Old habits are hard to break, especially when it comes to the physicality of handwritten notes.
A pen and a piece of paper can provide a better sense of security—they’re tangible and tactile. In our minds, we view paper as something we “own”, which makes it seem more reliable and easily obtainable.
But is pen and paper more reliable than digital tools?
Although the trusty pen and paper method does have perks, there’s a time and a place for everything. Which leads us to paper’s modern day competitor: digital software.
Switching paper out for a modern, digital format will enhance legibility, make archiving far easier than having file cabinets full of papers, and will strengthen collaboration across your team. Not to mention, you don’t run the risk of a fire or flood destroying your shop’s backed up data the way a natural disaster would with paper files and documents.
Now, this isn’t to say that digital software will replace every single piece of paper; however, software can successfully improve the efficiency of projects—especially when it comes to running an auto shop.
Let’s bring it back to the initial question: is automotive work order software a replacement for pen and paper? The rough answer is "yes," although there may be times where you still want to have paper as an option.
But many pen and paper tasks can be replaced, and should, for better productivity and organization. Automotive work order software can astronomically enhance your shop’s productivity and organization in ways that traditional methods cannot.
In your personal life, paper can take precedence in whichever way you wish. But in your shop, opting in for a digital system instead of pen and paper has more pros than cons.
Pen & Paper vs. Software
Let’s look at the data on why software has the ability to replace pen and pen and paper: A study conducted by Deloitte in 2019 found that 85% of all SMBs (small and medium-sized business owners) report that the digital tools they are using have helped their business in some way.
The study gathered 1,000 SMBs to take part in the survey. Here are the key findings:
Businesses with advanced use of digital tools are five times more likely to reach new customers than their less digitally advanced counterparts.
Tech-savvy businesses are three times more likely to create new products and services and are two times more likely to create jobs than those that don’t rely on technology as much.
Businesses that leverage digital tools are three times more likely to experience revenue growth and twice as profitable.
Writing things down on a piece of paper definitely has its benefits, and shouldn’t be ridiculed as a form of notetaking. In fact, many individuals opt into pen and paper when they’re either in a hurry, or need to focus and want to prevent any distractions.
I’m sure you’re thinking to yourself, “Why is a digital software company telling me this? Aren’t they selling software?” Well, you’re not wrong, but our team at Tekmetric believes in highlighting all aspects of auto repair shops—and although modernizing your shop is an ideal way to make strides in the auto repair industry—traditional mediums shouldn’t be completely eradicated.
So, before we get into the benefits of software, let’s take a look at when handwritten notes make for an ideal option.
When the Good Ol’ Pen and Paper Still Comes in Handy
Ask yourself when was the last time you used a pen and a piece of paper to jot something down. There’s a good chance it was because of one of the following scenarios:
You were in a hurry,
You needed to focus, or
You wanted to make a note-to-self.
These reasons for taking handwritten notes can also be applicable in your shop. Whether you’re a technician, service writer, or shop owner, focus and efficiency are key components of your day.
Although you may have your habitual way of jotting down thoughts and reminders, where pen and paper are lacking is filling out work orders (or Repair Orders) in your shop. Manually writing down an RO for a customer, even on a templated piece of paper, will get in the way more than it helps.
That’s why creating room for a more secure, efficient, and clean form, like digital work order software, will enhance your shop in more ways than one.
6 Ways Digital Software will Enhance your Auto Repair Shop
A huge part of auto shop’s are the work orders created, under way, completed, and archived. Having the ability to not only make the process easier for your team, but also streamlining the work order life cycle is a shop innovation you won’t regret.
1. Effective Collaboration Across the Board
Think of how many moving parts there are in the work order process: technicians collaborate with the service writers on parts needed, repairs completed, and any additional findings that need to be addressed; service writers collaborate with both the techs on in-progress work orders and customers on where their car is at in the repair process; and customers collaborate with the service writers by having to sign off on repairs.
With pen and paper, the above steps require quite a bit of juggling. The technician might be trading sticky notes with the service writers, and service writers would need to get customers to sign off on estimates, invoices, and repair orders.
At the end of just one repair, your team might have used four or five sheets of paper and a half-dozen sticky notes! With so many pieces of paper shuffling between hands, there is a lot of room for error and inefficiencies.
