Appliance repair software is the app an appliance service business uses to book calls, schedule technicians, record model and serial numbers, quote repairs, track the parts you’re waiting on, invoice and get paid. The best appliance repair software makes the two-visit job (diagnose, order the part, come back) feel like one, and lets a tech close the job and take payment from the customer’s kitchen.
This guide covers how appliance repair work flows through software, how to price diagnostics and repairs, what to do about parts and warranty work, and what it all costs.
What does appliance repair software do?
Appliance repair is high volume and low ticket. A tech might see five or six machines a day, across fridges, washers, dryers, dishwashers and ranges, and every one of them starts with a phone call from someone whose kitchen just stopped working. Appliance service software keeps that pace manageable:
- Booking that captures brand, appliance type and symptom before the tech arrives.
- Scheduling with arrival windows texted to the customer.
- Job records with model and serial numbers, error codes and photos.
- Quotes for the repair, with the diagnostic fee credited when they approve.
- Return visits booked once the part arrives.
- Invoices and card payments on site, with reminders for anything left open.
The two-visit job, without the chaos
Most appliance repairs follow the same path, and most of the admin lives in the gap between visits. Here’s how it runs in Contruva:
The AI receptionist answers in your business name, asks for the brand and what’s wrong, and books a diagnostic window.
The tech photographs the rating plate, notes the model, serial and error code, and finds the failed part.
The repair quote goes to the customer’s phone, the diagnostic fee is credited, and they approve with a deposit for the part.
The part number and supplier sit in the job notes and materials, so anyone in the office can answer “where’s my part?”
You drag the return visit onto the calendar when the part lands. The tech installs it, tests it, and the customer pays by card.
Text the customer when the part ships and again when it arrives with a return time. Most of those calls go away. Calls and texts from customers land in one inbox, so whoever picks up has the job in front of them.
Pricing appliance repairs: diagnostic fees and flat rates
Most appliance shops charge a diagnostic or service call fee, then quote the repair. Many credit the fee if the customer goes ahead, which removes the main objection on the phone. Here’s an example refrigerator repair, with illustrative prices:
| Line | Detail | Price (CAD) |
|---|---|---|
| Diagnostic visit | Credited if the repair is approved | $129.00 |
| Evaporator fan motor | Part plus install labour, flat rate | $285.00 |
| Defrost thermostat | Replaced while the panel is open | $95.00 |
| Diagnostic credit | Applied on approval | −$129.00 |
| Repair total before tax | $380.00 |
Put your common repairs in a price book: dryer belts, washer drain pumps, igniters, door gaskets, dishwasher control boards. Flat rates make quotes fast and stop techs from guessing. Set part margins with the contractor markup calculator, and make sure your labour rate covers drive time with the contractor hourly rate calculator.
Repair or replace?
Sometimes the honest answer is that the repair costs too much for the age of the machine. Note that on the job with photos, send the customer the quote anyway so they have it in writing, and move on. Customers remember the tech who saved them from a bad repair, and that turns into reviews and repeat calls.
Parts, inventory and warranty work
Searches for “appliance repair software with inventory tracking” are common, so here’s a straight answer: Contruva doesn’t do stock or inventory management. It logs the parts used on each job (with cost, so job costing is accurate) and keeps part numbers and supplier notes on the job. If you stock thousands of parts across several vans and need counts and reorder points, pair Contruva with a dedicated inventory tool, or keep it in your accounting software.
The same goes for manufacturer warranty work. Contruva doesn’t submit claims to manufacturer or extended-warranty portals. Many shops still use it to book and run those jobs, store the photos and serial numbers the claim needs, and invoice the warranty company or the customer for anything not covered.
Licensing to check
In Ontario, Appliance Service Technician (445A) is a voluntary trade with a Certificate of Qualification through Skilled Trades Ontario. Gas appliances are different: working on gas ranges and dryers in Ontario requires a TSSA gas technician certificate. Rules vary by province and state, so check yours before you take gas calls.
How much does appliance repair software cost?
| Option | Typical cost | Fits |
|---|---|---|
| Free invoicing app | Free with limits | A solo tech just starting out |
| General field service apps | Per-user monthly plans, often in USD | Small teams willing to add users one by one |
| Contruva | $249.99 CAD/month, all users | Shops that want calls, quotes, scheduling, payments and reviews in one |
| Enterprise field service systems | Usually quote-only, per technician | Large multi-van operations |
Free appliance repair software is fine until the phone gets busy. Once you’re missing calls while you’re under a dishwasher, a receptionist that books jobs pays for itself quickly. See how other options compare in our Workiz alternatives and Jobber alternatives guides.
How to choose appliance repair business software
- Can the tech record model, serial and error code with photos in under a minute?
- Can a diagnostic fee be credited on the repair quote automatically?
- Can you see every job waiting on a part, and rebook it fast?
- Can customers approve and pay on their phone in the kitchen?
- Does it ask for Google reviews after the job?
- Does the price stay flat when you add a second or third tech?
Why appliance repair shops choose Contruva
Contruva works as your appliance repair CRM and your office: every customer keeps their appliance history, so when the same Whirlpool washer acts up two years later, the model number is already there. Calls are answered 24/7, quotes go out with e-signature, techs work from the crew app, payments run through Stripe with no extra Contruva fee, and review requests go out after each job. You can text Contruva AI to chase an unpaid invoice or remind past customers about dryer vent cleaning. See Contruva pricing and try it free for 7 days, no credit card. Run HVAC too? Our HVAC software page covers maintenance plans.