Everything the shop runs on, in one platform

Search across name, phone, email, address, tags and note text. Marking a customer as a business unlocks consolidated invoicing, statements and the fleet portal — so fleet and dealer accounts are billed as accounts, not as thirty separate repairs.

Type or photograph a VIN and the year, make, model and trim fill themselves in from the NHTSA database, with color and a stock image.

VIN photo scanning uses a third-party OCR service and needs an API key. Typed VIN decoding works out of the box for US vehicles.

Cascading dropdowns from a local vehicle dataset, so the same car is never recorded three different ways.

Upload a fleet customer’s whole vehicle list from a spreadsheet, map the columns once, review the errors, and optionally open a work order for each vehicle.

Move a vehicle to the right customer account and see every record the move will touch before you commit.

Label customers the way your shop already talks about them — VIP, insurance only, slow payer — and find them later by that label or by anything in their notes.

An unknown number that texts in becomes a lead automatically, and can be converted to a customer without leaving the inbox.

SMS, Facebook Messenger and Instagram Direct arrive in the same three-pane inbox, with the customer’s vehicle and work order beside the thread.

Requires connecting your own Twilio number and, for Meta channels, your Facebook Page and Instagram account.

Each thread has an owner, one of five states, and a visible history of who changed what and when.

Reusable replies across seven categories. A template with an invalid placeholder is rejected when you save it, so a customer never receives a half-filled message.

Merge the customer’s vehicle, estimate total or portal link into a message. Around sixty variables, and the send is blocked if any placeholder has nothing to fill it with.

Customer damage photos are stored with the conversation and downloadable individually or as a single ZIP.

Sidebar, browser tab and installed-app badges show what is still waiting on a reply.

Badge counts only — FastFlow does not send phone push notifications.

Every message records its segments, encoding and cost, and the composer prices a draft as you type it — so texting volume never becomes a surprise line on a carrier bill.

Pull in Google Business Profile reviews and publish replies, with templates and alerts for new or low-rated reviews.

Requires connecting your Google Business Profile account.

Drafts a reply from the last twenty messages plus verified record data: the vehicle, the work order status, the parts state, the reason it is blocked, the scheduled delivery date.

A suggestion is never sent on its own. Someone approves, edits or discards it — and approving requires its own permission, separate from the permission to reply.

Every draft shows exactly which records and memories it was built from, before anyone approves it.

Remembers durable facts — a language preference, an agreed inspection time — so the shop stops re-asking questions the customer already answered. Staff can pin, correct, or erase everything remembered about a customer.

Optional. Requires connecting a Mem0 instance; off by default.

When a remembered fact conflicts with verified record data, it is withheld from the draft entirely and only the topic is flagged — so the assistant never argues with your own system of record.

Drafts a first outbound message from a short brief, in English, Spanish or Portuguese.

Drafts a public Google review response in the reviewer’s language and your shop’s tone. It is barred from revealing claim details, admitting liability, or offering discounts unless you ask it to.

Tap the panel on a top-view diagram of the actual body style — ten of them, from coupe to crew-cab truck — and record the damage there instead of typing panel names.

Grade each panel by dent count across eleven ranges and by size using the four coin standards adjusters already recognize — dime, nickel, quarter, half dollar.

The count ranges and coin sizes are modeled on industry practice. FastFlow does not exchange data with CCC, Mitchell or Audatex.

Mark each panel as PDR, conventional, paint, blend, or a sub-part removed-and-installed versus replaced new — and see all of it at a glance on the diagram.

Flagging a panel as aluminum raises its PDR figure automatically, so harder metal is never quoted at steel rates.

Four corners, odometer, VIN and plate are prompted slot by slot with a sample image, so no vehicle leaves intake with a photo missing — and no dispute later comes down to what nobody photographed.

Every photo is marked internal, insurance, customer, or both — so a teardown shot can go to the adjuster and not to the customer.

Hail/PDR, Price-A-Dent, PDR flat, R&I/R&R, mechanical, parts, paint and body, and miscellaneous lines on one estimate, each with quantity, hours, discount and tax.

Keep one price matrix per insurer plus a retail one. The estimator picks which matrix a job is priced against, and the surcharges applied are frozen onto the line — so an estimate written six weeks ago still shows what it was priced with.

