Booking system for car service garages

More than a garage booking system: invoices, parts stock and car history in one calendar

A small garage loses evenings to paperwork: writing invoices, checking how many filters are left, finding what was done on a car last year. In Klendr this comes out of the booking itself, so the workshop runs on one tool instead of a calendar, a spreadsheet and a notebook.

• Accounting and invoices — a PDF invoice with VAT lists labour, oil, filter and parts as separate lines and can go out automatically, with a due date and late-payment interest. Companies with service cars get a proper invoice for every visit, and your accountant gets the garage’s month as CSV plus a PDF archive. More in payments and invoices.
• Parts and consumables stock — engine oils, oil and air filters, bulbs, wiper blades, AdBlue. Set what each service consumes, for example 4.5 l of 5W-30 and one filter for an oil change, and stock drops with every booking; parts you sell go on the invoice. A low-stock email arrives before Saturday’s bookings meet an empty shelf.
• Car history — the client card is the car’s logbook: plate and VIN, mileage at the last visit, oil specification, every job and amount, missed appointments and notes such as "rear discs at 30%, offer replacement next time". The whole base exports to a file.
• Workshop analytics — revenue, what oils and parts cost, profit, hours worked on each lift, the busiest days and top services in analytics.

Why a garage booking system pays off in a small workshop

In a car service the phone usually rings when the mechanic is under a car. "How much is an oil change on a 2015 Passat?", "When can you look at a strange noise from the front?", "Is Friday free for the service?" Wiping hands, finding the diary, checking which lift is free — five minutes per call, and the car on the lift waits.

With your booking page at klendr.me/your-garage, drivers see your services, prices and real free times, pick a slot and confirm with a name and phone number. No app, no account. The job appears in the calendar of the right lift, and the time disappears for everyone else, so two cars never arrive for the same lift at 9:00.

Most drivers think about their car in the evening, after the warning light came on during the drive home. The link works at that moment too, and you start the morning with a planned day instead of a voicemail inbox.

Services by engine size and job type, with honest durations

An oil change on a 1.4-litre petrol car and on a 3.0 diesel are not the same job. Split services the way you price them: "Oil and filter change, up to 2.0 l" and "over 2.0 l / diesel", "Yearly service, small car" and "SUV / van", "Brake pads, front axle". Put a note into the description — for example that oil is charged separately by the litre — so nobody is surprised at pickup.

The duration is what keeps a garage day realistic. Klendr places jobs one after another without overlap, and several services in one booking add up: oil change plus wiper blades plus an A/C check becomes one slot of the right length.

Diagnostics works best as its own short service. The driver books 45 minutes, you find the cause, and then you put the repair into the calendar yourself at a time that suits the parts delivery. Big jobs like a clutch or timing belt can be planned the same way, because online bookings are limited to five hours per visit.

Lifts and mechanics as columns in one calendar

In the Team plan every lift or mechanic is set up as a separate "master" with their own column and hours. Drivers book on one shared page of your garage, and you see the whole workshop by day or week. If one mechanic does electrics and A/C, give only them those services, so such jobs land in the right column.

When a car waits for a part, drag the booking to tomorrow or to another lift right in the calendar; the driver gets the updated details. Garages with two addresses run both from one account, each with its own lifts and opening hours.

The driver gets a confirmation by email at once and a reminder by email and SMS the day before, in their own language. If plans change, they move or cancel the visit from the link in the confirmation email, and the lift time is free again.

More tools a car service uses every day

What else helps a workshop run without the phone ringing:

• Link on your Google profile — the booking button sits next to your address and opening hours on the map, and a QR code at reception covers walk-ins. You can embed it on your site with the WordPress plugin.
• No-show protection — take a deposit or a no-show fee through Stripe: one percentage for the whole account; a deposit is refunded on cancellation. See online payments.
• Email campaigns — before winter remind all customers about battery and antifreeze checks, with an unsubscribe link. Klendr does not send automatic service-interval reminders, so a campaign is the way to do it.
• Calendar sync and Android app — bookings in Google or Apple Calendar and on your phone.

Example car service price list in Klendr

This is how jobs look on your booking page. The duration decides how long a lift is busy, so set it to what your mechanics really need.

Prices are examples without parts; every garage sets its own.

How to set up online booking for your garage

1. 1
   Register the garage

   It takes two minutes, the 14-day trial includes everything, and you do not enter a card.

2. 2
   Add jobs with real durations

   Create oil changes by engine size, diagnostics, services and brakes, each with time and labour price.

3. 3
   Add lifts or mechanics

   In the Team plan every lift or mechanic becomes a column with its own hours and services.

4. 4
   Publish the link

   Put klendr.me/your-garage on Google Maps, your website and a QR code at reception.

5. 5
   Work on cars while bookings arrive

   Jobs, reminders and cancellations come in by themselves; in the morning the plan for every lift is ready.

Questions from car service owners