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Overview

The Orders module is the core of ElectroFix AI, allowing you to manage repair workflows from intake to delivery. Each order tracks customer equipment, symptoms, diagnostics, technician assignments, and repair status through a complete lifecycle.

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What You Can Do

  • Create new repair orders for customer equipment
  • Request AI-powered diagnostic analysis
  • Track order status through 7 stages
  • Assign technicians to orders
  • View AI-generated cost estimates and repair recommendations
  • Search and filter orders by customer, equipment, or technician

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Accessing Orders

Navigate to Orders from the main navigation menu. You’ll see:
  • A grid view of all active orders
  • Search bar to filter by ID, technician, customer, or equipment
  • Total order count
  • AI availability status for your subscription plan
  • AI usage metrics (queries and tokens used this month)

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Creating a New Order

1

Open the Order Form

Click the Nueva Orden button in the top-right corner. A modal dialog will open with the order creation form.
2

Select Customer

Choose the customer from the Cliente dropdown. This field is required.The equipment dropdown will automatically filter to show only equipment owned by the selected customer.
3

Select Equipment

Choose the equipment being serviced from the Equipo dropdown. Each option shows:
  • Equipment brand
  • Model
  • Type (e.g., Refrigerator, Washing Machine)
This field is required.
4

Enter Symptoms

Describe the reported issues in the Síntomas reportados text area:
  • Maximum 600 characters
  • Minimum 5 characters required if requesting AI diagnosis
  • Be specific for better AI analysis
Example: “Refrigerator not cooling. Compressor runs continuously but temperature stays at 15°C. Ice buildup on back panel.”
5

Assign Technician

For Workers: Your name is automatically assignedFor Admins: Select from the dropdown of active company technicians (workers and admins)This field is required.
6

Set Estimated Cost (Optional)

Enter the preliminary cost estimate if known. This can be updated later based on AI recommendations or actual diagnosis.
7

Request AI Diagnosis (Optional)

Check Solicitar diagnóstico IA al guardar la orden to enable AI analysis:
  • Only available on Enterprise and Developer Test plans
  • Requires symptoms to be entered (minimum 5 characters)
  • Consumes one AI query from your monthly limit
  • AI analysis runs once per order when created
The AI will analyze:
  • Probable causes of failure
  • Estimated repair time
  • Suggested replacement parts
  • Labor cost estimates
  • Parts replacement costs (if applicable)
  • Technical advice for the repair
8

Save the Order

Click Guardar Orden to create the order. The system will:
  • Create the order record
  • Run AI diagnosis if requested (may take a few seconds)
  • Display success confirmation
  • Show AI warnings if limits are exceeded

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Order Form Fields

FieldTypeRequiredValidation
customer_idDropdownYesMust be existing customer in your company
equipment_idDropdownYesMust be existing equipment owned by selected customer
symptomsText areaConditional5-600 characters (required if requesting AI)
technicianText/DropdownYesAuto-filled for workers, selectable for admins
estimated_costNumberNoMinimum 0, supports decimals
request_ai_diagnosisCheckboxNoOnly available on Enterprise/Developer Test plans

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Understanding Order Statuses

Orders progress through 7 distinct statuses:

Recibido

Initial status when order is created. Equipment has been received and logged.

Diagnóstico

Technician is actively diagnosing the issue. AI recommendations available if generated.

Reparación

Repair work in progress. Parts may be ordered or installed.

Cotización

Quote has been prepared for customer approval. Set automatically when quote document is generated.

Listo

Repair complete and ready for customer pickup. Set automatically when invoice is generated.

Entregado

Equipment returned to customer. Final status for completed repairs.

No reparado

Repair declined or not feasible. Equipment returned without repair.

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Viewing Order Details

Click Detalles on any order card to open the full order view:

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Customer and Equipment Section

  • Customer name and email
  • Equipment brand, model, and serial number
  • Order creation and last update timestamps

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Status Management

Change the order status by clicking any status button. The current status is highlighted in blue.

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Symptom Report

View the original customer-reported issues.

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Cost Estimate

The estimated repair cost displays prominently. Update this as the diagnosis progresses.