With automotive work order software your team can track and collaborate on the same platform.
Every person is seeing the same information on their screen, so there is far less room for misinterpretation, error, or lost sheets of paper. Create repair orders, access notes, findings, part orders, and write up the customer with just a few clicks.
Common features include:
Built-in DVI’s
View employee schedules across the shop
Send job statuses to customers via SMS or email estimates/invoices
Easily search saved vendors by name, phone, email, or website
Give customers the ability to make mobile payments with Tekmerchant
View real-time reports of your shop anytime, anywhere you have internet access
Tek-Tip: work order software isn’t the only advantage of Tekmetric. Here are additional features that will enhance your shop’s collaboration even more.
2. Clean and Organized Format
Keeping lists, memos, and notes organized can become a challenge, especially as work orders start to stack up. Organization is vital at any auto repair shop. Just think of how many projects go on in just a day’s time—from the creation of the work order, to the invoice payment.
Digital software eliminates the hassle of keeping paper and file cabinets organized.
Alongside that, it gives your team the ability to cleanly and quickly enter the info they need to, when they need to—whether that’s the service writer entering the customer’s information or the tech entering their findings during the vehicle inspection.
Having work order software will boost the efficiency of your team by keeping everyone on top of tasks and organized throughout the entire process.
A digital “filing” system will make it easier for you to sort, save, share, and find that work order information you’re looking for.
3. Exceedingly More Secure
Digital documents are inherently more secure than paper documents If your shop only uses paper, the risk of information being lost or damaged is inherently higher.
Let’s say an unforeseen natural disaster impacted your shop—whether a fire, flood, tornado, etc.—your data, safely stored, will not be lost. Your shop’s data stream will be backed up with Tekmetric’s secure technology and cloud-based software.
And you already know what would happen if your shop’s document system was managed primarily through physical materials.
Going digital will not only prevent data from getting lost or “stolen”, but will also—quite literally—save your shop’s finances, history, customer information, and team schedules from getting destroyed due to the unexpected.
Which leads us to another security aspect to highlight: confidentiality. Auto repair software, like Tekmeteric, ensures there is a level of security for all users—whether for your team or your shop’s customers.
And while as a leader you hire trustworthy employees, there are times when team members need to be let go.
If that’s the case, with Tekmetric you can customize permissions to prevent them from taking any personal info from customers and/or the shop.
4. Create Work Orders in Minutes
Think to yourself what all goes into creating a work order: the work order number, the description, the customer’s information, the created/completed dates, the vehicle’s history, customer notes, and so on.
How long would it take you to write down a work order with all of that required information?
Most people on average type faster than they write with a pen.
According to a study comparing typing vs. handwriting, researchers found that those who participated had a typing speed of at least five words per minute faster than writing by hand.
In addition to typing speed, the fact that digital software can pull information from reports and customer notes means a work order that would take 45 minutes to fill out by hand only takes about 10 minutes to fill out with software.
5. Legible No Matter What
One thing that makes hand-written notes so unique is that everyone's handwriting is different.
Now, while your unique handwriting might add a great personal touch to a letter or card, it might not be best suited for situations where legibility is super important—like on an estimate or work memo. And let's face it: not everyone has the cleanest handwriting.
Yes, handwritten notes have situational advantages, but an auto shop is usually not the place for that.
You’ll have to make copies, the technician’s notes might be difficult for people to read, and if any spelling errors or misreading occurs, the possibility of mistakes—whether with a customer’s car, or the shop’s operations—is unfortunately heightened.
What if the service writer was in a hurry writing down a customer’s service issues, and the tech misinterpreted what was jotted down?
Imagine how upset a customer would be if their vehicle started acting up again right after leaving the shop.
With automotive work order software you never have to worry about illegible handwriting or chicken scratch getting in the way of a job well done.
Service writers can type down the customer’s issues, assign the RO to a tech, and the technicians—simply using a smartphone, tablet, or computer—can type out their findings, with detailed photos and videos showing customers exactly what is wrong.
Tek-Tip: Do you have customers or technicians that prefer having physical copies of invoices or inspection reports? With Tekmetric, you can print inspections and repair orders for technicians, or estimates and invoices for customers on-demand. You also have the ability to control what appears on printed estimates, invoices, inspections, and ROs, including your shop’s address, phone number, email, website, and logo.
