How the Ulteama CRM Was Created: An IT Product Developed Inside a Workshop

The Beginning

Most workshops start in the same way.

At first, there are only a few orders per day.

Then the number of customers grows.

New employees join the team.

And at some point, the owner realizes:

orders are stored in different places, technicians are overloaded, and calculating the real profit becomes difficult.

The team at Turbo Diesel Service faced the same situation.

That is where the story of Ulteama CRM began.

When Excel and Notebooks Stop Working

At the beginning, managing all processes in a workshop is relatively simple.

A few orders, a few technicians — everything can be handled through memory or a spreadsheet.

But as the number of orders grows, typical problems appear:

• it becomes difficult to quickly understand the repair status;
• order information is stored in different places;
• technicians can be overloaded or have downtime;
• spare parts are not always tracked transparently;
• the owner sees revenue but does not always understand the actual profit.

The Turbo Diesel Service team faced the same challenges.

At first, they tried solving these problems using different tools and systems.

However, none of them fully considered the specifics of the repair business.

Market Context

The market for automotive repair software remains relatively small. There are only a limited number of solutions available for workshop automation, and many of them fail to address the real operational needs of repair businesses.

Most systems were developed without a deep understanding of how automotive workshops operate or were originally designed as universal solutions for a wide range of industries. As a result, many everyday tasks faced by service center staff still had to be handled manually or with the help of additional tools.

Why They Decided to Create Their Own System

At some point, it became clear: they needed a tool that would reflect the real processes of a workshop.

Not just a generic CRM, but a system that understands:

• how an order is accepted;
• how diagnostics are performed;
• how tasks are assigned between technicians;
• how spare parts are recorded;
• how profit is calculated for each order.

That is how the idea of creating their own solution was born.

How It All Started

Full-scale development of Ulteama began in the spring of 2022. The project was built alongside the daily operations of a working auto repair shop, allowing every new feature to be tested in real-world conditions from the very beginning.

The system was developed through close collaboration between software developers, auto repair professionals, and service managers who handled customer orders every day. This approach enabled the CRM to combine hands-on industry experience with modern IT technologies.

The first step was a small internal tool.

It solved a simple task — preliminary repair cost calculation.

It allowed the team to:

• create a list of required jobs;
• add spare parts;
• calculate the total order price.

This helped speed up managers’ work and bring more structure to calculations.

Over time, the tool was expanded.

New features were added:

• order management;
• customer database;
• spare parts tracking;
• financial data;
• workshop performance reports.

Eventually, this internal tool became a complete CRM system.

That is how Ulteama was created.

How Ulteama Works

The main idea behind the system is simple: all information about an order should be stored in one place.

When a customer contacts the workshop, the manager immediately creates an order card.

It contains:

• customer request;
• preliminary estimate;
• list of required jobs;
• used spare parts;
• photos of the item or repair process;
• repair status;
• responsible technician.

This means the entire journey of an order — from acceptance to completion — is managed inside one system.

What This Provides

Full Order Control

At any moment, you can see:

• • how many orders are currently in progress;
  • what stage each repair is at;
  • who is responsible for completing the work.

This reduces the risk of lost or forgotten orders.

Clear Technician Workload Management

The system shows:

• • how many orders each technician has;
  • which tasks are waiting in the queue;
  • where downtime appears.

This helps distribute workload more efficiently.

Financial Transparency

Ulteama allows owners to see not only revenue but also profit from each individual order.

Business owners can control:

• • income and expenses;
  • customer payments;
  • financial reports.

Inventory Control

Parts and materials are deducted directly from the order.

This helps:

• • see actual stock levels;
  • reduce losses;
  • avoid inventory shortages.

Customer Database

The system stores the complete history of customer interactions.

This allows businesses to:

• • quickly find customer information;
  • review previous repairs;
  • manage repeat visits more effectively.

A Feature Created From Real Experience

In repair businesses, one order often consists of several stages.

For example:

• diagnostics;
• main repair;
• additional work.

Ulteama introduced a sub-order feature that allows one order to be divided into multiple stages.

This gives managers a complete overview of what is happening with each repair.

Which Workshops Is the System Suitable For?

Originally, Ulteama was created for automotive repair shops.

However, in practice, it became clear that similar processes exist in many other repair industries.

Today, the system can be used by:

• automotive workshops;
• electronics and equipment repair shops;
• bicycle repair shops;
• tailoring workshops;
• drone repair services;
• jewelry workshops;
• furniture restoration workshops.

How Implementation Works

One of the most common concerns among workshop owners is that implementing a CRM system will take too much time.

That is why Ulteama was designed for a simple and smooth start.

New customers receive:

• 1 month of free testing;
• assistance from the team with system setup;
• support during the launch process.

This allows workshops to gradually integrate the CRM into their daily operations.