1.) Vehicle Brand Master Data

Automotive manufacturer profiles are managed through a centralized master data repository to ensure categorical consistency across the inspection ecosystem. This foundational configuration enables the standardized classification of fleet assets by defining essential brand parameters for subsequent diagnostic and reporting workflows. Establishing these primary identifiers facilitates seamless data integration and accurate asset tracking during the vehicle service lifecycle.

Navigation : Vehicle Inspection → Configuration → Brands

2.) Vehicle Brand Profile

Manufacturer profiles store essential branding data, including name and logo, to maintain visual identity across all automotive service documents. This centralized record ensures that diagnostic reports and customer communications are accurately associated with the correct vehicle make. By establishing a professional profile for each manufacturer, the system provides a consistent and recognizable reference for users throughout the inspection lifecycle.

Navigation : Vehicle Inspection → Configuration → Brands

3.) Vehicle Model Configuration

Detailed vehicle model entries are cataloged and mapped to their respective parent brands to establish a precise asset hierarchy for service management. This relational data structure ensures that technical inspections are performed against specific manufacturing variants, facilitating accurate diagnostic workflows and reporting. Maintaining an organized model repository supports automated field population during the intake process and enhances the integrity of the fleet database.

Navigation : Vehicle Inspection → Configuration → Models

4.) Vehicle Class Management

The Vehicle Class configuration provides a systematic way to categorize assets based on their functional and physical attributes, such as Light Commercial Vehicles, Heavy Commercial Vehicles, or Construction Equipment. By defining these classes, the system can apply specialized inspection criteria and reporting metrics tailored to the specific requirements of each vehicle group. This organizational layer ensures consistency across the fleet and facilitates more granular data analysis during technical evaluations.

Navigation : Vehicle Inspection → Configuration → Class

5.) Vehicle Fuel Configuration

The Vehicle Fuels configuration allows for the management of various energy sources used by the fleet, ranging from traditional internal combustion options like Petrol and Diesel to modern alternatives such as Electric (EV), Hybrid, and Hydrogen Fuel Cell. Categorizing vehicles by fuel type is essential for identifying specific maintenance requirements, emission compliance standards, and specialized inspection points unique to each propulsion system. This master data ensures that technical teams have the correct context for evaluating engine performance and energy storage integrity.

Navigation : Vehicle Inspection → Configuration → Fuels

6.) Vehicle Parts Configuration

The Vehicle Parts section serves as a comprehensive master list for all components subject to technical evaluation during an inspection. Each entry is categorized by its location or system type, such as Under Hood, Fluids, Tires, Interior, and Exterior. This structured approach allows the system to organize inspection checklists logically, ensuring that technicians can systematically verify the condition of everything from engine oil and brake pads to dashboard warning lights and suspension systems.

Navigation : Vehicle Inspection → Configuration → Parts

7.) Scratch Reports Configuration

The Scratch Reports section allows for the creation and management of specialized reporting templates focused on external vehicle body condition. These reports are often mapped to specific automotive brands, such as Ford, Tesla, or Toyota, to ensure that the inspection sheets align with unique body styles and common wear areas for those manufacturers. By utilizing these targeted templates, technicians can accurately document cosmetic damage or surface imperfections during the intake or inspection process.

Navigation : Vehicle Inspection → Configuration → Scratch Reports

8.) Scratch Report Template Details

This view displays the specific configuration for a Scratch Report template, such as the "Toyota Sedan Scratch Report." It includes a visual diagram of the vehicle from multiple angles (front, rear, side, and top) to allow for precise marking of external damages during the intake process. Additionally, the template stores essential Terms & Conditions that clarify the scope of the inspection, ensuring the customer and the company have a clear agreement regarding the vehicles documented condition.

Navigation : Vehicle Inspection → Configuration → Scratch Reports

9.) Inspection Template Management

The Inspection Template configuration allows for the creation and standardisation of various evaluation protocols within the system. These templates, such as the "Comprehensive Multi-Point Inspection" or "Quick Safety & Fluid Check," define the specific set of parameters and checkpoints that must be verified during a vehicle assessment. By pre-configuring these templates, organisations ensure that technicians follow a consistent and thorough workflow tailored to the specific service level or vehicle requirements, which enhances data accuracy and professional reporting.

Navigation : Vehicle Inspection → Configuration → Inspection Template

10.) Inspection Template Details

The Inspection Template detail view allows for the granular configuration of a specific evaluation protocol, such as the "Comprehensive Multi-Point Inspection." Within this form, administrators can select which Classic Inspections categories should be included, such as Brake Condition, Exterior Parts, Vehicle Fluids, Tire Conditions, Under Hood Parts, and Under Vehicle Parts. This modular structure enables the definition of specific inspection lines (for example, "Front Brake Pads" under the Brake Condition tab) ensuring that the final digital checklist provided to technicians is both precise and comprehensive.

