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GullySystem
Automotive · Garage Management Software

Bookings, job cards, parts and invoices for car and bike workshops.

Run a car or bike workshop from booking to delivery. Every vehicle gets a job card with complaints, odometer, the mechanics assigned and the parts taken from stock. The estimate becomes the tax invoice, payments are recorded against it, and the next service date is set when the vehicle is delivered. The garage also gets its own website where customers book a slot.

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  • Service menu, labour charges and tax rates loaded before the first job card
  • Customers, vehicle history and parts stock migrated from wherever they are kept
  • Set up, hosted and supported by one team over remote video sessions

A car or bike workshop runs on job cards, and Garage Management Software from GullySystem keeps them. Each job card holds complaints, odometer, the mechanics assigned and the parts taken from stock, from brake discs to wiper blades. Estimates become tax invoices. Service advisors, mechanics and the owner work from it, and the garage website takes bookings.

Where it breaks today

What goes wrong before the software.

Status enquiries interrupt the workshop

Customers call to ask if the car is ready. The advisor has to walk to the bay and find the mechanic under the hoist, wrench in hand, while three more calls ring on the desk phone.

Job cards are on paper

Complaints, odometer and fuel level are scribbled at the gate on a carbon slip. By billing time part of it is unreadable, and arguments about a scratched bumper or a cracked windscreen are hard to resolve.

Parts are fitted but not billed

A mechanic takes an oil filter, a spark plug set, a headlamp bulb or a can of coolant from the shelf and fits it. Without a record, it is never billed and stock stops matching the shelf.

Extra work approvals are not logged

The bill exceeds the estimate, and the approval was a phone call. The extra clutch, gearbox mount or alternator work is argued at the counter or written off, and the customer leaves unhappy.

Stock is not visible to the workshop

Stock lives in the storekeeper’s memory. A job pauses while someone fetches a missing head gasket, wiper blade or tie rod end, and the promised delivery time slips by an afternoon.

Regular customers are not reminded

Next service, insurance and emissions test dates are not tracked. Customers may service elsewhere, and the garage never learns that a radiator flush or a silencer repair was due.

How it runs

How the work flows through it, step by step.

Illustration with sample figures. Your screens are built around your own records.
  1. 1

    Booking

    The owner books on the garage website or by phone with vehicle, complaint, preferred date and time, and whether pickup and drop is needed.

  2. 2

    Job card

    The booking becomes a job card. The advisor notes odometer, fuel level, complaints and inspection findings, from tyre wear to a leaking radiator hose, sets an expected delivery time and assigns mechanics.

  3. 3

    Estimate and approval

    Labour, parts, consumables and services go on line by line with tax and discount. The owner approves, and the method of approval is recorded.

  4. 4

    Work and parts

    Every part is issued to the job card, and stock reduces as it goes. A shortage of brake discs, a timing belt or a steering rack boot shows before work begins, so the promise to the customer stays honest.

  5. 5

    Invoice and payment

    The approved estimate becomes the invoice, line for line, including towing and aircon gas top-ups. Cash, card, mobile wallet or bank transfer is recorded in full or in part, and fleet customers can be marked as credit.

  6. 6

    Delivery and reminders

    Marking the job delivered stamps the last service date and sets the next one from the odometer and the calendar. As the date approaches, the entry appears on the reminders list with a WhatsApp message ready to send.

Modules

What is inside.

Every module can be switched on, left out or changed to match how your team already works.

Job cards

Create one card per visit at gate-in, with its own number, odometer reading, fuel level, complaints and inspection notes. It carries the estimated cost, the delivery date and a status from created to delivered.

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Mechanic and technician assignment

Assign one or more technicians and a service advisor to each job card, with the hoist bay and the time each mechanic started. Who is on which vehicle is visible to anyone at the counter.

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Estimates

Prepare line items for labour, parts, services and consumables such as degreaser, grease and rags with quantity, price, tax and discount. Share, approve, reject or revise them, with the approval method saved.

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Tax invoices and payments

Generate invoices from the approved estimate with the tax rate on each line. Record payments one by one with transaction IDs, and let balance and status update.

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Spare-parts stock

Hold each part with code, category, vehicle fit, brands, purchase and selling price, supplier and a low-stock level, from rotors and gaskets to bulbs, wipers and bushings. Parts issued to a job card leave stock.

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Bookings

Keep online, phone and walk-in bookings in one list, moving from new to confirmed to vehicle received. Converting a booking into a job card carries over the complaint, the pickup slot and the towing request.

