Automotive Workshop
Vehicle directory, rego and CTP reminders, digital inspections, service history and CSV import. Built for mechanics, panel beaters, tyre shops and auto electricians.
Articles
Add a customer vehicle
Every workshop record hangs off a vehicle, not a customer. Here is how to add one, find it again, and what the vehicle record holds.
Decode a VIN instead of typing the details
What the Decode VIN button fills in, the four answers it can come back with, and why a partial decode never gives you a model.
Log a service against a vehicle
Recording a service, correcting one you got wrong, updating the odometer on its own, and the extra fields that appear for an EV or hybrid.
Give an owner their service history
Issue a share link, email it, download the service-history PDF, and revoke or reissue the link when the car changes hands.
Put a vehicle on a quote or an invoice
Attach the car to the paperwork, including on an invoice that is already paid, and capture the odometer reading alongside it.
Bulk import vehicles from a spreadsheet
Load an existing customer-vehicle book from a CSV, check the preview, then commit. Common column names from other workshop systems are recognised automatically.
Work the service due list and send reminders
The overdue and due-soon worklist, sending one reminder or a batch, snoozing, and exactly what the automatic reminders do. Service reminders go by email only.
Set up registration renewal reminders
Record rego expiry per vehicle and we email and text the owner before it lapses. CTP dates are recorded and shown, but no reminder is sent about CTP.
Check whether a customer got their reminder
The reminder activity feed shows every automotive email and text we sent for you, what happened to it, and what to do about a failure.
Record roadworthy and pink slip certificates
Record a certificate per state with the right validity and result, print an evidence pack, raise a job off a failure, and remind the owner before it lapses.
Record tyre tread, and the compliance list
Logging tread depth per wheel is free on every vehicle. The workshop-wide at-risk list is a paid add-on. Here is the split, and what the numbers mean.
Run a pre-purchase inspection
Book the inspection, work the 76-item checklist with photos, send the buyer a report on a share link, and quote the rectification work. Paid add-on.
Track manufacturer warranty claims
Register a claim per manufacturer, follow submitted against approved against paid, and see which OEM is short-paying you. Paid add-on.
Track insurance repair claims
Insurer-paid smash, panel and glass work: the claim pipeline, days waiting on the assessor, assessed against actual hours and a monthly scorecard. Paid add-on.
Lemon watch: cars that keep coming back
Which vehicles have crossed the repeat-claim threshold, where the warning shows, and the daily digest.
Schedule the bays and hoists
Register your bays, put jobs on them, and work the day view, the dispatch board and the weekly utilisation heatmap. Paid add-on.
Run the loan and courtesy cars
The loaner directory, handing a car out and taking it back, per-car history, utilisation, and the automatic text to a customer who is late.
Mechanic productivity and certifications
Per-technician billable hours, utilisation and comeback rate (paid), and the free certification register that is not in your sidebar.
Chase approvals for extra work
The approvals board for job variations: what is pending now, your approval rate, how long customers take to answer, and the daily chase email.
Build the parts catalogue
Add the parts you use weekly with a cost and a markup so they price themselves on a job, then set stock levels and a supplier so low stock is visible.
Send purchase orders when a part runs low
Set a minimum level and a supplier email, and a purchase order goes out on its own, grouped one email per supplier.
Set up the capped-price service menu
Put from-prices on your public booking page so a customer searching for a price finds yours. Free app, with three conditions before the menu appears.
Set your workshop labour rate
The per-hour rate that pre-fills new jobs and invoices. Set it once so quotes stay consistent, and override it per job when the work calls for it.
Workshop settings beyond the labour rate
Default service intervals, workshop specialisation, monthly targets, and the owner-only choices about what prints on a customer service record.
Your workshop day
The workshop dashboard, the Today briefing, the first-hour setup checklist, and how to reach the two screens that are not in your sidebar.
Paid workshop apps and what you keep
The six add-ons that are really gated and what they cost, the two bundles that include them, the free ones, and exactly what you keep if a subscription lapses.
The EV service fields
What appears on the service log for an electric, plug-in hybrid or hybrid vehicle, and how to make sure it appears at all.
The fleet customer portal
The fleet portal cannot be set up from your dashboard today. Here is what is actually there, and what to use for fleet customers in the meantime.
Frequently asked questions
The registration plate. Everything else, the VIN, make, model, year, colour, odometer, owner and rego expiry, is optional and can be filled in later. Go to Vehicles, then Add vehicle. Service history, rego reminders and inspections all hang off the vehicle record, so adding it first saves re-keying the same details three times.
Three times per vehicle: 30 days, 14 days and 3 days before the expiry date on the record. They go by SMS and email to the owner contact on the vehicle. Record the rego expiry and the CTP expiry on the vehicle and the reminders schedule themselves. The article "Set up the Rego and CTP Reminder Workflow" walks through it.
Yes, through a CSV import. Go to Vehicles, then Bulk Import, and paste the rows or upload the file. Headers are matched automatically against the names that common exports use, so the file usually needs no hand-editing first. Registration is the only required column. Up to 2,000 rows per import, and a row whose rego already exists on your account is skipped rather than overwritten.
In one place, once. New automotive jobs and invoices then fill the per-hour rate in from there, so a quote written on Friday uses the same rate as one written on Monday. The article "Set your workshop labour rate" shows where it lives and what it flows into.
Yes. The fleet customer portal gives a fleet account a self-serve view of its service history and rego alerts, and lets it book the next service online. That is the phone call asking when a ute was last serviced, answered without you. See "Fleet Customer Portal setup and rollout".
Related help categories
Looking for what it does rather than how to use it? OneBookPlus for mechanics and workshops.