Assessment and fleet workflows for vehicle inspection companies, dealership groups, and fleet managers.
Each one is purpose-built for automotive operations rather than a generic template. They are set out in full below.
Digitise end-to-end vehicle assessments, from initial instruction to final report, with configurable workflows that enforce DVSA standards and eliminate paper-based bottlenecks.
Vehicle assessors still rely on paper forms, spreadsheets, and email chains to capture damage, record mileage, and compile inspection reports. Data is re-keyed multiple times, photos get lost, and reports are delayed, costing your business revenue and customer confidence.
Paper-based capture
Handwritten assessment forms lead to illegible data, missing fields, and hours of re-keying into back-office systems.
Inconsistent reporting
Without standardised templates, assessment quality varies between engineers, creating compliance risks and customer disputes.
Photo management chaos
Images captured on personal devices end up in disparate folders with no link to the vehicle record, delaying report compilation.
Slow turnaround times
Manual handoffs between field assessors, administrators, and clients add days to the assessment lifecycle.
Digital assessment forms
Configurable mobile forms with mandatory fields, drop-downs, and photo capture ensure every inspection meets your quality standards.
Vehicle damage mapping
Interactive body diagrams let assessors pinpoint damage areas with annotations, automatically populating the final report.
Automated report generation
Completed assessments trigger branded PDF reports with photos, damage summaries, and costings, ready to send within minutes.
DVSA compliance checks
Built-in validation rules flag missing safety items and ensure every assessment aligns with current DVSA standards.
Real-time dashboards
Track assessor productivity, average turnaround times, and assessment volumes across all locations from a single view.
A new vehicle assessment is created automatically from an inbound instruction via email, API, or portal submission.
The assessor completes a digital checklist on-site, capturing photos, damage annotations, and mileage readings via a mobile device.
A senior engineer reviews the submission, adds technical notes, and approves or returns the assessment for amendments.
The branded assessment report is generated automatically and dispatched to the client via email or portal download.
All data, photos, and communications are stored against the vehicle record for future reference and regulatory audits.
70%
Faster report turnaround
Automated report generation and digital capture cut assessment-to-report time from days to hours.
100%
Data completeness
Mandatory fields and validation rules eliminate incomplete assessments before they leave the field.
3x
More assessments per day
Removing paper handling and re-keying frees assessors to focus on inspections rather than admin.
Allocate inspections to the right assessor at the right time with automated scheduling that factors in location, skill set, and capacity.
Coordinators juggle spreadsheets, phone calls, and emails to match inspection requests with available assessors. Double-bookings, missed appointments, and excessive travel times are the inevitable result, frustrating both your team and your customers.
Manual diary management
Coordinators spend hours cross-referencing spreadsheets and calendars to find available assessor slots.
Excessive travel time
Without geographic optimisation, assessors criss-cross regions unnecessarily, reducing the number of inspections completed per day.
Double-bookings and no-shows
Lack of real-time visibility into assessor availability leads to overlapping appointments and missed inspections.
Automated allocation
New inspection requests are automatically assigned to the nearest available assessor based on postcode, skill set, and current workload.
Route optimisation
Geographic clustering groups nearby inspections together, reducing travel time and fuel costs for field engineers.
Real-time availability
A live calendar view shows every assessor's schedule, making manual overrides quick and conflict-free.
Automated notifications
Customers and assessors receive SMS and email confirmations, reminders, and updates at every stage of the booking.
Capacity planning
Forecast demand by region and time period to ensure you have the right number of assessors where they are needed most.
SLA monitoring
Track time-to-inspection against client SLAs with automated escalation when deadlines approach.
A new request arrives via API, email, or portal and is parsed into a structured inspection record with location and vehicle details.
The system identifies the best-fit assessor based on proximity, availability, qualifications, and workload, then assigns the job automatically.
Both the customer and assessor receive booking confirmations, followed by automated reminders 24 hours and 1 hour before the appointment.
The assessor marks the inspection as complete on-site, triggering the next stage of the workflow: reporting, invoicing, or follow-up.
40%
Less travel time
Geographic clustering and route optimisation cut unnecessary mileage across your assessor network.
95%
On-time inspections
Automated reminders and real-time scheduling virtually eliminate missed appointments.
