Build a workshop system around your job cards, your bays and your approvals.
A workshop works from one document: the job card. It carries the odometer reading, the complaints, dents marked on a diagram, and an estimate.
Later problems usually start there. Extra work is approved on a call and not recorded. A part is taken from the shelf and does not reach the invoice. The owner calls repeatedly to ask when the car will be ready.
A workshop system built by GullySystem would put the job card at the centre. The estimate, the approval, the parts, the bill and the next service date hang off it.
Workshops we can build for.
A two-bay two-wheeler workshop and a body shop doing insurance work need very different screens. The kind of work that pays your bills decides which of them get built.
- Multi-brand car workshops
- Independent car service centres
- Authorised service centres
- Two-wheeler service centres
- Commercial vehicle workshops
- Truck and bus fleet workshops
- Tractor and farm equipment workshops
- Denting and painting body shops
- Car detailing and coating studios
- Car wash centres
- Tyre sales and service shops
- Battery sales and service shops
- Car air conditioning specialists
- Auto electrical workshops
- Engine rebuilding units
- Transmission and clutch specialists
- Wheel alignment and balancing centres
- Electric vehicle service centres
- Accessories and audio fitment shops
- Roadside assistance operators
- Fleet maintenance departments
- Multi-branch workshop chains
The modules, and what each one covers.
Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.
The vehicle record
The vehicle is recorded as well as the customer, since vehicles change hands and customers change phones.
- Registration number
- Make, model and variant
- Year of manufacture
- Fuel type
- Chassis and engine number
- Colour
- Current owner and contact
- Previous owner record
- Odometer at each visit
- Insurance expiry
- Emissions certificate expiry
- Warranty status
- Fitted accessories
- Complete service history
Customers and fleets
- Individual and company customers
- Multiple vehicles under one customer
- Fleet and corporate accounts
- Driver contacts for fleet vehicles
- Credit terms for company accounts
- Tax ID for invoicing
- Preferred advisor
- Communication preference
- Visit history and spend
- Complaints raised earlier
Appointments and bay planning
Bays, technicians and the alignment machine are planned against the day’s bookings.
- Booking by date and slot
- Booking from your website or a link
- Service type and expected duration
- Bay or lift allotted
- Technician availability
- Walk-in against appointment
- Vehicles promised for the same evening
- Load per day
- Rescheduling and no-shows
- Waiting list
The job card
- Job card number and date
- Vehicle and customer
- Odometer and fuel level
- Customer complaints in their own words
- Service type
- Service advisor
- Technicians assigned
- Promised delivery date and time
- Status from inspection to delivered
- Additional work added later
- Notes from the bay
- Photographs at each stage
Pre-inspection
A walk around the car before it goes in records existing scratches and dents.
- Dent and scratch marking on a diagram
- Photographs from each side
- Existing damage noted
- Tools, spare wheel and jack
- Music system and accessories
- Documents left in the vehicle
- Personal items
- Customer acknowledgement
- Condition at delivery compared with arrival
Estimates and approvals
Extra work is often approved on a call. The approval is recorded so the bill can be matched to it.
- Labour lines with standard hours
- Parts with rates
- Consumables
- Taxes
- Estimate sent on WhatsApp
- Approval recorded with time and channel
- Partial approval of some lines
- Revised estimate for additional work
- Approval before every extra line
- Estimate against final bill
An approval taken verbally can be recorded by the advisor, but only a written or digital approval will settle a dispute months later. The system shows which kind it was.
Work allocation and bay status
- Jobs assigned to technicians
- Work in progress by bay
- Time started and time taken
- Waiting for parts
- Waiting for approval
- Sent for outside work
- Ready for quality check
- Ready for delivery
- Delayed jobs flagged
- Shop floor view on a screen
Spare parts stock
A part issued to a job card leaves stock. Removing it from the job card puts it back.
- Part number and description
- Model compatibility
- Rack location
- Stock quantity
- Purchase and selling rate
- Issue against a job card
- Counter sale to walk-ins
- Return to store
- Fast and slow movers
- Reorder level alerts
- Physical count and adjustment
Buying parts
Many parts come from local dealers on credit.
- Requirement raised from a job card
- Supplier and dealer master
- Purchase order
- Urgent local purchase
- Goods receipt
- Purchase invoice
- Supplier ledger and credit
- Part awaited against pending jobs
- Price comparison across suppliers
Oils, lubricants and consumables
- Engine oil by grade and pack size
- Coolant, brake fluid and greases
- Opened pack balance
- Consumption per job card
- Cleaning material and polish
- Welding and paint consumables
- Batch and expiry where applicable
- Consumable cost per job
Outside and sublet work
- Work sent out and to whom
- Rewinding, machining, upholstery or glass
- Rate agreed
- Expected return
- Part or vehicle sent out
- Received back
- Vendor bill
- Charged on to the customer
- Delay caused to the job card
Body shop and paint
Panels, putty, primer and booth time, with jobs that wait days for an insurance decision.
