Software package

Workshop management package

A garage system built around the job card: book the car against a ramp and a technician, record findings with photographs, send an estimate the customer approves line by line on their phone, allocate parts, invoice the authorised lines and remind them when the next service is due.

Custom build Concept demo

Get a quote for this package

Who it is for

Built for

A good fit

Independent garages, specialist repairers and small body shops from a two-ramp workshop with one adviser up to a site with eight or ten ramps, several technicians and a parts counter. Daily users are the service adviser who books in, builds estimates and talks to customers, technicians who record findings and progress on a tablet, the workshop manager who runs the ramp diary and watches jobs waiting on parts or authorisation, the owner who wants to see billed hours, declined work and reminders due, and customers who authorise work and get told when the car is ready.

Not the right fit

It is not for a mobile mechanic with no fixed bays, for a fast-fit chain that works from a fixed menu without estimates, or for a dealership workshop tied to a manufacturer system; and it does not run the official test itself or replace diagnostic software.

The operational problem it solves

How it runs, step by step

Quarter to eight.

The adviser opens the ramp diary: four ramps, three technicians, nine cars due in today with their requested work already on the job cards from booking.
A hatchback arrives for "knocking from the front and a service"; its history shows a rear pad advisory declined last year, so she adds it to the inspection list.
At nine the technician on ramp two opens the job on the tablet, records worn front drop links with a photograph, a split CV boot and rear pads at the limit, and marks the inspection complete.
The adviser prices three lines, attaches the technician's photographs and sends the authorisation link.

The customer opens it on her phone in a meeting, approves the drop links and the boot, declines the pads, and confirms.

The job card shows two lines authorised at 09:41, one declined, and the parts module raises an order to the factor for the two parts, which arrive at eleven and are allocated to the job.
The technician fits them; the manager sees the job move to complete and the car move to the waiting-for-collection bay.
The customer receives a ready message with the invoice, built from the authorised lines only, and pays online before she arrives.
At five the owner sees hours billed against hours clocked, parts margin, the courtesy car due back tomorrow, and the twenty-six reminders that will go out next week for services and tests falling due by date or mileage, including the declined pads flagged for the next visit.

Features

What the package does

The package ships as modules that follow a job from booking in to the reminder: vehicles, customers and history; the job card, diary and authorisation engine; and the parts, invoicing and reminder layer. Each module below lists what it does; the comparison table shows which package variant includes it.

Clients and records

Vehicle records with service historyEach vehicle is keyed by registration, linked to its customer, with the full service history in one place.
Service and test remindersRemind customers when a service or test is due, by date or mileage.

Stock and inventory

Job cards with findings and photographsJob cards hold the requested work and the technician findings with photographs, and move through a status flow.
Parts ordered and allocated per jobOrder parts and allocate them to a job, with status visible on the job card.
Parts stock with reorder levelsTrack parts on the shelf and set reorder levels.

Scheduling

Workshop diary with ramps and techniciansA diary that treats ramps and technicians as capacity, so jobs are not booked beyond what the workshop can do.
Online booking requestCustomers request a booking online for their vehicle and the work they need.

Billing and payments

Estimates authorised line by lineParts and labour estimates are sent to the customer, who authorises each line on their phone.
Invoice on completion with online paymentCreate the invoice from the authorised lines when the job completes, payable online.

Portal and access

Collection and courtesy car statusCustomers see when their vehicle is ready for collection and the status of any courtesy car.
Technician clocking and hours reportingClock technicians onto jobs and report hours billed against hours clocked.
Vehicle-data lookup on registrationFill vehicle details from a vehicle-data provider when you enter the registration.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Vehicle records with service history	Included	Included
Job cards with findings and photographs	Not in this variant	Included
Workshop diary with ramps and technicians	Not in this variant	Included
Online booking request	Optional	Included
Estimates authorised line by line	Not in this variant	Included
Parts ordered and allocated per job	Not in this variant	Included
Collection and courtesy car status	Not in this variant	Included
Invoice on completion with online payment	Not in this variant	Included
Service and test reminders	Optional	Included
Technician clocking and hours reporting	Not in this variant	Optional
Parts stock with reorder levels	Not in this variant	Optional
Vehicle-data lookup on registration	Not in this variant	Optional

