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Which Auto Repair Shop Software?

Natalie Spears

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Joined
Oct 5, 2017
Messages
36
Location
Savannah, TN
Growing auto repair shop in need of a good auto repair shop software, preferably one which integtrates well with QBO (Quickbooks Online). Does anyone use one you would recommend? Or, have you heard of some good ones from other auto repair owners, by any chance?
 
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Azzkker

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Sep 9, 2013
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59
Location
decatur IL
We use alldata manage online at my shop. Great for us, and integrates with quick books online. Also use their alldata repair for repair info. Less than 300 a month for both. You can talk them down on cost with a little negotiation. I believe you also get a discount if your part of the AutoZone repair center program but not sure on that one as I am a Napa auto care center and part of the Ford motorcraft and omnicraft programs. We plan to join the acdelco program soon as well.
 
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Natalie Spears

Active member
Joined
Oct 5, 2017
Messages
36
Location
Savannah, TN
We use alldata manage online at my shop. Great for us, and integrates with quick books online. Also use their alldata repair for repair info. Less than 300 a month for both. You can talk them down on cost with a little negotiation. I believe you also get a discount if your part of the AutoZone repair center program but not sure on that one as I am a Napa auto care center and part of the Ford motorcraft and omnicraft programs. We plan to join the acdelco program soon as well.
Oh ok...so we need to look into two separate apps: AllData Manage and AllData Repair? Good to know on the QBO integration! I could not find that part on their website. We got a demo of the software and it seemed really good. In addition to repair orders, can you then invoice the customer from it when the job is complete? Can you track labor time in the app, too?
 

FabricGATOR

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Feb 15, 2022
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13
We used ProDemand for estimating labor and AutoLaborExperts for invoice/billing.

While they seemed like the same company (or software developer) when I inquired about integrating the two systems they denied being affiliated.

We should have gone to SEMA/aapex in Las Vegas last November... alas
 
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Natalie Spears

Active member
Joined
Oct 5, 2017
Messages
36
Location
Savannah, TN
We used ProDemand for estimating labor and AutoLaborExperts for invoice/billing.

While they seemed like the same company (or software developer) when I inquired about integrating the two systems they denied being affiliated.

We should have gone to SEMA/aapex in Las Vegas last November... alas
Oh, that's good information to have...so these two do NOT integrate together. Also, I tell you something else we would love to have as a feature: the ability to simply estimate/quote and invoice by the job instead of by parts/labor. Currently, we are hand-writing the invoices out and it just details the job with one subtotal amount plus sales tax for a grand total. We prefer that over a separate line item for labor and then separate lines for the parts. If you could go back and choose a different one now, do you have a different one in mind?
 

BillK

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Aug 24, 2006
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Beautiful Southern Maryland
Natalie,
Are you a member over on iATN and Diagnostic Network ?? If not I would sign up there (free) and ask in the management forums. Lots of very long time and smart owners there. There are always discussions going on in both of them about this.


 

jimindm

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Oct 29, 2011
Messages
2,395
Location
Des Moines, Iowa
Joining IATN is a good idea.

I have a repair shop and I have used QB for many years. I think you sort of have to remember it is sort of geared towards all business uses. Where any actual repair system management will be geared towards the auto repair business.

One thing that I have come across while looking at management software is that it is yours as long as you pay the monthly subscription. I would very clearly ask what happens to your records when you no longer want or need their subscription.

I attend a training and expo in KC every year and a few years ago many of the information and management software companies were there. Most had just sort of started integrating with QB at that time. The salesman at the QB booth said that where the others fall short is the business side. Paying your sales tax and stuff like that.

The two things he said that have stuck with me was that QB can do some of what the actual auto repair management systems do. It just takes a while to get it to that level. Will it ever just let you drop an ordered part from Napa, right down to the customer invoice. Likely never will. He sort of explained it that you use the management system for what it does well, then sort of batch it all out to the QB side. So QB does what it does well.

