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Truck repair workshop software: job cards, parts & fleets

Truck repairers: get rigs back on the road faster. More spanners, less paperwork.

Job cards covered in grease, parts ordered by phone, a prime mover sitting in the bay waiting on a fleet manager who won't pick up and invoices typed up on Friday arvo from whatever the boys wrote down. We build workshop management systems for truck repairers that tie bookings, job cards, parts, approvals and invoicing together. 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 truck workshop management software that actually suits heavy vehicles?

Every hour a truck sits in your yard costs its owner money and they'll let you know about it. Most workshop software is built for cars. It doesn't get fleet accounts with their own PO rules, service intervals by kilometres and engine hours, trailers that come in with the prime mover or a breakdown at 2am out on the highway. So the workshop runs on paper cards, a whiteboard, a phone glued to the service manager's ear and a lot of chasing.

Wollopit builds custom software for truck repair workshops around how your yard actually runs. Bookings land on a bay and mechanic schedule. Job cards live on a tablet with photos, hours and parts. Quotes get approved online with the customer's PO number attached. Parts get ordered from the job and invoices go to Xero or MYOB the moment the truck is signed off. Fleet customers log in to see where their trucks are up to, so you stop answering the same call ten times a day.

01The problems

What we hear from truck repairers

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

Most truck workshops we talk to have great mechanics and a front office drowning in phone calls, paper and chasing. It holds together until three fleet trucks and a breakdown land on the same Monday.

  • The problemPaper job cardsCards get lost in the bay, soaked in diesel or written in handwriting only the bloke who wrote it can read.
    How we fix itDigital job cards on a tablet per truck, with tasks, notes, photos, hours and parts logged as the work gets done.
  • The problemWaiting on approvalsYou find a cracked spring hanger, ring the fleet manager and the truck sits on the hoist for three hours waiting for a yes.
    How we fix itQuotes and extra work sent by SMS or email with photos. The customer approves online with their PO number and the mechanic gets the go-ahead on the tablet.
  • The problemParts ordered by phoneSomeone rings three suppliers, writes the part number on a scrap of paper and nobody knows when it's arriving.
    How we fix itParts requests raised from the job card, sent to your suppliers and tracked through to arrival so the truck is booked back in when they land.
  • The problemBays double bookedTwo trucks turn up for the same bay, a trailer is blocking the pit and the diary is in someone's head.
    How we fix itA bay and mechanic schedule that shows who's working on what, what's on the hoist and what's waiting in the yard.
  • The problemService intervals missedFleet trucks blow past their service because nobody tracked kilometres or engine hours.
    How we fix itService schedules per vehicle by km, hours or date, with automatic reminders to the customer and a booking link.
  • The problemCompliance records all over the placeBrake readings, defect clearances and maintenance records sit in filing cabinets when a customer needs them for an audit.
    How we fix itInspection and maintenance records stored against every truck and trailer, ready to send for NHVAS audits or a defect clearance.
  • The problemFleet managers ringing all dayWhere's my truck? When's it ready? What's the hold-up? The same calls, all day long.
    How we fix itA fleet portal where customers see every truck in your workshop, its status, quotes waiting on them and its full history.
  • The problemHours never add upMechanics' time gets guessed at the end of the day, so jobs are underquoted and labour leaks out of every invoice.
    How we fix itClock on and off each job from the tablet, so actual hours land on the job card and the invoice.
  • The problemInvoices typed from cardsThe office retypes every card into the accounts days later and half the parts get forgotten.
    How we fix itInvoices built from the completed job card with labour, parts and sundries, pushed straight to Xero or MYOB.
  • The problemBreakdowns run on a phone callA driver rings from the side of the highway and the details get scribbled on whatever's handy.
    How we fix itBreakdown call-outs logged with location, rego and fault, the service truck dispatched and the job card started before you leave the yard.
02What we build

Solutions

What we build for truck repairers. 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

Tasks, notes, photos, parts and hours per truck on a tablet that copes with greasy fingers.

02

Online quote approvals

Quotes and extra work approved by the customer online with photos, PO numbers and a timestamp.

03

Bookings & bay scheduling

Bays, pits, hoists and mechanics planned on one board, with online booking requests for customers.

04

Parts requests & ordering

Parts raised from the job, sent to suppliers, tracked to arrival and matched to the invoice.

05

Workshop status board

A screen in the workshop showing every truck, its bay, its mechanic and what it's waiting on.

06

Fleet customer portal

Fleet managers log in to see their trucks, approve quotes, book services and download history.

07

Service interval tracking

Services due by km, engine hours or date, with reminders sent before the truck goes overdue.

08

Inspection & maintenance records

Brake readings, checklists, defect clearances and maintenance history stored per truck and trailer.

09

Mechanic time tracking

Clock on and off each job so real hours flow to job costing and invoices.

10

Breakdown & call-out dispatch

Roadside jobs logged with location and fault, the service truck sent and the job card started on the way.

11

Automatic invoicing

Invoices from signed-off job cards with labour, parts and PO numbers, synced to Xero or MYOB.

12

Warranty & comeback tracking

Parts warranty claims and comeback jobs tracked so nothing gets written off by accident.

13

SMS updates for customers

Truck in, quote ready, parts arrived and ready for pickup messages sent automatically.

03The systems

The big ones

Your whole workshop, on one system.

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

Job cards

Job cards that live on the tablet, not the floor.

Every truck gets a digital job card the mechanic works from in the bay. Tasks, photos, parts used and hours all go on as the work happens. When the truck is signed off the office already has everything it needs.