2hrs
Saved daily per coordinator
Automated allocation removes the manual diary management that consumes coordinator time each morning.
Capture, categorise, and report vehicle damage with standardised digital forms that produce consistent, auditable records every time.
When damage is recorded differently by every assessor (using free-text notes, varying terminology, and disorganised photo sets) it becomes impossible to produce reliable reports. Disputes with customers, insurers, and third parties escalate, and your credibility suffers.
Inconsistent terminology
Assessors describe the same damage in different ways, making it difficult to aggregate data or compare reports across your network.
Missing photographic evidence
Photos taken on personal devices are often lost, unnamed, or not linked to the correct vehicle record.
Slow report compilation
Back-office staff spend hours assembling photos, notes, and costings into a presentable format before reports can be issued.
Dispute resolution bottlenecks
Without a clear audit trail, resolving disputes over pre-existing damage versus new damage is time-consuming and costly.
Standardised damage categories
Pre-defined damage types, severity scales, and location codes ensure every assessor records damage in a consistent, searchable format.
Guided photo capture
The system prompts assessors to capture specific angles and close-ups, auto-tagging each image to the damage entry.
Automated costings
Damage entries are linked to parts and labour rate tables, generating repair cost estimates automatically.
Tamper-proof audit trail
Every edit, photo upload, and status change is timestamped and attributed, creating an immutable record for dispute resolution.
The assessor selects the affected panel or component from an interactive vehicle diagram and logs the damage type and severity.
Guided prompts ensure the assessor captures wide-angle, mid-range, and close-up photos for each damage area.
The system calculates an indicative repair cost based on damage category, parts pricing, and regional labour rates.
A comprehensive damage report is compiled automatically, including annotated diagrams, photos, costings, and assessor notes.
The finished report is dispatched to the instructing party via secure portal or email, with full audit trail retained.
85%
Fewer reporting disputes
Standardised categories and photographic evidence drastically reduce disagreements over damage condition.
60%
Faster report compilation
Automated assembly of photos, damage entries, and costings eliminates manual report building.
100%
Photo traceability
Every image is linked to a specific damage entry, vehicle, and assessment. No more lost or misattributed photos.
Manage your entire fleet lifecycle, from acquisition through maintenance to disposal, with automated workflows that keep every vehicle compliant and road-ready.
Fleet managers juggle MOT dates, service intervals, insurance renewals, DVLA notifications, and driver licence checks across hundreds or thousands of vehicles. When any of these slip through the cracks, the consequences range from roadside prohibitions to operator licence revocation.
Scattered vehicle records
Critical fleet data lives in spreadsheets, filing cabinets, and multiple disconnected systems, making it hard to get a single view of any vehicle.
Missed compliance deadlines
Without automated reminders, MOT expiry dates, tax renewals, and service intervals are easily overlooked.
Manual driver checks
Verifying driver licences, endorsements, and CPC certificates is a repetitive, error-prone task when done manually.
Centralised vehicle register
Every vehicle in your fleet has a single digital record containing registration details, compliance dates, maintenance history, and assigned driver.
Automated compliance alerts
The system triggers reminders at configurable intervals before MOT, tax, insurance, and service deadlines, escalating to managers if action is not taken.
Driver licence validation
Automated DVLA licence checks verify driver entitlements, endorsements, and penalty points on a scheduled basis.
Cost tracking & analysis
Track fuel, maintenance, and total cost of ownership per vehicle to identify underperforming assets and optimise fleet composition.
Maintenance scheduling
Service intervals are tracked by mileage or date, with automatic work-order creation when a service is due.
New vehicles are added to the register with V5C details, photos, and initial compliance dates, either manually or via bulk import.
The system continuously monitors MOT, tax, insurance, and service dates, sending automated alerts as deadlines approach.
When a service or repair is due, a work order is created and assigned to the appropriate garage or in-house workshop.
Driver assignments, licence checks, and endorsement monitoring are handled automatically with results logged against the driver profile.
End-of-life vehicles follow a structured disposal workflow covering DVLA notifications, asset write-off, and final condition reporting.
100%
Compliance visibility
A single dashboard shows every vehicle's MOT, tax, insurance, and service status in real time.
30%
Lower maintenance costs
Proactive scheduling and cost analysis reduce unplanned breakdowns and extend vehicle lifecycles.