The second part of what he said is really kind of scary for me and it might have changed since. But at the time he told me to ask all of the others what and how will you retain you business records if you ever quit your subscription. At the time, most told me it would be no problem, but in fact it was a set amount of weeks to transfer the information in a PDF or print it out. Think about that. How many invoices do you do a day, a week, or a year. Imagine needing to print or convert all of that.

One thing about QB. Once you buy it, it is yours. You will have it as long as needed.
 
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Natalie Spears

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Oct 5, 2017
Messages
36
Location
Savannah, TN
Natalie,
Are you a member over on iATN and Diagnostic Network ?? If not I would sign up there (free) and ask in the management forums. Lots of very long time and smart owners there. There are always discussions going on in both of them about this.


Will do! Thank you for the iATN and Diagnostic Network info. I appreciate you!
 
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Natalie Spears

Active member
Joined
Oct 5, 2017
Messages
36
Location
Savannah, TN
Joining IATN is a good idea.

I have a repair shop and I have used QB for many years. I think you sort of have to remember it is sort of geared towards all business uses. Where any actual repair system management will be geared towards the auto repair business.

One thing that I have come across while looking at management software is that it is yours as long as you pay the monthly subscription. I would very clearly ask what happens to your records when you no longer want or need their subscription.

I attend a training and expo in KC every year and a few years ago many of the information and management software companies were there. Most had just sort of started integrating with QB at that time. The salesman at the QB booth said that where the others fall short is the business side. Paying your sales tax and stuff like that.

The two things he said that have stuck with me was that QB can do some of what the actual auto repair management systems do. It just takes a while to get it to that level. Will it ever just let you drop an ordered part from Napa, right down to the customer invoice. Likely never will. He sort of explained it that you use the management system for what it does well, then sort of batch it all out to the QB side. So QB does what it does well.

The second part of what he said is really kind of scary for me and it might have changed since. But at the time he told me to ask all of the others what and how will you retain you business records if you ever quit your subscription. At the time, most told me it would be no problem, but in fact it was a set amount of weeks to transfer the information in a PDF or print it out. Think about that. How many invoices do you do a day, a week, or a year. Imagine needing to print or convert all of that.

One thing about QB. Once you buy it, it is yours. You will have it as long as needed.
So much helpful information in here jimindm! So are you using a shop management software in addition to your QB? If so, which have you found that works well with QB? I agree completely with the documentation aspect of it and we have backups for the backups. Every receipt is in QBO, a digital copy is also stored on Google Drive (in the "cloud"), and finally we also have a paper copy of every receipt/invoice/etc. I'm a bookkeeper by profession so my team and I handle all of the bookkeeping for the garage. My husband, Tommy, runs the shop with two full-time and one part-time technicians. We will continue to keep the bookkeeping inside QBO and have the paperwork backed up in digital and paper copies. We need a few things with the shop management software: list of recommended parts for each repair and the ability to order directly in the software, estimated labor rates & general repair steps for each repair job, ability to produce customer estimates/quotes, timetracking for technicians, and integration with QBO (this last one is probably a deal breaker if we cannot somehow get the info from the shop management software to our accounting software). We MUST have the ability to see our profit and loss numbers each month in QBO...and, you mentioned it, track sales tax & run the sales tax reports so that we know how much to report each month to the state. Also, I'm curious about the training and expo in KC you mentioned. Can you provide some details, a website or something on this? I'd love to research that a little....see if something similar might be close enough to us over in Tennessee to be beneficial. Thanks so much for all the info!
 

jimindm

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Des Moines, Iowa
The tech show in KC is called the vision show. I would guess it was started as just a training show, until someone thought about having all of these people in the auto repair business coming for training, why not try to sell them stuff. The expo part is what I go for. So many suppliers and retailers are there.

I have never went for any training, but have took in the expo part for many years. Many times you are not just talking to a salesperson, you are talking to the person that built or designed it.

