Customers and vehicles

Customers, Fleets and vehicles form the directory behind Bookings, Work Orders, Quotes, Invoices and Payments.

Add a customer or fleet

1. Open Customers from the sidebar.
2. Select Create, then choose Create customer or Create fleet.
3. Enter the contact and billing details that the Workshop needs.
4. Save the record, then open it. A Customer can hold vehicles, notes and account activity; a Fleet groups members, vehicles and shared billing details.

A Customer represents a person or organisation. A Fleet is a business account that can group Customers in roles such as driver, dispatcher, manager or accounts payable. Each Fleet controls whether its members are billed to the group or individually.

Customer pages bring together Bookings, Payments, Invoices, Quotes, notes, reminders, account credit, vehicles and Fleet membership. The visible sections depend on your permissions.

Add and maintain a vehicle

Open Vehicles to search the full directory, or select Add vehicle from its owner. Record the registration and any known identifying details, such as VIN, make, model and year. A vehicle can belong to one Customer or one Fleet, or remain unowned until the owner is known.

Open a vehicle to review:

• owner and identifying details;
• Booking history;
• maintenance information and meter readings;
• Quotes, Invoices and Payments related through workshop work;
• internal notes and attachments.

Record an odometer or engine-hour reading only when the value is known. A lower reading is retained and flagged rather than silently replacing the history.

Keep service information current

The vehicle Maintenance area can hold service due information, meter history and tyre details. Use Set plan, Add reading or Record tyres for the relevant update. Customer reminders can use registration expiry or service due information when the owner has a usable email address.

Use Settings → Customer Reminders to manage reminder rules. Check the vehicle owner and due information before relying on a reminder.

Use account credit

Customer and Fleet account credit is a non-negative balance with a permanent activity history. Select Adjust from the account credit area, enter the amount and a reason, and confirm the change. Credit changes remain attributable to the member who made them.

Import existing records

Owners can open Settings → Data to import Customers and vehicles from CSV. Review the mapped columns and proposed rows before running the import. Workshop1 also provides a guided Workshop Software migration for its customer and vehicle exports.