0
Missed renewals
Automated escalation chains ensure no MOT, insurance, or licence check deadline is ever missed.
Simplify the ordering, tracking, and reconciliation of vehicle parts with automated procurement workflows that reduce delays and control costs.
When parts are ordered by phone or email without a structured process, orders go missing, wrong parts arrive, and vehicles sit idle in workshops waiting for components. The lack of visibility into procurement status creates bottlenecks that ripple through your entire operation.
No order visibility
Workshop staff cannot see whether a part has been ordered, dispatched, or is on backorder, leading to constant chasing and phone calls.
Incorrect parts ordered
Without VIN-linked parts catalogues, wrong components are ordered regularly, causing returns, re-orders, and wasted time.
Uncontrolled spend
Without approval workflows and preferred supplier agreements, parts costs vary wildly and budget overruns go unnoticed.
Structured order workflow
Parts requests follow a defined path from technician request through approval to supplier order, with status visible at every stage.
VIN-linked parts lookup
Technicians search for parts by VIN or registration, ensuring the correct component is identified before the order is placed.
Approval & budget controls
Orders above configurable thresholds require manager approval, and spend is tracked against job-level and department-level budgets.
Supplier lead-time tracking
Expected delivery dates are recorded against each order line, with automated alerts when parts are overdue.
Goods receipt & reconciliation
Workshop staff confirm receipt of parts against the original order, flagging discrepancies for immediate resolution.
A technician creates a parts request linked to a specific job card, selecting the required component from a VIN-matched catalogue.
Orders exceeding the auto-approval threshold are routed to a workshop manager or procurement lead for sign-off.
The approved order is sent to the preferred supplier automatically, with expected delivery dates logged against the job card.
When parts arrive, workshop staff confirm receipt in the system. Any shortages or incorrect items trigger a discrepancy workflow.
50%
Fewer incorrect orders
VIN-linked lookups and structured requests eliminate the guesswork that leads to wrong parts being ordered.
35%
Faster parts fulfilment
Automated supplier notifications and lead-time tracking reduce the average time from request to delivery.
20%
Parts cost reduction
Approval workflows and preferred supplier routing ensure competitive pricing and controlled spend.
Never miss an MOT deadline again. Automated tracking, reminders, and result recording keep your vehicles legal and your operation audit-ready.
For fleet operators and dealership groups, tracking MOT expiry dates across hundreds of vehicles is a compliance minefield. A single lapse means an unroadworthy vehicle, potential DVSA enforcement action, and reputational damage. Spreadsheet-based tracking is error-prone and offers no automated escalation when deadlines are missed.
Spreadsheet fatigue
MOT dates maintained in spreadsheets are easily outdated, with no automated alerts when expiry is approaching.
DVSA enforcement risk
Vehicles operating without a valid MOT face prohibition notices, fixed penalties, and potential operator licence consequences.
No centralised results record
MOT pass/fail history, advisory items, and defect records are scattered across paper certificates and the DVSA website.
Automated MOT monitoring
The system tracks every vehicle's MOT expiry date and sends configurable reminders at 8, 4, and 2 weeks before expiry.
Escalation chains
If an MOT reminder is not actioned, the system escalates to the fleet manager and then to senior management, ensuring no vehicle slips through.
Results recording
MOT results (including advisories and failure items) are recorded against the vehicle record for trend analysis and audit readiness.
Compliance dashboard
A traffic-light dashboard shows fleet-wide MOT status at a glance: green for valid, amber for approaching, red for expired.
When a vehicle is added to the system, its current MOT expiry date is recorded, either manually or via DVSA data lookup.
Automated reminders are sent to the responsible person at configurable intervals before the MOT expiry date.
The booking is logged in the system. After the test, results are recorded including pass/fail status, advisories, and failure items.
The new MOT expiry date is updated automatically, and the reminder cycle restarts for the following year.
0
Expired MOTs
Multi-stage reminders and escalation chains ensure every vehicle is tested before its certificate expires.
100%
Audit readiness
Complete MOT history is stored digitally, ready for DVSA audits or operator licence reviews at any time.
15min
Fleet status review
Managers can assess the MOT compliance status of the entire fleet in minutes rather than hours of spreadsheet checking.
