How it works

One job, start to finish, on one record.

Twelve steps. For each one: what the mechanic does, what the customer sees, and what the system records. Nothing is typed twice, because every step writes to the same job.

Booking → Check-in → Inspection → Estimate → Customer approval → Repair Order → Work → Quality check → Invoice → Payment → Recommendation → Repeat booking

Where the customer sees something, today it is by link. The Customer Portal and the Staff app that show the same things on a screen are in development.

Step 01 · the customer acts

Booking

The mechanic

Confirms the requested time or proposes another. Working hours, service durations and double-booking protection are checked for them.

The customer sees

A booking form on the shop's own website, then a confirmation with the time and the service. The form is the WordPress plugin, which is in development.

The system records

Customer and vehicle, matched to an existing record or created, never merged on a guess. The appointment, the lead source (landing page, referrer, UTM, click ID) and the consent given.

Step 02

Check-in

The mechanic

Claims the job on the phone, records the mileage and takes the keys. Another mechanic cannot claim the same job by accident.

The customer sees

A note on the job that the car has arrived.

The system records

Check-in time, mileage, the responsible mechanic. The job moves to Checked in.

Step 03

Inspection

The mechanic

Walks the vehicle with the phone: each finding gets an urgency (critical, soon, maintenance, optional), photos and a plain-language explanation the customer will read.

The customer sees

Nothing yet. Findings are shown with the estimate, with the photos.

The system records

The inspection and every finding, attached to the vehicle's history and ready to become estimate lines.

Step 04

Estimate

The mechanic

Turns findings into labour and parts lines, adds tax, discount and a deposit if needed, sets an expiry and sends it by link.

The customer sees

The estimate by link, on their phone, by email or SMS according to the consent they gave.

The system records

The estimate version and every line. Sending needs a reachable channel; an estimate above the mechanic's approval threshold waits for the owner.

Step 05 · the customer acts

Customer approval

The mechanic

Waits. Or records the decision if the customer gave it at the counter or on the phone.

The customer sees

Each line with its explanation and photos. Approve or decline line by line, pay a deposit if one is required.

The system records

The decision per line, when and by whom. Declined lines are kept as recommendations. An expired estimate is flagged to revise or re-send.

Step 06

Repair Order

The mechanic

Starts the work. The repair order is built from the approved lines only.

The customer sees

That work has started.

The system records

The repair order with its tasks, the responsible mechanic and anyone assisting.

Step 07

Work

The mechanic

Works through the tasks with a timer, adds parts, notes and photos. Puts the job on hold if parts are late, with a reason.

The customer sees

Progress, and any photo the mechanic marks as customer-visible.

The system records

Actual labour time, materials, the timeline of the job, and any hold and its reason.

Step 08

Quality check

The mechanic

Runs the checklist, in the bay or at the counter. Pass, or fail with a reason.

The customer sees

Nothing yet.

The system records

Every checklist answer. A failed check sends the job back to work.

Step 09

Invoice

The mechanic

Generates the invoice from the closed repair order. No re-typing.

The customer sees

The invoice by link, with the photos, as a PDF.

The system records

The invoice number, totals recomputed from the repair order, the PDF.

Step 10 · the customer acts

Payment

The mechanic

Records a cash or card payment at the counter, in part or in full. Releases the vehicle, or holds it if the balance is open and the owner has said so.

The customer sees

Pays part or all of the balance and gets a receipt. Online payment through the Customer Portal is in development.

The system records

Every payment against the balance. For online payments the provider's confirmation is the truth, not the browser. The job completes when the balance is zero.

Step 11 · the customer acts

Recommendation

The mechanic

Nothing to type. Declined lines and non-critical findings become recommendations on the vehicle. Adds a due date or mileage if useful.

The customer sees

What was recommended, why, and when it is due, kept with the vehicle.

The system records

Each recommendation with urgency, due date or mileage and status. Follow-up messages are scheduled within the consent given.

