100 Must Have Features for Shop Management Software

1. Service Advisor and Technician Alerts

Whenever a tech performs an action in the software that requires service advisor attention (example – tech clocks off/completes a test or inspection or job), the software automatically generates an alert that displays on the screen of the advisor handling that RO. The same type of alert also occurs when the advisor performs an action that requires the attention of the tech. Just this one feature can greatly increase efficiency for both techs and advisors.

2. Advisor Module

Features in this module are advisor specific – examples would be authorizations, customer details, loaner car scheduling. Unique modules do away with all the clutter for other job positions that this individual rarely or never uses. Yet, the other information can be made available when necessary.

• (a) Technician Module – Features in this module are technician specific – examples would be time clocking, inspections, assignments.
• (b) Parts Manager Module – Features in this module are parts department specific – examples would be inventory locations, parts history, stocking levels.
• (c) Management Module – Features in this module are manager / owner specific – examples would be payroll, financials, employee records.

3. Automatic Inventory Stocking Levels Adjustment

You set the guidelines for stocking levels according to sales frequency. The software automatically increases or decreases the stocking level as sales numbers change. Non-stocking parts automatically become stocking parts when sales hit a certain level, and when sales drop below a certain level parts in stock are flagged to be returned and their stocking level goes to zero.

4. Service History from other Shops

A link to service history from other shops is available on the service history screen in the software. This brings up all reported service history including dates and miles from both your shop and other shops on a separate screen. The benefits of having this information are many – just use your imagination. Shops using this feature often find themselves reviewing the service history on every car that comes in.

5. Instructions, Help, FAQ’s and Videos

These are very critical yet often overlooked features. Most software buyers assume that comprehensive information about how to use the software will be included. However, detailed step by step instructions, an extensive help index and large library of videos covering most, or all the software is not all that common. What does exist is often hard to find and hard to follow. Select several of the more complex software functions and see if you can quickly learn how to use them on your own. If not, you may want to consider that function “unusable”.

6. Electronic Signature Capture

The ability to have customers sign on signature pads and tablets has many benefits. Customers are impressed. The clutter of paper documents is reduced. Nothing to file – let’s get rid of some cabinets!

7. Maintenance Records on Every Document

A customizable chart displays on all selected documents which includes miles and date last performed along with miles and date next due for all chosen preventive maintenance services. This is a huge time saver for the advisor and technician, and clearly shows the customer where he or she is with each service. Maintenance services performed will be more accurate and sales of these services are likely to increase.

8. Automatic Parts Cost Updates

The cost of all stocking and non-stocking parts which have ever been entered in to the software, and which are sourced from an integrated vendor can be scheduled to automatically update at selected intervals. Example: The software “calls the vendor” and all prices are checked and updated at 3:00AM every Sunday morning. When an estimate is created Monday morning, the parts cost will always be accurate regardless of how long it has been since that part was last sold. This will plug a money leak that exists on almost every shop.

9. Indicator When RO’s are “In Use”

One of the most frustrating things with many different management systems is not knowing when someone else is working in the RO that you want to work in. You should to be able to immediately see if an RO is “open” on another computer or device without trying to open it yourself, then getting it blocked or getting a warning (or worse yet, having your work vanish!). The best way is to have all “in use” RO’s turn a different color on the WIP (Work in Progress) screen on all computers and devices so other users don’t have to take the try it and see approach.

10. Automatic Status Updates

RO statuses, each with a unique color, change automatically when information is updated in the software which changes the status. For instance, when a job is authorized the status goes from “need authorization” to “need tech”. Manual status change is not required. Statuses become far more accurate and useful.

11. First Class Spell and Grammar Check

Almost everyone using newer office software is aware of the sophistication level of the spelling and grammar checkers today. Unfortunately, many versions used in shop management systems are either very weak or very old (or both), and often clunky to use. So, few people use them – and when they do use them many errors are still missed. Result – we look like knuckle dragging grease monkeys. Insist on comprehensive and up to date spell check AND grammar check (what your newer employees used in school). Wear, where and ware are all spelled correctly, but they are certainly not interchangeable.

12. Automated Parts Ordering with Authorization

When a service is authorized a parts ordering screen automatically pops up displaying any parts needed that are not on hand or not on order for the job being authorized. Clicking “order” sends the order to the linked vendor for each part. This significantly reduces the “I forgot to order the parts” fire that is so common in many shops.