Navigation : Vehicle Inspection → Configuration → Inspection Template

11.) Vehicle Fluids

The Vehicle Fluids tab within an inspection template allows for the definition of specific liquid components that must be checked during a service. This includes critical maintenance items like Coolant/Antifreeze and Brake Fluid. By including these in the template, the system ensures technicians verify levels and conditions of essential fluids, which is vital for vehicle safety and cooling system efficiency.

Navigation : Vehicle Inspection → Configuration → Inspection Template

12.) Under Hood Parts

The Under Hood Parts tab within the "Comprehensive Multi-Point Inspection" template facilitates the detailed assessment of mechanical and electrical components located in the engine compartment. This configuration allows administrators to include critical maintenance checks, such as Engine Oil Level/Condition and Battery Terminals/Cables. By standardizing these checks in the template, the system ensures that technicians systematically evaluate the core mechanical health and power supply components of the vehicle during the inspection process.

Navigation : Vehicle Inspection → Configuration → Inspection Template

13.) Checklist Templates Configuration

The Checklist Templates configuration serves as a repository for standardized sets of inspection items. These templates, such as the "Standard Maintenance Inspection" or "New Vehicle Delivery Checklist," allow administrators to define specific actions and verification points that must be completed during different types of vehicle handovers or services. By using these templates, organizations can ensure operational consistency, verify that all essential tasks like checking tire pressure or confirming spare key availability are performed, and provide a clear audit trail for quality assurance.

Navigation : Vehicle Inspection → Configuration → Checklist Templates

14.) Checklist Template Details

This view displays the configuration for a specific Checklist Template, such as the "Standard Maintenance Inspection." It allows for the definition of individual Checklist Items that act as mandatory tasks for a technician to complete. In this example, the template includes specific action items like checking engine oil levels, verifying tire pressure and tread, and inspecting brake pads and fluid. This structured list ensures that all critical maintenance steps are addressed and documented consistently across different vehicle services.

Navigation : Vehicle Inspection → Configuration → Checklist Templates

15.) Customer Directory

The Customers section provides a comprehensive Kanban view of all registered individuals and organizations within the system. Each card displays vital information at a glance, including the customer name, professional title, contact email, and geographical location. This centralized directory allows for efficient relationship management, enabling users to quickly search, filter, and access detailed profiles for clients, vendors, or internal stakeholders involved in the vehicle inspection and service process.

Navigation : Vehicle Inspection → Customer

16.) Vehicle Inspections Overview

The Inspections dashboard provides a visual summary of ongoing and completed vehicle evaluations within the system. This Kanban view displays individual inspection cards, each containing critical data such as the unique inspection reference number (e.g., VI/2026/0000002), the vehicle model and license plate, the assigned customer or contact person, and the scheduled date. Additionally, each card provides a quick glance at the service cost and current status, enabling efficient tracking and management of the inspection workflow.

Navigation : Vehicle Inspection → Inspections

17.) Vehicle Inspection Form

The Vehicle Inspection platform is a comprehensive management system designed to streamline technical evaluations and asset documentation. It provides a structured environment where administrators can configure detailed Inspection Templates and Checklist Templates to ensure consistency across various service levels, such as safety checks or multi-point inspections. By establishing a robust asset hierarchy through the definition of specific Brands, Models, and Vehicle Classes, the system allows for precise categorization and reporting tailored to the unique attributes of each vehicle. Operational efficiency is enhanced through a centralized Customer Directory and a visual Inspections Overview dashboard, which utilizes Kanban views to track real-time statuses and service costs. The core of the system is the Vehicle Inspection Form, a detailed record that integrates vehicle technical data, color-coded condition legends, and modular inspection tabs for mechanical, electrical, and fluid assessments. To ensure transparency and professionalism, the platform also supports specialized Scratch Reports for documenting cosmetic condition and provides dedicated signature fields for both inspectors and customers to validate the final findings.

Navigation : Vehicle Inspection → Inspections

18.) Exterior Part Inspection Details

The Exterior Part Details modal provides a focused interface for technicians to document the specific status of individual vehicle components, such as Wiper Blades. This tool allows for precise status updates through a categorized Condition selector, featuring options including OK, Future (attention), Immediate (attention), None (not inspected), and Filled. Additionally, the interface supports the inclusion of visual evidence, such as reference photographs, to substantiate the inspection findings before the data is saved to the primary inspection record.