Step 12 · the customer acts

Repeat booking

The mechanic

Watches the reminder go out on its own, or books the next visit from the record while the customer is still at the counter.

The customer sees

A reminder when the recommendation is due, and a way to book it.

The system records

A new appointment on the same customer and vehicle, with the whole history intact.

01 Booking

The mechanic

Confirms the requested time or proposes another. Working hours, service durations and double-booking protection are checked for them.

The customer sees

A booking form on the shop's own website, then a confirmation with the time and the service. The form is the WordPress plugin, which is in development.

The system records

Customer and vehicle, matched to an existing record or created, never merged on a guess. The appointment, the lead source (landing page, referrer, UTM, click ID) and the consent given.

02 Check-in

The mechanic

Claims the job on the phone, records the mileage and takes the keys. Another mechanic cannot claim the same job by accident.

The customer sees

A note on the job that the car has arrived.

The system records

Check-in time, mileage, the responsible mechanic. The job moves to Checked in.

03 Inspection

The mechanic

Walks the vehicle with the phone: each finding gets an urgency (critical, soon, maintenance, optional), photos and a plain-language explanation the customer will read.

The customer sees

Nothing yet. Findings are shown with the estimate, with the photos.

The system records

The inspection and every finding, attached to the vehicle's history and ready to become estimate lines.

04 Estimate

The mechanic

Turns findings into labour and parts lines, adds tax, discount and a deposit if needed, sets an expiry and sends it by link.

The customer sees

The estimate by link, on their phone, by email or SMS according to the consent they gave.

The system records

The estimate version and every line. Sending needs a reachable channel; an estimate above the mechanic's approval threshold waits for the owner.

05 Customer approval

The mechanic

Waits. Or records the decision if the customer gave it at the counter or on the phone.

The customer sees

Each line with its explanation and photos. Approve or decline line by line, pay a deposit if one is required.

The system records

The decision per line, when and by whom. Declined lines are kept as recommendations. An expired estimate is flagged to revise or re-send.

06 Repair Order

The mechanic

Starts the work. The repair order is built from the approved lines only.

The customer sees

That work has started.

The system records

The repair order with its tasks, the responsible mechanic and anyone assisting.

07 Work

The mechanic

Works through the tasks with a timer, adds parts, notes and photos. Puts the job on hold if parts are late, with a reason.

The customer sees

Progress, and any photo the mechanic marks as customer-visible.

The system records

Actual labour time, materials, the timeline of the job, and any hold and its reason.

08 Quality check

The mechanic

Runs the checklist, in the bay or at the counter. Pass, or fail with a reason.

The customer sees

Nothing yet.

The system records

Every checklist answer. A failed check sends the job back to work.

09 Invoice

The mechanic

Generates the invoice from the closed repair order. No re-typing.

The customer sees

The invoice by link, with the photos, as a PDF.

The system records

The invoice number, totals recomputed from the repair order, the PDF.

10 Payment

The mechanic

Records a cash or card payment at the counter, in part or in full. Releases the vehicle, or holds it if the balance is open and the owner has said so.

The customer sees

Pays part or all of the balance and gets a receipt. Online payment through the Customer Portal is in development.

The system records

Every payment against the balance. For online payments the provider's confirmation is the truth, not the browser. The job completes when the balance is zero.

11 Recommendation

The mechanic

Nothing to type. Declined lines and non-critical findings become recommendations on the vehicle. Adds a due date or mileage if useful.

The customer sees

What was recommended, why, and when it is due, kept with the vehicle.

The system records

Each recommendation with urgency, due date or mileage and status. Follow-up messages are scheduled within the consent given.

12 Repeat booking

The mechanic

Watches the reminder go out on its own, or books the next visit from the record while the customer is still at the counter.

The customer sees

A reminder when the recommendation is due, and a way to book it.

The system records

A new appointment on the same customer and vehicle, with the whole history intact.

That's the whole job.

Twelve steps, one record, no service advisor. See what each step needs on the Features page, or ask us to walk through it with your own shop in mind.

Request a demo See the features