Workshop management software for the jobs in your bays
Where the money leaves a workshop
A workshop does not lose money on the road. It loses it between the estimate and the invoice, and the four below are where we find it when we sit down with a garage in Malta.
The estimate and the invoice are different numbers
You quoted €280. The job took an extra hour and two parts nobody wrote down, and the real figure gets assembled afterwards from memory. By then the customer has heard €280 and you are the one absorbing the difference.
Parts leave the shelf and nothing records it
A filter goes on a car in bay two. Nobody logs it against the job, so the stock count is wrong, the job is under-costed, and the shortage turns up on a Saturday morning when the shelf is empty and the supplier is shut.
Hours written up on Friday, in round numbers
Nobody records two hours and forty minutes. They record three, or two, depending on the week. Your labour cost per job is built on that, and so is any argument about whether a job was worth doing.
The claim you cannot evidence
A gearbox fails inside its warranty term. The provider wants dates, mileage, the parts fitted and who fitted them. What you have is a paper job card in a folder, and the claim goes the way claims go when the paperwork is thin.
One job, from the board to the history
Times are an example. The sequence is the point, and every step below is a screen you can open in the app.
- 107:30
The board before the first car
Work orders sit in columns: pending, in progress, completed, cancelled, plus on hold for anything waiting on a part or an approval. Four pending and two in progress is a morning you can plan. Drag a card between columns and the status changes with it.
- 208:10
The van comes in for its 10,000 km service
Three fields open a work order: the type, the vehicle and a description. Add the budget estimate on the Costs tab and assign a technician on the Schedule tab, and that technician gets the notification in the app. A repeat job you have saved as a standard set of parts and labour comes in pre-populated.
- 309:45
A part comes off the shelf
The mechanic adds the part to the work order and stock drops on its own, with the movement logged against the job. Try to issue more than is on the shelf and the work order says so, and asks whether to back-order or change the quantity. Each part carries its bin reference, A3-12 rather than "somewhere in the back".
- 411:20
An inspection fails
A walkaround on another vehicle flags a defect. It becomes a work order carrying the failed check item, the notes and the photos, so the mechanic who picks it up is not chasing whoever did the inspection.
- 515:20
The hours go on the job
Labour lines take the hours and the rate, and parts plus labour roll up into an actual figure against the estimate you set this morning. The variance is on screen while the car is still on the ramp, which is the only time it is any use to you.
- 616:00
Signed off
Completing the work order rolls the service schedule forward and restarts the countdown from the interval, whether that is 10,000 km, 12 months or whichever lands first. Before and after photos with captions and timestamps stay on the job, which is what a warranty provider asks for later.
- 7Month end
What the month actually cost
Parts, labour and cost per vehicle come out for the period. Your suppliers get read the same way: average days between confirming a purchase order and receiving it, the on-time rate, and how a part price has moved. Those figures need at least three orders behind a supplier before they mean anything.
What you pay depends on how many vehicles you run and what you fit to them. Tell our Malta team both and we will quote it.
Ask for a quoteWhat garage software in Malta runs on here
Six capabilities, and every one of them lives in the same app. Read the packaging line under the grid before you plan a budget around any single card.
- Purchase Orders & VendorsDraft, pending, confirmed, received, cancelled. Receive lines as the boxes arrive and the outstanding quantity stays open.Yipii Mobility
- Time TrackingClock in and clock out, with a position taken at those two moments and nowhere in between.Yipii Mobility
- DiagnosticsFault codes off an OBD-connected tracker, grouped by severity, with a button that turns a code into a work order.Yipii Mobility
- Documents & ComplianceRegistrations, insurance and VRT certificates against the vehicle, with expiry alerts, and warranty cover shown on the work order.Yipii Mobility
Every card above comes from Yipii Mobility rather than from Yipii IoT, which makes the packaging worth stating plainly on this page. Mobility is one subscription covering the whole app, so there is no plan that sells you work orders and leaves out purchase orders, and nothing here is quoted feature by feature. It also sits on top of something else. Mobility extends a Yipii IoT account, which is where the trackers, the live map and the OBD data behind the diagnostics page come from. A workshop asking us for a price is asking for both, and we would rather you knew that now than on the call.
Included with Yipii Mobility, the add-on that extends your IoT account. One subscription covers everything in the app, so no feature here is sold on its own. What Yipii Mobility includes
What needs a tracker, and what does not
Work orders, parts, purchase orders and labour hours need nothing fitted to a vehicle at all. You can run the whole board on cars that have never carried a tracker. Two things do need hardware. Distance-based service schedules count against an odometer, and a tracker is what keeps that reading honest without anyone typing it in. Fault codes need an OBD-connected unit, and only the Teltonika FMC003 and FMB003 read engine data out of everything we fit. Then there is your own yard: the recovery truck, the courtesy cars and the mobile service van, which we hardwire the same way we would any commercial fleet.