An oversized panel or an unusual count is priced by dollar amount or repair hours instead of stalling the estimate while someone works out what to do.

Prints in the dense, numbered-line layout adjusters expect, with category subtotals and a signature block.

A locked or declined estimate is revised into a new numbered version with a clean approval slate. The previous version stays intact, so you can always show what was agreed and when.

Estimates carry a validity date and lapse on their own, so the pipeline stays honest.

The customer opens a link, reads the estimate, and approves it with a signature drawn on their phone. The signature, name, time and IP are recorded.

They can request a discount, request a change, or ask a question without killing the quote — the estimate stays open instead of coming back as a rejection.

The customer proposes a drop-off date and time in the same step as approving.

See when a link was opened, from where, on what device, and whether the documents were downloaded.

DTP authorizations and delivered-in-good-condition confirmations are sent by text or email and signed on the customer’s phone.

Requires your own eSignatures.io account, API key and contract templates.

Main, repair, parts and financial status move on separate dials — so a vehicle waiting on a backordered part is never mistaken for a vehicle waiting on a technician, and you always know whose problem it is.

Every status change is recorded with who made it and when, for audit and for answering “when did that happen?”.

Each panel records which operations were actually performed on it — PDR, push to paint, paint, blend, bodywork or replacement — with a note.

The repair log records what was done to each panel. Technician attribution is tracked separately, on service items.

Each item is assigned to one or more technicians with their commission split. FastFlow blocks any edit that would reduce compensation already paid out.

Notes carry an explicit audience and can be pinned so they surface on the production board. Every note change is audit-logged.

Extra work found after teardown is raised as a supplement and tracked through approval or rejection — and flagged on the production board once it has waited too long, so nothing sits unanswered for a week.

The vehicle is checked in and out against the same thirty-six point list across electrical, interior, exterior and scanning. Anything marked Not OK must be photographed — which is what settles a dispute about a scratch that was already there.

Circle a dent on the photo and tag it with panel and size drawn from your own price matrix — annotation and pricing share one vocabulary.

Track the courtesy fleet, capture mileage, fuel and photos at handover and return, bill tolls and fines with a handling fee, and block a job from closing while your vehicle is still out.

Drop in a Mobile Tech RX invoice PDF, preview it line by line, and turn it into a work order without retyping.

Mobile Tech RX invoice PDFs specifically. There is no generic spreadsheet or CCC importer.

Every open job in columns by repair stage or by parts stage, filterable by value, date, photos or free-text search — one screen instead of a walk around the shop.

The board is a live view of every job by stage. Status changes are made from the work order or in bulk from the list, not by dragging cards.

Ten vehicles that came out of paint together are advanced to the next stage in one action, rather than opened one at a time.

The same job list as visual cards, stage columns, or a dense table. Your choice sticks between sessions.

A waiting-room screen showing every vehicle by stage with its photo, so a customer can spot their own car without asking. Dollar values can be hidden entirely.

A shop-floor screen showing each vehicle’s panels, assigned technicians, parts state, supplement state and loaner state on one card.

A shop TV is paired by typing a six-digit code. No account and no password sitting on a screen anyone can walk up to.

The board raises what is stuck on its own — blocked jobs, backordered parts, supplements waiting too long, vehicles with no technician assigned, anything sitting too many days in one stage, overdue deliveries and overdue loaner returns. Nobody has to configure a rule, and nobody has to go looking.

Technicians can be limited to seeing only the jobs assigned to them.

Every part from quoted to delivered with its vendor and price — plus a cross-job view that lets you order everything you need from one vendor in a single purchase instead of three.

A branded link showing the stage timeline and the photos you chose to share. The customer can reply on the thread instead of calling the front desk for an update.

One link with every photo and document marked for insurance, full-resolution with zoom, downloadable individually or as a single ZIP.

Share the marked-up version with the adjuster while the customer sees the clean original.

One bookmarkable link per business customer showing every one of their vehicles in your shop, with agreed values, notes and a comment thread per vehicle — so the fleet manager stops calling for a list.

