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
👤
Step 1 — Walk-in customer at the service counter
Summit Collision & Repair · 8:14 AM
CustomerLinda Park
Phone(480) 555-0193
Reason"AC blowing hot. Started yesterday."
Service advisorMarcus Reilly
CUSTOMER LOOKUP
Searching customer records…
🤝
Step 2 — Customer match · returning customer
Lifetime value $4,860 · last visit 8 months ago
Customer IDCUST-00214
Vehicles on file2 (Camry, Highlander)
Outstanding balance$0.00 (paid)
Marketing consentSMS · Email
🚗
Step 3 — VIN-anchored vehicle pulled from history
2017 Toyota Highlander XLE · all prior RO/invoices linked
Year / Make / Model2017 Toyota Highlander XLE
VIN5TDJZRFH7HS422109
Mileage in104,212 mi
Prior visits7 (last: brake job 2025-09-12)
🔧
Step 4 — Advisor runs AI Repair Estimate
Advisor types the symptom into the AI Estimate form and clicks Get AI Estimate → diagnosis + 3-band quote
Vehicle2017 Toyota Highlander XLE · VIN 5TDJZRFH7HS422109
Repair Type or SymptomAC blowing hot, started yesterday
Button click required — estimate does not auto-generate from notes alone.
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 |
📋
Step 5 — Work Order generated
RO #SC-2026-01147 · customer authorization recorded
REPAIR ORDER — #SC-2026-01147
Customer: Linda Park · CUST-00214 · (480) 555-0193
Vehicle: 2017 Toyota Highlander XLE · VIN 5TDJZRFH7HS422109 · 104,212 mi
Authorized today: AC diagnostic — evac & charge, UV dye, clutch test, leak inspection · NTE $180.
Customer authorization: ✅ recorded 8:21 AM
Promised time: Same day, 2:00 PM
📅
Step 6 — Today's bay schedule
Assigned to Bay 2 · Tech Sara Lin (A/C certified)
| Bay | Tech | RO | Window | Status |
|---|---|---|---|---|
| 1 | Marcus T. | SC-2026-01141 | 8:00–11:00 | 🟢 In progress |
| 2 | Sara L. | SC-2026-01147 | 10:30–13:00 | 🟡 Queued |
| 3 | Jacob R. | SC-2026-01144 | 9:00–12:30 | 🟢 In progress |
| 4 | Carla M. | SC-2026-01146 | 11:00–14:00 | 🟡 Queued |
📦
Step 7 — Parts located across preferred vendors
WORLDPAC · NAPA · OEM Toyota — cross-vendor price/ETA lookup
| Part | Vendor | Price | ETA | Status |
|---|---|---|---|---|
| AC compressor (Denso 471-1626) | WORLDPAC | $418.50 | 1 hr | 🟢 Available |
| Compressor clutch kit | NAPA | $162.00 | 2 hr | 🟢 Available |
| R-1234yf refrigerant (12 oz) | Shop stock | $48.00 | — | ✅ In stock |
| UV dye + leak kit | Shop stock | $12.00 | — | ✅ In stock |
🔧
Step 8 — AI-generated technician SOP
Steps, torque values, refrigerant capacity, OEM TSBs
SOP — RO #SC-2026-01147 · Tech Sara L. · Bay 2
1. Recover refrigerant per EPA §609 (capacity 1.45 lb R-1234yf).
2. Pressure test & UV-dye sweep — front condenser, low-side line, evaporator core.
3. Electrical: verify compressor clutch coil resistance (3.0–3.8 Ω) and 12V supply.
4. If clutch faulty & system clean — replace compressor + drier; vacuum 30 min ≥ 29 inHg.
5. Recharge to 1.45 lb ± 0.05 lb · log discharge/suction at idle and 1500 rpm.
6. Verify vent temp ≤ 45°F at 1500 rpm, doors open · road test 10 min.
TSBs: Toyota T-SB-0046-19 (R-1234yf retrofit guidelines)
🧰
Step 9 — Multi-point inspection on every RO
120-point digital · photo + status per item · texted to customer
🛞 Tires (front L/R, rear L/R)✅ Pass · 6/32"
🛑 Brake pads (front)🟡 Service soon · 4 mm
🛑 Brake pads (rear)✅ Pass · 8 mm
🔋 Battery test (CCA 540 / spec 550)🟡 Marginal
💧 Coolant pH / freeze pt✅ Pass
💡 Lights + wipers✅ Pass
🧾
Step 10 — Invoice generated at pickup
Send to QuickBooks · email PDF · 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 | |
📑
Step 11 — Tax docs auto-prepared per state
AZ TPT-2 sales tax · 1099-NEC for techs · COGS
AZ TPT-2 (this month)$3,418.40 collected
Cost of goods sold$18,612 (May)
1099-NEC drafts3 contractors
FreshBooks exportReady
📈
Step 12 — Live revenue dashboard updates
Monthly revenue · ARO · CSI · technician productivity
| Metric | This month | Prev month | Δ |
|---|---|---|---|
| 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 | −3 |
🔗
Step 13 — Synced to your accounting
QuickBooks Online · FreshBooks (the two integrations we ship today)
📊 QuickBooks Online — invoice + sales tax✅ Synced
📒 FreshBooks — bookkeeping export✅ Synced
⚖️
Without vs. With TemplateVault Shop
Paper-and-Excel shop vs. AI-anchored shop
❌ 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
✅ With TemplateVault
- One-click AI Estimate from advisor's typed symptom
- 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 — and adds an AI service writer that pays for itself in a week.
Want to click around yourself? Open the interactive Shop demo →