Back office for workshops and dealerships
Digital acceptances, parts ordering and job costing in one place. The technician stops writing on paper and the owner stops wondering what each job actually earned.
The problem
The acceptance form gets written on a carbon pad, half the time illegibly. The client's history sits in a notebook or an old invoice folder, and when the technician needs a part that is not on the shelf they phone three suppliers to find who has it. At month's end you know the total turnover but not which job made money and which lost it.
Worth considering if today
- Acceptances are handwritten and sometimes illegible
- Parts searches mean calling three suppliers by phone
- The client's history lives in a notebook or old invoices
- You know the monthly total but not the margin per job
What is included
Digital acceptance
Damage photos, the work requested and an estimate from the parts catalogue, all in one form the client signs on the phone.
Parts ordering
When a part is not in stock the system checks supplier availability and generates the order, with no phone call needed.
Approval over WhatsApp
The estimate reaches the client as a message with a yes or no button, and the reply lands back in the job card.
Job costing
Labour, parts and time tracked per job, so at month's end you know exactly what each one earned.
Client history
Every visit, every part and every estimate tied to the vehicle and the owner, visible in two taps.
What changes
The acceptance is legible and the client gets it in writing. Parts orders go out without a phone round, and at the end of the month you know what each job earned instead of just what the bank account says.
The nearest proof
This one does not have a public demo of its own yet, and I would rather say so. Below are the projects that demonstrate the parts it is made of: if a back office handles a diary, stock and products, the same back office can handle another diary and another stock. Look at those and judge from them.
Phases and timing
- Acceptance and catalogue1-2 weeks
We map the acceptance flow, the parts catalogue and the estimate structure.
- Build4-6 weeks
Job cards, approval path and costing. Tried on real jobs before the notebook disappears.
- Parts and history2-3 weeks
Supplier integration, parts ordering and the client history view.
In total5 to 8 weeks, depending on how many suppliers need connecting.
Practical details
What is not included, what it connects to and the frequent questions: the part worth reading before asking for a quote, opened with one tap.
What is not included
- Stock management and parts inventory beyond the job at hand
- Accounting and payroll, which stay with your accountant
What it connects to
- Tecdoc for the parts catalogue
- WhatsApp Business for client approval
- Your accounting software
- Google Calendar for delivery dates
- Supplier portals for availability
Frequent questions
Can I keep using the paper acceptance for walk-ins?
Yes. The digital form is the faster route, not the only one. Paper entries get entered by the front desk whenever needed.
What if a supplier is not connected?
The system generates a list to send by email or WhatsApp. The order still goes out, just through a different channel.
Is it worth it for a one-bay workshop?
Under twenty jobs a month the notebook still works and I will say so. It pays off when jobs pile up and you start losing track of who has been called about what.
Related solutions
Want this one, with your name on it?
A twenty-minute call and I'll tell you whether it makes sense for you, what I'd build and what it costs. You know the price before we start.