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Automation status board

Workshop automation, with an honest status for every item

Here is every automation BayAutomate performs, and whether it is working in the current pilot build, still in development, or planned. Most of the workflow automation is already built into the early-access release: bookings to jobs, inspections to quotes, approvals to parts reservations and purchase-order drafts, supplier invoice capture and matching, job costing, payment allocation, and customer follow-ups. Integrations with outside providers are labelled separately.

Early access: BayAutomate is onboarding Australian workshops now. Anything marked Coming soon or Planned isn't available yet. Everything else is included on every plan.

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BayAutomate marketing and automation overview showing campaigns, journeys, audiences and results — Marketing and automation overview in the sample workshop (preview: messages are recorded, not delivered). Sample workshop data.

Six handoffs that no longer need retyping

Booking → job

Check-in creates the job with customer, vehicle, concern and estimated time.

Inspection → quote

Findings and photos become priced quote lines for the adviser to adjust.

Approval → parts

Approved lines reserve stock and draft purchase orders for shortfalls.

Supplier bill → job cost

Bills are read, matched to the PO and receipt, and the actual cost lands on the job.

Job → invoice

Missing time, parts or sublet are flagged before the invoice is issued.

History → follow-up

Declined work, service due dates and unanswered quotes become reminders and campaigns.

Status board

Booking diaryIncluded

Technician and bay diary, service durations, clash warnings, online booking requests, booking to job with no retyping.

Digital job cardsIncluded

Mechanic "My Work" screen, one-tap clock on/off, parts, notes and checklists. Printable job cards.

Digital vehicle inspectionsIncluded

Phone inspections with photos, measurements and traffic-light findings that turn straight into quote lines.

Quotes and online approvalsIncluded

Quote lines with margin shown, a secure link for the customer, line-by-line approval, declined work kept for later.

Parts reservations and purchase-order draftsIncluded

Approved work reserves stock and drafts purchase orders for shortfalls. Partial receipts and backorders tracked.

Stock controlIncluded

FIFO cost layers, locations, stocktakes, quarantine for faulty returns, movement history.

AI allowance and prepaid top-upsIncluded

Monthly AI allowance per plan, prepaid top-ups from $5 to $30, balances and usage by feature. AI pauses at zero; the workshop keeps running.

Supplier invoice automationIncluded

Bills and credit notes read by AI, matched to purchase orders and deliveries, duplicates blocked, price changes held. Review, automatic-draft or autopilot mode.

Actual job costing and profitIncluded

Quoted vs committed vs actual cost per job, using real receipt costs and each technician's loaded labour rate.

Customer timeline (mini CRM)Included

Every booking, quote, approval, job, invoice, payment, message and note on one customer and vehicle history.

Follow-ups, reminders and re-marketingIncluded

Service reminders, quote chasing, declined-work follow-ups, win-back journeys, campaigns and attribution. Real SMS/email delivery is coming soon (see Email and SMS).

Invoices, payments and PDFsIncluded

Job to invoice with missing-charge checks, GST, payment allocation and duplicate protection. Tax invoices, quotes and job cards as PDFs.

Counter sales and till cash-upIncluded

Barcode counter sales, split payments, refunds and end-of-day cash-up. Card payments are taken on your own EFTPOS terminal.

Trade and fleet accountsIncluded

Credit limits, automatic credit holds with owner override, oldest-first payment allocation, monthly statements, account portal.

Warranty and comeback trackingIncluded

Comebacks linked to the original job, true cost of $0 warranty work, supplier warranty claims.

Clock on/off and timesheetsIncluded

Attendance and job time with approval and payroll CSV export.

Staff sales and close-rate reportingIncluded

Quoted, approved, invoiced and collected per adviser; technician productivity.

Customer and vehicle import (CSV)Included

Upload a CSV: columns are matched automatically, a dry run shows duplicates, and re-importing the same export matches instead of duplicating. History, stock and balances are migrated by our team.

Free assisted data migrationIncluded

Free with a 6-month subscription. Scope confirmed from what your current software can export.

Xero syncComing soon

Queued, retry-safe posting of invoices and payments is built and tested against the Xero sandbox. Not yet connected to live Xero files.

Real SMS and email sendingComing soon

Built with consent and opt-out handling; real delivery is switched on at launch.

Online card paymentsPlanned

Pay-by-link for invoices. Today BayAutomate records payments you take on your own terminal.

Repco / Burson / NAPA orderingPlanned

Awaiting provider agreements. No partnership exists today. Purchase orders are prepared inside BayAutomate.

Rego / VIN lookupPlanned

Provider not yet connected.

Direct MechanicDesk history importerComing soon

Automated importer for service records, open quotes and opening balances. Until then our team migrates your export for you.

Statuses checked 8 November 2026. "Included" means built into the current early-access release.

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