Complete garage & workshop management
Full garage desk for Bangladesh fleet operators and workshops — company vehicle job cards, parts requisition and outside purchase, mechanic and task assignment, warranty management, customer portal with job card chat, service reminders, SMS and email alerts, mechanic login, profile, and salary statement in one modern VMS module.
Use cases
- In-house workshop servicing company fleet cars, trucks, and bikes on job cards.
- Commercial garage serving fleet clients with customer login and live job chat.
- Parts store with requisition, issue, and vendor purchase tied to each repair.
- Mechanic assignment, task board, time log, and incentive payroll.
- Warranty tracking on parts and labour with supplier claim workflow.
- Service reminders and SMS/email alerts for preventive maintenance and follow-ups.
Why you need this
- Workshop chaos on paper job cards hides parts theft, idle mechanics, and delayed billing.
- Fleet managers need live job status — not phone calls to the foreman for every vehicle.
- Parts bought outside without job link inflate cost and kill margin visibility.
- Mechanic pay disputes end when labour time and closed jobs feed salary statements.
- Customers expect portal chat and alerts — WhatsApp screenshots are not a CRM.
- Warranty and reminder discipline stops repeat breakdowns and lost claim windows.
Key modules
Typical workflows
- Vehicle in → inspection → estimate → approve → job card → parts issue/PO → mechanic tasks → QC → invoice → customer SMS → vehicle out.
- Customer portal login → chat advisor → approve estimate → track status → pickup reminder → feedback.
- Parts requisition → store issue or vendor PO → GRN → job cost → accounts payable.
- Mechanic login → task start/stop → job close → labour hours → monthly salary statement.
Real job card — sample from VMS
Every company vehicle enters the workshop on a numbered job card — vehicle details, complaint, mechanic, bay, labour lines, and parts request on one live record.
JC-2026-0847
Opened 24 May 2026 · Priority: Breakdown · Status: In progress · Bay 3
Toyota Noah · DHK-GA-11-8824
Company fleet unit · Odometer 48,520 km · Customer: Autonemo Fleet Ltd
Engine overheating, AC weak
Driver report after idle in traffic — temperature gauge high, cabin cooling poor.
Karim Uddin (lead) + Helper Bay 3
Assigned at check-in · Estimated delivery 25 May 2026 · Supervisor: Workshop foreman
Coolant system check · Radiator inspection
Task lines with start/stop time log — feeds mechanic productivity and payroll.
Coolant 2L · Radiator cap 1 pc
Parts requisition raised from store — stock issue or outside PO before job close.
Real invoice — service, parts, warranty & follow-up
Job close generates a workshop invoice — service name, parts qty and rate, labour bill, warranty period, and next follow-up reminder on one printable document.
INV-2026-03142 · Job JC-2026-0847
25 May 2026 · Toyota Noah DHK-GA-11-8824 · Autonemo Fleet Ltd
Coolant flush ৳800 · AC gas refill ৳1,200 · Labour ৳1,500
Service name, qty, rate, and line amount — subtotal before parts and tax.
Coolant 2×৳350 · Radiator cap 1×৳450 · AC filter 1×৳280
Part name, quantity, unit price, and line total — deducted from store inventory.
Subtotal ৳4,930 · VAT 15% ৳740 · Total ৳5,670
Grand total posts to accounts receivable — fleet client or retail customer ledger.
Parts 90 days · Labour 30 days
Warranty register auto-created at invoice — claim workflow if repeat failure inside period.
15 Jun 2026 or 53,520 km
Next service reminder: brake pad check · SMS/email alert fires before due date.
Job card & company vehicle intake
Internal fleet and customer vehicles enter the workshop on a structured job card — complaint, inspection, estimate, approval, and bay assign before spanners turn.
Vehicle check-in
Company car, truck, or client vehicle logged with odometer, photos, and complaint note.
Inspection & estimate
Supervisor inspects, lists labour and parts, and sends estimate for approval.
Job card open
Approved work becomes a live job card linked to fleet register or customer account.
Bay & priority
Assign workshop bay, SLA, and priority — breakdown before routine service.
Work in progress
Status lanes: waiting parts, in bay, QC, ready for delivery.
Close & billing
Job close posts labour, parts, and tax to accounts — vehicle back to available fleet.
Parts requisition & outside purchase
Issue parts from store, raise requisition, or buy from outside vendor — every nut and filter tied to the job card, not a loose workshop bill.
Parts issue
Issue tyres, filters, oil, and consumables from inventory to job card with stock deduction.
