Software for coffee and espresso machine repair shops
Coffee Machine Repair Software for Service Workshops. From check-in to return.
Check in bean-to-cup and espresso machines with serial number, condition and accessories. The quote, spare parts and invoice stay on the same work order.
No payment details needed.
5.0 out of 5 stars from 6 reviews on
Software Advice
RepairCMS is software for repair businesses. If your own coffee machine is broken, here is how to find a repair shop.
When a café asks about its machine, the answer is on the work order.
Has the seal for my Jura arrived yet?
Do you still need my okay for the descaling?
Can we have the espresso machine back by Friday?
Questions like these take time when the details sit on notes, in chats and with different people on your team.
Every detail on the machine
Serial number, accessories, condition and diagnosis sit on the same work order.
Your team sees where things stand
You and your team see which machine is on the bench right now and what comes next.
Customers check for themselves
Your customers follow their repair in the customer portal or the customer app instead of calling with every question.
Workflow
How a coffee machine repair runs in RepairCMS.
What you record at check-in stays on the same work order through every step.
Step 1
Check in the coffee machine
Record brand, model, serial number and condition, plus accessories such as the water tank or milk tube. Note the fault, for example a leaking brewing unit or a blocked grinder, and have your customer sign the check-in on the screen.
Optional: device label
Print a label with the work order number and storage spot and stick it on the machine. Your team finds the right machine on the shelf, and a scan with the app opens the work order.
Step 2
Record the diagnosis and get approval
Your team records the diagnosis, labor and spare parts in the service report, such as a new seal kit for the brewing unit. This becomes the quote your customer reviews and approves online. You can offer descaling as an optional line item that they add or leave out themselves.
Step 3
Repair and share the status
When you change the status, you can notify your customer by email right away.
Step 4
Create the invoice and hand the machine back
The line items from the service report and the quote are ready for the invoice. You check them, create the invoice and have the handover signed on the screen.
Try the workflow with the next machine that comes in.
Find the right machine, even when it comes back.
Set up bean-to-cup machines, espresso machines and other equipment as their own device categories. The serial number shows you every earlier repair on the same machine.
Example
A customer brings in a bean-to-cup machine with water leaking under the brewing unit.
You record the serial number and note the limescale on the spout and the water tank that came with it. When the same machine comes back for descaling six months later, a search for the serial number also finds the earlier work order.
Set up recurring jobs like descaling with their own price.
Add your jobs as services with a price. On the work order, you search for the service and the price is on the document right away. For a water pump replacement, link the matching O-rings from your inventory. When you add the service, they come along as a service kit and are deducted from stock.
Before the machine goes back, your team ticks off your own checks on the work order, such as leak test done, test brew made and machine cleaned. This list stays internal.
How to set up services and service kits →Look after cafés, hotels and offices as business customers.
Add restaurants and companies as business contacts with several billing and delivery addresses. Each machine gets its own work order, and the contact shows every activity and the open invoice amount. You issue invoices with payment terms.
Dealers and partners who send you machines regularly book their repairs in the B2B portal. When the shipment arrives, you check in all machines at once with the delivery note.
Your customer sees for themselves when their machine is ready.
After check-in, your customer gets an email with a link to their repair status. In the customer portal they see the current status. On their phone they can also use the customer app, where they approve the quote and message you right on the work order.
More about the customer portal and repair status →
Repair Status by RepairCMS
For your customers, on iPhone and Android
Let customers book their coffee machine repair online or send it in.
With the RepairCMS repair request form, customers describe the problem on your website, through a link or with a QR code. They search for the job, such as descaling, see your price and choose whether to drop off the machine or send it in. The request lands in RepairCMS, and your team reviews it and turns it into a work order. With the Repair Logistics add-on, your customer gets a DHL return label by email when sending the machine in.
See the repair request form demo → How machines that are sent in reach your workshop
Your whole workshop in your pocket
The RepairCMS app is RepairCMS on your phone, with the same login as on your computer and the same work orders, customers and invoices. You and your team work right at the machine in front of you.