Navigation : Vehicle Inspection → Inspections

19.) Interior Part Inspection Details

The Interior Part Details modal provides a specialized interface for documenting the status of internal vehicle components, such as the Horn Operation. This tool enables inspectors to record a specific Condition for the item using a color-coded selection system, which includes options for OK, Future (attention), Immediate (attention), None, and Filled. Additionally, the interface features a dedicated upload area to attach relevant photos, ensuring that the inspection findings are supported by visual documentation before the data is saved to the main report.

Navigation : Vehicle Inspection → Inspections

20.) Under Vehicle Condition Assessment

Detailed chassis and drivetrain evaluations are conducted within a dedicated interface to identify structural issues or mechanical wear located beneath the vehicle. Technicians document findings for components such as exhaust systems or suspension links by selecting standardized status indicators and attaching high-resolution visual evidence to the digital record. This systematic documentation workflow ensures that critical safety concerns are prioritized and communicated clearly to the client through the final inspection report.

Navigation : Vehicle Inspection → Inspections

21.) Under Vehicle Component Assessment

Detailed chassis and drivetrain evaluations are conducted within a dedicated interface to identify structural issues or mechanical wear located beneath the vehicle. Technicians document findings for components such as exhaust systems or suspension links by selecting standardized status indicators and attaching high-resolution visual evidence to the digital record. This systematic documentation workflow ensures that critical safety concerns are prioritized and communicated clearly to the client through the final inspection report.

Navigation : Vehicle Inspection → Inspections

22.) Fluid Level and Quality Verification

Comprehensive management of vehicle consumables is facilitated through a centralized interface designed to track the status and replenishment of vital fluids. Technicians utilize standardized categorization to record whether levels are optimal, require future attention, or have been recently filled, while attaching visual confirmation to maintain high standards of service transparency. This structured documentation workflow ensures that essential maintenance tasks, such as monitoring windshield washer fluid or coolant, are executed consistently to maintain peak vehicle performance and safety.

Navigation : Vehicle Inspection → Inspections

23.) Tire Safety and Condition Evaluation

Professional documentation of tire health and safety parameters is managed through a specialized interface designed to record critical metrics like pressure and tread depth. Technicians log incoming measurements alongside any adjustments made during service, while simultaneously assessing physical wear and selecting standardized condition statuses to ensure roadworthiness. This integrated assessment workflow combines quantitative data with visual evidence to provide a comprehensive overview of tire status, supporting preventive maintenance and customer safety communications.

Navigation : Vehicle Inspection → Inspections

24.) Brake System Component Analysis

Critical safety evaluations of braking hardware are performed using a precise interface to document the wear and operational integrity of components like pads, lines, and hoses. Technicians assign standardized condition ratings to individual parts while uploading photographic evidence of worn components to justify necessary repairs or replacements. This rigorous assessment workflow ensures that life-safety systems are accurately monitored and that urgent maintenance requirements are communicated with high visibility within the final digital inspection report.

Navigation : Vehicle Inspection → Inspections

25.) Inspection Multimedia Documentation

The multimedia management interface provides a centralized gallery for organizing high-resolution photographic evidence captured during various stages of the vehicle evaluation process. This visual repository categorizes images into specific technical areas, such as under-vehicle chassis inspections, engine compartment overviews, and brake system checks, allowing for immediate verification of technician findings. By integrating real-time visual documentation into the digital record, the workflow ensures absolute transparency for the client and provides a comprehensive audit trail for quality assurance and liability protection.

Navigation : Vehicle Inspection → Inspections

26.) Inspection Checklist and Finalization

The Checklist tab within an active inspection record facilitates the execution of standardized maintenance protocols through a series of mandatory verification steps. Technicians utilize this integrated workflow to log specific notes on component conditions and mark individual tasks as complete, ensuring adherence to the selected Checklist Template. The process concludes with the capture of digital Inspector and Customer Signatures, providing a validated and legally sound authentication of the service findings before the record transitions to a completed status.

Navigation : Vehicle Inspection → Inspections

27.) Inspection Invoicing and Billing

Financial settlement for completed vehicle evaluations is initiated through an integrated billing workflow that automates the transition from technical reporting to commercial processing. Authorized users can trigger the generation of a formal accounting document by engaging the Create Invoice action, which automatically pulls the pre-configured Inspection Charge directly from the validated service record. This seamless integration ensures that labor and service fees are accurately billed to the correct customer profile while maintaining a clear audit trail between the technical inspection findings and the final financial transaction.

