Hey Eli,
Great to sit down today — really good to hear how the business is tracking and what you need from a system. I've put together the full scope based on everything we discussed.
What You're Getting
Morning Dashboard
Core- Today's jobs at a glance — who, what, where, when
- Revenue snapshot — daily, weekly, monthly, yearly
- 6-week booking pipeline with total upcoming value
- Outstanding payments, low stock alerts, customer feedback
- Capacity overview — how booked out you are at a glance
- Everything you need over a coffee before you start the day
Online Booking + Customer Portal
Self-Serve- Service catalog on your website — customers browse services, pick an available slot, and pay online via Stripe
- No more phone calls while you're under a caravan — customers self-serve 24/7
- All 700+ customer accounts created by us before launch — from day 1 your customers can log in, change their password, and they're off. No setup on your end
- Customer portal includes: full service history, booking status, quote approvals, invoice downloads, before/during/after photos
- Customers can browse and purchase services directly through their profile — picks a service, picks a slot, pays, and it lands on your calendar
- Service analytics per customer — time since last service, recommended next service date, total spend history, average cost and hours per visit
- Customers can request additional work through the portal — they pick a service, describe the issue, and the system checks your day's capacity and zone before offering a slot
- Available slots update in real time — no double bookings, respects your schedule, blocked days, and your geographic zone for that day
System Emails
Hands-Free- Booking confirmation — fires instantly when a customer books online
- 3-day reminder + 1-day reminder — system handles it, no manual sending
- "On my way" notification — you tap a button on your phone, customer gets notified with your ETA
- Job complete notification — fires when you close out the RO
- Feedback request — 24 hours after completion
- Quote and invoice emails — sent with PDF attached, no manual work
- All templates are editable by you — change the wording anytime
Scheduling + Calendar
Route-Aware- Daily, weekly, monthly views — drag and drop to reschedule
- Online bookings land directly on your calendar — zero manual entry
- Zone-based scheduling — Perth metro divided into zones (North, Central, East, South, Coastal). Each day clusters jobs geographically so you're not driving Balcatta to Yanchep to Osborne Park. When a new booking comes in, the system checks what zone you're already working in that day and slots it accordingly — or suggests the next day that matches the customer's area
- Capacity awareness — system knows how many jobs you can fit per day factoring in travel time
- Multi-day job support for bigger insurance repairs and re-skins
- Blocked days and leave management
- Colour-coded by job type, status, and zone
- Filter by technician — your jobs vs your tech's jobs
- Daily route view — jobs listed in travel order, not just time order
Repair Orders
Core- Full RO lifecycle — draft to active to complete to archived
- Sequential RO numbers (PCSR-0001, PCSR-0002, etc.)
- Customer and caravan details linked
- Service line items, parts, labour, photos (before/during/after)
- PDF generation — customer copy and workshop copy
- Previous ROs linked by customer — full service history at a glance
- GST and admin fee calculations built in
- Quoting — create a draft RO as a quote, send it to the customer or insurer for approval. They approve online through the portal, you activate it into a live job. Clean workflow for insurance repairs
- Warranty tracking — log warranty periods on completed work (e.g. "bearing service — 12 month warranty"). System tracks expiry, visible on the customer's service history
- Mandatory pipeline gates — RO cannot be completed until the service checklist is signed off AND the workplace inspection report is submitted. System enforces this — no shortcuts, no skipping
Inventory + Smart Ordering
Coast 2 Coast- Van stock tracking — what's on the van right now
- When stock drops below your set threshold, the system creates a draft PO to Coast 2 Coast for you
- You review and approve with one tap on your phone — PO gets emailed to them as a PDF
- Track delivery status (ordered, dispatched, delivered)
- When parts arrive, mark as received and stock updates instantly
- When you create an RO, the system suggests the parts you'll need based on the service — if they're not in van stock, they get flagged for the next order
- Parts usage tracked per job so you know your cost of goods on every RO
- Import Coast 2 Coast price lists (Excel/CSV)
Diagrams
Core- Electrical fitout diagram — interactive reference for electrical work
- Wheel alignment diagram — alignment points, measurements, before/after
Service Checklists + Workplace Inspections
Mandatory- Custom service checklists — built per service type (e.g. bearing service checklist, brake adjustment checklist, full service checklist). You define the items, the tech ticks them off on site
- Workplace inspection reports (WPI) — mandatory on-site safety/condition report. Tech fills it out before starting work. Configurable per job type
- Tied to the RO pipeline — the system blocks the RO from moving forward until both are done. Tech can't mark a job complete without finishing the service checklist. Can't finalise the RO without submitting the WPI. No exceptions
- All checklists and inspections stored against the RO — full audit trail, accessible anytime
- Checklist templates editable by you — add items, remove items, create new templates as services evolve
