The customer left and never came back
He was not upset — he forgot. He remembered the oil on the road and drove where someone reminded him first.
Cloud workshop management system
The whole workshop on one screen — from the call to handover
Online booking, interactive check-in, work orders, the shop floor, stock and parts, seasonal tyre storage, handover and warranty. Customers come back not because you remembered them, but because the system reminded them in time.
The system is in development. Here is what it does — and we are onboarding the first workshops now.
One app for every workplaceAdvisor · Foreman · Technician · Stock · Cash deskReal mileage from the AvtoNote app — with the owner’s consentRussian and English
Sound familiar?
This is not about bad mechanics. It is about records living in a notebook, in chat messages and in the advisor’s head.
A bay stands idle with bookings on the list
One customer never showed up, another came late, and the lift is empty half the day.
A part vanished
Taken from stock, never added to the work order. The shortfall shows up a month later at stocktaking.
The total changed by itself
The advisor gave a discount, the foreman added a job, and the customer saw a third number.
—
A visit from end to end
Every step below is a screen in the system, not a line in a procedure on the wall.
Enquirycall, website, reminder, link from AvtoNote
Bookingservice, time, bay, confirmation to the customer
Check-ininspection, photos, contents, signature
Work orderjobs, parts, total agreed with the customer
Shop floorassigned to a technician, time logged
Stockparts reserved and issued to the bay
Quality checkwork accepted by the foreman, wash
Handoverpayment, receipt, warranty card
Returnreminder for the next service
What the system does
Full workshop records: not separate modules you have to wire together by hand, but one path of the car from booking to handover.
00
Workplaces and a single app
One app is installed, people sign in as employees, and the start screen and available actions depend on the role. Separate apps per role make no sense: in a three-bay workshop one person is both advisor and foreman, and an update has to reach everyone at once.
| Workplace | Who | Device | What matters on screen |
|---|---|---|---|
| Reception | service advisor | tablet, desk | today’s bookings, check-in, approvals, call list |
| Shop floor | foreman | large screen | board of bays and technicians, job assignment |
| Technician | technician | phone, shop terminal | my jobs, start and finish, parts requests |
| Stock | storekeeper | phone with scanner, PC | issue to the bay, goods in, reservations, stocktaking |
| Cash desk | cashier, advisor | PC, tablet | payment, receipt, handover of the car |
| Manager | owner, manager | PC, phone | workload, revenue, productivity, stock levels |
Works on tablets and phones, large tap targets (a technician wears gloves), camera capture, barcode scanning, two languages. Nothing to install from an app store: the system opens at an address and can be pinned to a tablet as an app.
01
Customers and vehicles
Customer
- Private person or company, phone numbers, preferred way to get in touch
- Company details, contract, payment terms, credit limit, contacts
- Consents: personal data, marketing messages
- Labels and blacklist: bad payer, disputed, regular
Vehicle
- Plate, VIN, make, model, year, body, engine, gearbox, paint code
- Several cars per customer, change of owner with the history kept
- Company fleet as a list
Mileage — only with a source
- Reading: taken at check-in or received from AvtoNote
- Estimate: a calculated «roughly now», always marked as such
- An estimate never replaces a reading — neither in the record nor in the call list
History
- Every work order, job, part, recommendation and warranty case
- Photos from check-ins and jobs
- Search by plate, VIN, phone or surname — on the server
02
Online booking
For the customer
- A widget on the workshop website and a booking page of its own
- Choice of service, branch, date and a free slot
- A rough estimate of price and duration
- Confirmation and a reminder the day before and an hour ahead
- Reschedule and cancel by link — the slot frees itself
For the workshop
- Free time is calculated from real bay load, not from an abstract grid
- Booking by phone from the customer record and straight from the call list
- Waiting list for a busy slot
- The source of every booking is visible: website, call, reminder, AvtoNote
- No-show flag and a no-show counter per customer
03
Schedule and bay load
The board
Day, week, month: bays down the side, time across. Drag a booking between bays and times, change its duration.
Bays and equipment
Lift, pit, tyre bay, alignment, diagnostics, paint booth, wash. A job only goes on a bay where it can actually be done.
People and time
Technician shifts, branch opening hours, days off and lunch. You can see how many labour hours are sold for the day and how many are still free.
