Service module – overview

The service module covers the complete workflow of a service workshop: from registering vehicles and setting up working hours, through vehicle reception and work orders, to issuing quotes and invoices. The module is designed for auto service shops, body shops, PDR workshops, mobile device repair (GSM), tire shops, auto electricians and similar businesses.

Deep-dive articles:

• PDR – damage assessment and pricebook types – full explanation of all 4 PDR pricebook types (normative, fixed, variable rate, per-dent), the size × dent-count matrix, modifiers, and transferring damages to work orders.
• Online bookings – public booking page, working hours and slot configuration, confirming bookings and converting them into service receptions.

Workflow – from first contact to invoice

The typical lifecycle of a single service in the system looks like this:

1. Booking / Reservation — the customer books an appointment (via the public booking page, by phone, or by walking in). The system creates a document of type REZ (Reservation).
2. Vehicle reception (SV) — the vehicle arrives at the service at the agreed time. With a single click, the reservation is converted into an SV (Service) document with all data pre-filled.
3. Assessment and problem description — the mechanic records mileage, fuel level, work description, photos of the vehicle and damages, and vehicle documents.
4. Work orders and items — based on the selected service type, the system automatically adds normative items (labor + parts). Items can be added, changed, or removed manually.
5. Quote (optional) — if the service requires customer approval, a quote is generated from the reception and sent to the customer. The service status becomes Awaiting approval.
6. Performing the work — the mechanic changes the status to Work in progress, and to Work completed when finished.
7. Invoicing — an invoice is generated from the work order (fiscalized automatically if fiscalization is enabled).
8. Completion — the service is closed with the Finished status, and the customer is notified that the vehicle is ready.

Service settings

All module settings are located under Options → Service settings. Settings are per business unit – each unit can have its own working hours, slot duration, and industry type.

Service locations

If you have enabled Use service locations, you can define up to 20 physical locations per business unit under Options → Service locations. Each location has:

Deleting a location: A location cannot be deleted if any vehicle reception is linked to it. In that case, set the location to inactive, which hides it from new entries while preserving history intact.

Vehicles – master data

A vehicle (Options → Vehicles or directly from a reception) is the central entity of the service module. One vehicle has one owner (client) and an unlimited number of receptions over its lifetime.

Vehicle fields

Temporary vehicle data on reception

For a quick reception (e.g., an unknown client coming for a one-off car wash), you do not need to create a full vehicle record. The reception has temporary fields (plate, make, model, VIN) stored directly on the document. When the client becomes a regular, you can create a real vehicle record from those fields with a single click and link the client.

Service types and norms

Service types (Options → Service types) are templates that speed up reception. Instead of typing items manually every time, you define "Regular service – oil change" once, and when selected at reception, all items are added automatically.

Service type fields

Billing categories

The billing category determines who pays for the service and how it is displayed in reports:

Workflow types

Norms – the service "recipe"

For each service type, you can define norms – a list of items (labor, parts, consumables) that are automatically added to a reception when the service type is selected.

Example: "Regular service – oil change"

• Service: Mechanic labor (norm) × 0.50 hours
• Item: Motor oil 5W-30 × 5 liters
• Item: Oil filter OE-4152 × 1 piece
• Item: Drain plug gasket × 1 piece

When the mechanic selects that service type at reception, all four items are automatically added to the work order with prices from the item pricelist. The mechanic can manually increase/decrease quantities, add more items, or remove them.

Vehicle reception – the document

The vehicle reception is the central document of the service module. All work orders, quotes, images, documents, and conversations are linked to a single reception.

Two document types

Each document has its own yearly counter per business unit – e.g., SV-00001/2026 is the first service reception of 2026 in that unit.

Reception fields

Insurance fields

If the billing category is Insurance, additional fields are unlocked:

• Insurance company – the client who is the insurer.
• Insurance branch – the local branch.
• Policy number – insurance policy.
• Claim number – internal claim number.

These fields are automatically pulled into the quote and invoice issued to the insurance company.

