Client portal for garages and car dealerships
Your customers — and above all your fleet managers — want to follow their vehicles without calling the front desk: repair-order status, estimates to approve, invoices, service history. The portal exposes their slice of the DMS, live, and each account sees only its own vehicles.
In your day-to-day
- 01
Real-time repair-order tracking — received, in diagnosis, awaiting parts, ready — without a call to the front desk.
- 02
Online approval of additional work discovered mid-job, logged and time-stamped.
- 03
Service history and invoices per vehicle, available to fleet managers for their whole fleet.
A typical scenario
Forty fleet and company accounts — from the local dry cleaner to the town council — each manager calling about their own vehicles.
- 01
Annual budget time: a council’s fleet manager exports costs and service history for his fleet himself, disturbing no one.
- 02
A company spreads the servicing of its twelve vans by viewing manufacturer schedules and test deadlines — it chooses its own downtime.
- 03
An additional estimate approved at 10 PM triggers the parts order at opening time: the vehicle does not lose its day.
What changes
Business accounts run themselves. Reception and the workshop manager keep the phone for individuals and emergencies.
Order of magnitude
Working assumptions
- →around 25 calls a day from business accounts — status, estimates, invoices, deadlines
- →4 minutes per call
Nearly 2 hours of switchboard a day move to the portal, and estimate approvals land the same evening: a full day of immobilisation saved on repair orders with additional work.
Indicative estimate built on average sector assumptions — it gets recalibrated on your actual volumes during scoping.
What eats your days
- →
The phone rings all day for vehicle status — and every answer means checking the DMS or disturbing the workshop.
- →
Repair orders stay open because of a backordered part or a pending insurance approval, and nobody has time to chase the supplier or the assessor.
- →
Invoices to companies, fleets and insurers slip week after week because collection comes after the workshop.
How it works
- 1
Plugged into your tools, not a second entry
The portal reads live from your project-management tool, your CRM, your invoicing. Your team works as before; the client sees their slice, always current.
- 2
Approval built in
The client approves deliverables directly in the portal — an entire email thread disappears per revision round. Every approval is dated and traced.
- 3
Access walled by construction
Each client account reaches only its own projects and documents — never a neighbour’s. Minimal rights, every view logged: compliant by design, not by patch.
Typical results
-80%
“where is my project?” emails, typical order of magnitude
24/7
clients check on their own, whenever suits them
4-6 wks
to a first useful version in production
Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.
Frequently asked questions
Does online approval of additional work hold up in a dispute?+
Each approval is time-stamped, tied to the exact estimate and logged — a far stronger trace than a phone agreement scribbled on the repair order. Your counsel remains judge of the exact wording.
Can a fleet manager see another client’s vehicles?+
Never: per-account walls are built in from design — each manager reaches only their own fleet, and every view is logged.
Is this the problem eating your team’s time?
Tell us how you work today — 30-minute call, then a free written diagnostic of what this agent would change for you, with numbers.
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