Auto repair workshop software

Fahim's auto repair workshop software ties the job card to parts, technicians' labour and the invoice, closing the gaps where a workshop loses money: a part fitted and never charged, a car delayed and the owner never told. It is for owners of repair workshops, quick-service centres, tyre and auto-electrical shops in Saudi Arabia, from two technicians to a multi-department centre, and for anyone who wants an invoice that meets Zakat, Tax and Customs Authority (ZATCA) requirements issued from the card itself.

An auto workshop is among the hardest operations to keep tight: every car is a different case, parts move in and out all day, and the technician fits something then forgets to tell the accountant. The usual result: parts fitted and never charged, and a stock figure on paper that does not match the shelf.

The job card is the centre of the system

Every car that comes in gets a job card carrying its plate, model and the customer's complaint. Everything is recorded against it:

• Parts — issued from stock onto the card, so they leave the shelf and land on the invoice in one step.
• Labour — by hour or by line, attributed to the technician who did the work.
• Status — under inspection, awaiting a part, under repair, ready for collection.
• Approvals — extra work needing the customer's consent is recorded before it is done, so there is no argument over the invoice at handover.

At closing, the invoice is issued from the card itself: no re-entry, no forgotten line.

A car's journey from reception to handover, in 5 steps

An example of an ordinary day in a workshop on the Moeen plan, with every step a WhatsApp message:

1. Reception: the front-desk clerk writes: “open a card for a 2019 Camry, plate ABC 1234, customer Abu Saad, brake noise complaint.” The card opens and the car's history from previous visits appears.
2. Inspection: the technician sends a voice note: “front brakes need pads and a rotor, and there is a small oil leak.” The note is recorded on the card under his name.
3. Customer approval: the system prepares the quote: front pads SAR 180, rotor SAR 300, labour SAR 150, that is SAR 630 before tax and SAR 724.5 with 15% VAT. It is sent to the customer, and his approval is recorded before work begins.
4. Execution: “issue front pads and a rotor to card 1234.” The two parts leave the shelf and appear on the invoice in the same movement, and the status changes to “under repair”.
5. Handover: “card 1234 ready.” The customer is notified, and at collection the invoice is issued from the card with its QR code, and the file closes with the technician's labour attributed to him.

What Fahim adds

You run all of it from WhatsApp: “open a card for a Camry, plate such-and-such — brake noise”, or “which cars are ready for collection?” — in Arabic, by text or voice, with the technician in the workshop rather than at a screen.

Moeen follows up for you: cars past their expected turnaround, parts nearing depletion, invoices unpaid.

And each vehicle's history is kept against its plate — so on the next visit you see what was done before, and when.

Parts: a shelf that matches the ledger

Stock in a workshop moves through 3 doors: issue onto a job card, direct sale to a customer who buys the part without fitting, and receipt from the supplier. The system records all three in one place. A delivery is received by photographing the supplier's invoice and sending it in WhatsApp, so quantities are added and the cost of each part is updated. A direct sale issues a simplified invoice from the same screen and deducts from the shelf. Each part has a reorder level, so fast-moving parts nearing depletion appear in a single report before a car is left waiting for one. The periodic count is a message: “start a count of the filters shelf”, then you send the actual quantities, and the difference is recorded with the counter's name and time. If the difference repeats on the same part, that points to an issue without a card, and the system surfaces it for you.

What Moeen adds, specifically

Moeen is the personal assistant included from the Moeen plan upwards. It does not open a card or issue a part on its own, but it watches, reminds and prepares:

• A morning summary: the number of cars in the workshop by status, the cars promised to their owners for handover today, and yesterday's unpaid invoices.
• An alert when a car passes its expected turnaround, with a draft apology and new appointment message for the customer that you review before it is sent.
• An alert when a fast-moving part nears depletion, such as filters and pads, with a suggested purchase order.
• Preparing the quote from the technician's notes, and reminding the customer of the next scheduled service based on the last visit.

In all of this, Moeen asks your permission before any action that changes data or reaches the customer.

Invoicing and compliance

The Authority made Phase One of e-invoicing (generation) mandatory from 4 December 2021, and Phase Two (integration with the Fatoora platform) began on 1 January 2023 in waves by revenue. A workshop needs both kinds: the simplified invoice for individuals repairing their own cars, and the standard tax invoice for fleet companies and VAT-registered rental firms. The system issues both from the same card, with the mandatory fields, the QR code and 15% VAT calculated inside the system, and the invoice reaches the tax report with no second entry.

Permissions: 5 ready-made roles

The system comes with five roles: general manager, sales manager, accountant, warehouse supervisor and employee. The technician and the front-desk clerk take the employee role: they open cards and record notes without changing prices. The warehouse supervisor receives parts, runs stock-counts and approves issues. The workshop manager, in the sales manager role, approves discounts and removes lines. The accountant sees entries and tax without touching the cards.

Ledger and spreadsheet, or one system?

• The workshop ledger: it knows who came in and who left, but not what was fitted or what remains on the shelf, and the invoice is written from memory.
• A spreadsheet for parts and a separate invoicing app: the issue is in one place and the invoice in another, and the forgotten part shows up in the stock-count, not on the invoice.
• An integrated system: card, parts, labour, invoice and accounting in one database, with issuing and charging as one movement.

How to start, in 3 steps

1. Enter your parts and their prices from your current file or by photographing supplier invoices, with an opening count of the shelf.
2. Define labour lines by hour or by service, and assign permissions to technicians, reception and the store.
3. Open the first card from WhatsApp for the first car that comes in, and keep operating for real through the free trial month.

Prices after the trial month are per user per month: Essential SAR 75 on the web, Moeen SAR 375 with WhatsApp and the personal assistant, Fahim SAR 935 with AI that modifies the system at your request within minutes, and Enterprise on request. Prices exclude 15% VAT, and the “Golden Guarantee” refunds the full amount within 30 days. Details are on the pricing page.

Read next

• Running an auto workshop from WhatsApp
• The auto parts shop
• Inventory and stock control