Navigation : Vehicle Inspection → Inspections

28.) Customer Invoice Record

The Customer Invoice interface provides a comprehensive overview of the financial transaction associated with a completed vehicle inspection, identified by a unique invoice number such as INV/2026/00001. This digital ledger captures critical commercial data including the customer's billing address, specific payment terms, and the relevant currency for the transaction. The document clearly itemizes service details linking back to the specific inspection record and vehicle—while providing a transparent breakdown of untaxed amounts, total fees, and the remaining amount due to ensure accurate financial tracking and streamlined payment processing.

Navigation : Vehicle Inspection → Inspections

29.) Finalized Inspection and Communication

Finalized technical reports are officially closed within the system by transitioning the record to a Complete status once all mandatory evaluations and checklists are validated. This workflow enables the Send Mail action, which facilitates the immediate distribution of the comprehensive inspection findings and professional reports to the registered customer via their documented contact information. By automating this final stage, the platform ensures that clients receive timely service updates and that the internal record remains accurate and professionally authenticated.

Navigation : Vehicle Inspection → Inspections

30.) Automated Client Communication

The Compose Email interface automates the delivery of finalized service documentation by generating a templated message that includes key vehicle and inspection metadata. This centralized communication workflow ensures that clients receive a professional summary of the inspection results, featuring the unique reference number, vehicle model, registration details, and the finalized status. To maintain transparency and service quality, the system automatically attaches the comprehensive Vehicle Inspection Report as a PDF file, allowing for immediate digital distribution upon the inspector's final approval.

31.) Inspection Report Generation and Archiving

The system maintains a comprehensive digital audit trail by automatically generating and archiving PDF reports within the communication chatter once an inspection is finalized. These documents serve as the official record of the evaluation, containing all technical data, condition assessments, and verified signatures captured during the workflow. By centralizing these reports directly within the specific inspection record, administrators can easily access, download, or re-distribute the findings to ensure long-term documentation accuracy and client transparency.

32.) Professional Vehicle Inspection Document

The generated report provides a client-facing summary of the technical evaluation, consolidating critical vehicle identification data and component condition statuses into a structured PDF format. This document utilizes a standardized color-coded legend to clearly communicate the health of various systems, ranging from exterior lighting and wiper functionality to under-hood mechanical assessments and fluid levels. By providing a professional, branded output of the inspection findings, the workflow enhances customer transparency and serves as an official record for maintenance history and safety compliance.

33.) Safety Metrics and Visual Documentation

The comprehensive inspection report aggregates critical safety measurements for braking systems and tire conditions into a structured data format for clear technical communication. This documentation workflow combines quantitative metrics, such as tire pressure and tread depth, with a curated gallery of inspection visuals that substantiate the technician's findings across electrical, mechanical, and chassis systems. By integrating these verified data points and high-resolution images into a single professional output, the system ensures that urgent maintenance needs are transparently justified to the client.

34.) Inspection Authentication and Validation

The final phase of the reporting process involves the capture of digital signatures to authenticate the technical findings and confirm customer acknowledgement of the service performed. This professional validation workflow ensures that both the certifying inspector and the vehicle owner provide legally sound authorization on the generated report, establishing a verified record of the vehicle's condition. By consolidating these signatures within the branded document, the system provides a completed audit trail that supports service accountability and facilitates transparent communication between the maintenance facility and the client.

35.) Specialized Vehicle Exterior Documentation

The vehicle inspection platform allows for the generation of dedicated reports to document physical surface conditions, such as the Toyota Sedan Scratch Report. Authorized personnel can utilize the integrated Print action to produce a structured document that specifically details identified cosmetic imperfections or surface damage relative to the vehicle's unique body style. This targeted documentation workflow complements the standard technical evaluation by providing a specialized visual record, ensuring that all exterior conditions are professionally recorded and easily accessible for client review.

36.) Cosmetic Condition and Scratch Reporting

The Scratch Report provides a specialized graphical documentation format for identifying and recording pre-existing exterior damage at the time of vehicle intake. This professional document pairs detailed customer and vehicle identification data including engine and plate numbers with a standardized multi-angle vehicle schematic to pinpoint specific cosmetic imperfections. By outlining clear Inspection Terms & Conditions, the workflow establishes a mutually acknowledged baseline for the vehicles physical state, protecting the service provider from liability for internal mechanical failures or damages not documented during the initial outer body inspection.

37.) Scratch Report Authentication

The finalization of the cosmetic assessment involves the collection of digital signatures to validate the recorded exterior conditions and ensure mutual agreement between the service provider and the vehicle owner. This authentication workflow captures the Inspector Advisor's certification alongside the Customer Signature directly on the specialized report, establishing a formal and legally sound record of the vehicle's physical state at the time of intake. By integrating these verified signatures into the branded document, the system provides a completed audit trail that protects against future liability claims and maintains high standards of service transparency.