13. Live Webinars

If there ever was a product that requires constant training, it is software. Look for software that includes a continuous regular schedule of live webinars for:

1: New user training for your newer employees – offered at least once a month.
2: Advanced user training so you get the most out of the product – offered at least once a month.
3: Updates on recent changes, fixes, and enhancements – offered several times per year. (If few or no changes are occurring, it’s not a good sign.)

14. Parts Ordering, ETA, and Arrival Times

The time and date that each part is ordered, when it is expected to arrive and when it does arrive is automatically recorded next to each part in the software. Planning, assignments, setting priorities, and monitoring deliveries are just some of the things that become easier to manage. Waiting for parts is still the number one item that slows techs down in many shops. Employing software features like this can reduce the waiting and have a significant positive impact on efficiency.

15. Search Capability

Quick and simple way to search everything in the software including service history, help, training, customer information, vehicle information, job kits, inventory, and anything else that you can think of. Whether you have a question about function keys or radio codes or oil viscosity, if those terms are anywhere in the software you want to be able to locate them rapidly.

16. Mandatory Advisor Task

A customizable checklist of tasks that the service advisor must complete before the invoice can be finished. Everyone has their list of things that they want the advisor to do every time. But the list is often ignored or forgotten. When the list is integrated into the software and uncompleted items prevent the invoice from being finished, completion of these tasks often increases dramatically.

17. Ability to add Service History

We just talked about having access to service history from other shops. Taking that a step further, we want to be able to quickly and easily integrate that history into our service history within the software. For example, we should be able to add the following so it comes up in a history search and is somehow designated (greyed out for example) that it was done elsewhere: “Timing belt, water pump, 101,584 miles, 10/3/14”.

18. Automatic Service History Search

When creating an estimate or adding a service to a repair order the software automatically searches the service history to see whether your shop has performed that same job before on this vehicle. Example: When adding a ball joint operation, a warning box will pop up if you have installed a ball joint before on this car. (Repeat operations like oil changes can be opted out of this type of search.) This can save a lot of manual search time and catch potential problem situations before they occur.

19. Full Cut, Copy, Paste Ability

In addition to being able to cut, copy and paste text, the ability should exist to copy or cut individual lines or groups of lines (labor, notes, parts, etc.) from any current or past RO, estimate, or job kit and paste them anywhere else on that document – or paste them to a completely different document. Example: You locate an RO in service history for an intake manifold gasket with all the related parts and services. You highlight as much of that RO as you want, copy it and then paste to an estimate you are doing today.

20. Appointment Parts

A single screen can be brought up for any selected date range of appointments showing which parts need to be ordered for those appointments. Those parts can then be selected, availability checked using vendor inventories and then ordered from this same screen. Whenever there is enough quantity of a particular part already on hand or already scheduled to be delivered before the appointment those parts do not show up on the screen.

21. Comprehensive Job Kits

Job kits can be created from any job that has been estimated or performed and the ability exists to include an unlimited number of parts, labor operations and notes. Costs and pricing within the kits update automatically whenever parts or labor pricing changes within the software. Existing job kits can be added to other new or existing job kits, and can be either vehicle specific or generic.

22. Appointment Tracking

Whenever an appointment is added to the schedule the name of the individual making the appointment is automatically recorded along with the date and time that it was entered. This prevents a lot of “I know nothing about that!” replies when trying to figure out the details of an appointment.

23. Reserve Specific Techs and Bays

When an appointment is entered it can optionally be tied to a certain technician and/or bay. A warning will display if another appointment is added where the time overlaps with the technician or bay that has already been reserved. You will also be alerted if the tech will be off at that day and time. This is helpful for specific services like alignments where a certain bay is required, or when you want a certain tech to handle the appointment.

24. Schedule Sort and Display

Scheduler can be sorted by technician, advisor and/or bay. Display can be by the day, week or month. Being able to isolate only the information you need can significantly speed up your efficiency.

25. Duplicate Appointments and RO’s

A warning displays when making an appointment or a new RO if an appointment is already on the schedule or an RO is currently in process for this vehicle.

26. Customer Stats during Appointment Entry

When a customer is selected in order to start an appointment the first screen that you see includes their history including number of visits, total spending and average RO. Very helpful when the schedule is tight and you wonder what priority to give to this appointment request.

27. Appointment “No Show” Tracking and Alerts

Anytime that an appointment is not kept the software remembers it and designates it as either “No Show” or “Cancelled”. Anytime that a new appointment is started for that customer an alert displays noting previous missed appointments including any related notes. How you handle it from there is up to you, but it can prevent having a tech with nothing to do and prevent turning away a dependable customer when the first customer has a poor track record of keeping his or her appointments.