Capture, track, and act on vehicle diagnostic data within a structured workflow that connects technicians, service advisors, and customers.
Modern vehicles generate thousands of diagnostic trouble codes (DTCs), but this data rarely flows into a structured workflow. Technicians note fault codes on paper, service advisors chase updates by phone, and customers are left waiting without visibility. The result is wasted diagnostic time and inconsistent repair quality.
Unstructured fault recording
DTCs and symptom descriptions are recorded informally, making it hard to track recurring faults or identify patterns across your workshop.
No technician decision support
Without access to historical repair data and known fixes, technicians spend excessive time diagnosing faults that have been solved before.
Poor customer communication
Customers receive no proactive updates during the diagnostic process, leading to phone calls, complaints, and lost trust.
Structured fault capture
Technicians log DTCs, symptoms, and test results in a standardised format linked to the vehicle's service history.
Knowledge base integration
A searchable library of known faults, technical bulletins, and previous repairs helps technicians diagnose issues faster.
Diagnostic workflow stages
Each diagnostic job follows defined stages (initial scan, investigation, quotation, approval, repair, and retest) with automatic progression.
Customer status updates
Automated SMS and email notifications keep customers informed at each stage of the diagnostic and repair process.
Fault trend analysis
Aggregate diagnostic data across your workshop to identify recurring faults by make, model, age, and mileage band.
The vehicle is booked in with customer-reported symptoms, mileage, and any warning lights noted by the service advisor.
The technician performs an OBD scan, logs all DTCs, and records any additional observations or test results.
Using the knowledge base and diagnostic data, the technician identifies the root cause and generates a repair quotation for customer approval.
Once approved, the repair is carried out and a post-repair diagnostic scan confirms the fault is resolved.
40%
Faster diagnosis
Knowledge base lookups and structured fault recording reduce the average time from vehicle arrival to diagnosis.
25%
Higher first-time fix rate
Access to historical repair data and known fixes means technicians get it right the first time more often.
90%
Customer satisfaction
Proactive status updates and transparent quotations build trust and reduce inbound enquiry calls.
Manage bodyshop operations from job booking to vehicle handback with workflows that track repairs, parts, labour, and customer communications in one place.
Bodyshop managers battle with whiteboard job planners, manual parts ordering, and a constant stream of phone calls from customers wanting updates. Without a digital workflow, repair jobs are delayed, capacity is poorly utilised, and profit margins erode as hidden costs accumulate.
Whiteboard-based planning
Physical job boards provide no real-time visibility and cannot be accessed remotely, making capacity planning guesswork.
Unclear job status
Workshop controllers spend hours chasing technicians for progress updates because there is no centralised status tracking.
Customer communication burden
Customers phone the bodyshop repeatedly for updates, tying up staff who should be managing repairs.
Hidden cost overruns
Without real-time labour and parts cost tracking, jobs exceed estimates without anyone noticing until invoicing.
Digital job board
A drag-and-drop job planner replaces whiteboards, showing every repair's status, assigned technician, and expected completion date.
Labour time tracking
Technicians clock on and off jobs digitally, giving managers real-time visibility into labour hours versus estimates.
Integrated parts management
Parts requirements are identified during damage assessment and ordered through the integrated procurement workflow, with delivery tracked against the job.
Automated customer updates
Customers receive automated SMS or email notifications when their vehicle reaches key milestones: booked in, parts received, in paint, ready for collection.
Job costing & profitability
Real-time cost tracking compares actual labour, parts, and paint costs against the original estimate, flagging potential overruns early.
A new repair job is created from an insurer instruction, customer booking, or internal referral, with damage details and estimated costs.
Required parts are identified from the damage report and ordered through the procurement workflow, with delivery dates tracked.
The job progresses through configurable stages: strip and assess, panel repair, preparation, paint, reassembly, and quality check.
A final quality check ensures all repairs meet standards before the vehicle is released. Any defects are flagged for rework.
The customer is notified that their vehicle is ready, and collection is arranged. Final invoicing is triggered automatically.
25%
Higher workshop utilisation
Digital job planning and capacity visibility ensure every bay and technician is used effectively.
50%
Fewer customer chase calls
Automated milestone notifications keep customers informed without them needing to phone.
2 days
Faster average repair cycle
Proactive parts ordering and structured workflows remove the delays that extend repair times.