- Teltonika FMC003 or FMB003 in the OBD port for fault codes and engine data
- Hardwired FMB120 and FMC130 class for the recovery truck and the service van
- A Yipii multi-network SIM that switches between GO, Melita and Epic
- Fitted by our installers, or by your own auto-electricians once you join the network
Five levers, and the arithmetic under them
The model below is a small workshop across a year, with every assumption showing. Change the stock value or the hourly rate and the figure moves with it. One row is a judgement rather than a measurement: whether a warranty claim goes through often turns on the photographs somebody remembered to take.
A small workshop over a year. Nearly half of it is under-billing you catch while the car is still on the ramp.
The estimate is the easy bit. Keeping the parts honest is not.
| Lever | Assumption | Over a year |
|---|---|---|
| Under-billing you catch in time | 2 jobs a month where the actual runs €90 past the estimate and you see it during the job, over 12 months | €2,160 |
| Stock that stops walking | €4,000 of parts on the shelf, 8 per cent a year going missing, halved | €160 |
| Emergency parts runs avoided | One run a month at €60 in somebody's time and delivery, over 12 months | €720 |
| Rebuilding jobs after the fact | 4 hours a month piecing together what a job used, at €18 an hour, over 12 months | €864 |
| A warranty claim that goes through | One claim a year worth €600, evidenced by the dates, parts and photos on the work order | €600 |
Two figures here differ from the model in our own docs, and we would rather correct them than have you check them later. The admin row is €864, because 4 hours a month at €18 over 12 months is €864 and not the €860 printed there. The five rows come to €4,504, not the €4,400 the docs total. Every row also assumes parts get issued against a job from day one, because a stock figure nobody keeps up is worth nothing on the shelf or in this table. Illustrative arithmetic, not a measured customer outcome.
Frequently asked
Yes, and it is the first thing we say on a call rather than the last. Everything on this page lives in Yipii Mobility, which we sell as an add-on that extends a Yipii IoT account. Mobility is also all or nothing: one subscription covers the whole app, so there is no version that gives you work orders and withholds purchase orders, and we cannot quote a single capability from it. What you are pricing is a Yipii IoT account plus the Mobility add-on. Yipii IoT is where the trackers, the live map and the OBD feed sit, and the diagnostics page has nothing to show without it. Tell us how many vehicles you run and how many you service and we will put one number in front of you.
You can add a customer vehicle as an asset and run a work order against it, and the parts, hours, costs and photos all behave the same way. The honest limit is what sits around that job. Yipii holds no customer record, produces no quotation and no invoice, and does not talk to an accounting package. It costs the job and keeps the history against that vehicle. So a workshop servicing its own fleet, or a contract fleet it looks after, gets the whole picture in one place. A retail garage taking walk-ins gets the job costing and the parts control here, and keeps invoicing where it already is.
Only off a vehicle carrying an OBD-connected tracker, and in our range that means a Teltonika FMC003 or FMB003. A car with no tracker fitted never appears on the diagnostics page at all, so this is a feature for a fleet you look after rather than a substitute for the scan tool on your trolley. Where it does apply, you get every code the vehicle reported, when it first and last appeared, and a severity band of severe, watch, info or unknown. Three limits to know about. It does not clear codes, because clearing happens at the vehicle with a scan tool. It does not fire anything automatically off a code, because automations run on distance, service dates, failed inspections and geofences. And a code names a symptom and a circuit rather than a repair, so the diagnosis is still yours.
There is, and a fair number of the workshops we talk to arrive that way round. We run an installer network of auto-electricians and vehicle technicians across Malta and Gozo who fit our hardware for commercial fleets, work their own hours, and get a steady flow of install jobs rather than one-off referrals. If you already handle wiring, alarms and dashcams, a tracker install is the same afternoon. The two sides sit together well: you use the workshop features for your own bays, and you fit the trackers that put other people's vehicles on the map. Our partner page has how the network runs, and the contact form reaches the same team either way.
It depends on how many vehicles you run and service, how many of them need a tracker fitted, and whether you want the OBD units that read fault codes. We quote per workshop rather than publishing a price list, because a three-bay garage with a recovery truck and a contract workshop looking after ninety vans are not the same job. What we will not do is quote you a Mobility feature on its own, because it is not sold that way. Tell us the shape of the operation and we will come back with a figure, an install plan and a date.
A workshop that also sends a van out, for a breakdown or a service at the customer's yard, runs two of the cross-industry jobs: Proof of service & site hours and Driver ID & auto-assignment.
The Kanban setup, the parts discipline it depends on, and the month-end figures that come out the other end are written out in the workshop operations guide in the Yipii Mobility docs.