- Panel-wise damage record
- Denting and painting lines
- Paint code and shade
- Booth scheduling
- Stages from stripping to polishing
- Photographs at every stage
- Paint material consumption
- Parts replaced against parts repaired
- Job ageing in the body shop
Insurance claims
- Accident vehicle received
- Claim intimation
- Surveyor inspection
- Estimate submitted
- Approval received
- Repair
- Re-inspection
- Bill and settlement
- Insurer and policy details
- Claim number
- Surveyor name and visit dates
- Approved and disallowed lines
- Customer payable share
- Salvage record
- Documents submitted
- Payment received from the insurer
- Claims pending beyond a fortnight
What an insurer approves, and when it releases payment, is its own decision. The system tracks the claim and follows it up. It does not speed up a surveyor.
Warranty and free service coupons
- Vehicle warranty status
- Extended warranty
- Free service entitlement
- Coupon used or pending
- Part warranty on replaced parts
- Warranty job separated on the job card
- Claim documents for the manufacturer
- Claim status and recovery
Filing a claim inside a manufacturer’s own system depends on whether that manufacturer opens it to outside software. Most do not, so the system prepares the file and your team submits it.
Quality check and road test
- Checklist before delivery
- Road test record
- Odometer after test
- Complaint verified as resolved
- Torque and fitment checks
- Vehicle washed before delivery
- Rework raised if a check fails
- Checked by whom
Billing and delivery
- Invoice built from the approved estimate
- Labour and parts separated
- Tax invoice
- Discount with approval
- Insurance share and customer share
- Payment by cash, card or bank transfer
- Part payment and balance
- Credit for fleet accounts
- Vehicle release slip
- Delivery acknowledgement
- Old parts handed back
Service reminders
The next service date is recorded with the vehicle and not only on a windscreen sticker.
- Next service by date or kilometres
- Oil change due
- Insurance renewal due
- Emissions certificate due
- Coating maintenance wash due
- Warranty expiry
- Reminder on WhatsApp or SMS
- Booking link in the message
- Response tracked against each reminder
- Customers who have not returned
Packages, wash and detailing
Where the workshop also sells prepaid wash, polish or coating packages.
- Package definition and validity
- Visits used and visits left
- Coating application date
- Maintenance wash schedule
- Interior and exterior detailing jobs
- Ceramic and paint protection records
- Package redemption at any branch
- Expiry reminders
Our car detailing management system already covers wash and coating packages, and our garage management software covers job cards. Where those fit, buying beats building.
Pick-up, drop and towing
- Pick-up request and address
- Driver assigned
- Vehicle condition at pick-up
- Fuel level recorded
- Towing for breakdowns
- Kilometres and charges
- Drop after delivery
- Customer confirmation
Technician productivity
- Jobs completed per technician
- Hours booked against standard hours
- Rework attributed
- Skill and speciality
- Attendance and shift
- Incentive calculation
- Training record
- Tools issued
Fleet and corporate servicing
For workshops whose regular work comes from a transport company rather than a family car.
- Vehicles under each account
- Preventive schedule by kilometres
- Driver-reported complaints
- Approval from the fleet supervisor
- Monthly consolidated billing
- Cost per vehicle
- Downtime per vehicle
- Tyre and battery records
- Breakdown history
Feedback and complaints
- Feedback call after delivery
- Rating and comments
- Complaint logged
- Rework job card
- Resolution and closure
- Repeat complaints on the same vehicle
- Review request to satisfied customers
- Advisor-wise feedback
What the owner checks at closing
- Vehicles in and vehicles delivered
- Jobs open by ageing
- Labour and parts revenue
- Bay utilisation
- Average bill value
- Estimate against final bill
- Parts stock value and dead stock
- Pending insurance claims
- Outstanding from fleet accounts
- Customers due for service
- Branch comparison
Who logs in, and what they see
- Owner
- Workshop manager
- Service advisor
- Technician
- Body shop supervisor
- Store and parts in-charge
- Billing counter
- Accounts team
- Insurance coordinator
- Fleet customer
Messages to customers
- Booking confirmation
- Job card opened
- Estimate for approval
- Additional work approval request
- Vehicle ready for delivery
- Invoice copy
- Service due reminder
- Insurance and emissions certificate reminders
- Feedback request
An estimate goes out as a short message with a link to the photographs. A car owner approving extra work wants to see the part, not read about it.
Integrations
- Accounting software
- Payment gateways and bank transfers
- WhatsApp and SMS providers
- Parts supplier catalogues
- Barcode scanners for the store
- Your website booking form
- Existing billing software
Looking up a registration number depends on an authorised data provider and on what it is permitted to return. Assume make, model and chassis are captured at the counter on a vehicle’s first visit, and we will check the lookup route before it goes into a plan.
One connected workflow, end to end.
Every stage below can sit in one system, so nobody re-enters what the last stage already captured.
