Car records lived in chat groups and spreadsheets
The dealership was growing past the point where WhatsApp photos, paper inspection sheets and a shared spreadsheet could keep up. Nobody could say with confidence what a car had cost so far, which repairs were still open, or whether a workshop invoice had already been paid.
Staff claims and supplier invoices were handled separately from the cars they related to, so the true profit on a sale was only known long after the deal closed.
One record per car, from check-in to sold
We designed a single car stock-in record that every other module attaches to. Repair services, miscellaneous invoices and staff claims all post their costs back to the car, so total investment and profit are always current.
- Guided status lifecycle with role-based actions at every step
- Document checklists, photo sets and inspection scoring per car type
- Supplier invoices and payment vouchers with approval and partial payment
- Excel exports and per-car document ZIPs for accounts
Everything hangs off the car
The stock-in record is the master. Three cost modules feed into it, supported by master data and settings the client manages themselves.
Car stock-in
Vehicle details, take-back and cost price, documents, photos, inspection, test drive, selling prices, buyer and seller, warranty, road tax and insurance records.
Repair services
Repair and towing requests per inspection item, workshop check-in, supplier invoices, admin approval, payment vouchers and full history.
Miscellaneous invoices
Costs not tied to a repair, such as detailing, transport or accessories, uploaded against the car and paid through the same voucher flow.
Staff claims
Staff submit reimbursement claims with receipts; admins approve, reject or batch pay out, with partial payment tracking and notifications.
Reports & exports
Car cost report with profit, claim reports, warranty expiry report, stock list export and per-car cost summaries, all to Excel.
Master data & settings
Brands, models, outlets, companies, banks, suppliers, locations, document checklists, photo sets, test-drive scoring and notification channels.
Details that made it work on the shop floor
Details that made it work on the shop floor
Role-based visibility
Cost price is visible to privileged roles only, and profit only to the employer. Operations staff see their own repairs and claims, nothing else.
Supplier invoice and payment vouchers
Invoices go through upload, approval, voucher issue and partial or full payment, with every change written to a history log.
Document checklists with bypass
Required documents are defined per car type. Missing items can be bypassed with a recorded reason instead of blocking the whole flow.
Phone-friendly uploads
Staff shoot photos on their phones. HEIC images are accepted and converted automatically; photos can be hidden from non-admin staff.
Multi-channel notifications
Email, in-app, browser push and WhatsApp, controlled by admin configuration and per-user preferences. All outgoing email is logged.
Expiry tracking
Road tax, insurance and warranty expiry badges on the stock list, with a dedicated warranty expiry report and reminder emails.
Three languages
The whole interface switches between English, Bahasa Malaysia and Chinese to match the client's mixed team.
Accounts-ready exports
One click produces an Excel cost summary or a ZIP of every document and invoice for a car, ready to hand to the accountant.
Running a dealership, workshop or fleet on spreadsheets?
We build systems like this one for automotive businesses across Malaysia. Tell us how your operation works today and we will map out what a custom system could look like.
JS Intech Solutions Sdn Bhd
Level 8, Menara UAC, 12, Jalan PJU 7/5, Mutiara Damansara, 47800 Petaling Jaya, Selangor
+6012-622 3298 · jason@jsintech.com
