Fleet maintenance workshop software for shops serving companies

Why fleet workshops need connected records

Fleet workshops need connected records because the person delivering a vehicle may not be the person approving work or paying the invoice. If you serve companies with vans and cars, a conversation with a driver cannot replace a clear approval process. You need to connect the company request, the vehicle, the agreed work and the eventual payment without relying on separate messages.

Paper diaries and spreadsheets can record individual tasks, but you still have to reconcile them when plans change. A driver arrives with a different concern, a mechanic finds extra work, or an accountant asks which invoice remains unpaid. Keeping bookings, check-in records, work orders, invoices and payments in one app gives your staff a shared place to follow the job.

In Georgia, imported used vehicles and cars with LPG or CNG conversions make clear intake notes especially useful. Tbilisi traffic and journeys on mountain roads can also shape the concerns customers describe. Record what the driver reports and what your shop actually finds, rather than assuming that every vehicle in a company's fleet needs the same work.

How fleet requests become confirmed appointments

Fleet requests become appointments when your staff confirm them, so you can review the requested visits before putting them into the workshop calendar. This matters when a company wants several vehicles serviced without losing access to all of them at once. Your team can consider the requests alongside existing bookings and discuss practical arrival arrangements with the company.

The fleet portal at <shop>.junto.ge/fleet lets a company's fleet manager, accountant and drivers sign in with a phone code.

Fleet managers send batch booking requests that staff confirm into appointments, and approve extra work through the same outcome as the SMS link.

Use this shared process to separate the company's request from your workshop's commitment. Before confirming appointments, clarify which vehicles are coming, what the company wants checked and who will handle additional-work decisions. You do not need to make the driver carry every message between your service desk and the fleet manager while your staff try to maintain a workable calendar.

• Check which vehicles the company wants to book.
• Clarify the reported concerns before confirming visits.
• Review requests against your workshop calendar.
• Agree who will approve any extra work.

A typical day from vehicle arrival to approval

A typical day in Junto moves from confirmed appointments to documented check-in, work orders and approval of additional work. Start by reviewing the bookings and calendar so your service desk knows which company vehicles are expected. When a driver arrives, use check-in with photos and a signature to record the handover rather than leaving the vehicle's arrival condition in a verbal conversation.

Build the work order with labour and part lines so the job has a clear written scope. The mechanic's view works on a phone, making it useful on the workshop floor without requiring every update to pass through a desk conversation. If inspection reveals more work, keep the proposed lines and their prices clear before asking the company to approve them.

For fleet jobs, direct the extra-work decision to the fleet manager rather than assuming the driver can authorise it. The SMS approval process lets the recipient see each proposed line with its price before work starts, and the fleet portal provides the fleet manager's approval route. Once that decision is available, your staff can proceed with an agreed scope instead of relying on an uncertain message relayed by the driver.

How accountants handle invoices and transfer claims

Accountants can review invoices and submit transfer payment claims, while your workshop remains responsible for confirming those claims into payments. This distinction matters when a company's accounts team says it has sent money but your staff still need to check receipt. An invoice, a transfer claim and a confirmed payment should not be treated as interchangeable events in your working process.

Accountants see invoices and send "paid by transfer" claims that staff confirm into payments.

Contract price lists and consolidated monthly invoices are not built yet.

Check those limits against your company customers' expectations before changing your billing routine. Junto supports invoices and payments by cash, card, bank transfer and online payment, but you should not promise a contract pricing workflow or a combined monthly bill that is not available. Agree how you will issue invoices and who at your shop will check transfer claims, so collection does not depend on chasing the driver.

What company customers notice

Company customers notice clearer handovers when their manager, accountant and drivers have a defined way to interact with your shop. The manager can send requests and handle additional-work approval, while the accountant can see invoices rather than asking a driver to forward paperwork. Drivers can focus on bringing vehicles in and reporting concerns instead of becoming the only connection between your workshop and the company.

Junto works in Georgian and English, in the browser on a computer or phone; customers get SMS in their language.

Clear communication also helps explain why a vehicle's visit has changed. Owners can follow repair status on a phone, and proposed work is shown with its price before approval. Your workshop can use SMS reminders to support planned visits. Keep your messages practical: distinguish the customer's original request, what your mechanic found and what still needs a decision, especially when several company vehicles are being handled during the same day.

Getting started without moving every old record

You can start by testing one company's current workflow during Junto's 14-day free trial with 100 free SMS, rather than trying to recreate every old spreadsheet first. Choose an upcoming set of visits and follow it from booking requests through check-in, work approval and invoicing. Keep your older records available while your team learns where each new piece of information belongs.

Start costs 79 ₾ per month and includes 1 branch, 3 bays and 5 staff. Pro costs 149 ₾ per month. Network costs 299 ₾ per month for 2 branches, with each extra branch costing +99 ₾. Paying yearly costs 10 months. SMS costs 0.04 ₾ per segment from a prepaid balance, so include messaging in your review of daily operating costs.

Before choosing a plan, review your branch setup, staff roles and the practical steps your team needs to carry out. Junto supports several branches and reports, but a useful trial should test actual work rather than just screen layouts. Ask your service desk, mechanic and billing staff to complete their parts of the same job, then review where your paper or spreadsheet habits still create duplicate work.

• Choose one company and a manageable set of upcoming visits.
• Agree who confirms requests and records vehicle arrivals.
• Test the fleet manager's extra-work approval process.
• Ask the accountant to review an invoice and submit a transfer claim.
• Confirm how your staff will check and record the payment.

Questions and answers