A disorganized workshop doesn't just lose money on parts: it loses it in claims, misunderstandings and "it wasn't like that when I brought it in" arguments. And almost all of those problems start in the same place: the intake. If every vehicle or equipment check-in is properly documented, the rest of the process falls into place on its own.
What does the intake module do?
The intake module of Diesel Works Software is the first step in the workshop flow. From there you manage:
- Customers: the details of whoever brings in the vehicle or equipment, with their history.
- Vehicle records: plate, model and details of the unit being checked in.
- Work orders: the service order that follows the vehicle through its entire stay in the shop.
- Evidence: the photographic and documentary record of the condition it arrived in.
Nothing stays "in the advisor's memory" or on a piece of paper that can get lost: every check-in is linked to its customer, its vehicle and its order.
Why uploading evidence is not optional
The photo taken at check-in is worth more than any later explanation. Uploading evidence to the system provides:
- Full traceability: what arrived, in what condition, on what day and who received it.
- Protection for the workshop: if a claim comes up about a scratch, a dent or a missing part, there is a record of the actual condition at intake.
- Protection for the customer: they are covered too, because the condition of their equipment was documented and doesn't depend on anyone's word.
- Process continuity: whoever works on the vehicle in the yard or lab sees the same evidence captured at the door.
The signed reception receipt: a guarantee for both sides
The final step of a good intake is the reception receipt signed by the customer. That document summarizes what is being checked in, in what condition and for what service, and the customer's signature confirms they are informed and in agreement.
That signature serves two purposes:
- The customer is aware of their vehicle's condition and the scope of the service from day one, not when it's time to pay.
- The workshop has backup against any later claim: it's not a war of words, it's a signed document.
From loose paper to the system
Many workshops already take photos and sign forms, but on paper or on the advisor's personal phone. The problem is that this information gets lost, can't be looked up and isn't tied to the work order.
With the intake module, evidence, receipt, customer, vehicle and order live in the same place and stay available to the whole team for the entire life of the service.
If you want to see how the intake module works in a real workshop, write to us and schedule a Diesel Works Software demo.
