Body shop software: the damage, the work order and the invoice in one place

The state of the vehicle, before you touch it

A car arriving for body work comes with damage you did not cause, and some of it will be discussed later. At intake you open a job with the plate and take photos over QR from any phone: every panel, every scratch, the odometer, the interior. They land on the job with a date and time and stay there.

The customer signs on screen and receives an intake note as PDF listing what was recorded. When the conversation turns to "that dent was already there", the answer is a dated photograph.

• Intake photos over QR, with no app to install on the technician’s phone
• On-screen customer signature and an intake note as PDF
• History by plate, so the same car does not get charged twice for one dent
• Handover photos as well, sitting beside the intake set

When the work order changes mid-job

In body work an opened wing shows things the estimate could not. The quote is a numbered document with lines, and an approved version locks: when work is added, a new version is issued that needs fresh approval, while the previous one stays in the history.

The course of the job is then readable months later: what was approved first, what was added, when, and who approved it. The customer approves from their phone and the answer is written onto the repair with a date.

Parts on order as a state of the repair

The wing arriving in ten days decides when you hand the car back. The repair can stay in the work stage carrying the status "waiting for parts", without moving backwards and without appearing finished. The car keeps its place in your queue with the reason next to it.

Ordering from the supplier and taking delivery happen in the same system: scan the delivery note’s QR, see the lines, confirm full or partial receipt, and link it to the open purchase order.

Glass and windscreens

Replacing windscreens and windows is a separate activity code (45.20.14.01) but the same flow: a job opened by plate, a quote line with its own warranty, and a receipt or invoice at the end. If you do both, they share one client list and one vehicle history.

The digital client list for a body shop

Body shops are named explicitly in decision A.1057/2025 and keep the same client-list type as repair workshops. The record opens on vehicle entry, the service category goes out when the work is agreed, the record is completed on exit and correlated with the tax document.

One exception is worth knowing: preparation work on new cars, when carried out by the workshop of the entity selling them and needed to hand them over ready, is exempt. Every other case is an ordinary record.

Invoicing the insurer

When an insurance company pays, the document is an invoice and the transaction is wholesale. The 3rd client-list moment asks for the counterparty’s VAT number, which is filled in from the customer record you already keep.

The insurer’s own file — the work order, the assessment, the correspondence — is not something Workflow Repair manages. What it keeps is the evidence of your work: photographs, quote versions, the parts that went in, the hours, and the document you issued.

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 the shop

The Greek digital work card applies universally, with penalties, from 03/11/2025 and is a second obligation with its own system. Workflow Repair offers it as an add-on, with arrival and departure from the same app, staff pulled from ERGANI, and every punch keeping its protocol number.

Start free — no card, no contract

The free plan puts no monthly job limit on a body shop, because the digital client list is mandatory for the trade. Unlimited users, QR photos and an active client list. myDATA invoices start on the Standard plan, at €39/month.