Before repair one
Assign a manager, estimator, advisor, parts owner and bookkeeper. A small shop may give one employee several roles, but each responsibility still needs an owner. Create staff access, choose a short stage list and practice with fictional vehicle data.
| Batch | Exercise | What the owner signs |
|---|---|---|
| Repairs 1–10 | Every job receives a stage, next owner and callback time | Staff can find the repair without a second spreadsheet. |
| Repairs 11–20 | Receive a wrong part, return it and await a credit | The physical return and financial follow-up remain visible. |
| Repairs 21–30 | Close invoices with customer and insurer payments | Balances and source references reconcile with accounting. |
Practice the first ten with AutoHound
Import a $2,900 estimate and assign the repair to teardown. Add a pending $180 supplement and ask the technician what is authorized. AutoHound describes estimate version history and a shared production board. Test these with the employees who will work from the record.
Make the middle ten about the parts desk
Use a $210 wrong trim piece, a $200 expected supplier credit and a $235 replacement. Ask the advisor which item is available to fit. The bookkeeper should ultimately find $245 net parts cost and an explained $10 fee. Delay the credit for three days so someone must own the follow-up.
Reconcile the final ten
Use a $3,600 invoice, a $500 customer payment and a $2,950 insurer remittance. The insurer still owes $150. Have accounting verify both payer balances and the reference that will clear the remainder. An employee should be able to explain the result after the first advisor’s shift ends.
Decide when the configuration is ready
Approve the stage list after staff can identify stalled work. Approve the parts process after the credit expectation survives a shift change. Approve accounting after the invoice and remittance reconcile. Ask the vendor to repeat any unresolved task in the proposed package before moving all live jobs into it.
Prepare your AutoHound demo · Use the cutover balance checks
AutoHound features · AutoHound parts workflows · AutoHound QuickBooks sync