Customer intake & shop workflow
From symptom
to pickup
Mechanic OS is the front-of-house workspace for independent shops — guided customer intake, advisor review, a branded portal, and a clean handoff to the bay. One flow, from the first message to keys in hand.
Open intake
2019 Honda Civic · EX
Reported symptom
Rough idle on cold starts, slight vibration at stoplights. Started ~2 weeks ago.
Customer photos
Work authorized
Brake pads + rotors · $470
Via customer portal · 2m ago
AI intake summary
Draft work order ready
How it works
From first symptom
to keys in hand
The full job lifecycle in one thread — from the customer's first message to keys back in their hand. Your existing shop system stays where it is.
Customer submits intake
Symptoms, photos, and vehicle details arrive before the phone rings.
Advisor reviews & approves
AI drafts the summary — your team stays in control of every job.
Estimate goes to portal
Customers authorize work in one branded link, no back-and-forth texts.
Technician takes the bay
Inspection notes, outcomes, and handoff — all in one thread.
Pickup-ready notification
Customer gets a clear update when the car is ready to go.
The problem
The front counter is where
jobs win or lose
Most shop software starts at the advisor desk. Mechanic OS starts where your customer does.
Without a system
- Voicemails with half the story
- Customers calling "what's the status?"
- Symptoms scribbled on a sticky note
- Estimate approvals lost in text threads
With Mechanic OS
- Customers submit symptoms, photos, and VIN before you call back
- One branded portal link for status, estimates, and work authorization
- Advisor-reviewed intake summaries — not auto-generated quotes
- Counter → advisor → bay → pickup in one connected thread
01 — Intake
Guided customer intake
A branded intake link captures symptoms, photos, OBD codes, and vehicle details — so the job is structured before your advisor ever opens it.
02 — Review
Advisor-reviewed summaries
AI drafts intake notes and work-order text from what the customer reported. Your team reviews and approves every word before it moves forward.
03 — Portal
Branded customer portal
Stop playing phone tag. Customers check status, review estimates, authorize work, and pay through one link — not another inbox thread.
04 — Handoff
Counter-to-bay handoff
Authorized work moves to the technician with inspection notes, outcomes, and pickup-ready notifications — all tied to the same job.
FAQ
Common questions
What is Mechanic OS?
Mechanic OS is customer intake and shop workflow software. It handles the front-of-house job — guided intake, advisor review, customer portal updates, and technician handoff — in one workspace from first symptom to pickup.
Who is Mechanic OS built for?
Mechanic OS is built for independent repair shops that want fewer voicemails, clearer customer communication, and a structured handoff from the front counter to the bay.
Do I need to replace my shop management system?
No. Mechanic OS works alongside the shop system you already run. It owns customer intake, portal communication, and job workflow — not your ROs, parts catalog, or accounting.
Is this AI that writes my estimates?
No. Mechanic OS structures customer-reported symptoms into intake summaries and draft work orders for advisor review. Your team builds and sends estimates; customers approve them through a branded portal link.
How do I get access to Mechanic OS?
Mechanic OS is available to approved shops. Request access through our team or sign in with a Clerk invitation and signup code sent to your shop.
Does Mechanic OS replace my service advisors?
No. AI organizes reported symptoms into draft summaries for human review. Advisors stay in control of every estimate, customer message, and bay handoff.
Get started
Fix the
front counter
Mechanic OS is customer intake and shop workflow — available to approved independent shops. Request access or sign in with your invitation.
- Branded intake link for every customer
- Advisor-reviewed summaries — not auto-quotes
- Portal for status, estimates, and work authorization
- Works alongside your shop management system