Run jobs, technicians, time and attendance, digital job cards, workshop loading, bay schedules, customer approvals, parts, quotations, proformas, invoicing, MOT bookings, compliance documents and vehicle history from one connected commercial workshop management platform.
Designed for internal workshops, external commercial workshops, mobile repairers and HGV commercial breakdown operations.
Create jobs, schedule work, send jobs to technicians in real time and monitor workshop performance from KPI dashboards.
Attach job information, tasks, images, parts and labour, then keep the complete job record through to completion.
Quote and estimate jobs, receive digital approval and maintain an audit trail before work progresses.
Raise invoices from completed work and support exports/integrations with accounting packages including Sage, Xero and QuickBooks.
Control stock, barcoding, parts issues, purchase orders, warranties, returns and replenishment from the workshop workflow.
Track work completed to vehicles and maintain a searchable record of service, maintenance and repair activity.
Technicians can plan, carry out, rectify and record PMI/safety inspections and other maintenance tasks digitally.
Use a digital planner for jobs, vehicles, technicians, defects and workload visibility.
Share data, quotes and invoices with clients through connected cloud workflows rather than scattered messages and emails.
Create job entries and track them through to completion. Keep notes, images, labour and parts together, then use the same information for invoices, service history and client reporting.
VAPTA brings the workshop floor, technicians, customers, stores, finance, compliance and management reporting into one connected workflow.
Understand who is working, where time is being spent and how efficiently workshop capacity is being used.
Give managers and technicians an immediate view of what is booked, what is in progress and what needs attention next.
Control the commercial side of workshop work from quotation through authorisation, proforma and final invoice.
Connect workshop demand directly with bookings, stores and parts usage so less work is lost between systems.
The VAPTA customer portal can act as a shared workspace between the operator and workshop — reducing requests by email while keeping documents, authorisations and vehicle information together.
See the customer portal →Keep the workshop audit trail complete and make operational information available without relying on paper files or manually forwarding documents.
Store job cards, images, certificates, inspection sheets, invoices, customer documents and supporting evidence against the relevant job, vehicle or account.
Email completed documents and compliance records to customers on submission so information reaches the right people quickly.
Record and retain reports completed by external contractors alongside internal workshop and compliance records.
Produce operational reports for jobs, labour, workshop performance, vehicle maintenance, parts, compliance and management review.
Schedule recurring management and operational reports so key information is delivered automatically.
Configure reports, job cards and documents around your own workshop, customer, contract or industry requirements.
VAPTA can support mixed workshop operations rather than forcing different asset types into separate systems.
Create the work, estimate costs and schedule technicians or workshop capacity.
Capture job card tasks, labour, inspections, defects, images and technician notes.
Reserve, issue or order parts with traceability to the job and vehicle.
Complete the job, invoice the customer and update service or maintenance history.
VAPTA gives workshop managers, technicians and support teams a live view of jobs, workload, schedules, labour, parts and progress — all from one connected system.
See current workshop jobs, status, technician allocation, customer, vehicle and job progress in real time.
View planned workload, technician capacity and available workshop time before accepting or scheduling additional work.
Schedule jobs, inspections, MOT bookings, technicians and workshop bays from one central calendar.
Track technician utilisation, attendance and job stopwatch activity to improve labour visibility and job costing.
Send parts requests directly from the workshop to stores and scan parts onto jobs for accurate stock and cost traceability.
Keep quotations, approvals, proformas, invoices, workshop charges and job values connected to the original workshop record.
Keep the commercial side of the workshop connected to the operational record. VAPTA FinanceFlow brings completed jobs, labour, parts, charges, quotations, proformas and invoices together, then passes the right information into your accounting workflow.
Use VAPTA end-to-end, or connect finance data to Sage, Xero and QuickBooks via API or flat-file workflows.
If VAPTA's own finance workflow is not the right fit for your business, we can integrate directly with Xero, Sage and QuickBooks using flat-file exports or API connections.
We can support the different editions and deployment options available for each platform where connectivity is supported, and we can build bespoke integrations to other accounting packages, ERP systems or third-party platforms as required.
That means the workshop can keep operating in VAPTA while finance teams continue working in the accounting environment that suits them best.
Use VAPTA end-to-end, connect it to your existing accounts package, or commission a bespoke integration. The aim is to remove duplicate entry and keep job, invoice and financial data moving cleanly between systems.
Book a workshop demo covering jobs, scheduling, technicians, inspections, parts, invoicing and reporting.
