1
Their workshop and vehicle
The private portal carries the workshop's own name and logo, then organises the customer's vehicles and workshop history clearly.
Opening Workshop HQ
Loading your workspace…
Customer transparency built into the job
Give customers proof, not a vague phone call.
Workshop HQ gives motorists a beautifully presented private portal where they can follow the current job stage, understand a consistent vehicle report, see measurements, photos and videos, and decide on recommended work.
The best workshop software should improve the experience for the person trusting you with their car—not only the staff running the workshop.
Your Workshop
Customer portal
Current job
ABC123 · Logbook service
Your inspection is underway. We will show you anything that needs attention before additional work begins.
24
Passed
2
Attention
1
Not done
Brakes
Front brake pad wear
Remaining material
2 mm
Photo
Video
The trust gap
“The part has failed” is not an explanation.
A mechanic can know exactly what is wrong while the motorist knows almost nothing about the part, the measurement or the risk. A phone description asks the customer to approve money and work from a position of uncertainty.
Workshop HQ changes the conversation. The technician's structured result, plain note, measurement and visual evidence become one understandable report. The workshop still provides professional advice; the customer can now see what that advice is based on.
Transparency is not about making the customer diagnose the car. It is about helping them understand the evidence well enough to make an informed decision.
One private portal link
What the workshop customer can actually see.
The portal brings the current customer-facing job, inspection evidence, recommendations and retained vehicle history together without giving the customer access to the workshop's internal system.
2
The current customer-facing job stage
Customers can see whether the job is booked, in progress, waiting for approval, waiting for parts, complete, invoiced, paid or collected, plus notes the workshop chooses to make customer-visible.
3
A checksheet designed for the job type
Workshops can configure categories, checks, required items and measurements, then match those templates to service, diagnostic, brake, tyre and other job types.
4
Plain results and real measurements
Passed, needs-attention and not-done summaries lead into the full grouped inspection, with notes, recommended actions and values such as tread depth or brake measurements.
5
Photos, item videos and a walkthrough
Visual evidence appears with the report so a motorist can see the worn, leaking, damaged or unsafe condition being explained—not just hear that it exists.
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Priced recommendations and a decision
Related labour and parts can be grouped into understandable recommendations with price, then approved or declined from the same view.
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A place to ask the workshop
If something is unclear, the customer can send a question from the portal. The workshop receives it with the job context attached.
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Service history and invoices
Customers can return to their vehicle history, see published visit details and open the relevant invoice through the same protected portal experience.
From finding to understanding
One fault. One clear evidence trail.
- 1
Technician records it
The technician selects the result, adds the relevant measurement and writes a customer-ready explanation.
- 2
Evidence shows it
A photo or video shows the actual vehicle condition; a walkthrough can add broader context.
- 3
The portal explains it
The finding appears inside the grouped checksheet with the recommendation and price attached.
- 4
The customer decides
The motorist can approve, decline or ask a question, and that response returns to the repair order.
Better for the motorist.
- Understand what the technician found without decoding workshop jargon
- See the condition through measurements, photos and video
- Know the current customer-facing stage without repeatedly calling reception
- Review the recommendation and price in their own time
- Keep vehicle visits and relevant invoices together
Better for the workshop.
- Present every inspection with a more consistent professional standard
- Reduce repeated calls asking whether the vehicle is ready or what was found
- Explain difficult faults with evidence instead of relying on a verbal description alone
- Keep approvals, declines and questions recorded on the job
- Build a customer relationship around clarity rather than pressure
Clear to the customer. Private by design.
Transparency does not mean exposing technician-only notes, workshop settings or every customer record. Workshop HQ uses a private expiring link and shows the customer-facing information intended for that customer.
Workshops choose which operational notes are customer-visible. Photos and videos remain protected behind the portal's access checks rather than becoming public web links.
Review security and data hostingCustomer questions
Frequently asked questions
Do customers need to create a Workshop HQ account?
No. The workshop sends a private, expiring portal link. The customer can open the relevant vehicle, job, inspection, approvals and invoice experience without a staff login.
Can a customer see the live status of their car?
Yes. The customer portal shows the latest customer-facing job stage and any notes the workshop has deliberately made visible. It is job-stage visibility, not minute-by-minute technician surveillance.
Can workshops customise vehicle inspection reports?
Yes. Workshops can configure checksheet categories, items, required checks, measurement types and job-type matching so the report fits the work being performed.
Can inspection reports include photos and videos?
Yes. Workshop HQ supports photos and video on inspection findings as well as a broader vehicle walkthrough video, all presented in the customer's review experience.
Can customers approve only some recommended work?
Yes. Related recommendations can be grouped so the customer can approve or decline the relevant package and ask a question when more explanation is needed.
Make transparency part of every workshop job.
Connect technician findings, visual evidence, the customer's decision and the workshop's next action.