Navigating Workshop Software

Workshop Software has three main pages and a left-hand navigation menu that give you access to everything you need to run your workshop. This guide walks you through every area of the interface so you can find what you need quickly.

Watch the video tutorial:

Step 1: The Three Main Pages

The top menu bar gives you access to the three main areas of Workshop Software:

  1. Dashboard — gives you a snapshot of your sales, recent activity, recently completed jobs, and the news feed. If you are on a Gold or Platinum plan, you can toggle on Business Intelligence Insights, which analyses your reports and creates graphs and tables automatically.
  2. Booking Diary — shows all your bookings and lets you assign them to different mechanics or technicians.
  3. Transaction Centre — where you view all open jobs. You will spend most of your time here. Use the Transaction Type drop-down to filter what you are viewing, and use the other tabs to view different transaction types.

Step 2: Top-Right Toolbar

The icons in the top-right corner of the screen provide quick access to key actions:

  • Global Search (magnifying glass) — searches your entire system for customers, vehicles, invoices, and more.
  • Lightning Bolt — starts any type of transaction (invoice, quote, booking, etc.).
  • Customer Workflow — opens the step-by-step customer workflow.
  • Supplier Workflow — opens the step-by-step supplier workflow.
  • Inspections — launches the vehicle inspection tool.
  • Quick Clock On — allows you to clock a mechanic or technician onto a job by entering the job number and selecting the mechanic. This is useful if the mechanic does not have the mobile app.
  • User Profile — access your personal profile settings.
  • Company Profile — access your company details (see Step 3).
  • Help — opens the Knowledge Base for support articles.
  • Log Out — signs you out of Workshop Software.

Step 3: Set Up Your Company Profile First

The Company Profile is essential to set up before you start using Workshop Software, because these details appear on your invoices and customer-facing documents.

  1. Click your Company Profile icon in the top-right corner.
  2. Update your business name and contact details.
  3. Verify your email address.
  4. Add your tax details.
  5. Upload your company logo.

Step 4: Left-Hand Navigation Menu

The left sidebar gives you access to your records and key tools:

  • Customers — view and manage all customer records. Click any record to edit or view more details.
  • Vehicles — view and manage all vehicle records.
  • Suppliers — view and manage your supplier list.
  • Products — view your product list. The drop-down also lets you perform a Stock Take.
  • Loan Cars — view the loan car diary or add loan cars to the system.
  • Analytics — view business reports and customer/supplier statements.

Step 5: Integrations Tab

The Integrations tab lets you connect Workshop Software with third-party tools:

  • Parts suppliers — Burson, EasyParts, HSY, Prolink, Repco, and others.
  • Registration Lookup — search by licence plate (or VIN number in the US) to automatically retrieve vehicle details.
  • Accounting software — connect with MYOB, QuickBooks, or Xero. We recommend booking a complimentary session with our team to set this up correctly, as performing the connection incorrectly may have effects that cannot be undone.
  • Marketing tools — connect email marketing platforms.
  • WorkshopPay — a payment terminal that automatically receives payments from Workshop Software, charges any surcharges, and updates both your accounting software and Workshop Software.

Step 6: Admin Settings

Under Admin Settings, you can manage your team:

  • Add mechanics and service advisors.
  • Add computer users (note: each additional computer user costs $19.99/month, or is charged annually on annual plans).
  • Add mobile users for the Workshop Software mobile app.

Step 7: Settings

The Settings area has many configuration options. When getting started, focus on these four areas first:

  1. Company Settings — your core business configuration.
  2. Company Lists — custom drop-down lists used throughout the system.
  3. Reminders — set up automated customer reminders for services and follow-ups.
  4. Messages — configure email and SMS message templates.

Step 8: More Actions

The More Actions menu provides additional tools:

  • Send Reminders — manually send reminders if you prefer not to use automated reminders.
  • Mass Communication — send bulk emails or SMS to your customer base.
  • Export and Import — export data from the system or import customer, vehicle, and product records.

Good to Know

  • The Transaction Centre is where you will spend most of your time — it shows all open jobs at a glance.
  • Set up your Company Profile before creating any invoices so your business details appear correctly on customer-facing documents.
  • If connecting accounting software (MYOB, QuickBooks, or Xero), we strongly recommend doing this with our team in a complimentary setup session.
  • WorkshopPay is currently available in Australia only.

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