1
Walk-in
2
Customer Match
3
VIN Vehicle
4
AI Estimate
5
Work Order
6
Schedule
7
Parts
8
Tech SOP
9
Inspection
10
Invoice + Pay
11
Tax Docs
12
Revenue
13
Sync
π€
Step 1 β Walk-in customer at the service counter
Summit Collision & Repair Β· 8:14 AM
CustomerLinda Park
Phone(480) 555-0193
Reason"AC blowing hot. Started yesterday."
Service advisorMarcus Reilly
CUSTOMER LOOKUP
Searching customer recordsβ¦
π€
Step 2 β Customer match Β· returning customer
Lifetime value $4,860 Β· last visit 8 months ago
Customer IDCUST-00214
Vehicles on file2 (Camry, Highlander)
Outstanding balance$0.00 (paid)
Marketing consentSMS Β· Email
π
Step 3 β VIN-anchored vehicle pulled from history
2017 Toyota Highlander XLE Β· all prior RO/invoices linked
Year / Make / Model2017 Toyota Highlander XLE
VIN5TDJZRFH7HS422109
Mileage in104,212 mi
Prior visits7 (last: brake job 2025-09-12)
π§
Step 4 β AI Repair Estimate from advisor description
"AC blowing hot, started yesterday" β diagnosis + 3-band quote
AI DIAGNOSIS: Most likely AC compressor clutch failure (common at 100K+ on 2GR-FKS); secondary suspect: low refrigerant from front condenser pinhole leak.
Recommended diagnostic: evac & charge with UV dye, electrical clutch test, leak inspection.
| Scenario | Parts | Labor | Total |
|---|---|---|---|
| Recharge + dye (diagnostic only) | $60 | $120 | $180 |
| Compressor + clutch replace | $580 | $420 | $1,000 |
| + Condenser + dryer (if leak) | $340 | $280 | $620 |
| Authorized today | $60 | $120 | $180 |
π
Step 5 β Work Order generated and signed
RO #SC-2026-01147 Β· customer e-sig captured
REPAIR ORDER β #SC-2026-01147
Customer: Linda Park Β· CUST-00214 Β· (480) 555-0193
Vehicle: 2017 Toyota Highlander XLE Β· VIN 5TDJZRFH7HS422109 Β· 104,212 mi
Authorized today: AC diagnostic β evac & charge, UV dye, clutch test, leak inspection Β· NTE $180.
Customer e-signature: β
captured 8:21 AM
Promised time: Same day, 2:00 PM
π
Step 6 β Today's bay schedule auto-balanced
Assigned to Bay 2 Β· Tech Sara Lin (A/C certified)
| Bay | Tech | RO | Window | Status |
|---|---|---|---|---|
| 1 | Marcus T. | SC-2026-01141 | 8:00β11:00 | π’ In progress |
| 2 | Sara L. | SC-2026-01147 | 10:30β13:00 | π‘ Queued |
| 3 | Jacob R. | SC-2026-01144 | 9:00β12:30 | π’ In progress |
| 4 | Carla M. | SC-2026-01146 | 11:00β14:00 | π‘ Queued |
π¦
Step 7 β Parts pre-ordered from preferred vendors
WORLDPAC Β· NAPA Β· OEM Toyota β best price/ETA chosen automatically
| Part | Vendor | Price | ETA | Status |
|---|---|---|---|---|
| AC compressor (Denso 471-1626) | WORLDPAC | $418.50 | 1 hr | π’ Held for pickup |
| Compressor clutch kit | NAPA | $162.00 | 2 hr | π’ Confirmed |
| R-1234yf refrigerant (12 oz) | Shop stock | $48.00 | β | β In stock |
| UV dye + leak kit | Shop stock | $12.00 | β | β In stock |
π§
Step 8 β AI-generated technician SOP
Steps, torque values, refrigerant capacity, OEM TSBs
SOP β RO #SC-2026-01147 Β· Tech Sara L. Β· Bay 2
1. Recover refrigerant per EPA Β§609 (capacity 1.45 lb R-1234yf).
2. Pressure test & UV-dye sweep β front condenser, low-side line, evaporator core.
3. Electrical: verify compressor clutch coil resistance (3.0β3.8 Ξ©) and 12V supply.
4. If clutch faulty & system clean β replace compressor + drier; vacuum 30 min β₯ 29 inHg.
5. Recharge to 1.45 lb Β± 0.05 lb Β· log discharge/suction at idle and 1500 rpm.
6. Verify vent temp β€ 45Β°F at 1500 rpm, doors open Β· road test 10 min.
TSBs: Toyota T-SB-0046-19 (R-1234yf retrofit guidelines)
π§°
Step 9 β Multi-point inspection on every RO
120-point digital Β· photo + status per item Β· texted to customer
π Tires (front L/R, rear L/R)β
Pass Β· 6/32"
π Brake pads (front)π‘ Service soon Β· 4 mm
π Brake pads (rear)β
Pass Β· 8 mm
π Battery test (CCA 540 / spec 550)π‘ Marginal
π§ Coolant pH / freeze ptβ
Pass
π‘ Lights + wipersβ
Pass
π§Ύ
Step 10 β Invoice generated at pickup
Send to QuickBooks Β· email PDF Β· print receipt
| Line | Description | Amount |
|---|---|---|
| 1 | AC diagnostic + clutch test | $120.00 |
| 2 | Evac & charge with UV dye (R-1234yf 12oz) | $108.00 |
| 3 | Shop supplies + sales tax (AZ 8.6%) | $22.62 |
| TOTAL DUE | $250.62 | |
π
Step 11 β Tax docs auto-prepared per state
AZ TPT-2 sales tax Β· 1099-NEC for techs Β· COGS
AZ TPT-2 (this month)$3,418.40 collected
Cost of goods sold$18,612 (May)
1099-NEC drafts3 contractors
FreshBooks exportReady
π
Step 12 β Live revenue dashboard updates
Monthly revenue Β· ARO Β· CSI Β· technician productivity
| Metric | This month | Prev month | Ξ |
|---|---|---|---|
| Gross revenue | $84,210 | $71,840 | +17.2% |
| Avg RO ticket | $612 | $528 | +15.9% |
| Tech productivity | 118% | 104% | +14 pts |
| Customer satisfaction (CSI) | 4.82 / 5 | 4.74 / 5 | +0.08 |
| Open ROs | 11 | 14 | β3 |
π
Step 13 β Synced to your accounting
QuickBooks Online Β· FreshBooks (the two integrations we ship today)
π QuickBooks Online β invoice + sales taxβ
Synced
π FreshBooks β bookkeeping exportβ
Synced
βοΈ
Without vs. With TemplateVault Shop
Paper-and-Excel shop vs. AI-anchored shop
β Before
- Hand-typed work orders
- Customer history in a binder
- Estimates guessed off the cuff
- Parts called in vendor-by-vendor
- Inspections on paper, often skipped
- Monthly tax doc is a weekend project
- Revenue numbers a month behind
β
With TemplateVault
- RO from advisor description in seconds
- Full customer history at the counter
- AI estimate with 3-band quote and TSBs
- Parts auto-priced across all vendors
- Digital 120-point inspection on every RO
- TPT-2 / 1099-NEC drafted automatically
- Live revenue + ARO + CSI dashboard
Run a tighter shop, starting tomorrow
TemplateVault replaces the binder, the whiteboard, and three spreadsheets β and adds an AI service writer that pays for itself in a week.
Want to click around yourself? Open the interactive Shop demo β