Calls go unanswered, jobs lost
Every time you step away from the phone to help a walk-in, another customer calls your competitor and books there instead.
Auto Repair Front Desk Software with AI Diagnostics
Overwhelmed by guesswork? VehiLoop’s software streamlines your front desk with AI that handles bookings and builds quotes. Go beyond with a diagnostic copilot.
RO-4471 · 2019 Silverado 1500ON THE LOOP
READING
- 1Checked in11:12a
- 2Diagnosed11:19a
- 3Estimated11:24a
- 4Approved11:42a
- 5Repaired2:05p
- 6Paid2:26p
Check-in
VIN 1GCUYDED4KZ1••••
2019 Silverado 1500 · 84,120 mi · scanned at the bay door
- Shops running on VehiLoop
- 40+
- From complaint to a priced estimate
- ~15 sec
- Per-invoice and per-seat fees
- $0
- Money-back guarantee
- 30 days
Why Your Front Desk Stays Overwhelmed
Managing a busy front desk with disconnected tools means things fall through the cracks every single day.
Estimates take too long
Building a quote by hand means digging through labor guides and calling parts suppliers, while the customer waits at the counter.
Customer info gets retyped everywhere
You write the complaint on paper, retype it into a quote, then explain it again to the tech — the same story, told three times.
Front Desk Tools Built for Auto Repair
Five capabilities from VehiLoop's all-in-one platform, selected for service writers and shop owners who need a faster, smarter front desk.
Answer Every Call Automatically
AI Receptionist
VehiLoop's AI receptionist works on your shop's own number, captures the customer's name, vehicle, and complaint, and books them into a real calendar slot — even when you are with someone at the counter.
- Books real calendar slots
- Works on your own number
- Human handoff anytime
IncomingON YOUR NUMBER
Number(512) 555-0134
Vehicle2019 Silverado 1500
ComplaintSlow crank after sitting
BookedThu 9:30a · Bay 2CONFIRMED
Go From Complaint to Quote Fast
AI Estimates
Type the complaint in plain English and VehiLoop builds a priced estimate in about 15 seconds using live PartsTech parts, book labor, and your shop's own markup matrix — no calculator required.
- Estimate ready in ~15 seconds
- Live parts pricing via PartsTech
- Line-item customer approval
Estimate15 SEC
Battery, AGM group 48$291.40
Labor · 2.1h @ $165$346.50
Shop supplies$18.40
Tax$27.90
Total$684.20
APPROVED FROM PHONE
Camera Check-In Pulls Full History
Check-In
Scan the VIN, barcode, or plate with your camera and VehiLoop pulls the vehicle history, mileage, and open jobs instantly — so your front desk never starts from a blank page.
- Camera VIN and plate scan
- Auto-populates vehicle history
- Faster new-customer check-in
Check-inSCANNING
1GCUYDED4KZ1••••
Vehicle2019 Silverado 1500
Mileage84,120 mi
History6 prior visits
BayBay 2
Root Cause Before You Write the Quote
Diagnostics
Feed your existing scan tool codes into VehiLoop's diagnostic copilot and it ranks the most likely causes with confidence scores and confirming tests, grounded in OEM data — so the quote you write is accurate the first time.
- Ranked causes with confidence scores
- OEM-grounded reasoning
- Confirming tests for each cause
DiagnosisRANKING
P0A93P1A0AU0293
12V aux battery92%
Starter solenoid41%
Ground strap18%
Confirm: load-test at rest, then charging voltage.
Keep Customers Updated by Text
Customer Communication
Two-way SMS lets your front desk text customers at every step without switching apps. A live status page per job means fewer inbound calls asking where their car is.
- Unlimited two-way texting
- Live job status page per vehicle
- AI and human replies in one thread
ThreadONE NUMBER
Your CR-V is in Bay 2. Inspection starting.
Thanks — any idea on the brakes?
Front pads at 2mm. Estimate sent, $412.
Approved.
Questions shops ask.
Straight answers about auto repair front desk software.
What is auto repair front desk software and what should it do?
Auto repair front desk software manages the customer-facing side of your shop — booking appointments, capturing vehicle and complaint details, building estimates, and keeping customers updated. The best systems connect the front desk directly to the repair floor so nothing gets retyped. VehiLoop goes further by adding AI agents that answer calls, generate estimates in seconds, and run a diagnostic copilot, all inside one connected record from intake to payment.
Can VehiLoop replace my current shop management system?
Yes. VehiLoop is designed as a full replacement for standalone shop management platforms. It covers intake, diagnostics, estimates, scheduling, customer communication, inspections, payments, and marketing in one flat-priced system. Setup and migration are free, and VehiLoop can run alongside your current system until you are ready to make the full switch. There is also a 30-day money-back guarantee if it is not the right fit.
How does the AI receptionist handle calls for my auto repair shop?
The AI receptionist answers calls and texts on your shop's own phone number. It captures the customer's name, vehicle, and complaint, then books them into a real available slot on your calendar. Every conversation is transcribed, and your team can take over the thread at any point. This means your front desk can focus on customers already in the shop without losing incoming calls to voicemail.
How fast does VehiLoop generate a repair estimate?
VehiLoop's AI estimate tool takes a plain-English description of the complaint and produces a priced estimate in approximately 15 seconds. It pulls live parts pricing through PartsTech, applies standard labor times, and uses your shop's own markup matrix. Customers can approve or decline individual line items, and the approved total flows directly into the job record without any rekeying.
Does VehiLoop work for a single-bay or owner-operator shop?
Yes. VehiLoop is built for independent shops of all sizes, including single-bay owner-operators. The full mobile app lets you check in vehicles, build quotes, order parts, text customers, and collect payment from your phone. There are no per-seat fees, so a one-person shop pays the same flat rate as a larger one. Free setup and migration mean you do not need a dedicated IT person to get started.
Is there a contract or can I cancel anytime?
VehiLoop is month-to-month with no long-term contract. You can cancel anytime. Every plan includes a 30-day money-back guarantee and free data migration back out if you decide it is not the right fit. Setup and migration into VehiLoop are also free, so there is no upfront cost to get started.