One of my first trips there I stopped at the SnapON tools booth. I had the old brick scan tool that was updated, up to when they quit supporting it. The brick was several years sort of out of date, just because they had no more updates for it. I think it was the modis that they had out then. I was looking at it and talking to the guy. He was there for the show, but he knew nothing about anything but scan tools. After a few minutes of talking to him, he just did not sound like a salesperson. He said he had never sold a tool in his life, he just built them.

He worked for the company that SnapOn owns and built the scan tools. After talking to him a while and playing with one, he told me what I wanted to know. I think what sold me on it was that it was, just a newer scan tool. Every place the brick took you, the modis was not much different and took you the same places. Essentially the layout was the same. When we got to price and if it was on sale, he started asking about my brick scanner. He told me if I had all of the adaptors they would work on the modis, and I didn't need the whole set up. Gave me a part number of basically the tool.

I came home and when the dealer stopped the next week the part number was good, but he had no clue about sort of selling the scanner only set up. It saved me about $2200 if I recall. Honestly the tool guy never could come up with it, but he did give me the whole modis kit, with all of the adaptors and such. At the tool only price.

The link is here


I think the other part about attending the trade show is what is out there. I sort of laugh any more at the idea of business reviews. A few years ago there was several companies there, all geared towards websites and reviews. Most could put you at the top of searches, and give you highly rated reviews. If you wanted to pay it could be done.

Another guy that was there one year was the magnetic induction heaters. Not only was he selling it, he built it. He knew and could explain all about the tool, and the capabilities of it.

As far as the questions of accounting software. I really have never had it. My wife is the business side of our little one man shop(that is me).

I can just tell you a few things that I have been told along the way. Use soft ware that you understand and that your tax preparer is used to using. I would guess most tax people are very aware of QB software, but I would doubt very much that they would even recognize a Mitchell or alldata system. Use what they are familiar with.

I have never had anything but QB, but I would guess they could do what ever any of the rest will do. If you can set it up for doing so. I would guess it would be able to track time and such for each job. As I said above any system sort of built for a certain industry, will shortcut the process. An all around system will sort of have to be set up to the way you want to use it.

QB has worked fine for me. I am by myself so no need for tracking staff. I also do not track inventory and such. I would guess, but do not know, that something like a mitchell would just let you drop ordered parts right to invoicing, and likely any labor also. I would guess if the labor showed AC evacuation was included, or alignment was not included, or a dash unit needed to be R&R for a heater core, that would drop down. Pretty much how it would be written in a labor guide.

I guess I just do not need all of that. The customers I have must be OK with replace heater core under labor description. I am not sure they care to know that the AC was reclaimed and the dash was sitting on the floor.

I guess I have always just kept it simple. Essentially accounting software is pretty basic. What comes in, less what goes out, and what is left over. How many ever steps it takes in between is up to you. You have to justify the time it takes to perform those extra steps.

If you want to PM me I could tell you some things I have done with QB that has helped me out. I am not sure you will ever find an off the shelf software that is perfect for your needs. I think you have to figure out which one works the best and sort of tailor it towards your needs.
 

jimindm

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Oct 29, 2011
Messages
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Location
Des Moines, Iowa
One advantage to using your own accounting software is when something goes down in the system. talking about any streaming systems one may use.

It appears that Mitchell has been down most of today.
 

rabail_mushtaq

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Mar 22, 2022
Messages
2
You can check out AutoLeap auto repair shop management software. It integrates with QuickBooks seamlessly and has some other cool features as well. It has all 5-star Google Reviews too.
 

alwaysFlOoReD

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Sep 24, 2013
Messages
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Location
Airdrie, Alberta, Canada
You have accessed the right site for this. I've been in the car business for many years, and I know some information. I started working as a simple mechanic, gradually evolving. A year ago, I decided it was time for a new stage - opening my car service. It was very difficult for me to manage everything on my own from the beginning. I made many mistakes until a friend gave me the recommendation of using the software http://autoleap.com. Since then, self-service management has become much easier. The mistakes are practically gone. He gave me perfect organization. Try it out. I'm sure you'll be satisfied!
I thought you were in your third year of architectural school?
 
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