28. Drag and Drop Appointments

Quickly move that appointment anywhere without opening fields for date and time editing while being able to see the entire schedule so you know what other times and dates are available.

29. Appointment Color Coding

Appointments display on the schedule in different colors depending on unique things that apply to the appointment so that certain information is available at a glance. Examples would be: Waiting, loaner car reserved, ride/shuttle required, pick-up and delivery needed, specific types of service (oil change, etc.). Instantly know important info with having to do a bunch of digging.

30. Appointment Schedule History

All information which is entered in to the appointment schedule is retained unless specifically deleted. Once a car arrives and the appointment is converted into an RO, the information on the scheduler does not disappear, but remains there for reference (quickly see what day last week Mrs. Smith came in).

31. Automated Future Appointments

Whenever a repeating scheduled maintenance service is performed, the next appointment for that service is automatically entered on the schedule. The date is calculated according the average miles driven per day in the vehicle’s service history. Another oil change service will be placed on the schedule a few months away while the next timing belt appointment will be several years later.

32. Mapping and Directions

Whenever any kind of directions are needed to get to or from a customer or vendor or the shop, clicking a button on the customer or vendor information screen brings up a map with driving directions that is ready to print or email. This is a great way to make tasks like this quick and simple without having to bring up another site and entering the information.

33. Integrated Shuttle Schedule

If you have someone from your shop making multiple stops during the day to pick up and deliver customers and/or parts, this feature will calculate and display times, maps, driving directions, routes and customer contact information which can be saved on a smart phone (or printed) for drivers to follow. Huge time saver if you currently have someone trying to manually figure out the best way to do this.

34. Loaner Car Reservation and Tracking System

Anytime that an appointment is designated as needing a loaner car a reservation system pops up showing availability of loaner cars. Times, dates, fuel levels and mileages are tracked when cars leave and when they return. Information is retained in the software and a history report can be generated.

35. Parts Delivery Reminders

When the expected time for a part delivery occurs, or is getting close but the part has not yet arrived, a pop-up reminds the parts person or advisor to find out why. Waiting for parts is the second biggest cause of production delays after waiting for authorizations according to an Automotive Management Network survey. Far too often hours go by before anyone checks to see why the part isn’t here.

36. Customer Contact Reminders

When a promised completion time is nearing or when time for a customer update is here, pop-ups remind the advisor to address them. Service advisors have a lot of information already swirling in their heads without having to remember things like this which the software can handle.

37. Gross Profit Adjuster

If the gross profit on a job is not what you want it to be, you can dial it up or down any number of 1% percent increments to get it where you want it. Total parts and/or labor automatically go up or down to make the total work. Much quicker than playing with it manually until you get close enough.

38. Caller ID

When someone calls and their phone number is already in your management software database the software displays their identity and links to their customer information and any current RO’s. You are right where you need to be in the software by the time you finish your phone greeting.

39. More Customer Specific Info, Please

Optional fields may include: Preferred technician, preferred advisor, occupation, birthdays, anniversaries, types of marketing and customer’s website. Customer and employee matching can be the key to retaining certain customers. Being able to run promotions directed at certain types or groups of customers can allow your marketing to be more cost effective and efficient.

40. Unique Pricing for Individual Customers

In some cases, it would be nice to have the ability to bill customers differently depending on a variety of factors. Ideally, customers could each be assigned their own labor rates, parts matrices, and parts and labor discounts when appropriate. Setting this up in their customer information makes it happen automatically – every time.

41. Duplicate Customer Merge

No matter how much you try to prevent it customers will get entered as new when they are already in your database. A button to merge two customers into one fixes things with minimal effort.

42. Vehicle Info Entry by License Plate

Entering the license plate number auto fills the year, make, model, engine size and VIN number. This greatly reduces entry time and errors compared to entering 17-digit VIN numbers and can often be done from across the shop or parking lot.

43. Comprehensive Vehicle Info

Include specific fields or check boxes for: Mileage at last service, date last serviced, fuel type, fuel level, fuel gauge broken, primary type of use for this vehicle, registration date, odometer broken. Add a diagram where vehicle damage can be easily noted.

44. Vehicle Information During Parts Lookup

During integrated parts look-up, when you need more vehicle information such as build date, drive type, GVW or other details that you have recorded in the vehicle information but were not decoded in the integration, you can click a button that brings up a display of all the vehicle details without having to return to the vehicle information screen in the software.