- Record the machine and customer details at check-in
- Scan the serial number with the camera
- Change the status and notify customers
- Have check-in and handover signed
RepairCMS App
For your team, on iPhone and Android
On iPhone you sign in with your account from the web. On Android you can also sign up right in the app.
RepairCMS is software for businesses that repair coffee machines.
Coffee machine repair shops, service companies and dealers with their own workshop use RepairCMS to manage their repair orders. If your own coffee machine needs a repair, search Google Maps for “coffee machine repair” and your town, for example. If you have already dropped off your machine, open your repair status with the link from the shop’s email. In the customer app Repair Status by RepairCMS, you sign in with a code you get by email or text message.
What repair businesses say about RepairCMS.
These reviews are about RepairCMS as repair software overall.
“Helpful repair software for workshops”
Better organization in the workshop, an intuitive interface, easy job creation and quote management. Feedback gets implemented quickly.
Verified review on Software Advice“My experience with RepairCMS”
Easy to use and helpful. Nothing to complain about, it is super simple and has only very minor bugs.
Verified review on Software Advice“For managing watch repairs”
Specialized in watchmakers, with clear time savings on quotes and communication, and an uncomplicated setup.
Verified review on Software AdviceFAQ about coffee machine repair software
Does RepairCMS work for espresso and coffee machine repair shops?
Yes. RepairCMS is software for repair businesses, from a small coffee machine workshop to a service company with several locations. You set up bean-to-cup machines, espresso machines and other equipment as their own categories and work alone or with your team on the same work orders. Other trades have their own pages, for example bike repair shops, watch repair and computer repair shops.
Can I see earlier repairs on the same machine?
Yes. You record the serial number at check-in, in the RepairCMS app also with the camera. Every repair on that machine can be traced through the serial number. Enter the number in the search to find the customer, the current work order and earlier work orders.
Can my customer see how far along the repair is?
Yes. After check-in, your customer gets an email with a link to the customer portal, where they see the current status. In the customer app Repair Status by RepairCMS they also see the history. If you connect your seven.io account and switch on the text message for status changes, your customer can also get a text message when the status changes. In the RepairCMS app you decide with each status change whether the text message goes out. seven.io bills you directly for the messages.
Can I look after cafés and companies with several machines?
Yes. You add the business as a business contact with several billing and delivery addresses. Each machine gets its own work order with its serial number, and the contact shows every activity and the open invoice amount. Dealers and partners can book repairs in the B2B portal.
Do you repair coffee machines too?
No, RepairCMS is software for repair businesses. If you want your coffee machine repaired, contact a repair shop near you. If the shop works with RepairCMS, you follow your repair with the link from their email or in the customer app Repair Status by RepairCMS.
How much does RepairCMS cost, and what is in which plan?
The Starter plan costs €29 a month excl. VAT, billed annually, or €32 a month excl. VAT, billed monthly. Every RepairCMS plan includes unlimited work orders, the RepairCMS app with serial number scanning, signatures on the screen, device labels, services with prices, the customer portal and invoices. Quotes, messages to your customers, photos on the work order and internal checks are included in the RepairCMS Business, Team and Enterprise plans. The repair request form and the spare parts inventory with service kits are included in the RepairCMS Team and Enterprise plans. You can add the B2B portal to the Team plan, and it is included in the Enterprise plan. You can add Repair Logistics to the Team plan, and it is included in the Enterprise plan. You can find all prices on the pricing page.
How do I try RepairCMS in my workshop?
Create your account at my.repaircms.com and try RepairCMS free for 14 days with everything in the RepairCMS Team plan, no payment details needed. Check in a real coffee machine during the trial and follow the work order all the way to the return. If you choose a plan afterwards, you keep working with all work orders and customers from the trial.
Try RepairCMS with the next coffee machine that comes in.
Create a real repair order and see whether check-in, customer status and return fit your day. You can try RepairCMS free for 14 days with no payment details needed.
