wollopit Got a problem? →

Engineering workshop software: quotes, jobs & machine time

Engineering workshops: every job from quote to delivery. More chips, less paperwork.

Job cards on paper going black with coolant, hours guessed on Friday arvo, the lathe booked three times over and customers ringing to ask if their shaft's done. We build job management systems for engineering workshops that track every job, every hour and every bit of bar stock from the first quote to the delivery docket. Then we host them and look after them.

Tell us what's slowing you down →Try the live demo →Or call0423 011 252

Looking for engineering workshop job management software?

An engineering workshop juggles dozens of jobs at once across lathes, mills, the CNC, the welding bay and the fitters. Breakdown repairs land at 7am and jump the queue. Production runs sit half done. Material gets pulled off the rack and nobody writes it down. By the time the invoice goes out, half the hours and a chunk of the steel have quietly gone missing.

Wollopit builds custom engineering workshop software around how your shop actually runs. Quotes come from your real machine and labour rates. Workers clock onto jobs from a tablet on the floor. The schedule shows what every machine is doing this week. Customers get a text when their job's ready and the invoice lands in Xero or MYOB with the real hours and materials on it. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.

01The problems

What we hear from engineering workshops

Does your engineering workshop have these problems? Here's how we'd fix them.

Most workshops we talk to have brilliant tradespeople and run the office on paper, a whiteboard and the boss's memory. It works until the boss goes on holidays.

  • The problemPaper job cards go missingCards get covered in oil, left in a ute or lost under a pile of drawings. Nobody can read the notes.
    How we fix itDigital job cards on a tablet at each machine with the drawing, operations, materials and notes right there.
  • The problemHours guessed at the end of the weekBlokes fill in timesheets from memory on Friday and the hours never match the jobs.
    How we fix itClock on and off jobs from the floor. Time is logged per job, per operation and per machine as it happens.
  • The problemQuotes depend on who does themTwo people quote the same job and come back $800 apart. Old quotes live in someone's inbox.
    How we fix itA quote builder using your machine rates, labour rates, material costs and markup, with past jobs to copy from.
  • The problemCustomers ringing for updatesThe phone rings all day with 'is my pump ready yet?' and someone walks the floor to find out.
    How we fix itAutomatic SMS and email updates as jobs move through the shop, plus a portal where customers can check status.
  • The problemMaterial never gets chargedBar stock, plate and bearings get pulled for a job and nobody books them on. The invoice comes up short.
    How we fix itMaterials booked to the job from the floor, with stock levels, offcuts and costs flowing through to the invoice.
  • The problemMachines double bookedThe lathe has three urgent jobs on it, the mill sits idle and nobody knows until Tuesday.
    How we fix itA machine schedule board showing every job by machine and operator, with capacity at a glance.
  • The problemBreakdowns blow up the weekA mine site or farm rings with a breakdown, it jumps the queue and every other job quietly slips.
    How we fix itUrgent jobs flagged and slotted in, the schedule reshuffles and affected customers get a heads up on new dates.
  • The problemMachining to the old drawingRev C gets made when the customer sent Rev D last week. Scrap and a remake.
    How we fix itDrawings attached to the job with revision control, so the floor only ever sees the current one.
  • The problemOutwork you lose track ofParts go out for heat treat, galv or powder coat and nobody knows when they're due back.
    How we fix itOutwork tracked with purchase orders, due-back dates and reminders, sitting right on the job.
  • The problemInvoices go out late and lightJobs finish, the paperwork sits on the desk for a fortnight and the invoice misses hours and parts.
    How we fix itCompleted jobs turn into invoices in Xero or MYOB with actual time and materials, ready to send the same day.
  • The problemNo idea which jobs make moneySome jobs feel busy and lose money. Some customers are always a headache. Nobody can prove it.
    How we fix itQuoted versus actual on every job, plus margin by customer, job type and machine utilisation.
  • The problemQA paperwork for big customersMining and industrial customers want material certs, inspection reports and ITPs. It's a scramble every time.
    How we fix itInspection records, material certs and sign-offs stored per job, with a compliance pack ready to send.
02What we build

Solutions

What we build for engineering workshops. Usually all talking to each other.

Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.

01

Digital job cards

Drawings, operations, materials and notes on a tablet at the machine. No more greasy paper.

02

Floor time clock

Workers clock onto jobs and operations from a shared tablet or their phone. Time per job and machine.

03

Rate-based quote builder

Machine rates, labour rates, materials and markup in one place, with quote templates and past jobs to copy.

