Repair-shop referral credit tracking worksheet
Connect the qualifying order, written terms and recorded credit decision. A posted status requires a posting reference.
No signup. Enter reference codes, add records and download a CSV. Entries stay in the browser tab. Filled fields do not establish completion, approval or compliance.
| Referral reference | Referrer reference | Referred customer reference | Qualifying order reference | Program terms version | Recorded credit status | Approval reference | Posting reference | Owner and next review action |
|---|---|---|---|---|---|---|---|---|
| Referral-18 | Contact-18 | Contact-218 | Order-218 | Referral-terms-v1 | Awaiting review | Advisor-A: verify qualifying event | ||
| Referral-19 | Contact-19 | Contact-219 | Order-219 | Referral-terms-v1 | Posted in source record | Approval-19 | Credit-ref-19 | Bookkeeper: reconcile invoice reference |
- Fictional reference codes. No customer credit or ledger entry is created.
- Posted status requires a source posting reference. A filled field still needs verification.
- Keep referral rewards separate from public review requests.
- Reload clears edits. Save exports in approved business storage.
When an advisor reports a referral credit, the bookkeeper needs to know which visit qualified, which terms applied and whether the credit was already used against an invoice. A note saying referred a friend answers none of those questions. Tie the proposed reward to the actual program and repair-order records.
The tracking worksheet above separates the referral reference, qualifying order, terms version, approval and posting reference. Its sample codes are fictional. Filled fields identify information for review. They do not create a credit, post an accounting entry or prove the customer satisfied your terms.
Use with this guide
Check reward contribution
Review a proposed invoice credit against job costs before adopting an offer.
Keep review requests neutral
Separate review requests from referral rewards.
Review customer loyalty scope
Check optional paid terms without assuming a referral-accounting module.
Browse the complete auto repair guides and worksheets.
Write the qualifying rule before accepting referrals
Define which event qualifies for the reward in your written program terms. A referred person making a phone inquiry is different from a new customer completing a qualifying repair order. State who receives the credit, how staff verify the relationship and where the approved reward is recorded. Have the appropriate reviewer check your actual program before launch.
Do not change the terms while discussing the reward with a customer. Connect the applicable terms version to the referral record so another employee understands the decision. Have qualified advisers review expiry, tax treatment and accounting classification for the actual program. This guide is an operational handoff, not a list of terms for every referral situation.
Keep the referral linked to the completed work
Use an internal referrer code, referred-customer reference and qualifying repair-order reference. Check whether the recorded order satisfies the terms. A cancelled appointment or an unapproved estimate should not silently become a qualifying completed visit. Record the evidence staff used instead of relying on memory at the counter.
Keep the approval and payment records with the original repair file. The FTC’s repair guidance discusses written estimates and completed repair orders. A referral credit does not change the need to document the actual work and applicable approval. If an invoice is corrected or a transaction changes, route the reward record for review against your written terms.
Sources for this section: FTC: Auto Repair Basics
Separate approval from posting
Track the record through review with the listed status choices: awaiting review, approved in the source system, posted in the source record or declined after review. A posted row needs the ledger or invoice reference. The worksheet marks this field as required for posted status. An approval code on its own does not prove a credit was used on an invoice.
The fictional Referral-18 row is awaiting review and has no approval or posting reference. Referral-19 is marked posted and links Order-219 to Credit-ref-19. These are examples of record structure, not customer outcomes. Check the actual invoice before marking a reward used. Avoid creating a second credit because two advisors read the same referral note.
Keep referral rewards away from review requests
A customer referral program is different from paying for a review. Google prohibits incentives for posting reviews, changing reviews or removing negative reviews. Do not make the referral credit depend on a star rating or a public review. Keep the program’s qualifying event distinct from any neutral request for genuine feedback.
Staff should understand the distinction before discussing rewards at pickup. A customer expressing a complaint still deserves the normal service response. Do not use a credit to pressure someone into changing a review. Record the service issue and route the next action to its owner, while handling any genuine referral eligibility under the separate program terms.
Sources for this section: Google Maps: Prohibited and restricted content
Give the bookkeeper a source-backed handoff
Assign an employee to review incomplete referrals, then record a next action and date in your approved task system. Check the original order, applicable terms, approval and posting evidence together. Export internal reference codes from the worksheet for the handoff. Browser edits clear on reload, and exported files belong in approved business storage.
BlueFinch customer loyalty has its own optional paid scope and activation requirements. This guide does not promise a native referral-credit module or an accounting integration. Review the available service against your program before adopting software. The public worksheet helps identify the missing evidence, while the actual credit decision stays in your established customer and accounting systems.
Sources for this section: BlueFinch: Customer loyalty terms and availability
Primary sources
BlueFinch last reviewed these sources on October 3, 2026. Payment rules and state requirements can change.
- FTC: Auto Repair Basics
- Google Maps: Prohibited and restricted content
- BlueFinch: Customer loyalty terms and availability
Use this page for general business information. It is not legal, tax, or accounting advice.