Roles and permissions

Who does what

Owner
- See hours billed against clocked, parts margin, declined work and reminders due
- Set labour rates, mark-up rules and invoice numbering
- Manage user accounts, ramps and courtesy cars
- Export records for the accountant
Workshop manager
- Run the ramp and technician diary and move jobs between ramps
- See jobs waiting on parts, authorisation or collection
- Allocate courtesy cars and track their return
- Approve estimate changes after authorisation
Service adviser
- Book vehicles in with requested work against a ramp and technician
- Build estimates from findings and send authorisation links
- Order parts for a job and see their status
- Produce invoices, take payment and send ready-for-collection messages
Technician
- See their jobs for the day on a tablet
- Record findings with photographs and mark inspection complete
- Clock on and off job lines
- Mark work complete and flag anything found during repair
Customer
- Book a service or describe a fault online
- Approve or decline estimate lines on their phone
- See the job status, invoice and service history for their vehicle
- Pay online and receive service and test reminders

Example screen

Concept demo

Concept demo of a workshop job card showing findings with photographs, line-by-line customer authorisation and parts status.

The job card as the adviser sees it: the hatchback's requested work and last year's declined advisory at the top, the technician's three findings with photographs, the estimate with two lines marked authorised at 09:41 and one declined, the parts order status and the job's position on ramp two.

Scope and options

What is included and what is extra

In the base package

Vehicle record keyed by registration with linked customer and full service history
Job cards with requested work, findings with photographs and a status flow
Workshop diary with ramps and technicians as capacity
Parts and labour estimates authorised line by line by the customer on their phone
Parts ordered and allocated per job with status on the job card
Collection and courtesy car status
Invoice on completion from authorised lines, with online payment
Service and test reminders by date or mileage

Common add-ons

Technician clocking and hours billed against hours clocked reporting
Parts stock on the shelf with reorder levels
Vehicle-data provider lookup on registration

Needs custom work

Insurer or fleet account work with split invoicing and stage photographs
Paint booth or multi-stage bay capacity for body shops
Integration with a specific accounting system, factor portal or official test interface

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 customer and vehicle records, job cards, photographs and invoices, 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 reminder sends, authorisation links and payment callbacks, backups of job cards and photographs, and a monthly window for small changes such as a new labour rate, a new ramp or a changed reminder wording. 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 ramps and technicians, whether parts stock and clocking are included, the payment provider, any vehicle-data lookup, and how much customer, vehicle and history data is migrated. The proposal states each line separately so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Vehicle record keyed by registration with linked customer and full service history
Job cards with requested work, findings with photographs and a status flow
Workshop diary with ramps and technicians as capacity
Parts and labour estimates authorised line by line by the customer on their phone

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

What if the customer does not answer the authorisation link?

The job card shows the estimate as awaiting authorisation with the time it was sent, the adviser can resend or record a verbal approval with a note, and the manager's view lists every job waiting on a customer so ramp time is not lost quietly.

Can the technician add something found during the repair?

Yes. A new finding on an authorised job creates a supplementary estimate line that goes to the customer the same way; work on it does not start until it is approved, and the invoice shows the original and supplementary lines separately.

How do service reminders work?

Each vehicle carries its next service and test due dates and, where recorded, a mileage interval. Reminders are generated in advance by the rules you set, sent by text or email, and include any work declined last time. The adviser sees who was reminded and who booked.

Does it track parts on the shelf?

The base package tracks parts ordered for a job. With the stock add-on, shelf stock is counted, allocated to jobs as they are used and reordered at the levels you set, with the margin reported to the owner.

Can customers book online?

Yes. A customer enters the registration, chooses a service type or describes a fault and picks a day with ramp capacity. The adviser confirms the booking and the requested work is already on the job card when the car arrives.

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 orders, forms, capacity and inventory modules for each workshop, and the job card above is a labelled concept demo rather than a live client system. Needs beyond the listed options go through custom workshop development.

Get a quote for Workshop management 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.