Application Features for Motoworkshop

We have based the software on cloud technology. It is a fully automated web application for workshop management. From a single platform, you can manage your entire business, including employees, invoices, sales, inventory, tasks, parts purchasing, and customer relations.

Program Modules for Motoworkshop

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Order and Estimate Module

Creating a repair order has never been easier. Predefined templates significantly accelerate the estimation process, allowing for quick reuse. The prepared repair cost estimate can be sent to the customer via SMS or email. Once the repair is accepted, you can swiftly add it to the calendar and schedule its execution.

The order module comprises several elements that significantly expedite vehicle repair processes, enhancing daily work efficiency. Orders can be assigned to a customer or vehicle. After completing the repair, each order can be settled by issuing an invoice or receipt.
Key functionalities of the "Orders and Estimates" module:
  • New Order – Assign new tasks to a vehicle.
  • Search – Order search engine (you can search for orders by status, vehicle, customer, or order completion date).
  • Vehicle Acceptance Protocol – Indicates vehicle damages upon acceptance into the workshop.
  • Order Overview – Chronological list of orders.
  • Planning – Allows placing orders in the calendar, helping visualize workstation occupancy and mechanics' availability.
  • Quick Estimate – Estimation based on used parts, goods, and labor costs incurred.
  • Customer Notification – Quick notification of the workshop customer via SMS or email.

Electronic Work Order Card Module

The "Electronic Work Order Card" module accelerates order processing, improves communication with customers through an intuitive document acceptance system, and automates workshop processes, increasing work efficiency.

With the "Electronic Work Order Card" module:
  • The order processing speed is significantly increased – managing documentation becomes faster and more efficient, reducing order processing time.
  • Customer communication is improved – electronic document acceptance ensures smoother communication with customers, minimizing the risk of misunderstandings.
  • Workshop processes are automated – saving time and resources, contributing to increased work efficiency.

Vehicle Database

In the program, adding a vehicle admitted to the workshop takes just a few seconds. Use the VIN number or license plate number1 to do this. This way, you can check the exact history of repairs ordered for a given vehicle at any time.

Adding a vehicle is quick, simple, and automatic. The application recognizes the vehicle’s VIN number or license plates, then automatically fills in the most important fields concerning the repaired car. If you prefer not to add the vehicle automatically, you can manually fill in the fields in the form and link the vehicle to the customer.
Key functionalities of the "Vehicle Database" module:
  • New Vehicle – Add a vehicle admitted for repair manually or automatically through one of the chosen methods (classic form, VIN number, license plate number).
  • Search – Allows you to find a vehicle in the database using almost any possible query.
  • Order History – Access to archival orders and a full repair history. Historical data is useful, for example, during complaint procedures or warranty repairs.
  • File Collection – Possibility to attach graphic files and other documents related to the repaired vehicle.

1. ^ The license plate lookup service depends on the availability of such data and may not be available in your country.

Convenient Scheduling

With the scheduling module, you and your workshop employees will always stay up to date with the list of repairs to be performed. The calendar provides a clear and detailed daily schedule view, enabling efficient work planning in the workshop.

The scheduler is easy to use yet highly functional. It allows you to add multiple workstations and employees, assign repair tasks to specific mechanics, and check the availability of both workstations and staff at any time.
Key features of the "Convenient Scheduling" module:
  • Filtering by workstations and employees – Quickly check available slots for repair orders by analyzing the workload of workstations and mechanics.
  • Tasks to be scheduled – A prioritized task list for mechanics, helping them complete urgent repairs first.
  • Additional calendars – Synchronize with Google and Apple calendars, or create custom calendars to register events, such as customer appointments.

Integrated Inventory

Parts and supplies used in repairs are automatically reserved in your workshop’s inventory. Once the repair order is completed, stock levels are updated automatically. The inventory integration ensures a seamless flow between stock management, repair orders, and billing, eliminating concerns about part availability.

Key features of the "Integrated Inventory" module:
  • Assigning parts to repairs – Items used in a repair are automatically reserved in the workshop’s inventory.
  • Stock level updates – Once the repair is completed, inventory levels are automatically adjusted to reflect usage.