  • Job card per truck or trailer
  • Task lists from service templates
  • Photos and notes on every task
  • Clock on and off per job
  • Parts used logged from the bay
  • Extra work flagged for approval
  • Customer PO and rego on every card
  • Odometer and engine hours captured
  • Mechanic sign-off and QC check
  • Full history per vehicle

Bookings & bays

Every bay, every mechanic, one board.

See what's on the hoist, what's in the yard and who's free before you say yes to another job. Bookings come in online or by phone and land straight on the schedule. A workshop screen keeps the whole crew on the same page.

  • Bay, pit and hoist scheduling
  • Mechanic rosters and skills
  • Drag and drop job planning
  • Online booking requests
  • Trailers linked to prime movers
  • Waiting on parts or approval flags
  • Workshop TV status board
  • Booking confirmations by SMS
  • Google Calendar sync

Parts ordering

Parts ordered from the job, not a scrap of paper.

Mechanics request parts from the job card and the parts person orders them from your suppliers in one place. You can see what's on order, what's arrived and which truck it's for. Arrivals trigger a rebooking so the truck isn't forgotten in the yard.

  • Parts requests from the job card
  • Supplier orders by email or portal
  • Part numbers and supplier pricing
  • Back order and ETA tracking
  • Arrivals matched to the waiting truck
  • Shelf stock with reorder alerts
  • Parts markup on invoices
  • Core returns and warranty parts

Fleet portal & approvals

Fleet managers stop ringing. Trucks stop waiting.

Transport companies get their own login to see every truck in your workshop, approve quotes with their PO and pull up service history. Extra work goes out with photos so the yes comes back in minutes, not hours.

  • Fleet logins with multiple users
  • Live status for every truck
  • Quotes approved online with PO
  • Photos and notes with every quote
  • Approval rules per fleet
  • Service due list for their fleet
  • Invoices and history downloads
  • SMS and email notifications

Servicing & compliance

Every service and inspection on record.

Service intervals by kilometres, engine hours or date for every truck and trailer you look after. Brake readings, checklists and defect clearances are stored against the vehicle. When a customer needs records for an audit you send them in a click.

  • Service schedules by km, hours or date
  • Automatic service due reminders
  • Inspection checklists on the tablet
  • Brake and tyre readings logged
  • Defect clearance records
  • Maintenance records for NHVAS audits
  • Trucks and trailers tracked separately
  • Odometer readings from telematics
  • PDF reports per vehicle
04How it changes

Before and after

A breakdown repair, wolloped.

Here's how a truck with a surprise fault could change. Every workshop is different, so we map yours first.

Before

  1. Truck comes in on a paper job card
  2. Mechanic finds extra work and walks to the office
  3. Fleet manager doesn't answer for three hours
  4. Parts ordered by phone and scribbled on a notepad
  5. Truck sits in the yard after the parts arrive
  6. Invoice typed from the card days later

After

  1. Job card is on the tablet before the truck hits the bay
  2. Mechanic snaps photos and flags the extra work
  3. Fleet manager approves online with a PO in minutes
  4. Parts ordered from the job with an ETA
  5. Arrival alert rebooks the truck into the next free bay
  6. Invoice goes to Xero the moment it's signed off
05Services

Everything under one roof

Software, websites and systems for truck repairers.

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 truck repairers

Built around how your truck repair workshop actually runs: digital job cards, online quote approvals and the admin in between, in one system you own.

Websites for truck repairers

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

Truck repair 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 truck repairers

Bookings & bay scheduling and parts requests & ordering: customer and staff portals that work on any phone without an app store.

Integrations and automation

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

Hosting, support and care

Managed hosting, updates, backups and security for your truck repair 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 workshop platforms you're happy with or replace the ones holding you back.

  • Xero
  • MYOB
  • Stripe
  • Square
  • Mechanic Desk
  • Workshop Software
  • Fleetio
  • Teletrac Navman
  • MTData
  • Geotab
  • EROAD
  • Twilio SMS
  • Google Calendar
  • Google Business Profile
  • Deputy
  • Employment Hero
  • Microsoft 365
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 truck repair 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 in your bays, your parts room and your front office, then work out where trucks are actually getting held up.

  2. 02

    Archi-tech

    We plan it before writing code: your bays, job cards, parts suppliers, fleet customers, compliance records, hosting and cost.

  3. 03

    Build

    Real engineering, shown to you early and often. Usually job cards or approvals first, so trucks start leaving sooner.

  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 truck repairers ask us.

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

Can transport companies see their trucks' status?

Yes. Fleet customers get their own login to see every truck in your workshop, what it's waiting on and when it'll be ready. They can approve quotes and pull up service history too.

Can customers approve quotes with their own PO numbers?

Yes. Quotes and extra work go out by SMS or email with photos. The customer approves online, adds their PO and the mechanic sees the go-ahead straight away.

Will it work on tablets out in the workshop?

Yes. It's built for big buttons, greasy hands and patchy wifi at the back of the shed, so mechanics actually use it.

Can it handle breakdowns and mobile service work?

Yes. Call-outs get logged with location and fault, the service truck is dispatched and the job card is started on the way. It all lands in the same system as workshop jobs.

We already use Mechanic Desk or similar. Do we have to switch?

No. If your current platform is doing its job we build around it, adding fleet portals, approvals or parts tracking on top. If it's holding you back we'll show you what replacing it would involve before anything changes.

Can it keep maintenance records for NHVAS audits?

Yes. Services, inspections, brake readings and defect clearances are stored against every truck and trailer. You or your customer can pull a report whenever an auditor asks.

How much does a truck 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?

Smaller jobs like online approvals or a workshop status board can be quick. Bigger systems are built in stages so you get the first win early 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 truck repairers 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 a truck repair 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
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