Software package

Vehicle inspection package

An inspection system built around the checklist: book a slot or a site visit, capture each item with a photograph on a phone, issue a referenced PDF report the same day, schedule the re-test and chase every defect until it is closed.

Custom build Concept demo

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Who it is for

Built for

A good fit

Inspection and test centres, fleet inspection teams and independent pre-purchase inspectors, from a sole inspector who wants professional reports up to a company with a dozen inspectors and fleet customers with hundreds of vehicles. Daily users are the manager who sets up templates, assigns inspectors and watches reports and defects, inspectors who capture findings on a phone in the yard, the office staff who book slots and issue reports, fleet customers who book in bulk and read their report library, and individual customers who book, pay and receive their report.

Not the right fit

It is not for a garage that only needs advisories on a job card, which is the workshop package, nor for a centre that wants a replacement for the official test terminal; and it does not certify anyone or anything.

The operational problem it solves

How it runs, step by step

Half past seven.

The manager opens the day: fourteen slot bookings at the centre and one site visit to a courier depot with eighteen vans, assigned to two inspectors who loaded the vehicle list onto their phones last night.
At the centre, the first customer arrives with a hatchback booked and paid online; the inspector opens the pre-purchase template, works through the sections, photographs the corroded rear subframe and marks it a fail with a note, marks two advisory items and passes the rest.
The report is generated with its reference as soon as he taps complete, and the office emails it to the buyer before the car has left the forecourt.

At the depot there is no signal in the yard.

The two inspectors work through eighteen vans against the courier's own template, photographing each tyre and each light, and the captures sync when they sit in the cab at lunch.
The courier's fleet manager sees eighteen reports appear in her library, with four fails raised as defects in her register.
At two, a customer whose van failed last week books its re-test from the link in his report; the centre's re-test window rule offers only the dates it allows.
At five the manager sees inspections completed per inspector, average time per template, reports issued, re-tests booked and outstanding, and the courier's defect register showing two of four fails already rectified with photographs uploaded by their own mechanic.

Features

What the package does

The package ships as modules that follow an inspection from booking to closed defect: templates and capture, reports and references, and the booking, re-test and fleet layer. Each module below lists what it does; the comparison table shows which package variant includes it.

Stock and inventory

Vehicle records with inspection historyEach vehicle is keyed by registration and carries the history of its inspections.
Inspector assignment and mobile captureAssign inspections to inspectors, who record findings on a mobile-friendly screen.

Forms and requests

Versioned inspection templatesBuild templates with sections and items, each recorded as pass, advisory or fail, and keep every version.

Documents and cases

Photographs and notes per itemAttach a photograph and a note to each item, with rules that require a photograph where you need one.
PDF report with unique referenceA PDF report carries a unique reference, the inspector name and the template version, and is emailed on completion.
Offline capture with syncInspectors capture findings without signal and sync them when back online.

Scheduling

Slot booking with online paymentCustomers book a slot at a location and pay online.
Re-test schedulingSchedule re-tests within the window rules you configure.
Site visit schedulingSchedule inspector visits to a customer site with the vehicle list loaded in advance.

Directory and reviews

Report search by reference and registrationFind a report by its reference or by vehicle registration.

Accounts and permissions

Fleet accounts with defect registerFleet customers book in bulk, keep a report library and have a defect register.

Roles and permissions

Who does what

Manager
- Create and version inspection templates with sections, items and photograph rules
- Assign inspectors to slots and site visits
- See inspections per inspector, reports issued, re-tests outstanding and defect status
- Manage fleet accounts, pricing per inspection type and user accounts
Inspector
- See the day's vehicles and templates on their phone
- Capture pass, advisory or fail per item with notes and photographs, offline where needed
- Complete and sign an inspection so the report is generated
- Add a vehicle found on site that was not on the list
Office
- Book slots and site visits by phone or from online requests
- Issue, resend and search reports by reference or registration
- Schedule re-tests within the window rules
- Take payments and raise fleet account invoices
Fleet customer
- Upload a vehicle list and book inspections in bulk by site and date
- See every report for their vehicles in one library
- Work the defect register and upload rectification evidence
- Download monthly defect and inspection summaries
Individual customer
- Book an inspection slot and pay online
- Receive the report by email with its reference
- Book a re-test from the report
- See past reports for their vehicle

Example screen

Concept demo

Concept demo of a vehicle inspection capture screen on a phone with outcome buttons, a photograph and an offline sync indicator.

The capture screen as the inspector sees it on a phone: the pre-purchase template's sections down the side, the current item showing pass, advisory and fail buttons, a required photograph slot already filled with the corroded subframe, a note field, and a sync indicator showing two inspections waiting to upload.

Scope and options

What is included and what is extra

In the base package

Vehicle record keyed by registration with inspection history
Versioned inspection templates with sections, items and pass, advisory or fail outcomes
Photograph and note per item with required-photograph rules
Inspector assignment and mobile-friendly capture
PDF report with unique reference, inspector name and template version, emailed on completion
Slot booking by location with online payment
Re-test scheduling within configurable window rules
Report search by reference and registration

Common add-ons

Offline capture with sync for inspectors without signal
Fleet accounts with bulk booking, report library and defect register
Site visit scheduling with vehicle lists loaded in advance

Needs custom work

Interface to an official inspection or test system where one is published
Customer-specific report branding and defect trend reporting per depot
Integration with a fleet management or accounting system

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

Runs on your own hosting or on hosting we manage; the choice is made in the proposal and can change later. You own the code and your data, including templates, reports, photographs and customer records, which can be exported at any time in standard formats. Nothing in the package stops a move to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates, monitoring of report generation, email delivery and sync, backups of reports and photographs with the retention you set, and a monthly window for small changes such as a template revision, a new location or a changed re-test window. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

Sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of templates and their complexity, whether offline capture and fleet accounts are included, photograph storage and retention, the payment provider and how many historic reports are migrated. The proposal states each line separately so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Business Software : quote for this variant

Vehicle record keyed by registration with inspection history
Versioned inspection templates with sections, items and pass, advisory or fail outcomes
Photograph and note per item with required-photograph rules
Inspector assignment and mobile-friendly capture

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

Can we change a checklist after reports have been issued?

Yes. Templates are versioned, so a change creates a new version for future inspections while every issued report keeps the version it was produced from. The report states which version was used.

Is the report really ready the same day?

The PDF is generated the moment the inspector completes and signs the inspection, provided the capture has synced. The office can hold reports for review before sending if you prefer, and the setting is per template.

How does a fleet customer book twenty vehicles?

With the fleet add-on, the customer uploads or selects a vehicle list, chooses a site and date range, and the office confirms inspector assignment. Each vehicle then has its own inspection and report in the customer's library.

What does the defect register do?

Every fail becomes a defect with the photograph and note. The fleet customer or your office records rectification with evidence, and the register shows open, closed and overdue defects per vehicle and per site.

Does it record the official test result?

Not automatically. The official test is done on the official system. The office can record the outcome and advisories against the vehicle by hand, and an interface can be scoped as custom work where the official system publishes one.

Is this a finished product I can see running?

Not yet. The readiness badge on this page shows the real state: the package is a custom build assembled from our forms, documents, bookings and multi-vendor modules for each inspection business, and the capture screen above is a labelled concept demo rather than a live client system. Needs beyond the listed options go through custom inspection development.

Get a quote for Vehicle inspection package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.