Managing an auto repair business can be messy without a good system. From tracking customer info to keeping up with jobs, payments, and parts, things can pile up quickly.
If you want a free and easy way to stay organized, Google Sheets is a great tool. With just a few simple steps, you can build your own auto repair management template that fits your workflow.
Why Is an Auto Repair Management Template Important?
Auto repair shops deal with more than fixing vehicles—they also handle customer service, billing, parts inventory, and scheduling. A spreadsheet can bring all these pieces together in one place.
Here’s why it matters:
- Fewer errors: Having everything recorded clearly helps you avoid mistakes in orders or payments.
- Better customer service: It’s easier to answer questions when customer and repair history is just a few clicks away.
- Saves time: You don’t need to search through stacks of paper or multiple apps to find what you need.
- Free and flexible: Google Sheets lets you make changes anytime, from any device.
Step 1. Open a New Google Sheet
Go to Google Sheets, click on Blank to start a new spreadsheet. Rename the file to something like Auto Repair Management so you can find it easily later.
Step 2. Create Your Main Dashboard Sheet
Label your first sheet Dashboard. This will be your summary page, where you see quick info like total jobs, pending repairs, or upcoming appointments.
- Total Jobs
- Jobs in Progress
- Completed Jobs
- Total Revenue
Leave space under each to add formulas later.
Step 3. Add a Sheet for Customer Info
Create a new sheet and name it Customers. Add column headers:
- Customer ID
- Full Name
- Phone
- Vehicle Make
- Vehicle Model
- Year
- License Plate
This keeps customer and car info in one place. You’ll link this sheet with other sheets later using lookup formulas.
Step 4. Set Up a Job Tracker Sheet
Create another sheet and name it Repair Jobs. Use these column headers:
- Job ID
- Date In
- Date Out
- Customer ID (linked to Customers)
- Vehicle
- Job Description
- Parts Used
- Labor Cost
- Parts Cost
- Total Cost
- Status (Pending / In Progress / Completed)
To calculate Total Cost, use a formula like: =SUM(H2:I2)
Drag the formula down the column as you add more jobs.
Step 5. Add a Sheet for Parts Inventory
Name this sheet Parts Inventory. Add headers:
- Part ID
- Part Name
- Supplier
- Quantity on Hand
- Cost per Unit
- Low Stock Alert
For Low Stock Alert, use a formula like:
=IF(D5<5, “Low”, “OK”)
This tells you when you need to reorder parts.
Click Share in the top-right corner to let staff or team members update the sheet. If you want to protect certain formulas or customer details from being changed, use Data > Protect sheets and ranges.
Get the Free Auto Repair Management Template
Get a copy of the free Auto Repair Management Template. I’ve populated some cells as examples, but you can customize them as needed.
Final Thoughts
A spreadsheet won’t fix cars, but it sure makes running a repair shop smoother. Think of this template like a tool in your digital toolbox—not fancy, but practical and powerful. Start small, tweak as you go, and let the sheet grow with your business. Keep it simple, but keep it working.
Frequently Asked Questions
Can Google Sheets track stock levels automatically?
Yes. You can use formulas like =IF(D2<5, “Low”, “OK”) to highlight low stock levels and create alerts.
What’s the best way to link customer data across sheets?
Use VLOOKUP or INDEX + MATCH formulas to connect customer IDs with names, vehicle info, or contact numbers.
Can I use filters or search functions to find specific jobs or parts?
Definitely. Use Filters at the top of your tables, or use formulas like =FILTER() or =QUERY() for more advanced searches.
The Bottom Line:
One keeps you awake. The other gets work done.
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