Repair shop software evaluation checklist

01

Start with your operating model

Document the number of locations, bays, technicians, fleet accounts, inventory rooms and legal entities the platform must support. Ask the vendor to configure those boundaries during the evaluation.

• Can each location run independently while leadership sees consolidated results?
• Can one customer, vehicle and service history remain consistent across shops?
• Can roles limit financial, inventory and customer data by location?

02

Follow one job end to end

Use a real scenario: appointment, intake, inspection, estimate, approval, parts, technician work, invoice and payment. Count every re-entry, spreadsheet and side conversation.

• Ask how declined work and follow-up recommendations are retained.
• Test customer and fleet approvals on a phone.
• Confirm audit history for status, price and authorization changes.

03

Pressure-test inventory and purchasing

A multi-shop promise matters only if staff can find, reserve, transfer, receive and value stock without losing accountability.

• Compare supplier alternatives and price history using evidence visible to the buyer.
• Receive a purchase order centrally and directly into a specific shop.
• Trace a transfer from request through shipment and receipt.

04

Verify ownership, security and exit

Get clear answers about data ownership, exports, backups, permissions, incident response and what happens if you leave. Include those commitments in the contract.

05

Score implementation—not just software

Request a named onboarding owner, migration sample, training plan, acceptance criteria and realistic timeline. A capable product can still fail if the operational transition is vague.