A CRM that treats the car as the customer and the parts run as part of the job.
A mobile repair job has a sequence a shop system does not model: the call, the test at the car, the estimate sent from the driveway, the approval by text, the parts run, the repair, the invoice and the core back to the counter. We build that sequence in, with the vehicle at the center.
Shop software assumes a lift, a counter and a waiting room
The shop management systems are built around bays: a car comes in, a work order opens, parts are pulled from the shelf or ordered to the counter, the car leaves. A mobile mechanic's day is the opposite. The car stays put, the parts have to reach it, and the diagnosis happens before the parts are even chosen. If the system cannot hold the symptom, the test result, the estimate, the customer's written approval and the parts order on one job that the tech sees on a phone, the tech ends up running the business from a text thread and a notes app.
Vehicles outnumber customers. One household has three cars; a landscaping company has a dozen pickups and trailers; a delivery contractor has vans on a mileage schedule. The record that matters is the vehicle, with its VIN, engine, mileage at each visit, what was replaced and what was declined. Reminders for the next service come from that record, and fleet managers want a report per unit, not per invoice.
We run service companies ourselves and built a CRM when the field software we rented could not follow our jobs. For mobile repair the gaps are parts, approvals and vehicles, so those are what we build first.
What a mobile mechanic CRM has to track
If one of these is missing, the tech is guessing in someone's driveway.
The vehicle, with everything that identifies it
Year, make, model, engine, VIN, plate, mileage logged at every visit, and a photo of the registration, so the parts counter gets the right part the first time and the history follows the car when it is sold.
The job's real sequence
Symptom reported, test performed, finding, estimate sent, approval received in writing, parts ordered and picked up, repair done, invoice paid, core returned, each with a time stamp and the person responsible.
Estimates and approvals from the driveway
The tech builds the estimate on the phone with parts and labor lines and sends it by text; the customer approves in writing before work starts, and anything extra discovered once the job is open is approved separately before you touch it. Authorization rules vary by state, and the wording is built around yours.
Parts, suppliers, cores and fluids
Each line carries the supplier, the part number, what it cost you and any core deposit, with a flag that stays up until the old part is returned, plus where the used oil, coolant and battery went, so nothing is lost on the way to the counter.
Fleet accounts by unit
Each company's vehicles grouped with their own preventive maintenance schedule by mileage or date, inspection reports stored per unit, and one monthly invoice listing every visit, so the manager never asks what they paid for.
Job-site details that save a trip
Where the vehicle sits, any gate code, who at the property said yes to the repair, whether the lot is level, and the tow partner's number for the job that turns out to need a lift.
How we build a mobile mechanic CRM
Fitted to how your van runs, in accounts that belong to you.
Your stages in your words
Call, tested, quoted, approved, parts in hand, repaired, invoiced, core returned, closed, named the way you say them, with reports counting jobs and dollars at each stage and the ones waiting on parts flagged.
A tech app that works under a car
Big buttons, the vehicle's history on one screen, the test checklist, a camera for the VIN and the old part, estimate and invoice in a few taps, and syncing that waits for signal in a parking garage.
Approval and payment by text
The estimate link opens on the customer's phone, they approve in writing, and payment is taken at the car or charged to the card on file. Totals are fixed on the server so nothing on the page can be altered.
A parts view for the morning run
Every approved job's parts list grouped by supplier for the day, with pickup status, so the van leaves the parts counter with everything for the route and nothing is forgotten.
Fleet reporting the manager can log in to
A limited login for each fleet contact showing their units, the last visit, the next service due, inspection reports and invoices, which turns a monthly email into a page they check themselves.
Reminders by mileage and date
Each vehicle's next service calculated from its visits and the miles it adds, sent only to owners who agreed to reminders, and a link that books the van for their parking spot.
What you own on day one.
Every account is opened in your company's name with you as the owner. If you ever leave, you change a password, not your business.
- Domain, hosting and the site files
- Phone numbers and call recordings
- The CRM and its database
- Email and text lists, with consent records
- Google Business Profile and every listing
- Analytics and Search Console
Custom CRM for mobile mechanic, answered.
Why not use a shop management system?
They are good at bays and counters and many mobile mechanics make one work. A custom build fits the mobile sequence: parts runs, text approvals, job-site notes and fleet units, in accounts you own, priced without a charge per tech, and nothing disappears when a subscription lapses.
Can my existing customers and vehicles come over?
Yes. We pull customers, vehicles, invoices and photos out of the old system, load them into the new structure, and both run together until every open job has moved. The old data stays readable.
Does it handle annual inspections for fleets?
Yes. Every unit holds the date it was last inspected, a copy of that report and when the next one falls due, and the fleet contact is reminded ahead of time. Check your techs against the federal inspector qualifications before offering the service; the rules are the carrier's and yours to confirm.
What about customer-supplied parts?
The job records that the part was supplied by the customer, your policy on labor warranty for those jobs is shown on the estimate, and the invoice says so, which keeps a later dispute short.
Custom CRM for mobile mechanic. Owned by you.
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