Vehicle Inspection & Intake

The vehicle intake process documents the condition of a vehicle before service begins. This protects both your business and the customer.

Starting an Intake

1. Open a service job in Checked In status
2. Click Start Vehicle Intake
3. Complete each section of the intake form

Basic Readings

Record essential vehicle readings:

• Odometer - Current mileage reading
• Fuel Level - Select from Empty, 1/4, 1/2, 3/4, or Full

These readings prevent disputes about vehicle usage during service.

Vehicle Checklist

The 15-item checklist covers standard vehicle equipment:

Check each item present in the vehicle. Missing items are automatically noted.

Documenting Exterior Damage

For each damage found:

1. Click Add Damage
2. Select damage type (scratch, dent, crack, etc.)
3. Choose location on the vehicle diagram
4. Set severity (minor, moderate, severe)
5. Take a photo of the damage
6. Add optional description

Document all existing damage to avoid liability for pre-existing conditions.

Interior Condition

Capture the interior state:

1. Take photos of front seats, back seats, dashboard
2. Note any stains, tears, or damage
3. Document cleanliness level

Recording Belongings

Track valuable items left in the vehicle:

1. Click Add Belonging
2. Enter item name (e.g., "Sunglasses", "Phone charger")
3. Specify location (glove box, center console, trunk)
4. Take a photo of the item

This protects against claims of missing items.

Video Walkaround

Record a complete walkaround video:

1. Click Start Recording
2. Walk around the entire vehicle slowly
3. Narrate any notable conditions
4. Stop recording when complete

The video provides comprehensive documentation that photos alone cannot capture.

Collecting Signatures

Both parties must sign to confirm the intake:

1. Customer Signature - Customer confirms the documented condition
2. Staff Signature - Staff confirms the inspection was thorough

Signatures are captured digitally on the touchscreen or mobile device.

Completing the Intake

1. Review all sections are complete
2. Click Submit Intake
3. The job automatically transitions to Job Assigned status

Viewing Completed Intakes

Access intake records anytime:

1. Open the service job
2. Click View Intake tab
3. All photos, damages, and signatures are preserved

Next, learn about the quality control inspection process.