6. Schedule in Real-Time
Papers take more time to store, find, and recall. Sure, you can just start a new sheet of paper, but then you have duplicate information with various sheets of paper lying around.
And with pen and paper, you can only look at one at a time, which isn’t very manageable in the auto repair industry.
With digital software, you can look at everything, all at once.
Whether it’s pulling up one specific work order, populating all current work orders, or viewing your shop’s whole month calendar.
Having the ability to quickly and instantaneously pencil in appointments is a scheduling must when you have five work orders going on at any one time.
Service writers: let’s say you have a walk-in at the shop.
Having the ability to quickly enter their info—or if they were a customer in the past, Tekmetric will automatically populate it in the future—is the ideal scenario for both you and the customer.
Work order software will ramp up that efficiency and help you grow your business exponentially.
No Papers Lost, No Time Wasted
Think of how you’re viewing this blog: you’re either reading it from your phone, laptop, or tablet. The benefit of this being online rather than handwritten or face-to-face is that it’s 1) easy to find, 2) takes up no space, and 3) can be easily shared with other shop owners.
Accessing it digitally enhances the experience.
Just as you might be clicking one of the links embedded in the article, you can also click from one Tekmetric feature to the next. From the Job Board, to the shop’s inventory, to the BG canned jobs integration—it’s all just a click away.
One multi-shop operator switched to Tekmetric and doubled monthly revenue in two years. He shared how in a recent Tekmetric and PartsTech webinar.
Auto repair shops are under more pressure than ever. Tighter margins. A technician shortage that isn't going away. Customers who expect speed, transparency, and a frictionless experience every time they walk through your door.
Yet many shops are still running on disconnected systems, manual workarounds, and processes that haven't changed in a decade. The result? Bottlenecks that bleed time, stall revenue, and cap growth — often without the shop owner even realizing it.
In this article, you'll learn what a connected shop workflow looks like in practice, how one multi-shop operator doubled monthly revenue after switching to Tekmetric, where the most common operational bottlenecks are hiding in your estimating process, and how features like SmartJobs, parts and labor matrices, and good/better/best estimates can raise your average repair order (ARO) — the average dollar amount collected per repair order — without adding headcount.
What a Connected Shop Actually Means
A connected shop isn't just about having software. It's about having the right systems talking to each other — and having your team actually use them.
John Phelps, director of channel partnerships at Tekmetric, put it plainly: "Just because you have an oven, that doesn't make you a chef. You can have the technology, but if you're not leveraging it properly, what good is it doing?"
That distinction matters. Technology for its own sake is another bill. Technology deployed with intention — one that connects estimates, parts ordering, inspections, payments, and customer communication into a single workflow — is a growth engine.
Tekmetric is built to be exactly that. With 70-plus integrations, built-in digital vehicle inspections (DVIs — digital inspection forms that capture photos, videos, and findings shared directly with customers), real-time reporting, and a native mobile app for technicians and service advisors, it's designed so every step of the repair order (RO) flows into the next without friction, duplication, or lost data.
One Shop Owner Doubled Monthly Revenue After Switching to Tekmetric
Tim Lanier knows what a revenue ceiling feels like. As president and CEO of Lanier Auto Group — which today operates four rooftops in the northern Atlanta suburbs — he spent years running a single shop that simply could not break through a certain monthly revenue level.
"We were stuck," Lanier said during the webinar. "We had our ways of doing things. A lot of copy-paste out of catalogs into the shop management system."
In March 2020, he made the switch to Tekmetric.
"As soon as we made that change, it opened the door to a lot of new possibilities — some of which we just didn't anticipate." He added: "We probably doubled our sales in about two years once we made the switch."
At the time of switching, Lanier's single rooftop was generating roughly $200,000 per month. Two years later, that number had climbed to approximately $400,000 — a structural shift in what the business was capable of, not just an incremental gain.
What unlocked it? A connected workflow that brought parts ordering, DVIs, payments, accounting, marketing, and inventory into one platform. The glass ceiling, as Phelps framed it, became a paper ceiling. And Lanier's team broke right through it.
The Estimating Bottleneck Is Costing Your Shop More Than You Think
When Phelps asked Lanier to name the single biggest operational bottleneck he's had to overcome, the answer was immediate: the estimating process.