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Customers and vehicles

Tag customers by source and type, and record each vehicle’s registration, fuel type, kilometres, chassis and engine numbers. Cars, scooters and motorcycles sit in one list, each marked by type, with sprocket and tyre sizes noted for bikes.

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Service reminders

Track next service, oil change, insurance expiry, emissions test expiry and general check-ups, each with a WhatsApp message and your booking link.

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Workshop dashboard

View vehicles in the bays and on the hoists, today’s bookings, revenue, pending estimates and approvals, cars ready for delivery, unpaid invoices and low-stock alerts for pads, plugs and coolant.

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Garage website with booking

Publish a site with your services, hours, map, WhatsApp number, gallery and reviews. Its booking form feeds your bookings list.

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Reviews and gallery

Choose which customer reviews appear on the website and upload photos of the workshop and completed work.

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Solutions inside

The business modules it is built from.

Each one is also available on its own, or inside a system built for you.

  • Job Cards

    A card opens per visit at gate-in with its own number, odometer, fuel level, complaints and inspection notes, and moves from created to delivered.

  • Estimate/Quotation Management

    Advisors prepare line items for labour, parts and consumables with tax and discount, then share, approve, reject or revise them with the approval method saved.

  • Invoice Management

    Invoices are generated from the approved estimate with the tax rate on each line, and payments are recorded one by one with transaction IDs.

  • Stock Tracking and Alerts

    Each part is held with code, vehicle fit, brand, prices, supplier and a low-stock level, and parts issued to a job card leave stock.

  • Online Booking Portal

    A garage website lists services, hours, map, gallery and reviews, and its booking form feeds the same bookings list the front desk uses.

  • Service Reminders

    Next service, oil change, insurance and emissions test expiry dates are tracked, each paired with a WhatsApp message and the garage’s booking link.

  • Dashboards and KPIs

    The workshop screen shows vehicles in the bays, today’s bookings, revenue, pending approvals, cars ready for delivery, unpaid invoices and low-stock alerts.

Services

How we would put it in.

Setup, data migration, integrations and anything built on top.

All solutions

Every part of the system, by area.

Take the modules you need. Each one works on its own or inside a larger system built for you.

AI by department

More on this product

Topics beyond the modules.

Each page covers one part of how the system is used, connected or controlled.

Garage Software Connections: WhatsApp, Payments, Maps

The garage software connects to WhatsApp through click-to-chat, records card, wallet and bank transfer payments, and places a Google Maps link on the garage website.

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Reports for Garage Owners and Service Advisors

Revenue, unpaid invoices, job cards, estimates, low stock, reminders and bookings are reported from the records the counter and the workshop already keep.

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Garage Management Software for Each Role

A workshop has owners, advisors, mechanics and an accountant who all touch the same job card.

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Who uses it

One system, each person sees their part.

For owners

See revenue for the day and month, unpaid invoices, low stock and every job card. Manage staff logins and the garage website.

For service advisors and receptionists

Take bookings, open job cards, build estimates, record approvals and tell customers where their vehicle stands.

For mechanics

See the job cards assigned to you, the complaints and inspection notes, and the parts issued to the job.

For accountants

Raise invoices, record payments and part-payments, and follow up on balances and credit customers.

Reports

The numbers the owner asks for.

  • Today’s and this month’s revenue
  • Unpaid and part-paid invoices
  • Job cards by status, including cars ready for delivery
  • Estimates shared and awaiting approval
  • Parts at or below their low-stock level
  • Service, insurance and emissions test reminders due, followed up or overdue
  • Today’s bookings, with pickup and drop requests
Good fit

Who this is built for.

  • Multi-brand car workshops running several bays with a service advisor and mechanics
  • Two-wheeler service centres handling many bikes a day
  • Garages that keep a spare-parts store and lose track of it
  • Detailing and repair centres that want online bookings and a gallery of their work
  • Workshops servicing fleet or corporate vehicles on credit
Honest answer

When it is not the right choice.

  • An authorised dealer workshop that must use the manufacturer’s own dealer system.
  • A one-man roadside repair stand. A notebook and a payment QR code will serve you better.
Made to fit

Adapted to your business before it goes live.

You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.

Your services and labour rates

Service menu, labour charges, tax rates and parts categories are loaded first. Job card and invoice numbering and layout are set to yours.

