Requirements checklist
What to ask for when choosing software for bike service workshops.
A checklist built from how bike service workshops work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Job cards and gate inspection
- Estimates and rider approval
- Bays and mechanic allocation
- Spares counter and stock
- Coupon service and warranty log
- Service reminders
- Pickup and drop rounds
Roles that need their own access
Who logs in, and what each person may see or change.
- Owner’s view
- Service advisors
- Mechanics
- Parts counter
- Cashier’s desk
Reports to ask for
Ask to see each one with your own sample data.
- Bikes in the shop by bay and waiting reason
- Coupon services by interval, with claim status per maker
- Estimate approvals pending, with the age of each request
- Spares issued per job card against counter sales
- Labour hours billed per mechanic per week
- Riders overdue for service by date and by odometer reading, with phone number and last mechanic
- Pickup rounds by rider with return times
Systems it may need to connect to
Note which ones you already run.
- SMS
- Card and wallet payments
- Accounting export
Questions for any vendor
Put these to every supplier you are comparing.
- Does it cover scooters and electric two-wheelers?
- How does it deal with free service coupons?
- Can an estimate be approved by the rider on a phone?
- How are spares tied to a job?
- Will the pickup rider see the round on a phone?
- Do reminders depend on the date or the odometer?
- Can we move our existing rider list?
- What happens if the workshop has more than one branch?
- What does it cost?
- Can invoices go to our bookkeeper?
- How long until the workshop is writing job cards on it?
- What does the workshop need to hand at the outset?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- The bike’s past leaves with the tag
- Estimates are agreed on a call
- Coupon visits blur into paid ones
- Spares leave the counter unlinked
- Reminders depend on memory
Prefer to talk it through? See the bike service workshops page.