Friday before close
List every active repair order by ID, stage, responsible employee and next promise. Capture approved and pending estimate versions separately. Agree on a cutoff time, such as Friday at 5 p.m., and name the system that will receive new transactions after that point. Retain authorized access to the old records for reconciliation.
| Repair order | Friday closing record | Monday acceptance check |
|---|---|---|
| RO 0417 · supplement | Approved total $3,840. Additional $286 pending. | Estimator can locate both versions, identify the pending approval and see only $3,840 authorized. |
| RO 0528 · return | Right lamp billed $312. Return RA-064 collected. $300 credit expected, memo outstanding. | Parts lead finds one open $300 credit linked to INV-801. The bookkeeper posts the memo only when it arrives. |
| RO 0836 · insurer balance | Invoice $4,680. Customer paid $500 and insurer paid $4,000. | Bookkeeper sees $0 customer balance and $180 due from insurer, with both payment references preserved. |
Record the weekend changes
Keep a dated change log with repair ID, event, amount, operator and source reference. If the carrier approves the $286 supplement Saturday, the estimator records the approval once in the new system after reconciling the Friday baseline. The approved amount then becomes $4,126.
Monday at opening
Count the three repairs. Verify the approved and pending amounts for 0417, the open vendor credit for 0528 and the insurer receivable for 0836. Keep the $300 vendor credit and the $180 insurer receivable on separate lists. A net $120 difference cannot tell the bookkeeper whether either item was migrated correctly.
Who signs off?
The estimator signs the estimate/version check. Parts signs the open returns check. Accounting signs the payer balances and references. The manager records exceptions with an owner and a due time. If the insurer payment appears twice, hold financial posting on that repair, compare remittance IDs and resolve it before resuming.
What to ask AutoHound during onboarding
Bring these three sample repairs and ask which history imports, which records need manual opening entries, and where prior attachments can be found. Have a staff member reproduce the opening balances in the proposed configuration. Record any manual steps and their owners.
Open the repair scenarios · Include internal rollout costs in your budget
AutoHound documented workflows · AutoHound onboarding terms