45. Quick Fix for Double Entered Cars

Why does that same car appear in your system twice? Each one now has its own service history. How about a quick way to blend them into one as if they were never double entered? This can be a huge time saver as some systems require a lot of work to undo and correct the records.

46. Information which is Easy to Locate and Access

Wherever you are in the software, key information is just a click or two away without having to go through a lot of exiting and opening of screens. Scheduling, service history, inspections, estimating, technical information, parts ordering, recommendations, technician assignments, work in progress, customer details, and vehicle information can be located and accessed quickly.

47. Expandable Text Fields

When working in any text field anywhere in the software you have the option of one click expansion of that field to full screen to make working with it much easier.

48. Voice to Text

When you need to enter information, you have the option of simply talking it in once you are in the correct field. This can create considerable time savings for everyone and massive time savings for employees who struggle just to hunt and peck with one or two fingers.

49. Documents and Photos

They might be related to the customer, the vehicle or a specific RO. You should be able to attach documents and photos to any of them so they can be quickly referenced during future visits.

50. Emailing from the Software

If it’s in the software, you should be able to email it with just a click or two. Appointments, quotes and estimates, authorizations, photos, current RO’s, history invoices, statements, maintenance schedules. Far too much time can be wasted getting things like this to a customer.

51. Key Numbers Reports

Customizable reports which include certain numbers that you want to monitor or track – examples might include:

• (a) Numbers required for a peer group.
• (b) Numbers that you want to focus on.
• (c) Numbers for your accountant.
• (d) Numbers that can be compared to other users of the same software.

52. Spreadsheet Import and Export

Information of all types can easily be imported from or exported to a spreadsheet for easier sorting and management. This can be a huge time saver and allows you to quickly research your information.

53. Internal Messaging

All staff members can send messages through the software to one or multiple other staff members. Messages are displayed as alerts on the recipient’s screen. Messages are saved in the software and can be attached to any invoice, vehicle or customer for reference later.

54. Custom Calculated Maintenance Intervals

The software uses miles recorded in service history to constantly adjust average miles driven per day. The timing of when reminders occur is based on the individual car and driver instead of a default time interval which is almost always incorrect.

55. Vehicle Inspections on Mobile Devices

Integrated inspections that are part of the software (or the ability to seamlessly integrate with outside inspection software). The technician has all the inspection forms available on his or her tablet or smart phone with the ability to use voice to text, and to attach photos, video and audio. Inspection results are automatically integrated with the RO.

56. Job Kits Integrate with Inspections

When recommendations are noted on an inspection either the technician or the advisor can pull up a menu of job kits which can be attached to the inspection results. When the time comes for an advisor to review inspection results the estimate is either easily created or already done if the tech has added the kits.

57. The “We Did This Before” Alert / Warning

When an estimate is started for a job that has been done before on the same year, make and model an alert / warning displays asking you if you want to see that previous job. If all looks good, you just grab it and your estimate is done. Parts pricing and labor rates automatically update to current amounts.

58. Segmented Presenting

Estimated services can be grouped in the software to provide a more organized presentation of recommendations. Possible categories might be: Items related to concern/complaint, other repairs noted, maintenance services due and previously recommended services. Or, something as simple as “A”, “B” and “C” with each group having its own subtotal amount. This can then be printed or displayed for review with the customer.

59. Estimates Kept Separated

Estimates reside in a separate area of the software so they are not mixed in with work that is sold, in process or completed. Keeping them in a separate area prevents confusion for both techs and advisors when working with current documents or service history.

60. Fully Integrated Parts Vendors

All your main vendors integrate smoothly and thoroughly with the software. Parts look up and ordering require very few clicks. When used correctly your advisors and parts people can go for days without using the phone for anything to do with parts.

61. Automatic Inventory Creation

Whenever a part that is not currently in your inventory record is added to an estimate or RO it automatically becomes a “non-stocking inventory part” without you having to do anything extra. All part related information that was entered on the RO is retained in the new inventory record for that part – number, description, vendor, category, brand, and matrix all set automatically.

62. Price Updates for Previously Sold Parts

Whenever a job or part is pulled from service history or an earlier estimate or a previous recommendation, the prices of the parts use your inventory records to automatically update to current pricing without you having to recheck them. If the part is not found in your current active inventory record a warning is displayed alerting you to how many days have passed since the price of the part was last checked so you can decide whether it should or should not be rechecked now.