"If you don't come up with systems to streamline things, that person becomes the bottleneck in the shop," Lanier said. "Some tickets can take 30 minutes to an hour to find all the parts and pieces you need for big jobs."
His solution? Get technicians directly involved — and give them the tools to act on that involvement.
"We've empowered the technicians by giving them a computer at their bay and a dual monitor setup so they can go straight into Tekmetric, pull up PartsTech, use diagrams and photos to quickly identify the exact part they need, and put the part on the ticket," he explained.
The result: estimates arrive at the service advisor roughly 90% complete. Advisors clean up grammar, add photos, and present. That's it. No back-and-forth. No shouting across the shop floor.
This is the connected shop in practice. Tekmetric's integration with PartsTech means technicians can search multiple suppliers in one lookup, confirm part specifications, and add items to ROs without leaving the platform. What once took an hour can be compressed into minutes — with fewer errors and fewer return trips.
Pricing Consistency Drives ARO Growth
One of the most overlooked drivers of ARO growth isn't sales technique — it's consistency.
Phelps highlighted this during the webinar: if a customer calls back a week later asking for a brake quote and gets a number $50 different from what they were told before, trust breaks down. Inconsistency in how estimates are built — varying labor rates, different parts markups, or service advisors quoting from memory — costs shops money and customers.
Tekmetric addresses this directly. Parts matrices and labor matrices create a consistent pricing foundation so every estimate reflects the shop's actual margins, regardless of which advisor builds the ticket or when. SmartJobs — Tekmetric's proprietary canned job system that automatically pre-populates parts, labor, and job notes for common services — takes this further by ensuring the right components populate every time, on every RO.
"If you're not using SmartJobs, powered by PartsTech, in Tekmetric, reach out to support, get your SmartJobs set up, and you'll be taking a massive step forward,” Jake Benson, director of strategic accounts at PartsTech, said during the webinar.
How to Present Good, Better, Best Estimates Without Starting From Scratch
Economic uncertainty means customers are making tighter decisions. Giving them options isn't just good customer service — it's good business.
In Tekmetric, shops can build a good/better/best estimate structure without starting from scratch three times. Build the base estimate, duplicate it, add parts or labor for each tier, and text all three options to the customer. A built-in checkbox at the job level keeps declined or unchecked options out of close ratio reporting, so advisors aren't penalized for presenting choices.
The same system works for tires, fluid services, brake packages, or any job where tiered pricing makes sense. Shops that present options consistently report higher approval rates and stronger customer relationships — because customers feel informed rather than pressured.
Tekmetric Is Built to Scale With Your Shop
Lanier's growth from one rooftop to four over the last four years didn't happen by accident. He credits systems and processes — and the ability to replicate them — as the core of that expansion.
"Once you figure out your systems and processes, things begin to click," he said. "It all becomes a lot easier."
Tekmetric is built to scale with that ambition. Whether you're running a single shop or managing multiple rooftops, the platform gives ownership real-time visibility into performance across every location — ARO, technician efficiency, close ratio, and more — without requiring an extra step to pull the data.
The connected shop isn't a future state. For shops like Lanier Auto Group, it's already the standard. The question is whether yours is built the same way.
Tekmetric just revealed two new tools to help shops win more customers and run a more efficient front desk. Get the full story. Watch the on-demand webinar now.
Generating new business in auto repair is hard. The industry is projected to grow just 2% over inflation annually over the next five years. The average American has 15 auto repair shops within 10 miles of their home, according to Tekmetric's internal data, meaning competition for every new customer is fierce. And across multiple industry surveys, roughly two-thirds of drivers say they don't fully trust their local repair shop — making it that much harder to win them over. The result: only one in 10 shops both grows and hits profit margins of 20% or higher.
"We know the competition to win new customers is fierce,” said Lauren Langston, president and COO, Tekmetric. “That means we need the right strategies and the right tools in order to do it."
Tekmetric's data shows that winning shops consistently focus on four outcomes: car count, average repair order (ARO), driver experience, and cycle time. Two new Tekmetric products — Tekmetric Digital Ads and Tekmetric Phones — are built to move the needle on all four.