Customers, vehicles and parts migrated

Customer list, vehicle history and parts stock are brought in from Excel, existing billing software or paper registers, and the storekeeper checks the bin counts against the shelf before go-live.

WhatsApp and payments

Reminders open in WhatsApp from your garage’s number with the message written. Card, wallet and bank payments are recorded against the invoice.

Training at the counter

Advisors, mechanics and the accountant each learn their own screen using a few real vehicles, from the gate-in walk-round to the final invoice and the delivery handover.

Hosting and support

GullySystem hosts the software and your garage website, takes backups and resolves issues through the engineers who built it.

Works alongside

  • WhatsApp click-to-chat
  • Card, wallet and bank transfer records
  • Google Maps link on your website
Common questions

Questions owners ask before a demo.

Can it print a tax invoice?

Yes. Each line carries its own tax rate, and the printed invoice shows the tax total. Your tax number and product codes are added to the layout at set-up. Returns are filed by your accountant from the sales report, and no government e-invoice code is generated here.

Does stock reduce when a part is fitted?

Yes. Issuing a part to a job card, such as a brake rotor or an exhaust gasket, takes it out of stock, and removing it puts it back. The screen will not issue more than is on the shelf.

Can it remind customers when the next service is due?

Yes. Delivering a job sets the next service date, and insurance and emissions test expiry dates are kept on the vehicle. Staff work from a reminders list with a WhatsApp message ready.

Do you handle insurance jobs and cashless claims?

No. The estimate and the invoice cover work the customer pays for. Claim numbers, insurer and surveyor paperwork and the ageing of claim receivables are not held. A vehicle’s insurance expiry date is kept only as a reminder.

Can we attach photos of the vehicle at gate-in?

No. Condition at gate-in is typed as inspection notes on the job card, and photos are not attached to it or to the estimate. Digital vehicle inspection sheets with annotated images are not part of this. The website gallery holds workshop photos only.

What happens during billing if the internet drops?

Billing and the job card need a connection, because GullySystem hosts the software. Offline billing is not part of it. It does run in a browser on phones and tablets, so an advisor can work beside the hoist on mobile data.

Does it push anything into our accounting package?

Not directly today. Invoices and payments are listed for your accountant, and an export can be scoped at set-up.

Can old customer and vehicle records be moved?

Yes. Customers, vehicles and parts come in from Excel or your old software before go-live, and a sample is checked with you.

Who owns the data?

Your garage does. There is no export button yet, so the written proposal states how you receive the whole record, including if you leave.

Should we just use a free billing app?

If you only need bills, a billing app is enough. This is for garages that lose money on unbilled parts, unapproved extra work and customers who do not return.

How long before the garage is writing job cards on it?

Duration depends on how many customers and vehicles you want loaded. Release one handles customers and vehicles, job cards with mechanic assignment, estimates, and tax invoices with payments. Spare-parts stock, bookings, service reminders and the website with booking come once the counter works from those. The proposal settles the sequence and the calendar.

What does the garage need to prepare for the start?

Bring the customer and vehicle list, the service and labour price list, current spare-parts stock, and a few recent job cards, estimates and invoices. Nominate one person at the front desk, one among the mechanics and one in accounts. They answer our questions and check each screen. We need access to your WhatsApp and website accounts too.

Wondering what it would cost? Share your requirements and an engineer will come back with a scope.

Inside this product

Every part, on its own page.

Each page covers one part of the system: what it records, who uses it and what it hands on.

Guides

Written for this trade.

Practical notes on running the business, not product marketing.

Garage Management Software: From Job Card to Invoice

How garage management software runs a car or bike workshop from vehicle intake and job card to estimate approval, parts, tax invoice and service reminder.

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What industry specific software is and what a generic ERP leaves out

Industry specific software is built around the records one trade keeps. See what a generic ERP leaves out, using a garage, a PG and a chit fund as examples.

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Buying software when one business runs two trades under one roof

Clinic with a pharmacy, garage with a tyre shop, showroom with a workshop: when one product is enough and when two linked ones fit better.

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Industries

Built for.

The trades this product is set up for. Pick yours to see how the work runs there.

Related

Related products.

Selling online

Selling these goods online as well?

These e-commerce pages describe the online side: the storefront, dealer ordering and the connections to a system like this one.

Your requirements

See Garage Management Software set up around your records.

Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.

What happens after you share your requirements

  1. A senior engineer reads your answers. Nobody phones first.
  2. Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
  3. If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
  4. 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