Printer repair and cartridge refill software

ServiceCenterSoft is tracking software for a printer and copier service that also refills toner and ink cartridges for offices, schools, clinics and shops. A job for every device, a history for every cartridge by its number, all of an organisation’s work on one card, toner and parts in stock.

One shop, two kinds of work

Repairs come in one at a time: an MFP that jams, a printer that leaves streaks, a copier showing an error code. That means diagnosis, often a part to order, and a quote the customer must approve — sometimes the repair costs more than a new machine.

Refills are the opposite. Each takes half an hour, but they arrive by the dozen, all the same model, from one office, and come back every month. The risks differ too: mixing up whose cartridge is whose, missing that this one has already come back streaky twice, or ending the month without a clear count of what you did for the school down the road.

A number of your own on every cartridge

Most cartridges have no readable serial number, so refill shops put on their own sticker — say “C-0412” — and enter it in the job’s serial number field. Searching by that number brings up every job for the cartridge: when it was refilled, what was replaced, who booked it in. Back for the third time in six months? You see it at once.

When an office drops off twelve identical cartridges, you book in the first one normally and the rest with “Copy from job” → “Last one”: the customer, model, job type, price and description carry over. The serial number is deliberately not copied, so each job gets its own sticker number and you cannot accidentally reuse someone else’s.

The customer signs the intake receipt and keeps a copy — proof of exactly what was dropped off. More on what a good receipt contains: repair intake receipt.

An office is one customer, whoever drops off the cartridges

One week it is the receptionist, the next a driver, but the organisation pays. The customer card has a “company” field, and search finds customers by company name. All the organisation’s jobs are on that one card, with totals: how many, what they came to and how much is still unpaid.

Customer labels are a list you manage yourself, so next to “Returning” and “VIP” you can add “Contract” and filter the customer list by it. Notes hold what the front desk needs to know: “pays monthly on invoice”, “release only against the facilities manager’s signature”. How to keep a customer base that actually helps: customer database for a repair shop.

Refill, chip, drum — prices from a list

You set up your own device types, each with its usual price: “HP 85A cartridge”, “Canon 725 cartridge”, “MFP”, “Laser printer”. Pick the type and the refill price fills in. Anything extra — a new chip, drum or wiper blade — goes on as estimate lines from your list of standard jobs: name and price fill in, you set the quantity.

A refilled cartridge came back streaky? Open a new job with the “Repeat repair” type and a custom price, even zero. The history under the sticker number shows when the last refill was done and by whom.

Toner, drums and chips in stock, with levels

Stock is kept by movements: deliveries with price and supplier, write-offs into a job as estimate lines, stocktakes. Count toner in grams or bottles, chips and drums by the piece. Give an item a minimum level, and the “running low” filter tells you to reorder before your best-selling chip runs out.

Fuser films, rollers and assemblies for printer repairs work the same way. A missing part is ordered straight from the job, and the software emails the order to the supplier. More in spare parts tracking.

A printer in for repair: diagnosis and approval

You define the statuses yourself: “Diagnosis”, “Awaiting approval”, “Waiting for a part”, “Ready”. After diagnosis the technician builds the estimate and sends it to the customer as a link by email or Telegram. They click “I agree” or “I decline”, and the answer is logged in the job history with the date.

The page counter has no field of its own; it goes into the notes, and advanced search “by text” looks there too. The printer’s own serial number shows its whole history with you: what was replaced, when and for how much.

Visits to the customer’s office

Some work happens on site: checking a networked MFP, collecting cartridges, fitting a new drum. Create an “On-site visit” job type and filter by it to see which visits are open and who has them. Address and phone are on the customer card, and the technician opens it all in the phone’s browser.

At the end of the month

Search the job list for the organisation’s name, set the intake dates to the month and turn on “unpaid”: you get what they still owe, with amounts. A completion certificate prints for each job, with the itemised estimate, your business details and the customer’s company name.

Repairing computers too? See computer repair software.

What it does not have

• Batch intake on one job with a history per cartridge. One job is one device; batches are booked in by copying. A single job with a line like “Refill 85A × 12” also works, but loses the per-cartridge history.
• Invoices, contracts or subscription service plans. Invoices to organisations come from your accounting software. There is no combined monthly certificate either — one prints per job.
• A register of the customer’s printer fleet. Their machines show up only through the jobs on their card.
• A visit scheduler, SMS, a mobile app or online payment. Visits are a job type, notifications go by email or Telegram, the software runs in the phone’s browser, and payments are recorded at the front desk.

What you get

• The history of every cartridge by its sticker number.
• A batch of identical cartridges booked in within minutes, with no mixed-up numbers.
• All of an institution’s jobs on one card, with total and balance due.
• Refill, chip and drum prices from a list, not from memory.
• Toner and chips with stock levels and a “running low” reminder.
• Printer repair quotes approved by link, with the answer on record.
• A monthly list of unpaid jobs for each organisation.

What it costs

One price for the whole shop — no extra charge per employee or branch.

Off-the-shelf not enough — your own forms, roles, reports or workflow? We will build a program for you. How it works

Try it without signing up in the demo: book in a few identical cartridges by copying, then find them again by number.

Frequently asked questions