Tekmetric Digital Ads
Winning new customers starts with being found. Tekmetric Digital Ads is an AI-powered add on that helps your shop show up where high-intent drivers are already searching for auto repair on Google Maps and Apple Maps. Because it connects directly to Tekmetric, you can see exactly how your ad spend translates into real revenue, not just clicks.
"It's really hard to see what's working. One of the superpowers of this product is that it's connected directly with Tekmetric," said Jared Haleck, chief product officer, Tekmetric.
Tekmetric Digital Ads is in early access now and rolling out to selected customers.
Tekmetric Phones
Every missed moment at the front desk has a cost. Tekmetric Phones gives your service advisors the customer context they need — instantly, the moment the phone rings — so they can spend less time looking things up and more time taking care of customers.
"Service advisors especially are loving it,” Haleck said. “It just saves them so much time. It creates so much convenience for them.”
Tekmetric Phones is in beta, available for customers on RingCentral.
Watch the On-Demand Webinar
Langston and Haleck walked through all of it — the industry data, live product demos, and what's coming next — in their webinar, "Building for the Results-Driven Repair Shop."
Every vehicle that rolls into your shop is an opportunity to protect a customer's family, uncover real problems before they become roadside emergencies, and build the kind of trust that earns repeat business—but only if your team catches what matters every time.
A consistent inspection process is how shops do that. And when you pair it with the right tools, it pays off: Tekmetric shops using Digital Vehicle Inspections (DVIs) average $741 per repair order, compared to $612 without them.
Below, you'll find a downloadable 100-point vehicle inspection checklist, a breakdown of what every technician should check, and an overview of how digital vehicle inspections can sharpen your workflow.
A full inspection covers every system that affects safety, drivability, and reliability. The comprehensive 100-point checklist below gives your technicians a strong baseline they can follow on every repair order.
Vehicle intake
Log the VIN and license plate to confirm the vehicle's identity and match past service records.
Record odometer reading in and out.
Note customer-reported concerns and the reason for the visit.
Document the fuel level at drop-off.
Check for open safety recalls tied to the VIN.
Gather customer contact information.
Exterior condition
Check the body for dents, scratches, and any signs of damage.
Inspect the bumpers front and rear for cracks, loose mounts, or impact marks.
Confirm the license plate is secure, legible, and properly mounted.
Note any rust, paint issues, or trim damage.
Inspect fenders, rocker panels, and body panel alignment.
Inspect glass, windshield, and mirrors for chips, cracks, or pitting.
Check door handles, hinges, and weather stripping.
Inspect child safety locks.
Inspect the trailer hitch.
Lights and electrical
Headlights on low and high beam.
Taillights and brake lights.
Turn signals front and rear.
Hazard flashers.
License plate lights and dashboard illumination.
Reverse lights, fog lights, and daytime running lights.
Interior dome, map, and courtesy lights.
Any warning light that's illuminated on the dashboard. A check engine light, ABS warning, or airbag indicator tells you where to focus diagnostic time.
Battery voltage, terminals, and charge/discharge load test.
Alternator output and starter draw.
Ignition switch and accelerator pedal function.
Horn operation.
Tires and wheels
Check tire pressure on all four tires plus the spare.
Measure tire tread depth.
Check for uneven wear patterns that can point to alignment or suspension issues.
Inspect sidewalls for cracks, bulges, or embedded objects.
Check valve stems and caps for leaks or damage.
Review the tire DOT date code for age.
Verify wheel condition, lug nut torque, and hub cap security.
Check the spare tire, jack, lug wrench, and locking wheel lock key.
Confirm the tire pressure monitoring system (TPMS) is functioning.
Brake system
Check brake pads for thickness and wear patterns.
Inspect rotors for scoring, warping, or excessive wear.
Examine brake drums and shoes, if equipped.
Check brake calipers for sticking, leaks, or damaged boots.
Check brake fluid level and condition at the master cylinder.
Examine brake lines and hoses for cracks or leaks.
Test parking brake function and adjustment.
Evaluate overall brake pedal feel, travel, and pulsation.
Verify ABS sensors, wiring, and warning light operation.
Steering and suspension
Inspect the steering wheel for play and responsiveness.
Check steering column and intermediate shaft for looseness.
Check power steering fluid level and condition.
Examine tie rods and ball joints for wear.
Check struts for leaks or damage.
