What details to keep for each car

Q&A • Vehicle file

What details should you keep for each car in the workshop?

The file for each vehicle holds the details that identify the car and the history of the work done on it. Below are the fields 4mygarage uses and why each one matters.

Short answer

  1. The registration number and the VIN identify the car; the registration number is unique within your account.
  2. The mileage of the last job shows how far the car has driven; service reminders are calculated by default 6 months after the last job, not by mileage.
  3. The customer's name and phone keep you in touch with the owner, and notes stay on the file.
  4. The history of work orders stays attached to each car, not only in the mechanic's memory.

The fields of the file

  • Registration number: it is normalised (capitals, no spaces), and the form you typed stays displayed.
  • VIN, make, model and year of manufacture.
  • Mileage: the last known value.
  • Customer name and phone, plus free notes.

Why the history matters

When the car comes back, you see straight away what was done, when, and at what mileage. The history shows which parts were fitted and when the last service was, without searching through a notebook.

Common mistakes

  • A file without mileage: the history does not show how far the car has driven between jobs.
  • Two files for the same car, because the registration was typed differently.
  • No customer phone: you cannot tell the owner the car is ready.

See also