the same findings and photos. A formal valuation of an instrument remains the repairer's own professional judgement.
What often connects to this.
- Enquiry form for instrument repairersAn enquiry form for instrument repairers that asks the right questions about the playing issue for each instrument, so the bench knows what is coming in and when it has to be playable again.
- Digital job cards for instrument repairersDigital job cards for instrument repairers: an instrument card per repair holding the assessment, agreed work, measurements and photos, from intake until the player is playing it again.
- Invoicing software for instrument repairersInvoicing software for instrument repairers that brings completed adjustment work, parts used and the player's approval together in an invoice you check first and then send with a payment link.
Quotes that match the work.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Quotation software for instrument repairers: assessment, adjustment work and part choices in one repair proposal with options and sign-off.
- Record the findings
- Choose work and parts
- Approval per option