Track every vehicle movement (collections, deliveries, and storage) with end-to-end logistics workflows that provide real-time visibility and accountability.
Whether you are moving vehicles between sites, collecting from customers, or delivering to auction, the logistics process is often managed through phone calls and ad-hoc messages. Without a structured tracking system, vehicles go missing, handover damage is disputed, and customers lose confidence in your operation.
No real-time location visibility
Once a vehicle leaves your premises, you have no reliable way to track its location or estimated arrival time.
Handover damage disputes
Without condition reports at collection and delivery, it is impossible to determine when and where damage occurred during transit.
Inefficient driver allocation
Transport drivers are allocated jobs manually, leading to unnecessary empty runs and poor route planning.
Collection & delivery tracking
Every vehicle movement is logged with timestamps, driver details, and location data from collection through to final delivery.
Digital condition reports
Drivers complete photographic condition reports at both collection and delivery, creating an indisputable record of vehicle state.
Live tracking dashboard
A map-based dashboard shows the real-time location and status of every vehicle in transit across your operation.
Transport scheduling
Automated scheduling allocates drivers and transporters based on location, capacity, and delivery deadlines.
Customer delivery notifications
Customers receive automated updates when their vehicle is collected, in transit, and delivered, including estimated arrival times.
A vehicle movement is requested with collection address, delivery address, required dates, and any special instructions.
The system assigns a driver or transporter based on location, capacity, and schedule, or flags the job for manual allocation.
The driver arrives at the collection point, completes a photographic condition report, and confirms the vehicle is in their custody.
At delivery, a second condition report is completed and the recipient signs off digitally, confirming acceptance of the vehicle.
100%
Movement traceability
Every collection, transit stop, and delivery is logged with timestamps and photographic evidence.
30%
Fewer empty runs
Intelligent scheduling groups movements geographically, reducing the number of empty return journeys.
75%
Fewer damage disputes
Pre- and post-transit condition reports with photos eliminate ambiguity over when damage occurred.
Capture, validate, and submit manufacturer warranty claims with automated workflows that maximise recovery and minimise admin burden.
Dealerships and repair groups leave significant revenue on the table because warranty-eligible repairs are not identified, claims are submitted late, or documentation does not meet manufacturer requirements. The result is rejected claims, delayed payments, and lost income.
Unidentified warranty repairs
Service advisors and technicians do not always recognise when a repair falls under manufacturer warranty, leading to missed claims.
Incomplete claim submissions
Manufacturer warranty portals require specific documentation, photos, and fault codes. Missing any element means rejection.
Late submissions
Many manufacturers impose strict filing deadlines. Without automated tracking, claims are submitted late and forfeit.
Rejected claim rework
Rejected claims require investigation, additional documentation, and resubmission, consuming admin time that could be spent on new claims.
Warranty eligibility flags
The system automatically flags repairs that may be eligible for warranty based on vehicle age, mileage, and component, prompting the service advisor to initiate a claim.
Claim documentation builder
A guided workflow ensures every claim includes the required photos, fault codes, repair descriptions, and parts information before submission.
Deadline tracking
Submission deadlines are monitored for every open claim, with escalation alerts triggered as cut-off dates approach.
Rejection management
Rejected claims are automatically flagged for review, with the rejection reason displayed alongside the original submission for quick resolution.
Recovery reporting
Track total warranty recovery by month, make, claim type, and location to measure performance and identify improvement opportunities.
When a repair is logged, the system checks vehicle age, mileage, and component against warranty criteria and flags eligible items.
The warranty administrator assembles the required documentation (photos, DTCs, repair narrative, and parts details) using the guided builder.
The claim is submitted to the manufacturer portal (manually or via integration) and its status is tracked through to decision.
Approved claims are matched against credit notes and payments received, with any discrepancies flagged for follow-up.
35%
More warranty revenue recovered
Automated eligibility flagging ensures warranty-eligible repairs are identified and claimed consistently.
80%
First-time claim acceptance
Guided documentation and validation checks drastically reduce the number of claims rejected by manufacturers.
60%
Less admin time per claim
Automated data population and structured workflows cut the time spent preparing and submitting each claim.
Tell us the one process causing the most pain and we will tell you whether it fits a 30-day pilot, and what the scope and fixed price would be.
