Auto Repair Shop Software Checklist

Vehicles have become more complex, and auto repair shops are busier than ever. Integrating auto repair shop software designed to meet the demands of the independent auto repair industry will significantly streamline operations and enhance customer service. We will cover the essential functions your auto repair shop software should cover and what to consider before adding a new software provider to your shop operation.   

Jump to...

• What to Consider Before Adding Software 
• Shop Management System 
• Parts and Labor Guide 
• Payment Processing 
• Digital Vehicle Inspections 
• Workflow Management 
• Customer Relationship Management (CRM) 
• Website  
• Conclusion

What to Consider Before Adding Software 

Equipment 

Before you add any cloud-based software, ensure you have a strong and reliable Wi-Fi connection. Most modern auto repair software solutions operate online and thus require that your shop is always connected to the internet. A reliable Wi-Fi network will also benefit waiting customers as they can browse or work freely in your waiting room. 

Additionally, equip each of your service advisors with a computer. We recommend having two monitors for each service advisor. This enables service advisors to operate multiple software programs simultaneously. Many shops also add a customer-facing monitor so the service advisor can review relevant invoices, parts information, and more with the customer.  

Training and Support

Implementing new software in your auto repair shop is just the first step. Providing adequate training and support to increase your team's adoption is equally important. When considering different software providers for your auto repair shop, ensure they offer comprehensive training and ongoing support. Ideally, this training should be free and easy to access. Proper training and support will help your team make the most of these tools and ensure that any issues are promptly resolved. 

Integrations

When selecting which vendors to use for these software solutions, consider how they will integrate with each other. The ability to share information between your POS system, DVI, CRM, and workflow management tools, for example, can eliminate redundant data entry and reduce errors. This integration can lead to a more cohesive, efficient operation where every aspect of your business communicates seamlessly with the others.

Consolidation

This article will review some of the essential functions your shop's software solutions should perform. It is important to note that you do not need to work with a separate vendor for each of these solutions. Aim to work with three or fewer vendors that between all vendors can perform everything included on this list. This will save your shop money and enable a consistent experience for your customers.  

Shop Management System 

A robust shop management system (aka point of sale) is indispensable. This system should store all customer vehicle and contact information, handle all repair order and estimate building, and integrate with your inventory and parts management. 

Parts and Labor Guide

A comprehensive parts and labor guide ensures transparency and accuracy in customer billing. This software provides detailed information about the cost of parts and the typical labor time required for various services. By standardizing your billing, you foster trust and avoid discrepancies, which can be crucial for customer retention.

Payment Processing 

The modern customer appreciates multiple payment options. Ensure your credit card processing software supports various payment methods, including most major credit cards, Apple or Google Pay, and text-to-pay. Offering multiple payment methods increases customer satisfaction as they can pay on their own terms. Your payment provider should also integrate with your chosen point of sale to make invoicing and balancing records a breeze. 

Digital Vehicle Inspections

Although a few companies have offered digital vehicle inspections for over ten years, their recent rapid adoption has made them a standard for the independent auto repair industry. Digital vehicle inspections enable your technicians to perform inspections faster and dramatically enhance the transparency of your services. Customers who receive a DVI appreciate being able to see what issues their vehicles have, leading to more and quicker service approvals.

Although many software companies now offer digital inspections, not all DVI programs are created equal. Ensure that the digital vehicle inspection software you choose meets the following criteria:

• It is an app-based program
• Includes canned educational notes 
• Includes educational videos that help your service advisor sell the work
• Includes ongoing training and support 
• Can be sent to customers via text and email 
• Has a modern customer-facing report 
• Stores all historical customer vehicle information  

Workflow Management

Efficient workflow management is key to optimizing your shop's productivity and capacity. This type of software helps

• Assign repair orders 
• Track the progress of repair orders 
• Maximize available technician time 
• Facilitate internal shop communication
• Keep customers informed about the status of their vehicle 
• Remove bottlenecks before they happen

Workflow management software will give you a birds-eye view of your entire shop operation and enable you to make intelligent dispatching and prioritization decisions. 

Customer Relationship Management (CRM)

A CRM system manages current, past, and potential customer interactions. A CRM can automate routine communications, such as service reminders and thank-you notes, and help you understand customer behavior and preferences. Automating previously time-consuming customer communication will save your service advisors time. Additionally, a robust CRM solution should dramatically increase repeat customers and result in more positive reviews of your shop. 

Website

Your shop's website is often the first point of contact between your business and potential customers. A professional, well-designed website that is easy to navigate can significantly impact your business's reputation and ability to attract new customers. Auto repair shop websites should be built mobile-optimized to ensure performance on smartphones and other mobile devices. Additionally, your website should integrate with your booking and CRM systems.

Conclusion

The automotive industry is continually evolving, and so is the technology that supports it. Stay informed about new software developments and updates to existing systems. Regularly updating your software ensures that your business remains competitive and continues to meet the changing needs of your customers. The right mix of software can transform your auto repair shop, making it more efficient, customer-friendly, and profitable. From managing day-to-day operations with a point of sale to building lasting relationships through a CRM, each piece of software brings unique value. With this comprehensive checklist, your auto repair shop is well-equipped to meet the challenges of the modern automotive service industry, delivering exceptional service and driving customer satisfaction.