Garage Management Software Features
Everything Your Garage Needs, Built Into One Platform
No more juggling spreadsheets, WhatsApp reminders, and manual invoicing. Totalsoft unifies your entire workshop operation.
Multi-Staff Calendar & Bay Management
Visualise your entire workshop at a glance. Assign jobs to specific bays, manage technician rosters, and prevent double-bookings with a drag-and-drop calendar built for busy garages.
- Drag-and-drop job scheduling
- Bay & lift capacity management
- Staff roster & shift planning
- Real-time availability view
- Customer self-booking portal
Smart SMS & Email Reminders
Stop chasing customers manually. Configure your own SMTP and SMS providers to automate service due reminders, MOT expiry alerts, and booking confirmations — all branded to your garage.
- SMTP email configuration (own provider)
- SMS gateway integration
- Automated MOT expiry reminders
- Service interval notifications
- Booking confirmations & follow-ups
Instant Lookups & MOT Tracking
Enter a number plate and get the full vehicle profile instantly. Track MOT expiry dates across your entire customer base and get ahead of renewals before they lapse.
- DVLA number plate lookups
- MOT expiry date tracking
- Full vehicle history overview
- Service interval calculations
- Automated renewal reminders
Xero & QuickBooks Sync with UK VAT Invoicing
Generate professional UK VAT-compliant invoices in seconds and sync automatically to Xero or QuickBooks. Run comprehensive financial reports to understand your garage's profitability at a glance.
- One-click Xero or QuickBooks sync
- UK VAT-compliant invoicing
- Parts & labour cost tracking
- Revenue & profit dashboards
- Export to accountant-ready formats
Complete Customer Lifecycle CRM
Maintain a rich profile for every customer and their vehicles. Record job history, notes, and preferences to deliver a personalised experience that keeps customers coming back.
- Full customer & vehicle profiles
- Complete job history timeline
- Custom notes & preferences
- Loyalty & retention tracking
- Built for UK GDPR data handling
Digital Job Cards & Attendance Sheets
Replace paper job cards with digital workflows. Technicians update job status in real time, clock in and out from the same login, and managers see who's in and what each job is waiting on.
- Digital job card creation
- Real-time status updates
- Technician time tracking
- Parts requisition workflow
- Printable job sheets & reports
Every inspection, on schedule
Look after vans, lorries, minibuses or taxis? Give each vehicle its own inspection schedule and Garage Manager reminds the right person before it's due. Mark it done and the next date is set for you.
- PMI safety inspections every 4 to 13 weeks
- Taxi and private hire compliance tests every 4, 6 or 12 months
- Tachograph inspections and LOLER tail-lift exams
- Reminders to the driver, owner or fleet manager — with a follow-up if one is missed
Next-Gen Booking Management
Say goodbye to handwritten diaries. Manage your workshop capacity with precision and view your entire week at a glance.
- Drag & Drop Scheduling
- Color-coded Job Types
- Real-time Updates
- Automatic Reminders
Mon
Tue
Wed
Thu
Fri
Paperless Invoicing & In-App Payments
Generate professional VAT invoices in seconds and get paid faster with integrated payment links sent directly to customers.
- Custom Branding
- Xero & QuickBooks Sync
- Partial Payments
- Debt Tracking
INVOICE
#1042 · John Smith
Integrated MOT & Service Reminders
Never lose a recurring customer again. Our system automatically fetches MOT expiry dates and sends friendly reminders via SMS.
- Automated SMS/Email
- DVLA Data Sync
- Service History Tracking
- Mass Campaigns
SMS to John Smith
+44 7700 900123 · Delivered
Hi John, your Ford Focus (AB12 CDE) MOT is due on 24 July. Reply BOOK to reserve a slot. — Totalsoft Garage
Role-Based Access Control
Every team member gets exactly the access they need — no more, no less.
Admin
- Full platform access
- Financial reports
- User management
- System configuration
- SMTP & SMS setup
Technician
- View & update assigned jobs
- Time tracking & clock-in
- Parts requests
- Vehicle notes
- Limited customer view