Auto Repair Work Order and Tracking

The flows below were run in the app’s demo mode with sample data, and the screens were taken from that installation. The shop, cars, people, phone numbers, plates and amounts are made up; the car pictures are sample drawings, not real photos. The sample-data demo is live (version 1.3.0; 1.3.0 added the sign-in-free customer page: appointment request, status page and “Add to calendar”, tried on the live demo on 28 October 2026 and not on a real phone; the setup guide, add-to-phone and free phone notification arrived in 1.2.0; since 1.1.0 the demo-only photo header and the sign-in page, customer and vehicle import from Excel/CSV for the manager (1.1.3) and a “contact the manager” note instead of the Cancel form for staff on a work order that has a payment (1.1.4) were added; the two role buttons were tried on the live demo on 21 October 2026); its address is the button below.

• Customer and vehicle records: name, phone, plate, brand, model, year, mileage, VIN and engine number, inspection and insurance expiry dates, notes; quick search by plate, VIN, customer name (Turkish letters are matched loosely) or phone
• Vehicle intake: mileage, fuel level, customer complaint, existing damage note, list of items left in the car, estimated delivery date, mechanic and intake photos; photos are linked to the vehicle and the work order, and location and device data are stripped from the file
• Damage map: at intake you tap the damaged spot on a car drawing, pick the type (scratch, dent / ding, crack, paint damage, replaced part or other) and a numbered point is added (up to 30; tapping a point again removes it); the same map is edited on the work order page, is read-only on a delivered work order, changes are written to the history and the intake form printout carries the map and a numbered damage list
• Work board: open cars by status in four columns (intake / inspection, awaiting approval, in progress, ready for delivery); counters for in the shop, ready, late and promised for today, and a mechanic filter; late jobs come first in their column and tapping a card opens the work order
• Work order: part and labour items, quantity, unit price, discount and VAT rate; parts, labour, subtotal and grand total are worked out automatically; frequent jobs are added with one click as ready jobs
• Statuses: received, inspecting, awaiting approval, in progress, completed, delivered, cancelled; only valid transitions are offered, customer approval is recorded with its method (phone, in person, WhatsApp, signed form) and time, a delivered work order is locked, and cancelling never deletes the record
• Part catalogue and stock: a catalogue part added to a work order is first counted on the quote and shown separately in the parts list, and is deducted from stock when the customer approves and the job goes in progress; it returns if removed, taken back to the quote stage or cancelled; low-stock warnings, stock entry and a movement log
• Payment records: cash, bank transfer or card is picked by hand; partial payments, refunds and open balances are recorded; a payment above the remaining balance is rejected; the app takes no payment and connects to no payment provider
• A printable vehicle intake form (no prices, with signature lines) and work order (with or without prices); print them or save as PDF
• An appointment book (converted to an intake when the car arrives) and a reminder list of cars whose inspection, insurance or service is coming up; the ready WhatsApp text opens in the shop’s own WhatsApp, the shop sends the message, the app does not
• Vehicle and work order history: all work orders of a vehicle with photos, mileage and next service; an automatic event log and notes on each work order
• A daily summary, daily and monthly reports (received, completed, delivered, cancelled, the parts-labour-VAT split of completed jobs, payments by method) and CSV export
• Manager and employee roles: the manager sets whether employees see prices, amounts, payments, reports and part purchase prices; sample data loads and clears in one action and never mixes with real data; the panel works on a phone with a bottom menu
• Setup guide and onboarding: it opens step by step on first sign-in, a progress bar shows on every page and every screen has a “What is this screen for?” box; the demo has “Start with an empty site” and “Restore sample data” buttons
• Add to phone and notifications: a sign-in-free setup page, send by WhatsApp, copy the link and an A4 setup card with a QR code; free push notification for new work orders and appointments and an optional e-mail (no SMS)
• Customer page (no sign-in): the customer picks a day and time and sends an appointment request with a name, phone, plate and the work needed; a request does not block the slot until the business approves it, and is approved or rejected under “Incoming appointment requests” on the Appointments page; the customer’s own status page with the appointment and job-order status (“car received”, “in progress”, “ready”), plate half-masked, no internal notes, costs or phone, the amount only if the setting is on; a ready WhatsApp status message from the job order in one tap; “Add to calendar” on a confirmed future appointment (a Google Calendar link and an .ics, a reminder one hour before; no name, phone, plate or amount is added); taking requests can be switched off in settings

Installation requirements

• It uses plain PHP 8.1 or newer and SQLite; no separate database server is needed, and MariaDB or MySQL are not supported. The product was tried locally and on the demo account with PHP 8.3; it has not been tried on other PHP versions.

