This problem may sound familiar if…
✓ customer information is stored in one place, while vehicle data is stored somewhere else;
✓ repair history is kept in paper work orders;
✓ employees search for parts and services in different spreadsheets;
✓ you have to ask the mechanic to find out the current repair status;
✓ a customer calls, but the administrator cannot immediately answer their questions;
✓ getting a complete picture of a vehicle requires collecting information from several different sources.
Short Summary
Client: Auto repair shop, 9 employees, around 200 repairs per month.
Problem: Information about customers, vehicles, services, parts, and payments was stored in different places.
Solution: Implementation of Ulteama CRM with a single customer, vehicle, and work order record.
Result: All repair information became available in one place — from the first customer inquiry to the completion and payment of the order.
Who the Client Is
The auto repair shop handles vehicles every day for diagnostics, maintenance, and repairs.
Each vehicle is associated with a large amount of information:
customer details, service history, issues, completed work, parts, mechanic comments, approvals, and payments.
When there were only a few orders, employees could find this information manually.
But as the shop grew, searching for data began to take more and more time.
The Main Problem
Repair information was scattered across different places.
Customer details were with the administrator.
Previous repairs were stored in paper work orders.
Parts were tracked in a warehouse spreadsheet.
Payments were recorded in the financial system.
Mechanic comments could be found in messages or simply remained in the mechanic’s memory.
If a customer called and asked:
“What did you do to my car last time?”
the administrator had to search for the information.
If they needed to understand what work was currently being performed, they had to ask the mechanic.
If they needed to check the cost of parts, they had to open separate records.
As a result, answering one simple question could require information from several different sources.
This took time and created a risk of errors.
Why the Old Approach Stopped Working
The problem wasn’t a lack of information.
There was too much information — but it was fragmented.
One order could exist in several different places at the same time.
The administrator saw one part.
The mechanic saw another.
The warehouse had a third.
Financial records contained a fourth.
To get the complete picture, everything had to be combined manually.
The more orders the shop handled, the harder it became to maintain this system.
And if an employee was absent, some information could become practically inaccessible.
What They Did
With Ulteama CRM, all information was organized around the specific customer, vehicle, and order:
✓ customer profile;
✓ vehicle information;
✓ complete repair history;
✓ completed and planned work;
✓ parts used;
✓ employee comments;
✓ payments and financial information.
Now all the data is connected and stored in one system.
What Changed
After implementing Ulteama, employees no longer had to search for information across different sources.
They simply open the vehicle profile and immediately see the complete history.
They can see:
- when the customer last visited;
- what work was performed;
- which parts were installed;
- what was previously recommended;
- which order is currently in progress;
- how much the customer needs to pay.
When a customer calls the shop, the administrator can immediately open the vehicle record and answer their questions.
The mechanic doesn’t need to be separately briefed on the vehicle’s entire repair history.
The owner also gets a complete picture of every order without having to collect information from different employees.
The work became faster, and most importantly, the information no longer depended on a specific employee.
Numbers
Before Ulteama
❌ information was stored across 4–5 different sources
❌ finding the complete vehicle history took up to 15 minutes
❌ employees regularly had to ask each other for information
❌ there was a risk of losing individual pieces of data
After Ulteama
✅ all vehicle information is available in one profile
✅ repair history can be opened in a few seconds
✅ employees work with the same information
✅ information remains available regardless of the specific employee
Customer Quote
“Before, to understand what had happened with a car, we had to collect information from several people. Now you open the vehicle and see the entire history immediately. It has completely changed our daily work.”
When repair information is stored in different places, employees spend time searching for it and clarifying details.
A single system connects the customer, vehicle, order, services, parts, and payments into one complete history.
Ulteama turns fragmented auto repair shop data into a single, connected picture that the entire team can use.