Emergency arrival
A customer on a tow truck is squeezed into the schedule — and the system shows exactly what moves because of it.
04
Interactive vehicle check-in
A step-by-step inspection on a tablet. The result is a handover report signed by the customer: it is sent to them as a link and stays attached to the work order.
The car
- Plate or VIN — the record and the whole history at once
- Mileage reading and fuel level
- Quick creation of a new vehicle
Body condition
- Body diagram: mark damage by tapping the spot
- Type and size: chip, scratch, dent, corrosion
- A photo for every mark
- Walk-around capture with angle prompts, interior and dashboard
Contents
- Spare wheel, jack, wheel key, first aid kit, extinguisher, warning triangle
- Mats, head unit, second key, documents
- Personal belongings in the cabin
The customer’s words and consents
- Reported faults word for word, in a field of their own
- Consents: test drive, moving the car, keeping it overnight
- A preliminary estimate and a date
- Signature with a finger on the tablet; a check-in without the customer is flagged
- Courtesy car handover
05
The work order
The central document. The server does the arithmetic, money is stored in the smallest currency unit, a closed document is frozen, and a discrepancy is handled by a correction — not by editing history.
States
Draft → agreed → in progress → waiting for parts → ready for handover → handed over and paid → closed. Separately: customer refusal and warranty return.
Lines
- Jobs: service, labour hours, rate, technician, discount
- Parts and materials: from stock, on order, or supplied by the customer
- A customer’s own part is flagged: no warranty, nothing written off stock
Approving extra work
The foreman added a line — the customer receives the list and the total. The answer is recorded with date and time, and until they agree the job is not assigned.
Recommendations
Found it, the customer put it off. It stays in the vehicle record and lands in the call list next time round.
Discounts
Manual with a reason, by loyalty, by company contract. A discount above the threshold needs the manager’s approval.
Documents and log
Work order, completion certificate, invoice, delivery note, warranty card. Every change carries an author and a time.
06
Shop floor: assigning work
Two ways to hand out work
- Assignment: the foreman puts a job on a technician and a bay
- Open board: a technician takes a job himself — but only within his qualification and his bay
- The mode is a branch setting
The technician’s screen
- My jobs and what is next
- The customer’s complaint word for word and the car’s history
- Parts requested from stock straight from the job
- Photo report: the removed part, instrument readings
Time
- Started, paused, finished
- Reason for the pause: waiting for a part, for approval, for a bay
- Actual time against labour hours — the basis for pay and for honest norms
Qualifications and handover
- Permits: engine, electrics, body, tyres, alignment
- Passing a job to another technician at shift change — both stay in the pay calculation
- Quality check by the foreman against a checklist before handover
07
Stock
Catalogue
- Part number, brand, fitment, alternatives, barcode, storage location
- Several stores and zones: main, workshop floor, faulty, return to supplier
Movements
- Goods in by delivery note: price, batch, shelf life
- Reservation for a work order — the part leaves the shelf for sale
- Issue to the bay against a work order, confirmed by the technician
- Return of unused parts with a reason
- Transfer between branches
Consumables and bulk liquids
Gloves, rags, cleaner, paint materials, oils and fluids from a drum — written off by the norm for the job or by actual volume.
Control
- Stocktaking: discrepancies as a separate document, never by quietly adjusting the balance
- Minimum level and a purchase request
- Turnover and dead stock: how much money is lying idle
08
Buying parts
Selection
A request from the work order, selection by VIN and model through catalogues, search for alternatives.
Suppliers
Price requests, comparison by price and lead time, the order itself, expected date, partial delivery, returns of faulty or wrong parts.
Money
Customer prepayment for a part on order, settlements with suppliers, reconciliation.
A missed date
The work order moves to «waiting for parts», and the advisor sees it on the working screen — the customer is warned before they call themselves.
09
Selling parts and materials
Retail
A sale without repair as a document of its own: selection by catalogue and stock, receipt, returns as the law requires.
Prices
Cost and markup by category, personal prices for companies, promotions, a reservation for a customer with an expiry date.
A shelf view for the advisor
What is in stock right now and what is on its way — so the advisor can answer without leaving the conversation.
