WRMS ProDocs
Workshop Operations

Vehicles

Register each vehicle once and WRMS Pro keeps its service history, notes, reminders and photos together for its whole life with you.

Audience:Service AdvisorTechnicianWorkshop Manager

A vehicle record is the anchor for every job you do on a car. Register it once, and every work order, inspection, quote and reminder attaches to it.

When to use it

  • A car comes in for the first time.
  • You need to know what was done last time, and when.
  • The owner changes, or the car is sold or written off.

Before you start

You need Vehicles → Create. Make, model and year are required. It helps to have the registration, VIN and current odometer reading.

Add a vehicle

Open Vehicles and add a new vehicle, or use Quick Add → Vehicle.
Enter Make, Model and Year, then the License Plate (registration), VIN, colour and odometer.
Choose the Customer it belongs to, or create a new customer from the same form.
Optionally add a photo (JPEG, PNG or WebP, up to 5 MB).
Save.

Starting a work order for a car that is not in WRMS Pro yet? The New Work Order screen lets you add the vehicle, and a new customer, in one go. See Work orders.

Fields and options

FieldNotes
Make, Model, YearRequired.
License PlateThe registration number. Search works on it.
VINPrinted on invoices and inspection reports when present.
MileageOdometer reading. Each work order also records the reading at the time of the job, which is what predicted maintenance uses.
Fuel type, transmission, engine size, engine code, colourOptional details.
Purchase date and priceOptional.
PhotoShown on the vehicle page.

The vehicle page

The vehicle page is the car's history file. From it you can:

  • start a New Work Order;
  • see every past job, with totals — see Service history;
  • add notes (pin the important ones), reminders and fuel log entries;
  • see observations technicians have recorded;
  • download a service history PDF;
  • view Predicted Mileage and Service Soon / Service Overdue flags, when predicted maintenance is on;
  • generate an AI Summary of the history, when AI is set up.
Vehicle page for a 2019 Toyota Corolla with rego DPL45K showing odometer, number of services, total spent and the Services tab.
A vehicle record with its service history, quotes, inspections, notes and reminders.

Archive or delete

  • Archive hides a vehicle from everyday lists but keeps everything. Use it when a customer sells the car or stops coming. Unarchive brings it back.
  • Delete removes the vehicle and all of its service records, notes and reminders permanently.

Deleting a vehicle deletes its jobs

Work orders and their invoices belong to the vehicle. Deleting the vehicle deletes them too, which removes them from your reports. Archive instead unless the vehicle was added by mistake.

Permissions

ActionPermission
ViewVehicles → View
AddVehicles → Create
Edit, archiveVehicles → Edit
DeleteVehicles → Delete

The Reminders menu item also depends on Vehicles → View.

Frequently asked questions

Still need help?

Email support@wrmspro.com or use the contact form. Signed-in users can also send a request from Settings → Support.

Customers

Keep one record per person or business you do work for, with their vehicles, messages and billing terms in one place.

Work orders

A work order is one job on one vehicle — what is being done, who is doing it, the parts and labour, its status, and the invoice that goes with it.

On this page

When to use itBefore you startAdd a vehicleFields and optionsThe vehicle pageArchive or deletePermissionsFrequently asked questions