DMS System
Complete Dealer Management System for service departments, workshops, and parts operations.
Comprehensive DMS Features
Everything you need to manage your dealership's service operations efficiently.
Job Cards / WIP
Create and manage job cards with unique job numbering, auto-save functionality, and complete job lifecycle tracking from estimate to completion.
Customer Management
Complete customer database with customer numbers, contact details, communication history, notes, and linked vehicles. Search and filter customers easily.
Vehicle Tracking
Track service vehicles with registration, VIN, mileage, service history, and link multiple vehicles to customers. Complete vehicle service records.
Parts on Jobs
Add parts to job cards with purchase control status, issue parts from stock, return parts, and track part status through the job lifecycle.
Labour Management
Add labour lines with labour codes, time tracking, technician allocation, and labour cost calculation. Manage service codes and labour codes.
Invoicing
Generate customer invoices and account invoices from job cards. Create estimates, deposit invoices, and picking slips. Full invoice management.
Payment Processing
Record payments against jobs, manage held deposits, allocate deposits to invoices, and track payment status. Support for multiple payment methods.
Technician Management
Manage technicians with skills, rates, time records, and performance tracking. Technician portal for mobile access to jobs.
Dashboard & Reports
Comprehensive dashboard with key metrics, recent jobs, active jobs count, and quick actions. Generate reports for jobs, customers, and performance.
Advanced DMS Capabilities
Enterprise-grade features for professional dealership management.
Multi-User Support
Multiple users can work on different jobs simultaneously. The system intelligently manages access to prevent conflicts and ensure data integrity.
Audit Trail
Complete audit logging for all changes to jobs, parts, and records. Track who made what changes and when.
Auto-Save
Automatic saving of job card changes to prevent data loss. Heartbeat system to maintain locks.
Multi-Location
Support for multiple DMS locations with location selection and switching. Manage multiple branches.
How the DMS System Works
A complete workflow from customer arrival to job completion and invoicing.
1. Job Creation & Customer Lookup
When a customer arrives, service advisors can quickly search for existing customers by name or vehicle registration. The system displays complete customer profiles including all linked vehicles, service history, and previous recommendations. If the customer is new, a quick registration form captures essential details with progressive data collection for optional fields.
2. Vehicle Check-In Process
Once a job card is created, the vehicle must be checked into the workshop before any work can begin. The check-in process records the start mileage, assigns the vehicle to a service bay, and updates the job status. This step is mandatory for technicians to clock onto jobs and ensures accurate mileage tracking throughout the service process.
3. Adding Parts & Labour
Service advisors can add parts to job cards using direct part number entry or word search functionality. The system automatically checks stock levels and suggests alternatives if parts are unavailable. Labour lines are added with RTS codes, estimated time, and the system automatically calculates costs based on hourly rates. VAT is automatically calculated and included in all pricing.
4. Workshop Loading & Technician Assignment
Jobs are loaded to the workshop where service managers can assign them to technicians based on skills, availability, and workload. The workshop calendar provides a visual overview of all jobs, service bays, and technician assignments. Technicians can view their assigned jobs through the mobile-friendly technician portal.
5. Electronic Clocking System
Technicians clock on to jobs and labour lines through the technician portal. The system automatically records time spent, populates labour lines with actual hours worked, and updates job status. Time records are stored for payroll processing with support for productive time, non-productive time, breaks, and overtime tracking.
6. Parts Issuing & Stock Management
When parts are ready to be fitted, they're issued from stock (status changes to P - Picked). This automatically reduces physical stock levels and reserves the parts for that specific job. The system tracks who issued each part and maintains complete audit trails for all stock movements.
7. Job Completion & Quality Control
Once work is complete, technicians clock off and mark labour lines as complete. The system validates that all required information is present (time taken, technician assigned) before allowing invoicing. Vehicle check-out records the end mileage and calculates mileage difference automatically.
8. Invoicing & Payment
Invoices are generated from completed job cards with all labour lines and parts. The system automatically calculates totals including VAT and generates professional invoices. Payments can be recorded against invoices with support for multiple payment methods, partial payments, and deposit allocation.
9. Complete Audit Trail
Every action within the DMS system is logged with timestamps, user information, and change details. This includes job creation, status changes, parts added/removed, labour modifications, and payment processing. The complete audit trail ensures compliance and accountability.
System Architecture
Built for reliability, security, and scalability.
Job Archiving
Completed jobs are automatically archived while remaining fully accessible with complete history. The system maintains all job records for reporting and reference.
Concurrent Editing
The system intelligently manages multiple users working on different jobs simultaneously, ensuring data integrity and preventing conflicts.
Auto-Save Technology
Changes to job cards are automatically saved at regular intervals to prevent data loss. The heartbeat system maintains record locks while users are actively editing.
Security & Permissions
Role-based access control ensures users only see and can modify data appropriate to their role. Granular permissions control access to specific features and functions.