Auto repair shop software — and the digital client list files itself

The four submissions AADE asks for

Since 1 July 2025 every Greek repair shop must record a vehicle entry digitally and transmit it to AADE before work begins. Most shops do this in a separate tool sitting next to their shop software: you type the plate twice, you have to remember to close the record, and at the end you go hunting for the receipt’s MARK number to correlate it.

In Workflow Repair the four submissions hang off actions you take anyway. You open a job with the plate and the 1st moment is filed; the quote is approved and the 2nd goes out with the service category; you hand the car back and the 3rd records the exit; you issue the receipt and the 4th correlates its MARK. Every transmission is written onto the job’s timeline together with the record number AADE returned, so you can see what was sent and when.

• 1st moment: entry filed by plate, with the unique record id (idDcl) coming back onto the job
• 2nd moment: service category — with parts, customer parts, no parts, warranty — derived from the repair itself
• 3rd moment: record completed on exit, or an off-site move when the job continues at a partner shop
• 4th moment: correlation with the receipt’s MARK, or with the fiscal-register receipt details

When the AADE connection drops

AADE’s own business analysis provides for the case: on a lost connection the record is flagged as a transmission failure and carries the real entry time in UTC. That happens automatically and the transmission repeats in the background once the line is back, so taking the car in carries on as usual.

When something is missing, the job names the outstanding field rather than showing an AADE error code. A Greek-plated car needs only its plate; the vehicle category and manufacturer are asked for a foreign plate, a public-service vehicle, or a vehicle with no plate at all.

Intake built for cars

The intake fields are plate, VIN, mileage, fuel and year. The VIN decodes at the press of a button and fills in make and year without an internet lookup. The detailed model lookup stays your choice, because that is the point where the number leaves the EU.

The vehicle catalog gives make, model, generation and engine from five public sources, so the intake pickers suggest cars. Mileage is not pre-filled from the last visit: the car has been driven since, and the reading has to be written by the technician who looked at it.

• History by plate and by VIN — what was done last year, with which part, at what cost
• Intake photos over QR from any phone, before the car goes on the ramp
• On-screen customer signature and an intake note as PDF
• Per-category checklists: brakes, fluids, tyres, OBD diagnostics, electrics

A quote your customer approves from their phone

The quote is a numbered document with lines, where each line carries its own price, its own VAT rate and its own warranty. The customer sees it on a page, approves or declines, and their answer is recorded on the repair with a date.

An approved quote locks. If further damage turns up mid-job, a new version is issued that needs fresh approval, and both versions stay in the repair’s history. When "that is not what we agreed" comes up, you have what was approved and when.

Parts: what you quoted versus what actually went in

The two are kept apart. The quote says what you estimated, while the usage says what came off the shelf, and a part fitted without being planned is marked as unplanned. At the end of the job you see its real cost next to the budgeted one.

Taking delivery from your supplier has its own screen: scan the delivery note’s QR, see its lines, confirm full or partial receipt, and link it to the open purchase order. From 12/10/2026 digital confirmation of receipt becomes an obligation for the receiving party, and in Workflow Repair it works on every plan, including the free one.

Reviews bring the next customer

A driver stuck at the roadside looks for a workshop on the map and picks by the stars. The Trust add-on asks for a review automatically after handover — by QR on the receipt, by email or SMS — and collects the answers, the complaints and the per-technician rating on one screen.

The digital work card for your technicians

The Greek digital work card entered its pilot for the motor trade on 26/06/2025 and applies universally, with penalties, from 03/11/2025. It is a second obligation with its own system, independent of the client list.

Workflow Repair offers it as an add-on: arrival and departure in one tap, with staff pulled from ERGANI itself and every punch transmitted with its protocol number. Both obligations are then met from the same application.

Till, tax documents, and what each job actually left you

Charging happens in the same flow: labour, parts, VAT, cash or card on a Viva terminal. The myDATA document is issued from the same screen through a licensed provider or through Viva Fiscal, on Standard and above — and the moment it gets a MARK, the 4th AADE moment closes by itself.

Reports show parts cost per job, margin per repair and revenue per month. With those in hand you can see which jobs pay and which quietly absorb hours without showing up at the till.

Start free — no card, no contract

The free plan puts no monthly job limit on a workshop. The digital client list has been mandatory since July 2025 and every vehicle that comes in has to be declared, so we do not meter it. With it come unlimited users, QR photos and a customer database. The till starts at €19/month, myDATA documents at €39.