04

Machine scheduling board

Every job by machine and operator on a big screen in the office, with drag-and-drop rescheduling.

05

Breakdown and urgent job intake

Urgent call-outs logged fast, slotted into the schedule and the knock-on dates sent to other customers.

06

Customer status updates

SMS and email when a job is received, in progress, out for outwork, ready or delivered.

07

Customer portal

Customers log in to see their jobs, approve quotes, upload drawings and download invoices.

08

Materials and stock

Bar, plate, tube, fasteners and bearings booked to jobs, with stock levels, offcuts and reorder alerts.

09

Purchase orders and outwork

POs for materials and subcontract work like heat treat, galv and powder coat, tracked against the job.

10

Drawings and revisions

Customer drawings and CAD files stored on the job with revision control and floor-only-sees-current rules.

11

Job costing and reports

Quoted versus actual, margin per job and customer, machine utilisation and who's flat out.

12

Invoicing to Xero or MYOB

Finished jobs become invoices with real time and materials, progress claims for bigger jobs included.

13

QA and inspection records

Inspection sheets, material certs, ITPs and sign-offs per job, bundled into a compliance pack.

14

Machine maintenance and safety

Service schedules, prestart checks, SWMS and training records so every machine is safe to run.

03The systems

The big ones

Your whole workshop, on one system.

These are the systems engineering workshops ask us about most. Each one works on its own and they get properly useful once they're joined up.

Job cards & floor time

Every job on the floor, every hour accounted for.

Each job gets a digital card with the drawing, operations and materials on it. Workers tap on and off from a tablet at the machine so you know exactly where every job is and how long it's really taking.

  • Digital job cards at each machine
  • Clock on and off per operation
  • Time logged per job and machine
  • Current drawing on the card
  • Photos and notes from the floor
  • Materials booked as they're used
  • Job travellers with QR codes
  • Hold, waiting parts and rework flags
  • Overtime and shift times captured
  • Live view of who's on what

Quoting

Quotes that add up, whoever writes them.

Build quotes from your real machine rates, labour rates and material costs instead of a gut feel. Copy a similar past job, adjust the hours and send a branded quote the customer can approve online.

  • Machine and labour rates built in
  • Material costs and markup
  • Outwork and freight lines
  • Copy from past jobs
  • Quote templates by job type
  • Branded PDF quotes
  • Online quote approval
  • Approved quotes become jobs
  • Follow-up reminders for open quotes
  • Win rate by customer and job type

Machine scheduling

See what every machine is doing this week.

A schedule board for the whole shop, by machine and by operator. Drop a breakdown job in and see straight away what moves, then let the affected customers know with one click.

  • Board by machine and by operator
  • Drag-and-drop rescheduling
  • Capacity and load per machine
  • Urgent and breakdown flags
  • Due dates and late warnings
  • Leave and public holidays factored in
  • Big-screen view for the workshop
  • Knock-on dates sent to customers
  • Outwork due-back dates shown
  • Machine downtime and services blocked out

Materials & outwork

Every bit of steel charged. Every part back on time.

Materials get booked to the job when they're pulled off the rack, so nothing goes uncharged. Purchase orders for stock and subcontract work sit on the job with due-back dates and reminders.

  • Materials booked to jobs
  • Stock levels for bar, plate and tube
  • Offcut tracking
  • Reorder alerts
  • Purchase orders to suppliers
  • Outwork for heat treat, galv and coating
  • Due-back dates and reminders
  • Supplier price history
  • Material certs attached to the job
  • Receive goods against POs

Customer updates

Customers stop ringing. They already know.

Jobs send their own updates as they move through the shop. Customers can log in to check status, approve quotes, send drawings and grab their invoices, so the phone stops ringing for 'is it done yet?'.

  • SMS and email status updates
  • Received, in progress and ready alerts
  • Delay notices with new dates
  • Customer portal login
  • Online quote approval
  • Drawing and file uploads
  • Job history per customer
  • Invoices and delivery dockets to download
  • Pickup and delivery notifications
  • Multiple contacts per account

Job costing & invoicing

Know which jobs make money. Invoice them the same day.

Every job shows quoted versus actual on hours, materials and outwork. When it's finished it turns into an invoice in Xero or MYOB with the real numbers on it, so nothing gets left on the desk.

