Quotes take hours to build
You pull codes, look up parts, calculate labor, apply markup, then type it all again into an invoice. Every job, every time.
Auto Shop Billing Software That Writes Itself
VehiLoop's AI connects diagnostics to invoicing. It auto-generates priced estimates from diagnostic data, eliminating manual work and speeding up payment.
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 Billing Slows Your Shop Down
Manual invoicing wasn't built for auto repair, and the gaps cost you real money.
Data re-entry causes costly errors
Copying diagnostic notes into a separate billing tool means typos, wrong part numbers, and disputes that slow down payment.
Payments fall through the cracks
When billing lives in a different app from your shop floor, closed jobs go uninvoiced and money sits uncollected at day's end.
Billing Features Built Into Every Job
Five capabilities from VehiLoop's all-in-one platform that close the gap between your shop floor and your billing, all included at a flat monthly price.
Priced Estimates in About 15 Seconds
AI Estimates
Type a plain-English complaint and VehiLoop builds a fully priced estimate using live parts data, book labor, and your shop's markup matrix. No calculator, no lookup tabs, no retyping.
- Live PartsTech parts pricing
- Book labor auto-applied
- 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
Invoice to Payment in One Flow
Payments
When the job closes, the invoice is already built. Collect payment via Stripe and sync to QuickBooks automatically. Your shop keeps its own Stripe account with no per-invoice fees cutting into margin.
- Stripe payments built in
- QuickBooks invoice sync
- No per-invoice fees
InvoiceOPEN
RO-4471$684.20
MethodCard · your own Stripe account
FeesNo per-invoice fee
BooksSynced to QuickBooks
Inspections Customers Approve Instantly
Digital Inspections
Every inspection item becomes a line on the estimate with a photo attached. Customers get a color-coded report by text and approve or decline each line before work starts, so billing reflects exactly what was authorized.
- Photo-backed line items
- Red yellow green report texted
- Running approval total shown
Inspection24 POINTS
Front brakesPOOR$412
TiresFAIR$0
FluidsGOOD$0
BatteryPOOR$291
Approved$0
Keep Customers Informed Before They Call
Two-Way SMS
Customers get a live job status page and a text at every milestone, from estimate sent to invoice ready. Fewer inbound calls means your front desk focuses on closing approvals, not answering status questions.
- Live status page per job
- Text updates at each step
- One thread for humans and AI
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.
See Every Job and Its Balance
Job Board
Every car on your floor shows its current step, assigned bay, and the dollar value tied to it. When a job moves to paid, the board updates instantly so nothing slips through unbilled at end of day.
- Live bay and status view
- Estimate and money attached
- No rekeying between jobs
Floor4 ON THE BOARD
BAY 12019 Silverado 1500Diagnosing$684
BAY 22021 CR-VApproved$412
BAY 32017 F-150Waiting parts$1,240
BAY 42020 CorollaPaid$298
Questions shops ask.
Straight answers about auto shop billing software.
Is VehiLoop a standalone billing tool or a full shop system?
VehiLoop is a full AI operating system for independent auto repair shops, not a standalone billing app. Billing is built into the same record that holds the intake, diagnostic data, estimate, and customer approval. That means your invoice is generated from real job data, not assembled from scratch in a separate tool. Every feature, including payments and QuickBooks sync, is included at a flat monthly price with no add-ons.
How does VehiLoop generate estimates and invoices so quickly?
When a complaint or diagnostic code comes in, VehiLoop pulls live parts pricing from PartsTech, applies book labor times, and runs your shop's markup matrix automatically. The result is a fully priced estimate in around 15 seconds. Once the customer approves, that same data closes into the final invoice with no retyping required.
Does VehiLoop connect to QuickBooks?
Yes. VehiLoop syncs invoices to QuickBooks automatically when a job is marked paid. Your accounting records stay current without manual export or data entry. The integration is included in the flat monthly price, with no per-invoice fees.
What does VehiLoop cost and are there hidden fees?
VehiLoop is priced at a flat rate with no per-seat fees, no per-invoice fees, and no add-on tiers. Pricing is available on request. Setup and data migration are free, and there is a 30-day money-back guarantee. The shop runs on month-to-month billing with no long-term contract required.
How long does it take to switch from my current billing software?
Setup and migration are free, and VehiLoop can run alongside your existing system until you are ready to fully switch. Nothing gets ripped out on day one. Because the platform is all-in-one, switching from a separate billing tool, shop management system, or a mix of both is handled as part of the onboarding process.
Can VehiLoop handle billing for a shop with multiple locations?
Yes. VehiLoop is built for both single-bay independent shops and multi-location operators. All locations work from the same platform and the same flat pricing structure. A multi-location discount is also available. Every location gets the full feature set with no per-seat or per-location add-ons.