Inspect shock absorbers for proper dampening and leaks.
Check CV boots and axle shafts.
Inspect wheel bearings for noise or excessive play.
Inspect sway bar links, bushings, and control arms.
Look for uneven ride height or sagging that can indicate a failing spring.
Under the hood
Check the battery capacity.
Check engine oil level and condition.
Check the oil filter for leaks and proper seating.
Inspect transmission fluid.
Check coolant level, condition, and the cooling system for leaks.
Inspect brake fluid, power steering fluid, and washer fluid reservoirs.
Inspect the battery, cables, and hold-down hardware.
Examine the serpentine belt and any drive belts for cracks, glazing, or fraying.
Check all hoses for soft spots, swelling, bulges, or leaks.
Inspect the engine air filter and cabin air filter.
Check the fuel filter, if serviceable.
Inspect the PCV valve and evaporative emissions components.
Check the radiator and condenser fins for debris or damage.
Check engine and transmission mounts.
Look for oil leaks at the valve cover, oil pan, and gaskets.
Test the spark plugs and ignition components.
Inspect air intake.
Inspect fuses.
Under the car
Check the exhaust system for leaks, rust, and damaged hangers.
Inspect the muffler, resonator, and heat shields.
Inspect fuel system components, lines, and the fuel tank for leaks or corrosion.
Look at the transmission and differential housings for leaks.
Check the oil pan and drain plug for seepage or stripped threads.
Examine the frame, subframe, and undercarriage for rust or impact damage.
Check emissions-related components like the catalytic converter and oxygen sensors.
Inspect the driveshaft, U-joints, and center support bearings.
Verify skid plates and underbody shielding are secure.
Scan the ground under the vehicle for any fluid drips or leaks.
Interior and safety equipment
Test seat belts for retraction, fraying, and buckle function.
Confirm airbag and supplemental restraint indicators clear properly.
Inspect windshield wipers and wiper blades for streaking or splitting.
Test washer fluid spray on the windshield and rear glass, if equipped.
Inspect interior warning lights.
Check AC, heat, and all fan speeds.
Test front and rear defrosters.
Inspect infotainment displays and systems.
Test door locks, power windows, and the key fob.
Inspect driver-assist systems, backup camera, and parking sensors.
Inspect lane departure systems.
Road test
Confirm smooth engine start and stable idle.
Evaluate transmission shift quality and clutch engagement, if manual.
Test braking response, pedal feel, and stopping distance.
Listen and feel for suspension noise, vibration, or harshness.
Check cruise control and driver-assist system operation.
Note any dashboard warning indicator, abnormal smoke from the exhaust, or unusual vibration that appears during the drive.
What are digital vehicle inspections (DVIs)?
Paper inspection checklists worked for decades, but they come with real costs: illegible handwriting, lost sheets, no documentation, and frustrating back-and-forth among the technician, service advisor, and customer.
Digital Vehicle Inspections change that. With Tekmetric, your technicians perform the inspection on a tablet or phone, attach photos and videos of anything that needs attention, and send a vehicle health report straight to the customer's phone.
Here's what that looks like in practice: A technician notices worn brake pads on a 2019 Toyota Highlander. Instead of writing a note the customer may not understand, the technician snaps a photo of the worn pad next to a new one, records a short video, and marks the task red for immediate attention. The service advisor builds the estimate and texts it to the customer. Whether they're an in-store customer in the waiting room or at work across town, the customer approves the job with a digital signature.
Tired of piles of paper inspections? Upgrade your shop with digital vehicle inspections. Send inspections to the customer for approval with the visual proof needed to close the deal.
Why car inspections matter
Every car owner is counting on your team to catch what they can't see. A consistent inspection process gives your technicians a repeatable way to do exactly that on every repair order, every time.
Inspections also drive revenue. When you document a vehicle's condition clearly with photos and notes, customers understand exactly what their car needs and why. They approve more of the work they genuinely need when they can see the evidence.
Build customer trust with digital vehicle inspections
A great inspection process isn't about checking boxes. It's about giving every vehicle owner a clear, honest picture of their car's condition so they can make informed decisions about their safety and their budget. When your shop pairs a thorough inspection process with a digital tool like Tekmetric's DVI, you give your team the speed and consistency they need and your customers the transparency they want.
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