- Appointment
- Vehicle received
- Job card opened
- Pre-inspection
- Estimate
- Customer approval
- Work allocation
- Parts issue
- Additional approval
- Quality check
- Billing
- Delivery
- Service reminder
You do not have to replace everything at once.
Each phase is usable on its own, so the system earns its place before the next part is built.
- 1
Job cards and billing
Vehicles, customers, job cards, estimates, recorded approvals and invoices. The bill starts matching the work that was agreed.
- 2
Parts and the shop floor
Stock, issue against job cards, purchase, consumables, bay status and technician allocation, so a missing part stops being invisible.
- 3
Claims and specialities
Body shop stages, insurance claims, warranty work, outside jobs and packages for wash, coating or detailing.
- 4
Customers and analysis
Service reminders, feedback, fleet accounts, technician productivity and the reports that show which work actually pays.
How a build actually runs.
- 01
Understand
We stand at the reception bay on a Saturday morning and follow four vehicles from arrival to delivery.
- 02
Map
Service types, labour rates, standard hours, parts flow, approval habits, insurance work and the way your advisors actually talk to customers.
- 03
Design
The job card screen is designed for an advisor holding a phone in one hand and a pen in the other.
- 04
Build
Job cards, estimates and billing first, then parts, because a workshop feels the benefit at the invoice before anywhere else.
- 05
Test
A week of real vehicles runs on both the paper card and the system, and the two are compared every evening.
- 06
Deploy
Go-live starts with a parts stock count and open job cards carried over, with advisors trained at the bay rather than in an office.
- 07
Improve
Reminders, insurance tracking and productivity reporting once the daily job card discipline has held.
What you bring, and when.
The build moves at the speed of the answers. These are the things we ask for, in the order we ask.
- 01
Job cards, estimates and a few bills
Bring recent job cards, a body shop estimate and the invoices that followed. Add the parts price list if you keep a list. Design starts from these papers.
- 02
The manager and the parts counter
The workshop manager knows how cars move through the bays. Whoever runs the parts counter knows the shelf. If they disagree, the owner has the last word.
- 03
Labour rates and approval limits
Labour charges, standard hours and who may approve extra work get settled while modules are built. Your service advisor tries each screen on live cars. That feedback arrives quickly.
- 04
Vehicle history and a stock count
Customer and vehicle lists come across with a counted parts stock. The owner confirms the opening balances.
Systems we can put together for you.
- Garage management software
- Workshop job card systems
- Service centre management platforms
- Estimate and approval tracking
- Spare parts inventory systems
- Body shop and paint workflow software
- Insurance claim tracking
- Service reminder and recall systems
- Fleet maintenance software
- Detailing and package management
- Technician productivity tracking
- Multi-branch workshop platforms
- Customer portals for service history
- Management dashboards
Questions owners ask before starting.
What does custom workshop software actually change?
It moves the job card off paper and ties the estimate, the approval, the parts and the bill to it. Many disputes at the billing counter come from those four sitting apart.
Can approvals for extra work be recorded?
Yes. An estimate can go out on WhatsApp and the approval is stored with the time and the channel, so the bill matches what was agreed.
Can parts be issued against a job card?
Yes. Issuing a part removes it from stock and adds it to the bill, and removing it from the job card puts it back.
Can the customer be told when the vehicle is ready?
Yes, automatically at the delivery stage. Advisors stop checking the bay for every enquiry.
Does it handle insurance claim work?
Yes. Claim number, surveyor visits, approved and disallowed lines, customer share and settlement are tracked. What the insurer approves is still their call.
Is body shop work supported?
Yes. Panel-wise damage, paint codes, booth scheduling, stage photographs and material consumption, with job ageing visible for vehicles stuck waiting on approval.
Can we send service reminders?
Yes, by date or by kilometres, along with insurance and emissions certificate expiry. Each message can carry a booking link, and responses are tracked.
Can two-wheeler and commercial vehicle work run in the same system?
Yes, though the job card is usually laid out differently for each. A truck workshop tracks downtime and tyres.
Does it connect to a manufacturer’s system?
Rarely. Most manufacturers keep their dealer systems closed, so warranty claims are prepared here and submitted by your team on their portal.
Would a ready product work for us?
Often. Our garage management software covers job cards, estimates, parts and reminders, and our detailing system covers wash and coating packages.
Can several branches run on it?
Yes. Each branch keeps its own bays, stock and job cards, while the owner sees vehicles, revenue and pending jobs across all of them.
How we work with this trade.
Ready products for this work.
If one of these fits, it is cheaper and faster than building from scratch. We will say so.
Build a workshop system that settles the dispute.
Trust decides whether a car owner comes back. A recorded approval and a bill that matches the work do more for that than any discount.
Show us a week of job cards and the estimates that went before them. The gap between the two is where a workshop system earns its keep, and we will say how much of that gap our ready garage product already closes.
Tell us how your automobile workshops runs today.
We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements