The Fullbay Workflow

Call us today (385) 399-0922

If you’ve spent any amount of time on the Fullbay blog, you know we spend a lot of time talking about how our software can help your shop run more productively while improving your bottom line. We’ve highlighted how Fullbay can improve technician efficiency and streamline parts management, and today we’re going to talk about another way the app can shorten up your day.

We’d like to introduce you to the Fullbay workflow. It’s a step by step breakdown of how the app helps you stay on top of repairs and maintenance while ensuring you’re not leaving any money on the table.

Here’s how it works.


Let’s set the scene. You own a shop that runs on Fullbay, and a job comes in – a truck with an oil leak. The owner isn’t sure why it’s leaking oil; they just want you to take care of it.

You’ll look over that job, note the complaints (in this case, an oil leak and anything else you might spot) and get a service order (SO) started.


Now the vehicle is in the system. From here, Fullbay’s workflow takes up to eight steps, depending on what parts you keep in stock.

It goes like this:

  1. Assign the job to a technician.
  2. Diagnose the problem(s). Sure, the vehicle in our example came in leaking oil. But the tech will need to determine the reason for the leak, as well as noting anything else that needs attention (or maybe some preventive maintenance that needs to be completed).
  3. Quote the parts you’ll need. Will the leaking oil be solved by a new gasket? Great. If you already have the part in your inventory, Fullbay will pull its price into the SO; if it’s not, Fullbay will notify your parts manager that they need to price out a new gasket.
  4. Authorize the repair. This is where you tell your customer what the issue is and what it will cost to resolve it. If you have our FleetCross by MOTOR integration, the cost of labor you cite will be tied to industry standard MOTOR labor times, so both you and your customer will feel secure about the estimate. This is also where you’ll indicate any other problems you may have uncovered during your diagnosis. You can get your authorization the old-fashioned way, via a phone call, or through email or with a text message containing a link to the Customer Portal.
  5. Order the necessary parts if you don’t have them in stock. If you do have them in stock, you just mark it as “received.”
  6. Receive the parts you’re waiting on. Once again, you’ll hit that “Receive” button.
  7. Repair the vehicle. With parts and authorization in hand, your tech(s) can get to work on the repair. Thanks to the wiring diagrams and troubleshooting guides you get with the FleetCross by MOTOR integration, techs of all experience levels can get down to business with confidence.
  8. Invoice the customer. You can send an email to the customer containing an invoice, or send a text message containing a link to the Customer Portal.

But Fullbay, you may be asking, what if our customers have pre-authorized us to go forward on repairs up to a certain dollar amount?

Not to worry! If a customer has pre-authorized repair work, Fullbay will send them an email informing them that the work will proceed.

We’d also like to add that if your shop doesn’t need all these steps – some smaller operations don’t – you can customize the workflow to only include the ones you do need.


And there you have it. The Fullbay workflow works – and it can work for you, too. If you’d like to see it in action, get in touch with us so we can give you a free walkthrough. We’d love to show you what we can do!

Suz Baldwin

About Suz Baldwin

Suz Baldwin got her start in the automotive industry, writing and editing for several motorcycle and classic car magazines straight out of college. In the years that followed, she’s written all sorts of copy for brands big and small while consuming enough coffee to paralyze a dinosaur.


Get news and tips right in your inbox.

Subscribe for heavy-duty best practices