Streamline 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.
Workshop staff cannot see whether a part has been ordered, dispatched, or is on backorder, leading to constant chasing and phone calls.
Without VIN-linked parts catalogues, wrong components are ordered regularly, causing returns, re-orders, and wasted time.
Without approval workflows and preferred supplier agreements, parts costs vary wildly and budget overruns go unnoticed.
Purpose-built capabilities — not generic templates you have to work around.
Parts requests follow a defined path from technician request through approval to supplier order, with status visible at every stage.
Technicians search for parts by VIN or registration, ensuring the correct component is identified before the order is placed.
Orders above configurable thresholds require manager approval, and spend is tracked against job-level and department-level budgets.
Expected delivery dates are recorded against each order line, with automated alerts when parts are overdue.
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.
Try these tools to assess and improve your operations.
Yes. SwiftCase supports integration with supplier portals and catalogues via API, email-based ordering, or EDI — so your existing supplier relationships are preserved.
You define spend thresholds and approval chains per department or location. Orders below the threshold are auto-approved; those above are routed to the designated approver with full order details.
Returns follow a structured workflow including reason capture, supplier notification, credit tracking, and restocking — all linked back to the original order.
You can maintain multiple supplier profiles with different pricing agreements, lead times, and preferred status — the system routes orders to the optimal supplier based on your rules.
SwiftCase automates procurement from request to receipt — see how it works with a personalised demo.