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AI Analysis (If Generated)

When AI diagnosis was requested, you’ll see: Probable Causes (ai_potential_causes)
  • List of likely failure reasons based on symptoms and equipment type
Estimated Repair Time (ai_estimated_time)
  • Suggested duration for the repair
Suggested Parts (ai_suggested_parts)
  • Recommended replacement components
Cost Breakdown
  • Labor Cost: ai_cost_repair_labor - Suggested cost for repair work
  • Parts Cost: ai_cost_replacement_parts - Estimated parts expense (if replacement needed)
  • Total Cost: ai_cost_replacement_total - Combined cost when parts are required
Technical Advice (ai_technical_advice)
  • Specific recommendations for performing the repair
Metadata
  • Tokens used for this AI analysis
  • Diagnosis generation timestamp
AI diagnostics are generated only once when the order is created with the AI checkbox enabled. They cannot be regenerated later.

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Searching and Filtering Orders

Use the search bar to find specific orders. The search includes:
  • Order ID: Exact match on order number
  • Technician name: Partial match
  • Customer name: Partial match
  • Equipment brand: Partial match
  • Equipment model: Partial match
Results update when you click Buscar or press Enter.

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AI Usage Monitoring

The orders page displays your AI consumption:
  • AI Status Badge: Shows if AI is enabled for your plan
  • Queries Used: Current month usage vs. limit (e.g., “5/100”)
  • Tokens Used: Total tokens consumed vs. monthly allowance
When you exceed your AI query or token limit, new orders cannot request AI diagnosis until the next billing cycle.

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Best Practices

Provide specific, descriptive symptoms for better AI analysis:
  • Include observable behaviors
  • Mention sounds, temperatures, or error codes
  • Note when the problem occurs
  • Describe any recent changes or repairs
Keep order status current to:
  • Provide accurate tracking for customers
  • Enable proper integration with billing
  • Maintain clear workflow for team members
AI queries are limited by your plan:
  • Use AI for complex or unfamiliar issues
  • Skip AI for routine repairs you already understand
  • Monitor your monthly usage to avoid running out
AI suggestions are helpful but not infallible:
  • Verify recommendations against actual equipment condition
  • Use as a starting point for diagnosis
  • Apply your professional expertise to final decisions

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Troubleshooting

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Cannot Request AI Diagnosis

Possible causes:
  • Your subscription plan is Starter or Pro (AI requires Enterprise or Developer Test)
  • Monthly AI query limit exceeded
  • Monthly token limit exceeded
  • Symptoms field has fewer than 5 characters
Solution: Upgrade your plan or wait until next billing cycle for limits to reset.

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Equipment Not Appearing in Dropdown

Cause: Equipment must belong to the selected customer. Solution:
  1. Verify you selected the correct customer
  2. Check that the equipment exists and is assigned to this customer
  3. Create the equipment record if it doesn’t exist

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Cannot Modify Order from Another Company

Cause: Orders are company-scoped for data isolation. Solution: You can only view and edit orders belonging to your company. Contact support if you need to transfer an order.

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Technical Reference

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Controller Actions

  • Index: GET /worker/orders - List all orders with search and pagination
  • Store: POST /worker/orders - Create new order with optional AI diagnosis
  • Update Status: PATCH /worker/orders/{order}/status - Change order status

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Data Stored in Order Record

[
  'customer_id',           // Foreign key to customer
  'equipment_id',          // Foreign key to equipment  
  'company_id',            // Auto-set to user's company
  'technician',            // Technician name
  'technician_user_id',    // User ID if assigned from dropdown
  'symptoms',              // Customer-reported issues
  'estimated_cost',        // Preliminary cost estimate
  'status',                // Current workflow status
  'request_ai_diagnosis',  // Boolean flag (processed at creation)
  'ai_diagnosed_at',       // Timestamp when AI ran
  'ai_potential_causes',   // Array of likely causes
  'ai_estimated_time',     // Suggested repair duration
  'ai_suggested_parts',    // Array of parts to replace
  'ai_cost_repair_labor',  // Labor cost estimate
  'ai_cost_replacement_parts',  // Parts cost estimate  
  'ai_cost_replacement_total',  // Combined cost estimate
  'ai_requires_parts_replacement',  // Boolean flag
  'ai_technical_advice',   // Technical recommendations
  'ai_tokens_used',        // Token consumption for this query
]

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Pagination

Orders are paginated at 18 per page, sorted by newest first (created_at DESC).

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