Creating a New Job

When a customer calls the workshop, start by selecting New Job → Lead.

A Lead allows you to record the enquiry immediately, even when you do not yet know whether the customer will book a visit or proceed with a repair.

For vehicle information, you do not need to spend time entering all vehicle details manually.

Simply ask the customer for the vehicle registration number, enter it in the License Plate field, and click Get Data.

This makes it possible to collect the necessary vehicle information quickly while speaking with the customer and reduces manual data entry and potential errors.

All vehicle fields can also be entered or adjusted manually whenever required.

Use Problem Description to record the customer's reported issue or requested service.

Include as much relevant information as possible. The Problem Description remains available in the Job Card and can be updated or expanded later as more information becomes available.

It is also used by Wemotics AI when generating suggested repair services, estimated labour time, and required parts.

Click Create Lead to save the enquiry.

The Job Card is placed in the Leads column on the Job Board.

At the same time, every Lead entered into the system is saved as a contact in Customers, which serves as the workshop's built-in CRM.

This means customer and vehicle information only needs to be entered once. The contact remains available in Customers for future enquiries and visits, giving the workshop permanent access to previously recorded customer information.

The Lead Job Card itself remains in the Leads column for one month. If the enquiry does not progress further, the card is automatically archived, keeping the active Job Board focused on current enquiries.

Archiving the Lead does not remove the customer from the CRM. The customer record remains available in Customers.

If the same customer contacts the workshop again — whether an hour later or several days later — you do not need to enter the same information again.

When entering the vehicle registration number, Wemotics identifies that a matching record already exists. The previously saved customer and vehicle information can then be reused, allowing you to continue directly with the next operation instead of creating duplicate records.

In many cases, the required next step is already clear during the first conversation with the customer.

In this case, save the Lead and move the Job Card from Leads to the Estimates column.

The Estimates column is used for customer proposals and jobs where the workshop has started preparing the expected repair scope and cost.

Open the Job Card and go to Works & Parts. Here you can add the expected repair service, estimated labour time, required parts, and pricing.

The estimate does not need to be final at this stage. It can continue to be updated later — for example, if an initial diagnostic inspection reveals additional required work or parts.

Once the customer visit is agreed, add the expected arrival date and time to the Job Card.

The initial enquiry, estimate, and any later additions remain connected to the same Job Card throughout the process.

Sometimes the customer calls because the vehicle needs to be physically inspected before the workshop can determine the required repair or prepare an accurate estimate.

In this case, you do not need to save the enquiry as a Lead first.

While completing the New Job form, select Scheduled at the top.

Any customer, vehicle, or Problem Description information that you have already entered is preserved. Switching from Lead to Scheduled does not clear the form or require you to enter the information again.

Select the agreed date and time when the customer is expected to bring the vehicle to the workshop.

Complete the remaining information and click Schedule Arrival.

The Job Card is then saved directly in the Scheduled column on the Job Board.

When the vehicle arrives at the workshop, move the Job Card to Approved Work, which is used for vehicles that have already arrived at the workshop and are ready to proceed through the repair workflow.

Select New Job → Arrived when the vehicle is already physically at the workshop and no Job Card has been created beforehand.

The Arrived workflow includes vehicle photo upload and automatic license plate recognition, making it especially convenient when creating a Job directly from a phone.

Take a photo of the vehicle with the license plate clearly visible and upload it to the photo field in the Arrived form.

Wemotics automatically detects the registration number from the uploaded image and fills the License Plate field.

The available vehicle information is then retrieved automatically. There is no need to manually type the registration number or click Get Data.

Available vehicle details, such as the make, model, year, engine information, VIN, and other available data, are automatically populated.

The information can still be reviewed and edited manually when required.

Complete the remaining customer information and Problem Description. Additional vehicle photos can also be uploaded when useful for documenting the vehicle's condition or reported problem.

Click Create Job to finish.

Because the vehicle is already physically at the workshop, the newly created Job Card is placed directly in the Approved Work column.

The three New Job options allow the workshop to start at the stage that matches the real customer situation.

Lead is used when a customer has made an enquiry but no visit or repair has yet been confirmed.

If the required service is already clear and the workshop begins preparing a proposal, the Lead can be moved to the Estimates column.

Scheduled is used when a future workshop visit is agreed, including cases where the vehicle needs to be inspected before the required work can be determined.

Arrived is used when the vehicle is already at the workshop and no previous Job Card exists.

A typical workflow can therefore look like:

Lead → Estimates → Scheduled → Approved Work → In Progress → Completed

However, not every Job needs to pass through every stage. A Job can begin directly as Scheduled or Arrived depending on the situation.

The purpose is to follow the real customer journey while keeping customer, vehicle, and repair information connected to the same record and avoiding unnecessary duplicate data entry.

Regardless of whether the Job starts as a Lead, Scheduled, or Arrived, Wemotics creates a Job Card that becomes the central workspace for the entire repair process.

As the customer enquiry progresses, the same Job Card can move through the relevant stages of the Job Board without requiring customer, vehicle, or reported problem information to be entered again.

From the Job Card, your team can manage every stage of the repair, including vehicle information, repair details, estimates, services and parts, inspections, documents, customer communication, payments, and AI-assisted repair suggestions.

The following section explains each area of the Job Card and how it is used throughout the repair workflow.