Support and updates

• Support and update terms have not been set yet; support hours and response time have not been decided either.

Release notes

• No version has been delivered to a client. A live sample-data demo exists; the live demo runs version 1.4.1.
• 1.4.1 (28 October 2026): the mechanic filter on the work board now lists the mechanics assigned to open work orders, with their job counts, and not only the user accounts.
• 1.4.0 (28 October 2026): a damage map: at intake you tap a car drawing to mark a scratch, dent / ding, crack, paint damage, replaced part or other (up to 30 points); the same map is edited on the work order page, is read-only on a delivered or cancelled work order, changes are written to the history, and the intake form printout carries the map and a numbered damage list. A work board: open jobs in four columns (intake / inspection, awaiting approval, in progress, ready for delivery), counters for in the shop, ready, late and promised for today, and a mechanic filter. The database schema moves to 3 by itself (only one new table is added).
• 1.3.0 (28 October 2026): a sign-in-free customer page: the customer picks a day and time and sends an appointment request with a name, phone, plate and the work needed; a request does not block the slot until the business approves it, and is approved or rejected under “Incoming appointment requests” on the Appointments page (clash and closed-day warning); the customer’s own status page: appointment status and job-order status (“car received”, “in progress”, “ready”), plate half-masked, internal notes, costs and phone are not shown, the amount only if the setting is on; a ready WhatsApp status message in one tap from the job order; “Add to calendar” on a confirmed future appointment (a Google Calendar link and an .ics, a reminder one hour before; no name, phone, plate or amount is added); taking requests can be switched off in settings; two new tables are added and existing data is kept. 1.2.1: one-tap manager and employee screens from the product page (demo only).
• 1.1.4 (26 October 2026): on a work order that has a payment, staff see a “contact the manager” note instead of the Cancel form.
• 1.1.3 (21 October 2026): customer and vehicle import from Excel/CSV for the manager only: file upload or paste, columns recognised from the header, a preview before saving, the same phone number counts as one customer and the same plate as one vehicle and nothing is added twice, the last import can be undone.
• 1.1.2 (18 October 2026): demo sign-in page: a demo notice, fields prefilled with the manager account and password-free “… olarak gir” (sign in as …) buttons for manager and employee (demo mode only; on a real installation there is no notice, box or prefilled field).
• 1.1.1 (18 October 2026): a demo-only header with a copyright-free (CC0) photo on the main screen of the sample-data demo; the vehicle intake angle drawings did not change.
• 1.1.0 (14 October 2026): a part on a quote is kept separate from a part actually used — it stays on the quote while the work order is at intake, inspection or awaiting approval and is deducted from stock when the customer approves and the job goes in progress; it returns if the job is taken back to the quote stage or cancelled; the parts list shows the quoted quantity.
• 1.0.1 (12 October 2026): the top search box no longer stretches at a phone width.
• 1.0.2 (13 October 2026): vehicle details and the tables in the print forms fit a phone width without sideways overflow.
• 1.0.0 (12 October 2026): first version; customer and vehicle records, plate search, vehicle intake and photos, work order items and totals, statuses and customer approval, parts stock, payment records, printable intake form and work order, appointments and reminders, a ready WhatsApp text, a daily summary and reports, CSV, manager and employee roles, loading and clearing sample data.

Decisions not made yet

• Rights to use, modify, transfer and receive the source code: to be set in a written agreement; not decided yet.
• Support hours and response time have not been decided yet.
• Whose name the hosting and domain are opened in, and where the software is installed, have not been decided yet.