Vehicles
Customer vehicles with their full visit history, found by plate or VIN
Keep every customer vehicle once, with its owner, plate, VIN, brand, model, year, fuel and odometer unit. Every visit, reading and note stays with it. Pick it by its plate however it is typed, or scan the VIN barcode in the app.
PlansEvery plan
The problem it solves
- The same car is entered three times as "KA01AB1234", "KA 01 AB 1234" and "ka-01-ab-1234", and its history is split.
- A customer says the clutch was replaced here last year, and nobody can find the job card.
- The odometer on the record is whatever someone typed, not what the car showed.
- An advisor cannot tell, while the customer waits, what was declined on the last visit or what is due next.
How it works
- 01
Add the vehicle once, in Garage > Customers > Vehicles or while opening a job card. Give its plate, brand, model and owner, found by name or mobile or added new.
- 02
Fill in what you know: VIN / Chassis No., year, colour, fuel type, transmission, and whether the odometer is in km or miles.
- 03
On the next visit, pick the vehicle on the job card by its plate or VIN. "KA01AB1234" finds "KA 01 AB 1234": spaces, dashes and dots are ignored.
- 04
Each visit adds a job card to the Visits tab. Each check-in, vehicle out and back and delivery adds a reading to the Readings tab.
- 05
Open Vehicle History from a job card to see the earlier visits, readings and notes while the customer is at the desk.
Everything it does
What a vehicle keeps
- Number plate, brand and model (shown as "plate ยท brand model"), owner with mobile and phone
- VIN / chassis number, year, colour, fuel type, transmission
- Odometer in km or miles; it cannot be typed on the vehicle, it is the last reading taken on a job card
- Tabs: Visits (its job cards), Readings (every reading with who and when), Notes
- Last visit date, kept by itself
- With Growth: Inspections, Declined Work, Service Reminders and Next Services tabs; with Scale: Contracts
Finding a vehicle
- The vehicle field of a job card finds a plate or VIN typed with or without spaces, dashes or dots, in any case
- The Vehicles list searches plate, VIN, owner name and owner mobile or phone
- Filters: Odometer Went Backwards (a reading lower than an earlier one) and Archived; group by brand or fuel
- In the app: type a plate or VIN and tap Find, or tap Scan VIN and point the camera at the VIN barcode
- Plates are typed; the camera does not read number plates
One record per vehicle
- One active customer vehicle per number plate, and one per VIN, in a branch
- Saving a second one is refused with the name of the vehicle that already has that plate or VIN
- Garage menus show customer vehicles only; your own vehicles stay apart (Own Vehicles and Customer Vehicles filters)
In the app
- New vehicle on the phone: plate, VIN, make, model, year, colour, fuel, and the owner found by mobile or name, or added
- Vehicle screen: history, next service and reminders, declined work, contracts, the damage on file and the open job card
- Similar plates are offered when the one typed is not found
Who uses it
Where you use it
- Web: Garage > Customers > Vehicles and Garage > Customers > Customers; Vehicle History on every job card
- The SmartMy Garage app: Find, Scan VIN, Add the vehicle, and the vehicle screen (built and in testing, not in the app stores yet)
- Customer page: My vehicles, with each vehicle's last job card and status
- Not by camera: number plates are typed, not read from a photo
What you control
Settings
- Odometer unit per vehicle: km or miles
- Vehicle brands and models: Garage > Configuration > Services and Vehicles > Vehicle Brands and Vehicle Models
FAQ
Questions, answered.
Can we load our existing vehicles?
There is no import sheet for vehicles yet, and you do not need one. A vehicle and its owner are added the first time the car comes in, books or calls.
Can someone type the odometer on the vehicle?
No. The odometer is the last reading taken on a job card at check-in, vehicle out and back or delivery. A wrong reading is corrected by the next one, with a note.
What if the owner changes?
Change the Owner on the vehicle. Its earlier job cards keep the customer they were opened for, so the old bills stay as they were.
Does the app read number plates from a photo?
No. Plates are typed. The app scans the VIN barcode on the door pillar or windscreen with the camera.
Which plan has it?
Every plan, from Starter. The inspection, declined work and reminder tabs come with Growth, contracts with Scale.
Related
Related features.
Job cards per visit: service, repair, body and paint, detailing, inspectionEvery plan
Each visit gets one job card with the vehicle, the customer and the kind of work. It also holds the service advisor, the lead technician, the bay and the promised time. Check-in, estimate, tasks, holds, invoice and delivery all hang off it, and every step is noted on it.
Readings that cannot be edited, and the car's timeline of km and fuelEvery plan
At check-in, vehicle out, vehicle back and delivery, the odometer, fuel or battery level and a dashboard photo are recorded with who and when. Once saved, nobody on your staff can change them. A lower odometer needs a note and is flagged, and the job card adds up the km driven while the car was with you.
Check-in with odometer, fuel or battery, photos, belongings, consent and signatureEvery plan
Record how each car arrived before anyone touches it. Take the odometer, the fuel or battery level, a dashboard photo and the walk-around photos your branch asks for. Note what was left inside, test drive consent and what to do about work found, and get the customer's signature.
Declined work brought back, and follow-ups on estimatesFrom Growth
Work a customer declined comes back on the vehicle's next job card, to propose again at today's price or mark as not needed. Estimates left waiting, and work declined on a finished visit, are followed up after the days you set. The customer gets a message and the advisor a call to-do.
Service reminders by date and by kmFrom Growth
Each delivered job card plans the next service of the car. It falls due by date or on the day the car is expected to reach the next km, whichever comes first. That day is worked out from the car's own readings. The customer is reminded before it is due with a link to book, and the reminder closes when they come back.
Want to see it on your own job cards? Book a demo and we walk you through it with your workshop's work.