Job card software for vehicle workshops

What goes on a digital workshop job card

Each job card is linked to a customer and a vehicle, so nothing has to be written twice. It holds everything the workshop needs to do the job and bill for it:

• Vehicle details: plate number, make, model, chassis number (VIN) and odometer reading
• Fuel level, the customer's complaint and any requests at drop-off
• Photos of damage or the general condition of the vehicle
• Parts and labour lines with tax rate and discount
• Assigned technicians, logged working time and internal notes

Vehicle check-in at the desk or on a phone

At reception, type the plate: a returning vehicle brings up its owner and past jobs, and a new one is registered in a few fields. With the mobile app, the service advisor can walk round the car, scan the VIN barcode, take photos with the phone camera and open the job card on the spot. A vehicle intake form with mileage, fuel level and handover conditions can be printed for the customer to sign, which settles any later question about a scratch that was already there.

Status tracking everyone can trust

Every job card is in one clear status: Quote, In Service, Completed, Delivered or Cancelled. Moves between statuses follow fixed rules, so a delivered job cannot be reopened by mistake, and cancelling a job reverses its stock and customer account entries. The In Service list shows every vehicle currently in the workshop, and technicians get a notification in the mobile app when a job is assigned to them. The question of whether a car is finished is answered on screen instead of across the workshop floor.

Customer approval link with signature

Once the quote is ready, send the customer an approval link by SMS or WhatsApp, or copy it into any message. The customer opens it on their phone, reviews the lines and the total, and approves with a signature or declines. The decision, the name and the signature are stored on the job card, and the link stops working after its expiry date. Token links are stored only as secure hashes and personal details on public pages are masked.

After the job: payment, history and reminders

When the work is done, record the payment in cash, by card, bank transfer or cheque, or leave it on the customer's account. The finished job card becomes part of the vehicle's history, which you can search by plate at any time. You can create a service reminder with a due date, and a target mileage can be stored with it as a reference for the next visit. If you want, a vehicle's service history can also be shared with a private QR link, with you choosing which details are shown.