63. Unlimited Parts Matrices

Unique matrices can be assigned to different parts categories, different vendors, different brands and even different customers. Pricing can be tailored specifically to what works best for your shop without manual adjustments and having to remember how to price different things.

64. Parts Returns and Cores Tracking

A system where part returns and cores are tracked in detail and with a few clicks you can see a comprehensive report with the status of each item. In many shops a certain number of cores and returns disappear for a variety of reasons, but it’s very hard to figure out due to weak or nonexistent tracking. This is a feature that can prevent lost money.

65. Core Charges and Credits Display on the RO

Description and pricing for any core charges and/or credits that you want to display on an RO are listed alongside the appropriate part making the information easy to identify and review when needed.

66. Your Own Custom Parts Catalog

The software remembers which vehicle each sold part was used for. Your software automatically becomes an internal parts catalog for your shop based on your parts sales history. Once a part has been sold for a specific vehicle the software will find that record and alert you to it as soon as you begin the estimate.

67. Parts Merge Capability

Duplicate or double entered parts – often due to incorrect data entry – are a common issue that can cause a lot of frustration with inventory, stock orders, estimating and job kits. It is very helpful to be able to bring up duplicate columns of parts side by side, then select which ones you want to merge into others.

68. Integrated Tire Vendors

Tire cataloging, estimating, and ordering integrated just like your fully integrated parts vendors. This one feature is likely to increase your tire sales significantly because it makes it much easier to look up tires, price them, offer multiple options, find the specification details and order the tires once they are sold.

69. Instant Multiple Tire Matrices

When creating tire estimates different price matrices can be displayed with just one click along with the gross profit for each one. No more fooling with calculators or hoping that guestimate in your head was not too far off. In the competitive world of tire sales being able to maneuver quickly and accurately allows you to compete with the big boys.

70. Automatic Tire Pressure Specification

Any service requiring tire pressures to be checked or adjusted automatically displays the PSI specs for that specific vehicle within the related labor operation. Increased accuracy and time savings for techs.

71. Wheel Torque Specs

Any service requiring wheel removal automatically displays the specs for that specific vehicle within the labor operation. (Of course, one could take that a step further and automatically include the torque specs for any specific job when specs are needed.)

72. Mandatory DOT Number Entry

Services which include new tires cannot be completed by the technician and RO’s cannot be completed by the service advisor without entering the serial numbers in the dedicated DOT number fields in the software.

73. Automated Tire DOT Numbers Reporting

The software sends all DOT numbers that you have entered into the software when you sold the tires to the appropriate tire company automatically, so once they have been entered you have nothing else to remember or handle.

74. Job Kits with Customizable Intervals

A mileage interval and a date interval can be applied to any job kit whether it is scheduled maintenance or a repair so a reminder to service or inspect will occur when the interval due date is nearing. Intervals can be set to a default, however virtually every vehicle can have its own unique intervals if desired.

75. Time Clock Functions

All time clock punching is done within the software and includes both time at work and time working on vehicles. Time can be punched on individual labor operations or on vehicles (all times on that vehicle lumped together). Punching can occur on mobile devices as well as PC’s.

76. Labor Operations with Multiple Technicians

Any labor operation can be split so that the times, both credited and actual, can be divided in any amounts among any number of techs. Split times are included in all related reports

77. Logging of Technician Hours

With a click or two a report can be displayed showing a tech’s time entries in sequence for any day or group of days including the vehicles and labor operations. This can be very helpful when trying to understand how time is spent for a specific technician in different situations.

78. Instant Technician Pay Calculation

The ability at any time to select a time range and a date range and show the gross pay for an individual tech or for all techs based on hours punched in, hours produced and/or commissions.

79. Recommendation Made By

The software automatically records and retains the name of both the advisor and the technician who made each recommendation. This can be very helpful when assigning jobs and gaining more insight into why a recommendation was originally made.

80. Displaying Previous Recommendations

The ability to include recommendations that were previously made on any estimate, tech worksheet, invoice and any other similar document so there is never a need to go elsewhere in the software to look them up.

81. Part Numbers and Prices Optional

You have the option on all customer documents whether to display or not display part numbers and individual parts prices. If turned off, you still have an itemized invoice that includes descriptions, quantities and job subtotal pricing for each different service.

82. Display of Labor Rates, Prices and Times Optional

You have the option on all customer documents whether to display or not display labor times, rates and prices for individual labor operations. However, you still have descriptions and job pricing that shows the subtotal of each different service.

