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Getting started with MechOS

Sign up, fill in your business details, and orient yourself in the app.

4 min read

Set up your workshop: the checklist

Everything to set up before your first job, in order: about half an hour, plus card payments, which take a few days.

6 min read

Invite your team and assign roles

Add staff, choose who can do what, and remove access when someone leaves.

3 min read

Keep a personnel record for a technician

Log incidents, warnings, meetings and commendations — with photos — where only owners and admins can read them.

3 min read

Import clients and vehicles from a CSV

Bring your existing customer list over from your old system in one upload.

5 min read

Create a booking

Take a customer call, find the rego, drop the job on a tech's calendar.

3 min read

Build and send a tax invoice

Convert a booking to an invoice, add parts and labour, email it with a payment link.

5 min read

Send an estimate and convert it to an invoice

Quote the job, get the customer's approval, turn it into the final invoice.

3 min read

Record a payment

Cash, bank transfer, or in-shop EFTPOS — log it against the invoice.

3 min read

Job status: tracking the work, not the money

Track whether the work is finished, separately from whether the invoice is paid.

3 min read

Manage jobs waiting on parts (Parts Centre)

Shelve a job that's waiting on parts, track every order, and see when it's ready to book back in.

4 min read

The technician screen (My Jobs)

What a tech sees on the workshop floor: their jobs, the timer, photos, inspections and leave.

3 min read

Service checklists and inspections

Build checklist templates, fill them in on a job with photos, and share the report with the customer.

3 min read

Loan and courtesy cars

Reserve a courtesy car, check it out properly, get the agreement signed, and track what each car costs.

4 min read

Subcontract technicians and pay runs

Set up a contractor, see what each job earned and cost, and work out what to pay them.

3 min read

Track mobile technicians on a map

See where your mobile techs are, what you need to switch it on, and how long location data is kept.

2 min read

Take booking requests from your website

A public page where customers ask for a job, and a queue beside your calendar where you say yes or no.

5 min read

Set up service and follow-up reminders

Switch reminders on, then set one on the invoice — the next service, or a follow-up like brakes or tyres. MechOS emails or texts the customer for you.

3 min read

Service record pages and QR stickers

Give every car a page with its service history and next service, opened from a QR sticker on the windscreen.

5 min read

Connect Podium for SMS

Connect Podium so you can text customers from MechOS.

3 min read

Ask customers for a Google review

Email customers after they pay, sending happy ones to Google and unhappy ones privately to you.

3 min read

Track parts inventory

Choose which parts to count, set an opening balance, and watch stock come off as you invoice.

4 min read

Email supplier invoices straight into Expenses

Forward supplier invoices to your MechOS address and they're read into Expenses automatically — while a copy stays in your inbox.

5 min read

Generate reports and BAS figures

Parts vs labour, technician productivity, aged receivables, and the quarterly GST and BAS figures your accountant wants.

3 min read

Raise a purchase order and receive stock

Order stock from a supplier, then receive the delivery — including short and part deliveries.

3 min read

Run a stocktake

Count the shelf against a snapshot and apply the difference in one go.

3 min read

Fleet vehicles, equipment and expiry dates

Register your own vans and workshop equipment so nothing expires without someone noticing.

3 min read

Subscription, data export and account deletion

Change card, download everything, or close your workshop — all under Settings.

3 min read

Set up EFTPOS terminal payments

How MechOS switches EFTPOS on for you, pairing your PIN pad, and taking card payments from an invoice.

3 min read

Pair your EFTPOS terminal (Linkly Cloud)

Get a pair code off the PIN pad and link it to MechOS so you can charge cards in-counter.

3 min read

Connect Xero to sync invoices and payments

Connect Xero, map your accounts, then push finished invoices and payments with a button.

3 min read

Two-factor authentication

Add a second step to sign-in, and reset it for a locked-out user.

3 min read