Wheelchair and mobility scooter repair software

ServiceCenterSoft is repair-tracking software for a workshop that services power wheelchairs, manual wheelchairs and mobility scooters. A lot of your work happens in people’s homes rather than at a counter: batteries, controllers and joysticks, brakes, motors and tyres. The software runs in a browser — on the workshop PC and on the technician’s phone during a visit.

If you also repair e-scooters and e-bikes, that is a different customer and a different season; it has its own page: e-scooter repair software.

Why a wheelchair service is not a phone shop

A broken phone is an inconvenience. A broken power chair can mean someone is stuck at home. That changes how the workshop runs:

• you go to the customer more often than they come to you, and sometimes you collect the chair and bring it back;
• the date matters more than the price — people remember the day you promised;
• the user is often not the payer: a charity, a funding scheme, a care home, an insurer or a family member pays the bill.

Where it usually breaks down: a technician replaces batteries on a home visit and reports it verbally. A year later the customer rings — “the batteries are going flat again” — and nobody can say when they were fitted or which ones. A care provider asks which chairs it still owes for, and the answer is spread across notebooks. A loan chair went out, and only one person knows to whom.

One chair, one job sheet

Every repair is a job with its own number, status, total and promised date. You set up the device types yourself — “Power wheelchair”, “Manual wheelchair”, “Mobility scooter”, “Hoist”. Model holds the make and model, serial number the number from the frame, and the fault is written in the customer’s words: “jerks when pulling away”, “won’t charge”, “joystick flashing an error”, “brake slips on a slope”.

“Condition” records the frame, upholstery, armrests, cracked plastics and tyre wear; “accessories” the charger, footplates, headrest, lap belt and control unit. It is all printed on the job sheet the customer or their carer signs. You cannot attach photos to a job; if you take pictures, keep them on your own device and note on the job that they exist.

Search by serial number brings up every earlier repair on that chair — what was replaced, when and by whom. If a chair comes back with the same fault, the “repeat” repair type picks it out in reports.

Home visits

A home visit is its own repair type — create “Home visit” or “On-site repair” in the list. The customer’s address is on their record, and the job shows the technician and the promised date. “Urgent” makes a job stand out in the list, overdue jobs turn red and gather under the “overdue” filter, and the monthly report shows how many visits each technician did and for what amount. More on how visits look in the software on the home appliance service page.

The technician writes up the work from their phone: “two 12 V batteries replaced, charging checked, brakes adjusted”. That log goes on the completion report the customer gets.

To be clear: there is no visit scheduler with a map or routing. You get the list, filters by technician and date, and promised dates — enough to see who is going where today, but the software will not plan the route.

Batteries, controllers and brakes

Most calls are about power and control: sealed gel or AGM batteries in pairs, sometimes lithium packs; chargers; the controller and joystick module; electromagnetic brakes; motor gearboxes; punctures and worn tyres. Your price list holds each job — “replace battery pair”, “controller diagnosis”, “replace joystick module”, “brake adjustment”, “replace tyre” — with a default price and, where needed, a separate price per device type, because the same job on a scooter is not the same as on a compact chair.

Stock is a movement log: goods in with cost price and supplier, parts out to a job as an estimate line, returns and stocktakes. Batteries by capacity, tyres and tubes by size, fuses and connectors are separate items with a minimum level, and a “running low” tile warns you before a customer waits a week for a battery pair. A controller or joystick for a specific model is a parts order linked to the job, and it can be emailed to the supplier from the software.

The “recommendations” field is for what the customer should know afterwards — how to charge new batteries, when to check tyre pressure. It is printed on the completion report with the estimate and the work log.

Loan chairs

There is no separate loan-chair register in the software. What works with the tools it has: create a status such as “On loan chair” and tick “show as a tile above the list”. A tile with a count appears above the job list, and one click shows all those jobs. Which chair went out goes in the job’s internal notes — “loan chair no. 3 issued with charger”. Customers do not see internal notes in their portal; you see them on the job.

Estimates and payment when someone else pays

A controller repair or two new motor gearboxes are amounts people want to approve first. The job moves to “awaiting approval”, and the itemised estimate goes out by email or Telegram; through the link the person clicks “I agree” or “I decline”, and the answer, date and amount land in the job history. Agreed by phone? Add a comment to the status change.

When an organisation pays, set it up as the customer with its name in the “company” field — the name prints next to the contact on the job sheet and report and can be searched. Put the chair user’s name and phone in the notes. A job can take several payments: the user pays a deposit, the organisation settles the rest later. The “unpaid” filter shows jobs collected but not paid, and the organisation’s record shows what it owes across all its jobs. The software does not print invoices: you get the job sheet and a completion report with the total.

What paperwork a funding body, charity or insurer needs is set by their terms and local law; the software keeps the repair history and prints the report.

Ready for collection

When the chair is ready, the customer gets an email, or a Telegram message if they subscribed via the QR code on their job sheet; it can be resent at most once a day. Setup is on the customer notifications page. If you switch on the customer portal, the user or their family can check the status with the login on the job sheet.

Each finished device shows how many days it has been waiting. A power chair takes up real floor space; once the free storage period in your settings runs out, the counter turns red and a “past free storage” tile gathers those jobs.

Typical repair prices

A rough guide only — it depends on your region, the model and whether a visit is needed: call-out with diagnosis €50–120, replacing a battery pair €40–90 labour plus the batteries, controller repair €120–400, joystick module replacement €40–90 labour plus the part, brake adjustment or replacement €60–250, a tyre or tube €25–60 per wheel. You set your own prices in the job list.

The software tracks repairs; it does not decide whether a chair is fit for its user — that is for the technician and the professionals the customer works with. For broader medical equipment servicing, see medical equipment repair software.

What it does not do

• no separate loan-chair register or customer fleet list;
• no visit scheduler with maps, no planned-maintenance reminders;
• no photos or files on jobs, no SMS, no mobile app, no online payment by customers;
• no invoices and no supplier integrations.

What it costs

One price for the whole workshop — no extra charge for staff or branches.

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 power chair with its charger, add a battery pair to the estimate and send it for approval.

In short

• A job per chair: frame serial, condition and accessories, signed by the customer.
• Home visits as a repair type, with the address, technician and promised date.
• Batteries and tyres in stock with minimum levels.
• Loan chairs tracked by a status tile and a note on the job.
• Estimates approved by link, split payments, an organisation’s balance on its record.
• Ready notices by email and Telegram.
• €20 a month for the whole workshop.