Convenient Scheduling

Integration with leading distributors and wholesalers of automotive parts enables fast and fully automated stock intake into your inventory. With a single click, you can import purchases directly into the inventory module.

Purchase documents (such as Goods Issue Note documents and invoices) and ordered parts are automatically added to the system. These records can be used when preparing repair estimates, ensuring you always know the cost of parts purchased from suppliers. Simply set a margin, and the system will automatically calculate the final cost for the customer.
Key features of the "Goods Import" module:
  • Automated import – No need for manual stock entries. Simply click the import button, and products are instantly added to the inventory.

Customer Notifications

With the email and SMS notification modules, you can keep your customers informed about the status of their repair or new promotions. This allows you to send updates on cost estimates, special service offers, repair progress, and more. Customers receive notifications via email or SMS.

Key features of the "Customer Notifications" module:
  • Automated communication – Predefined message templates are sent at specific repair stages (e.g., cost estimate, part arrival, vehicle ready for pickup).
  • Personalization – Messages can include details such as car make, model, customer name, license plate number, VIN, and any other information stored in the system. This ensures personalized communication, making customers feel valued and appreciated.

Invoices and Receipts

With , you can issue invoices or receipts directly from the application. Thanks to the integration with fiscal devices (printers), transactions are processed seamlessly. The system also allows you to generate reports and manage cash flow in your workshop. Payments are linked to inventory documents and include filtering options based on transaction status, order, or customer.

Key features of the "Invoices and Receipts" module:
  • Issuing invoices/receipts – Generate an invoice or receipt for an order with a single click.
  • Reporting – Generate cash flow and payment reports for better financial management.
  • Filtering – Search invoices by payment status, customer name, or order number.
  • Fiscalization – Process receipts through a fiscal device for tax compliance.
  • Additional features – Issue duplicate documents and send invoices directly to customers via email.

Employee Panel

Your employees can log in to their accounts to check their assigned tasks. Their working hours are automatically recorded, and they can assign used parts and materials to repair jobs.

The application allows you to create employee accounts with different permission levels. Within a single license, you can configure custom access settings, ensuring that, for example, a warehouse worker has different permissions than a mechanic.
Key features of the "Employee Panel" module:
  • Unlimited number of employees – Add as many employees as needed, each with their own login and password, all within a single license.
  • Custom access levels – Employees can be granted different access rights based on their role (e.g., warehouse, orders, customers).
  • Work time tracking – Employees can view their recorded working hours for a given period.
  • Custom hourly rates – Assign different hourly wages based on experience, responsibilities, or job position.

Reports and Summaries

Key features of the "Reports and Summaries" module:

The reports module provides key insights into your workshop’s performance. With these reports, you can track employee working hours and revenue generated per worker. This module not only simplifies workshop management but is also invaluable for payroll calculations and determining commissions for completed tasks.

  • Sales reporting – Generate profit summaries from completed repairs.
  • Employee reporting – Track employee working hours and create lists of tasks performed for specific repairs.
  • Inventory reporting – Get an overview of available parts and supplies, tracking their status from intake to reservation and usage in repairs.
  • Additional reports – Access detailed work history per vehicle, order summaries, and breakdowns of profits, parts, and services.

Need a Custom Solution? Help Us Shape Motoworkshop!

We developed in collaboration with workshop owners and mechanics, ensuring it meets real industry needs. However, we continuously improve the application to make it even better.

We value your feedback – if you feel that a specific feature is missing, let us know! We’ll work on a solution and add an option that enhances your workshop’s efficiency.

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motoworkshop

Motoworkshop is modern software for mechanical workshops, designed with industry needs in mind. Thanks to collaboration with experts, this tool maximizes efficiency, minimizes the risk of errors, and streamlines management – from taking orders to final billing. By choosing Motoworkshop, you are investing in the success and growth of every workshop.

©2025 Workshop Management Sp. z o.o. All rights reserved.

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