  • Quoted versus actual per job
  • Margin by customer and job type
  • Machine utilisation reports
  • Invoices pushed to Xero or MYOB
  • Progress claims for big jobs
  • Customer order numbers on invoices
  • Unbilled work report
  • Labour efficiency by worker
  • Overdue job alerts
  • Monthly workshop dashboard
04How it changes

Before and after

A breakdown repair job, wolloped.

Here's how an urgent breakdown job could change. Every workshop is different, so we map yours first.

Before

  1. Customer rings at 7am and the job goes on a scrap of paper
  2. Boss walks the floor to find a free machine
  3. Hours scribbled on the card and guessed on Friday
  4. Bearings and bar pulled from stock and never written down
  5. Customer rings three times asking if it's done
  6. Invoice goes out two weeks later with half the hours missing

After

  1. Breakdown logged in two minutes and flagged urgent
  2. Schedule board shows the free machine and what moves
  3. Fitter clocks on from the tablet at the bench
  4. Parts booked to the job as they're used
  5. Customer gets a text when it's ready for pickup
  6. Invoice goes to Xero the same day with real time and materials
05Services

Everything under one roof

Software, websites and systems for engineering workshops.

Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.

Custom software for engineering workshops

Built around how your engineering workshop actually runs: digital job cards, floor time clock and the admin in between, in one system you own.

Websites for engineering workshops

Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.

Engineering workshop system upgrades

Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.

Apps and portals for engineering workshops

Rate-based quote builder and machine scheduling board: customer and staff portals that work on any phone without an app store.

Integrations and automation

We connect Xero, MYOB and Microsoft 365 so information moves on its own and nobody retypes it.

Hosting, support and care

Managed hosting, updates, backups and security for your engineering workshop, looked after by the people who built it.

06Integrations

Connections

Plays nicely with what you already use.

We connect to the tools you rely on, work alongside job platforms you're happy with or replace the ones holding you back.

  • Xero
  • MYOB
  • Microsoft 365
  • Google Workspace
  • simPRO
  • AroFlo
  • ServiceM8
  • Fergus
  • JobBOSS²
  • Unleashed
  • Cin7
  • SOLIDWORKS
  • Autodesk Fusion
  • AutoCAD
  • SafetyCulture
  • Deputy
  • Employment Hero
  • Stripe
  • Dropbox
07How we work

The process

Some people dip their toe in. We turn up in a rebreather.

We get properly below the surface of your engineering workshop: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.

  1. 01

    Think

    We spend time on your floor, at the quoting desk and in the office, then work out where hours, material and money are leaking.

  2. 02

    Archi-tech

    We plan it before writing code: your machines, rates, job flow, stock, outwork, customers, hosting and cost.

  3. 03

    Build

    Real engineering, shown to you early and often. Usually job cards and floor time first, so you see real hours within weeks.

  4. 04

    Look after

    We host it, maintain it and keep improving it. When something breaks you call the people who built it.

08Questions

FAQ

Things engineering workshops ask us.

Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.

Can workers clock onto jobs from the floor?

Yes. A tablet at the machine or the worker's own phone lets them start and stop jobs and operations in a tap. It's built for greasy hands and people who don't want to type.

Can quotes use our actual machine and labour rates?

Yes. We load your rates for each machine and type of labour, plus material costs and markup. Anyone quoting gets consistent numbers and you can copy past jobs to save time.

Can it handle breakdown jobs that jump the queue?

Yes. Urgent jobs get flagged and dropped into the schedule. You see what moves and the affected customers can be told their new dates straight away.

Can customers see where their job is up to?

Yes. They get SMS or email updates as the job moves through the shop. They can also log in to a portal to check status, approve quotes and download invoices.

We already use simPRO or JobBOSS. Do we have to switch?

No. If your current platform is doing its job we build around it, adding the floor tablets, scheduling board, customer portal or reports it's missing. If it's holding you back we'll show you what replacing it would involve before anything changes.

Does it work with Xero or MYOB?

Yes. Finished jobs push through as invoices with the real hours and materials. Customers and suppliers stay in sync so nobody retypes anything.

How much does an engineering workshop system cost?

It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.

How long does it take?

We build in stages. Something like digital job cards and floor time can be running early, so you get the first win quickly instead of waiting for everything at once.

Who looks after it once it's built?

We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.

We already have systems. Can you upgrade them instead of starting again?

Usually, yes. Most engineering workshops we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.

Contact

Got an engineering workshop problem? Consider it wolloped.

Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.

Call0423 011 252 Emailprojects@wollopit.com.au
I've got

We also build for