A complete management system for car-service workshops
A client in the automotive-service sector asked Paymentery to build a system that runs the workshop from the moment a car arrives until it is handed back: a mobile app for the service advisor and technicians, and a web dashboard for the office and management, in Arabic and English. The client is not named at their request, and the names and figures in the screenshots are sample data.
The need
The workshop ran on paper, WhatsApp and memory: no record of a car's condition when it came in, verbal quotes that ended in disputes over the amount, spare parts with unknown stock levels, and no clear view of what each technician delivered or what the month earned.
It needed one system that is simple for the people on the workshop floor and precise for whoever manages the money, one that prevents mistakes rather than discovering them later.
A car's journey through the system
Appointment and arrival
An appointment book that knows the workshop's hourly capacity, so it never overbooks. When the customer arrives, the advisor taps “Arrived — start check-in” and the car and customer details carry over automatically.
Photo check-in
From a phone, standing next to the car: odometer and fuel level, six mandatory photos from every side, scratches and dents marked on a car diagram, then the customer's complaint and a final review before the work order opens. No work order opens without the photos and the odometer, and a reading lower than the last one requires a reason.
Inspection
A standard checklist the technician works through item by item: good, attention, urgent or not applicable, colour-coded with a progress bar. The inspection cannot be closed until every item is filled, and anything that needs fixing goes onto the estimate in one click.
Estimate and customer approval
An estimate built from parts, labour and fees, each line marked required or recommended, with VAT calculated automatically. It is sent to the customer on WhatsApp or presented in person, and the customer approves all of it, part of it, or declines, with the approval recorded by name, channel and amount. A sent estimate never changes; any change becomes a new version.
Repair and parts
Approved labour lines become jobs, each with a technician, an estimated time and an actual time. Parts are requested from stock, reserved and then issued to the work order, and the workshop board shows every car at its stage: check-in, awaiting parts, repair, quality check, ready.
Quality, payment and hand-over
Before hand-over the car passes a quality check against a checklist; if it fails it goes back to repair with a written reason. The statement is built from the approved work itself, and payment can be by mada, cash, card or transfer, in instalments. A payment is never deleted or edited; a mistake is corrected by reversing it with a reason. At hand-over the system records who collected the car, the odometer, and the next service due.
What the owner sees
Reports on revenue, cars delivered, average repair time, each technician's productivity and the most-used parts; stock showing on-hand, reserved and available quantities with low-stock alerts; VAT, branch and opening-hours settings; and an audit log that cannot be erased, showing who did what and when.
Decisions that protect the workshop
Evidence before work
Photos, odometer and damage marks are mandatory before a work order opens, and are stored with the date, time and staff member. Any later dispute about the car's condition is settled by the record.
Money that never changes
Payments, sent estimates and the audit log are never deleted or edited; corrections are visible reversing entries. If the save button is pressed twice or the connection drops mid-payment, nothing is recorded twice.
Explicit stages
A work order moves through defined stages that cannot be skipped: no hand-over before the quality check, no closing an incomplete inspection, no estimate changing after it has been sent.
Two languages, multiple branches
The interface is right-to-left Arabic by design, with an instant switch to English for non-Arabic-speaking technicians, support for multiple branches with role-based permissions, and each workshop's data isolated from every other.
The result
The system was built in full: a mobile app for check-in and inspection, and a web dashboard for estimates, accounts, stock and reports, with backups whose restore has been tested and a security review. The whole journey of a car, from appointment to hand-over, was exercised end to end on sample data.