- PDF export of completed checklists and WPIs — attach to customer records or send to insurers
Customer Management
CRM- Full CRM — every customer, every caravan, every interaction
- 700+ customers migrated from ServiceM8 (more on that below)
- Multiple caravans per customer
- Tap any address and it opens straight in Apple Maps — same workflow you've got now in ServiceM8
- Communication history, notes, tags, insurance details
Analytics + Reporting
Core- Revenue by service type — see what earns the most
- Customer retention rate — how many come back
- Inventory value and turnover
- Outstanding payment aging
- Technician utilization
- Service area heatmap — where your jobs are concentrated
- Monthly comparisons and exportable reports
Users + Access
Scalable- Admin (you) — full access to everything including financials and settings
- Technician — sees their day's jobs, assigned ROs, parts checklists, maps. No access to your financials or settings
- When you hire more techs, adding a new profile takes 2 minutes — you do it yourself in settings. No per-user fees, no licence costs. 2 techs or 20 techs, same system, same price, no rebuild needed
One-Tap Launch
Apple- PCSR logo on your iPhone home screen — tap it, Safari opens straight to your dashboard. No URL to remember, no typing, no bookmarks to lose
- Same on your Mac — pin it to your Dock, one click and you're in
- On your phone: the system detects you're on mobile and strips back to just what you need on the job — today's schedule in day view, tap a booking to open the RO, start and finish jobs, manage parts, tap an address to navigate. Nothing else in the way
- On your laptop: full program — every module, every report, all admin controls
Maps + Navigation
ServiceM8 Replacement- Tap any customer address → opens Apple Maps (or Waze/Google Maps)
- "On my way" button sends the customer a notification and opens navigation in one tap — available via email or SMS if you want to add it later (SMS is pay-per-message on your own Twilio account, easy to switch on)
- Today's route — your jobs listed in geographic travel order, not just time order
- Zone awareness ties into the calendar — your day is built around one area, your route reflects that
- Same workflow as ServiceM8, built into your own system
Website
Integrated- Custom PCSR website — your branding, your services, your story
- Online booking built right in — customers land on your site, book, and pay
- Customer portal login for returning customers
- Mobile responsive, SEO ready
ServiceM8 Migration
Handled By Us- All 700+ customers migrated — names, contact details, addresses, caravan info
- Job history imported so you don't lose your service records
- Your regulars flagged from day one
- Migration runs in the background while we build — you keep using ServiceM8 until you're happy everything is across
- You verify the data, you give the green light, then we switch over. Zero downtime
How It's Built
Your system runs on your own server — you own everything.
Hosting
~$24/mo
Monthly to Us
$0
Per-User Fees
$0
Feature Gating
$0
Your only ongoing cost is ~$24/month for your server hosted in Sydney (closest region to Perth) through DigitalOcean. That's the one bill. DNS, SSL, email delivery, backups — all included, all free, no separate accounts to manage. Stripe takes a small percentage from each customer payment — it comes out before the money hits your account, nothing for you to manage.
Everything scales without interruption. When your business grows — more techs, more customers, more jobs — your server upgrades with one click. No downtime, no rebuild, no migration. $24/mo handles where you are now. If you're running 10 techs in a few years, you bump to $48/mo. Still less than a month of ServiceM8.
Adding new technicians, services, zones, or suppliers is all done by you in settings — no developer needed, no extra cost, no waiting. The system grows with you.
Everything is backed up every night. SSL certificate renews itself. Server restarts itself if anything goes down. Set and forget.
Timeline
4–5 weeks from go:
Wk 1
Core system live — bookings, scheduling, ROs, CRM, users. ServiceM8 migration starts.
Wk 2
Inventory + smart ordering pipeline (Coast 2 Coast), electrical + wheel alignment diagrams.
Wk 3
Online booking with Stripe, system emails, customer portal. Preview delivery.
Wk 4
One-tap launch, mobile vs desktop views, maps/navigation, website, migration verified.
Wk 5
Testing, branding polish, your walkthrough and training, launch.
Pricing
$22,000 + GST
One-time build. You own everything.
Full system + website + ServiceM8 migration + onboarding + training + 30-day warranty
| Option | Structure |
|---|---|
| Standard | 50% upfront ($11,000) / 25% at preview ($5,500) / 25% at launch ($5,500) |
| Payment plan | 50% upfront ($11,000) then ~$1,833/mo for 6 months |
All amounts + GST. Payment plan is interest-free.
After the 30-day warranty, any changes or new features are $175/hr. No lock-in — you can hire any developer to work on your system. But we're here if you need us.
What You Own
On final payment, you own 100% of:
All source code
All customer data
All branding + design
Full server access
ServiceM8 vs Your Own System
You're currently paying ServiceM8 monthly for a system you'll never own. Over 3 years that adds up, and you're still limited to their features and their rules.
With this build, you pay once, you own it forever, and it does everything ServiceM8 does — plus online bookings with payments, smart ordering to Coast 2 Coast, a customer portal, your own website, and a dashboard built for how you actually run your business.