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Vehicle association in estimates and work orders

How to link vehicles to customers in estimates and work orders

 

Here is how the new vehicle association feature works when creating a new service document.

Scenario 1: Vehicle is Associated with the Primary Customer

If the vehicle has been serviced at your shop before and is already linked to the customer's profile, the process is simple and straight forward.

  1. Create or go into a Estimate or Work Order.

  2. Select the Customer: Enter the customer's name (e.g., Jeff Cole) and select them from the customer list. Click Save.

  3. Select the Vehicle: Click into the Select Vehicle drop-down in the Vehicle Details section of the document. A drop-down menu will appear, listing all vehicles currently associated with that customer.

    1. Search for the Vehicle: If there are many vehicles associated with a customer, you can start typing to search for a specific vehicle by: make, model, year, license plate, and VIN.

  4. Select and Save: Choose the correct vehicle from the list (e.g., 2023 Subaru Outback) and click Save. The vehicle is now linked to the estimate/work order.

Scenario 2: Vehicle is Associated with Another Customer (or New)

What happens if the customer brings in a vehicle that is registered under their spouse's name, or if it's a vehicle that hasn't been linked to their profile before? You can still find it instantly.

  1. Start the Document and Select Customer: Follow steps 1 and 2 above.

  2. Search Globally: Instead of relying on the Select Vehicle drop-down, you start typing into the drop-down to search by VIN number or license plate field for all vehicles you have ever serviced.

  3. Link the Vehicle: When you search by VIN or plate, the system will search all vehicles in the database, regardless of which customer they are currently associated with.

  4. Associate and Save: Select the correct vehicle (e.g., the 2008 Audi) from the search results. This allows you to link that existing vehicle record to the current customer (Jeff Cole), ensuring accurate history tracking going forward.

This feature is designed to eliminate the friction of finding vehicle information, allowing your service writers to focus on the customer and the sale. We hope this new capability further streamlines your shop operations!