10
Seasonal tyre storage
Taking a set in
- Contract: term, tariff, conditions
- The set: type, size, brand, DOT, tread left on every wheel
- Rims and caps, photos, damage noted
- Location: store, rack, cell; a barcode label
Storage and money
- Paid once for the season or monthly, the debt is visible in the record
- Extension, overdue storage, an unclaimed set
- A map of how full the store is and stocktaking of cells
Back at the change of season
The invitation goes out early and the booking is made straight from the reminder. Handover means checking against the photos and a customer signature.
11
Body repair and insurance
Estimate
Damage, jobs, parts, materials and coefficients. Insurer referral, claim number, limit and approval.
Hidden damage
A report after stripping down and a second approval — before the work continues.
Stages
Strip-down, panel beating, preparation, painting, drying, assembly, polishing — each with its own person and time.
Materials and photos
Colour matched by paint code, paint consumption per car, photos at every stage for the insurer and the customer.
12
Handover and payment
Before handover
- Work accepted by the foreman, parts written off, documents ready
- The wash as part of the process
- Contents checked against the check-in report and signed by the customer
Payment
- Cash, card, bank transfer for a company, prepayment offset
- Split payment between payers: the customer and the insurer
- Cash shift and receipt; returns as the law requires
Afterwards
- Warranty card: term and mileage for jobs and for parts
- A short survey about the visit, by link
- The next due date goes straight into reminders
13
Warranty and complaints
The claim
Raised with a link to the earlier work order — the whole history of that job and its parts is already at hand.
The review
A warranty case or not, the decision, who is responsible and what is at fault: the technician, the part or the supplier.
What it costs
A repeat repair at no charge to the customer, but with the cost recorded. Report: how many cars came back, whose fault it was and what it cost.
14
Reminders and the call list
This is what all that history is for. Every line shows what it is based on — otherwise the call turns into «we have not seen you in a while».
| Reason | Where it comes from |
|---|---|
| A scheduled service is due | the workshop’s own job history and mileage |
| A postponed recommendation | the previous visit: found it, the customer declined |
| Tyre season | the storage contract for the set |
| Mileage from AvtoNote | the owner granted access — a real reading, not an estimate |
| A document expiring | only if the customer told you themselves |
| Long time no see | the last visit was earlier than your chosen cut-off |
The result of the call is recorded: booked, call back, declined, no answer. An opt-out is respected. Channels: push into the customer’s app, a message, an email, an SMS.
16
People, pay and access
Employees
Position, role, qualifications, branch, shift plan, timesheet.
Permissions
Who sees purchase prices, who may grant a discount, who closes a document, who sees revenue. An employee works in their branch, a manager sees them all.
Technician pay
Base salary, a share of labour hours, a share of parts sold, bonus, deductions for warranty returns.
Productivity
Labour hours sold against hours worked — per technician and per shop.
17
Reports and analytics
Money
- Revenue by day and by branch
- Labour and parts separately
- Average invoice and what it consists of
- Share of additional work
Workload
- Bay occupancy and utilisation
- Labour hours sold against hours available
Customers
- New, returning, lost
- Conversion: enquiry → booking → arrival → work order
- Reminder performance: how many went out, how much came back
Stock and people
- Stock levels, turnover, dead stock, ABC analysis
- Technicians: productivity, time against the norm, returns
18
Reference data and setup
Branch
Bays and equipment, opening hours, company details, print templates.
Labour price list
Service, labour hours, rate, category. Several price lists: retail, companies, insurers.
Job packages
«The 15k service for this model» — a set of jobs and parts in one line, together with time norms per model.
Reference data
Makes and models, tyres, suppliers, part categories, notification texts in both languages.
19
Integrations
Telephony
The customer record pops up on an incoming call, the recording is attached to the enquiry.
Messaging
SMS and messengers: confirmations, reminders, approval of extra work.
Money
Online till and card payments, export of documents to accounting.
Parts
Selection catalogues and supplier price lists.
Your website
An online booking widget on your own page.
AvtoNote
Exchange with the car owner’s app — with their consent.
15
The link to the AvtoNote appExchange with the car owner’s app
AvtoNote is our app for drivers. The customer keeps fuel and expenses in it, and with their consent opens the car’s data to you: the mileage you see is real, not remembered. The owner can close that access whenever they like, without a word to the workshop.
