Maintenance Workshop Management
End-to-end workshop and vehicle maintenance: work orders, contracts, parts, warranty, external services and profitability.
Overview
A service workshop that repairs customer or contract vehicles must control reception, inspection, approval, execution, parts, outside services, invoicing and profitability, and must keep the odometer and warranty history straight. This module covers that whole cycle with work orders, vehicles, checklists, quotations, estimates, maintenance contracts with mileage and date rules, customer charges and vendor settlements. It plugs into Inventory, Purchase, Accounting and HR and uses several role groups from reception to finance. Managers get dashboards, preventive schedules and vehicle profitability statements.
Usage steps
- 1
Set up workshops, types and masters
Under Maintenance Workshop > Configuration define workshops, maintenance types, vehicle brands and models, checklist templates, pricing policies and contract print templates. Company settings choose accounts and stock locations. Everything else builds on these masters.
- Workshops, types, brands, models
- Checklist templates
- Pricing policies
- 2
Register vehicles
Open Operations > Vehicles and create each vehicle with owner, brand, model and ownership. Confirm the vehicle to activate it; identity and ownership changes are logged. The odometer history is kept in odometer logs.
- Vehicle form with Confirm / Cancel
- Identity and ownership logs
- Create work order button
- 3
Quote and estimate
A quotation is drafted, sent, accepted or rejected, and an accepted quotation creates an estimate. The estimate is confirmed, tracks work orders and cost lines, and is closed with a closing entry and a profitability print. This prices work before it starts.
- Quotation: send / accept / reject
- Create estimate
- Estimate: confirm / close
- 4
Run the work order
Move the work order through Draft, Received, Inspection, Approved, In Progress, Ready, Delivered and Closed using the header buttons. Inspection uses checklist templates, technicians are assigned, and services and parts lines are confirmed in bulk. Customer change and reopen are handled by wizards.
- Receive, Inspect, Approve, Start, Ready, Deliver, Close
- Bulk confirm services
- Print work order
- 5
Request and issue parts
A parts request is confirmed and issued from the warehouse, creating a stock transfer that must be validated, and parts can be returned. A stock issue can be printed. Warehouse users own this step.
- Parts request: issue / validate / return
- Print stock issue
- 6
Handle external services and vendors
Send work to outside vendors by purchase order, receive it, and create vendor bills or credit notes. Vendor settlements group the vendor work into confirmed, billed statements. This isolates external costs per work order.
- Purchase order and receipt
- Vendor bill / credit note
- Vendor settlement
- 7
Manage outputs, warranty and returns
Old parts removed from vehicles are registered as outputs, then classified as returned to customer, recycled or scrapped. Warranty terms on products drive coverage of parts and services. This tracks removed parts and warranty claims.
- Output classification
- Warranty on products
- Return to customer / scrap
- 8
Manage maintenance contracts
Contracts cover vehicles with mileage and date rules and milestone stages, with an onboarding wizard for adding vehicles. Odometer updates drive the schedule, and settlements, amendments, exits and termination are supported. Statements are confirmed and printed per contract.
- Contract vehicles and mileage rules
- Onboarding wizard
- Settlements and statements
- 9
Bill customers and reconcile cost
Customer charges move from draft to to-invoice and invoiced, and invoices are created from them. Maintenance expenses can be reclassified from stock or vehicles. The expense-to-reclassify menu lists items needing review.
- Customer charges
- Create invoice
- Reclassify expense wizard
- 10
Preventive maintenance and profitability
Preventive schedules create work orders from mileage or date rules, and delegations authorise third parties. Profitability wizards print a statement per contract or vehicle showing profit, break-even or loss. The dashboard KPIs are configurable.
- Preventive schedules
- Delegations
- Profitability wizard
Screens
Illustrative mockups with placeholder data.
Name
Name
Cost
Revenue
Name
Commercial
Operation
Contract Position
Name
Roles
| Role |
|---|
| Reception |
| Workshop technician / supervisor |
| Warehouse |
| External services |
| Finance |
| Maintenance manager |
Dependencies
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