83. Colored Text Options

All document text can have different assigned colors when viewed on a monitor and when printed to make explanations easier. For example, you could designate all parts text blue, labor text green and notes text black making invoice and estimate review with your customer easier to understand.

84. Complete Paperless Capability

Anything and everything that you do with your software on paper can be done without printing. Every estimate, invoice, worksheet, inspection, report, picture, and signature can be handled electronically. In most shops this will have a big impact on the paper, forms and ink budget. In many shops the savings will pay for much of the cost of the software and in some cases all of it.

85. Customizable Tool Bars and Grids

Items in tool bars and grids can be reordered, resized and turned on and off depending on what you want to see and how you want it displayed.

86. Alphabetical Information

The alphabet is always used for every type of list or menu of any kind where there are three or more titles or headings so there is no need to scan up and down or back and forth looking for a title or name or icon for something. This one seems obvious, but in the world of software and websites it is often overlooked.

87. Simultaneous Displays

Maybe I want to view the current RO, the vehicle history, previous recommendations, and the maintenance schedule all at the same time without having to switch back and forth while trying to recall what was on that other screen. Once you have this, you won’t want to give it up.

88. All Key Information on One Screen

All the key information that you need when creating an estimate is either displayed or linked on the estimate screen. No backing up to find the build date or drive type or miles or service history or previous recommendations or any other frequently needed info.

89. Technician Assignments Drag and Drop

Technician assignments and priorities can be set and edited by grabbing them with your mouse and moving them wherever you want them to go. This can save a lot of time when needing to move things around as situations constantly change throughout the day.

90. Comprehensive Profit Checker

When you are in an estimate, current RO, quote, history invoice or any other document that includes a priced repair, with a click or two you can check the gross profit percentage and dollars on labor, parts, tires and total. This can be done for individual parts, individual labor lines, each job on the RO, or for multiple selected jobs or for the entire RO. The resulting numbers are displayed alongside of the profit goals you have preset, and color coded in relation to how well they score.

91. Labor Matrices

Unlimited number of customizable labor matrices that can be applied to any type of service. The most common type of labor matrix has different labor rates that change when the estimated hours change.

92. Oil Change/Lube Sticker/Label Integration

Once the “in” mileage has been entered on a vehicle in for service a sticker can be printed with a single click. Stickers can be customized to include whatever you would like. Accuracy and legibility are significantly improved.

93. Full Mobile Capability

Everything in the software can be used on mobile devices in the same way that it can be used on a PC or laptop. Working with parts and inventory becomes much easier. Techs can access everything in the parking lot. Advisors can do write ups outside. Customer check out, including signatures and payments, can take place anywhere.

94. Customization Options

The more things that are customizable the better. Menus, inspections, descriptions and fields are just some of the areas that are nice to be able to edit when the default template does not fit exactly what you need at your shop.

95. Integrated Credit Card Processing

Tie your credit card device and signature pad directly into your management software. No need to tell your software how the invoice was paid. No need for multiple signatures. No need for separate credit card receipts. And everything is automatically emailed to the customer when the invoice is paid. How easy is that!

96. Automated Maintenance Reminders

Reminders can be set up to be sent automatically when time and/or mileage intervals are nearly satisfied. No one on your staff must constantly check for what is due and remember to send it. Whether it is an oil change in two months or a timing belt in six years, the software will send out a reminder whenever the service is due.

97. Custom Recommendation Reminders

Recommendation reminders can be customized to go out automatically via email following your entry of when you want them sent according to customer, vehicle, and type of repair. For example, you can set all air conditioning recommendations to be sent just before hot weather begins. No one needs to remember to handle it – it just happens.

98. Integrated CRM and Marketing

Almost all types of software will say that they do this – and they likely do. But how well do they do it? Many are woefully lacking. Contracting with an outside company to handle this for you is perfect for some shops. However, others prefer to handle some or all of it in house. Your software should at least have the capability to do much of what an outside company can do. Then you can decide what works best for you.

99. Fantastic Support

Exceptional. Prompt. Multiple methods of contact – phone, text, email, chat. Tailored to your current level of expertise. You don’t need a real problem put on a list to get to someday. You need it addressed as soon as reasonably possible.

100. Forward Looking

Constant and frequent updates, fixes, enhancements, new members, fresh look. Great software must always be in a state of change for the better – that is the nature of software. If it looks stale, if the once frequent changes have tailed off to a dribble, odds are that the software will not be much different five years from now when the need for many changes have gone by and left you with an out of date system.