The workshop sees
- The car’s mileage
- The date and content of recent work
- Upcoming scheduled services
The workshop does not see
- Expense and fuel amounts
- The customer’s other cars
- Personal notes
- Contact details without consent
Back to the customer
With the customer’s consent the system sends completed jobs and recommendations into their app: the owner keeps a complete history of the car, and your workshop is visible in it.
A visit by public link
The owner puts a visit together in the app — complaints, wishes, mileage — and sends the advisor a single link. The advisor opens it without signing in, sees only what was shared, and replies with an estimate and a date. For the workshop it is a new enquiry: a provisional booking is created from that link.
The two systems share no common database: they exchange only what the person agreed to share. Privacy rests on how the product is built, not on staff discipline.
20
The service advisor’s working screen
The screen the day starts from. It is not a «list of work orders» but an answer to two questions: what am I busy with today, and who do I have to call.
Today
08:30A 123 BV · Toyota Camry15k service · Ivanovin progress
09:00O 456 RT · Kia RioBrake pads · Petrovano show
10:00E 777 KK · VW TiguanSuspension diagnosticsexpected
11:30X 090 AA · Lada VestaTyre change · set from storageexpected
—S 321 MN · Skoda OctaviaWaiting: cambelt replacement, 18 400 ₽ · 40 minapproval
—T 555 OR · Hyundai SolarisWheel bearing on its way, arrives tomorrowwaiting for a part
—K 808 UU · Renault DusterWork accepted, the customer does not know yetready for handover
To call
Sidorov · Mazda CX-5Oil change: 14 800 of 15 000 kmsource: AvtoNote, read yesterday
Kuznetsova · Ford FocusPostponed last visit: anti-roll bar linkssource: recommendation of 12 March
Morozov · Nissan X-TrailSeason: set in storage, rack B-14source: storage contract
Belov · Toyota RAV462 300 km at the visit (4 months ago), estimate ~70 000source: an estimate — promise the customer nothing
Gromov · Chevrolet NivaNot seen for 14 monthssource: last visit
Free slots
Today: bay 2 from 14:00, bay 4 from 17:00
Tomorrow: bay 1 from 09:00, bay 3 after 15:00
A reading and an estimate never mix
Mileage is shown on two different lines. You do not promise a due date from an estimate: someone told «you are at 15 000» when he is at 8 000 stops picking up the phone.
Act straight from the line
Call, message and booking into a free slot all happen right from the call list, without leaving the screen and losing the customer mid-conversation.
AvtoNote customers stand out
They have real current mileage and upcoming services — the most accurate lines on the list. The moment the owner revokes access, the data disappears from the screen.
Money in plain sight
Cars handed over with an unpaid balance sit in a block of their own, so the debt does not surface at the end of the month.
How to start
We take the first workshops through it ourselves: we set things up, train people and fix things as we go. This is not «here is your login, good luck».
RequestWe get in touch and look at how your workshop works
SetupBranch, bays, staff, labour prices, import of customers and vehicles
First weekThe advisor works on a tablet, technicians log time, we are next to you
ThenStock and customer reminders — what the whole thing was counted for
What we need from the workshop
A tablet at reception and a phone for every technician.
Your labour price list and the list of bays — in any form, a spreadsheet will do.
One person responsible for the rollout who can make decisions for the workshop.
Questions
What happens to our data?
The workshop’s data belongs to the workshop. You can export it at any time, and you configure staff access yourself.
What if the internet goes down?
The system works online: the server calculates totals and stock levels, and we will not promise offline work where document money is concerned. A form already open survives a short drop.
Do we have to install software on the computers?
No. The system opens at an address in the browser and can be pinned to a tablet as an app. Updates reach everyone at once.
We have two branches. Are those two systems?
No, branches live in one system: an employee sees their own, a manager sees them all.
What does it cost?
We are taking on the first workshops now and agree terms individually. Leave a request and we will explain, with no obligation.
Do customers have to install the app?
No. The system works without it. The owner’s app gives you real mileage and a reason to call — but only if the customer opens that access themselves.
Request a demo
We will get in touch, show you the system and talk about what your workshop actually needs.