Requisition
Mechanic or supervisor raises parts request — store approve and issue or trigger PO.
Outside purchase
Buy from local vendor when stock out — GRN, bill, and payable linked to job.
Job costing
Parts cost rolls into job card margin before invoice to fleet or external client.
Unused return
Return unused parts to store — no ghost consumption on closed jobs.
Mechanic assignment & task board
Assign senior mechanic, helper, and specialist tasks — engine, electrical, body — with time log and supervisor sign-off on each job card line.
Mechanic assign
Lead mechanic and helpers assigned per job card with skill match rules.
Task breakdown
Split job into labour tasks — remove engine, replace clutch, road test.
Time tracking
Start/stop labour time on task for productivity and payroll input.
Supervisor QC
Foreman sign-off before vehicle leaves bay — rework logged if failed.
Bay utilization
See which mechanic and bay are idle vs overloaded before promising delivery.
Checklist templates
Service and repair checklists by vehicle type — nothing skipped on repeat jobs.
Warranty management
Track parts and labour warranty by supplier, OEM, or in-house policy — claim before expiry, not after customer complaint months later.
Warranty register
Parts and labour warranty period captured at job close with supplier reference.
Claim workflow
Repeat failure within warranty → auto-flag → claim note to vendor or internal write-off.
Expiry alerts
Warranty ending soon on high-value parts — proactive customer communication.
Vehicle history
Full warranty trail per VIN/plate — audit for franchise and fleet clients.
Vendor recovery
Supplier credit note matched to original PO and job card line.
Policy rules
In-house vs OEM vs third-party warranty rules by part category.
Customer login & job card chat
Fleet client or vehicle owner logs in — sees live job status, chats with service advisor, uploads complaint photos, and approves estimates without calling the workshop.
Customer login
Secure portal for corporate fleet clients and retail customers.
Job card chat
Message service advisor on open job — complaint detail, approval, delivery time.
Photo & video
Customer uploads damage photos; workshop shares before/after inspection shots.
Estimate approve
Digital approve or reject extra work — timestamped audit trail.
Job history
Past services, invoices, and warranty records in one customer profile.
Feedback
Post-delivery rating and issue report linked to mechanic and advisor.
Reminders & future service alerts
Schedule next service, insurance renewal, fitness, and known recurring faults — reminder fires to customer and workshop before breakdown, not after.
Future problem log
Advisor notes developing issue — watch tyre wear, minor leak, brake fade.
Schedule reminder
Set date or km trigger for follow-up inspection or part replacement.
Customer notify
SMS, email, or portal alert before due date with book-now link.
Workshop queue
Due reminders appear on service desk — call customer or auto-assign slot.
Fleet batch
Corporate fleet due list by client — bulk schedule preventive service.
Close loop
Reminder completed → new job card → next cycle scheduled at delivery.
SMS & email integration
Automatic notifications at every garage milestone — job opened, estimate ready, parts delayed, ready for pickup, invoice due — via SMS and email.
SMS templates
Job received, in progress, ready, invoice — branded SMS to customer mobile.
Email alerts
Estimate PDF, invoice, and warranty certificate by email from job close.
Internal alerts
Parts delay or QC fail → SMS to supervisor and service advisor.
Reminder send
Scheduled service reminders via SMS/email integration module.
Gateway ready
Works with Bangladesh SMS gateways and SMTP — configurable templates.
Delivery log
Every message logged on job card timeline for dispute and audit.
Mechanic profile & dedicated login
Each mechanic has a login — see assigned jobs, update task status, log labour time, and view personal performance history from phone or workshop terminal.
Mechanic profile
Skills, certifications, bay preference, and employment record in one HR file.
Mechanic login
Workshop app login — my jobs today, task start/stop, parts request.
Work log
Every job and task completed tied to mechanic ID — not anonymous labour lines.
Performance KPI
Jobs closed, rework rate, average time per task — fair review data.
Mobile-friendly
Update job from bay floor without walking to desktop terminal.
Role access
Mechanic sees only assigned work — supervisor sees full workshop board.
Mechanic salary, incentive & payroll
Labour time, piece-rate, overtime, and incentive from closed job cards flow to mechanic salary statement — transparent pay linked to work done.
Labour time
Task time logs aggregate to monthly hours for payroll batch.
Job incentive
Bonus per job type or closed job count — rules set by workshop policy.
Overtime
After-hours breakdown call-out and weekend bay work calculated automatically.
Advance & loan
Staff advance recovery on salary slip with HR accounts link.
Salary statement
Mechanic views and downloads payslip with job-wise labour breakdown.