Reception statuses – full lifecycle

The reception status is changed manually from the menu at the top of the reception detail page. Each status is displayed with a different color in lists and in the calendar.

Reservation cycle (REZ):

Service cycle (SV):

Work orders, quotes and invoices

From a single reception, multiple documents can be generated that are linked to that reception:

All documents share the same items. If you change the oil quantity from 5 to 6 liters on the work order, the change is reflected in the quote and the invoice as well.

Calendar, slots and appointments

The calendar is a visual representation of all reservations and receptions. Available under Service → Calendar.

How free slots are generated

The system calculates free slots based on:

1. Business unit working hours – defined in General settings for each day of the week.
2. Lunch break – from service settings.
3. Slot duration – e.g., 30 min generates slots 09:00, 09:30, 10:00…
4. Existing events – slots that overlap with already created receptions and reservations are marked as busy.
5. Service type duration – if a service type takes 60 min, it blocks two 30-minute slots.

Slot system activation

The slot system is optional. To activate it, all four prerequisites are needed:

• Working hours set in General settings
• Slot duration set in Service settings
• Duration set in the service type (or in the reception)
• (optional) Lunch break

If the slot system is not active, the appointment time is entered as free text and no overlap check is performed.

Pricelists in the service module

The service module has several different pricing systems that together determine the final service price. It is important to understand which controls what.

Price calculation example: oil change

Service type: Regular service – oil change
Norms (from service type settings):
  - Mechanic labor            × 0.50 h
  - Motor oil 5W-30           × 5 l
  - Oil filter OE-4152        × 1 pcs
  - Drain plug gasket         × 1 pcs

Prices from the item pricelist (selling without VAT):
  - Mechanic labor            = €30.00/h
  - Motor oil 5W-30           = €8.00/l
  - Oil filter OE-4152        = €12.00/pcs
  - Drain plug gasket         = €1.50/pcs

Calculation:
  0.50 × 30.00 =  €15.00
  5 × 8.00     =  €40.00
  1 × 12.00    =  €12.00
  1 × 1.50     =   €1.50
  -----------------------
  Total VPC    =  €68.50
  VAT 25%      =  €17.13
  Total MPC    =  €85.63
    

Vehicle documents and images

You can add an unlimited number of documents and images to each reception (photos of damage, registration document, insurance policy, signed statements…).

• Document categories – defined under Options → Vehicle document categories (e.g., "Registration", "Damage photo", "Insurance policy", "Signed report").
• Drag & drop upload – simply drag files into the window.
• Upload from phone – opens the camera directly on mobile devices, without saving to the gallery.
• Image gallery – click on an image to open a preview with navigation.
• Linking with a PDR damage – in the PDR workflow, images are automatically linked to a specific damage record.

Dashboard and reports

The service dashboard gives an overview of the status of all active receptions:

• Counters by status – how many are in assessment, in progress, awaiting approval, finished today…
• Service trend – chart by day, week, or month.
• Busiest technicians – who currently has the most open work orders.
• Average service duration – from reception to completion.
• Breakdown by service type – how many regular, warranty, PDR repairs in a given period.
• Search – global search by document number, plate, VIN, client, or work description.

Access rights and prerequisites

The service module has its own set of permissions that can be assigned per employee under Options → Company → Employees → Access rights:

• View services – may see the list and reception details.
• Create reception – may open a new reception.
• Edit reception – may modify existing receptions.
• Delete reception – may delete (usually admins only).
• Issue quotes and invoices – may create financial documents.
• View all services vs. only own – some technicians may only see their own work orders (scope filter).
• PDR assessments – may perform body assessments.
• PDR pricebooks – may edit pricebooks (usually admin).
• Booking module – may confirm online bookings.

Frequently asked questions

Related articles

• PDR – damage assessment and pricebook types – everything about the paintless dent repair process, the 4 pricebook types, and the calculation matrix.
• Online bookings – public booking page, configuration, and confirming appointments.
• Groups, items and services – how to set up the item and service pricelist used by the service module.
• CRM and clients – managing the client database of vehicle owners.
• Application settings – global configuration including business unit working hours.