A fleet manager confirms the agreed repair value themselves, captured with their name, the value at that moment, and a timestamp.

Every portal is a token link. Nobody has to create a password to see their own car.

Adjust the customer-facing closeout invoice — discounts, betterment, who pays what — without touching the underlying work order numbers the technicians are paid from.

Log every payment against its work order with method and reference, and see one chronological list of all money received.

Which jobs still owe money and how overdue each one is, across five aging buckets — with a live check that the total matches the ledger, so the number you chase is the number that is true.

Issue a numbered invoice outside the normal job flow — a deductible, a toll, a supplement — and hand over a PDF invoice and receipt.

Bill a fleet or dealer customer once for many finished vehicles, then apply their one payment across those work orders — oldest first, proportionally, or exactly how you decide.

One period statement of everything a business customer owes, with opening balance, all activity, and aging.

Statements and invoices are generated as PDFs to download and send yourself. FastFlow does not email them for you.

Track supplier bills and technician payouts, then pay one lump sum and have it applied across the oldest outstanding bills — with a preview before anything is committed.

Every transaction is balanced to the cent and permanently recorded. Mistakes are corrected by a visible reversal rather than a quiet edit, so the history can always be audited.

Every discount, goodwill gesture, waived deductible and write-off is recorded with a reason — so what you gave away shows up in profitability instead of quietly disappearing from it.

Decide per job whether the deductible is collected or waived. A waiver is recorded as forgone revenue with its reason, not written off into thin air.

Each technician has their own running statement of what they earned, what has been paid, and what is still pending approval — so payday is not a spreadsheet argument.

Revenue, expenses, net profit and margin for a single job, after sales-side costs like rentals and sublet.

The sales breakdown is a profitability and commission worksheet. It does not post to the double-entry ledger.

Export the exact filtered list on screen — every row, not just the current page — as a formatted workbook for your accountant.

Invoices, statements and estimates come out with your logo, address, tax IDs and payment instructions.

See how long vehicles really stay, not how long you hope they stay. Average and median days from start to delivery, plus P75 and P90 — because the average hides the jobs that hurt. Measured from real status events, never from a record’s last-modified date.

Find the stage that is costing you days before it costs you the account. Average, median and P90 duration for every repair stage, so which one is eating the week stops being a matter of opinion.

Know how much cash is tied up in vehicles you have not delivered yet — everything in production or waiting for pickup, as one number.

Cash actually collected, cash still owed, and the median time from finishing a job to being paid for it — the gap that decides whether a busy month is also a solvent one.

FastFlow reports collected cash rather than invoiced revenue, because there is no single reliable invoice date across every job.

Collected, confirmed receivable and pending approval kept separate — so no month looks good on the strength of estimates nobody has approved.

See which jobs earn the most for every production day they consume. Every completed job is plotted by value against duration, so the work worth chasing separates from the work that only looks profitable.

Compare insurance, fleet and customer-pay work on value, duration and value per production day — the numbers behind deciding which accounts to take more of.

Three job types: insurance, fleet and customer pay.

FastFlow surfaces the two or three things worth acting on this week — a past-due balance, a stage running long — instead of leaving you to read charts and infer.

Every number is computed on request from current data. There is no nightly rollup to wait for and no reporting database to fall out of sync.

Your logo, address, contact details, tax IDs and payment terms on every portal and every PDF the customer sees.

Branding covers your logo and business details. Portal color themes are not customizable, and public pages carry a small “Powered by FastFlow” mark.

Serve customer and insurer links from your own subdomain instead of a FastFlow address.

Enabled per organization and requires DNS configuration. One active domain at a time; replacing it retires the previous links.

Run multiple locations under one organization, switch between them, and keep each location’s data fully separated.

Around eighty individual permissions across eight roles, enforced on the server — hiding a button is never treated as security.

Access is by invitation, and each person sees only what their role allows.

Sensitive changes — access control, user management, imports, notes, impersonation — are written to an append-only audit record with the exact difference.

Changes are recorded and retained. There is no self-service screen for browsing the full audit history yet.

Install FastFlow to the home screen on shop tablets and phones for faster access.

Installable with cached assets. It does not work offline.

Dark for the shop floor, light for the office. Each person picks their own.