Customer
Vehicle
Notes & Totals
Shop fees
| Fee | Amount | Taxable |
|---|
Payments
Take a deposit up front (pick Deposit as the method) to hold a spot or order parts — the balance due below updates automatically and prints on the invoice.
| Date | Method | Amount |
|---|
Next service reminder (optional)
Set when this vehicle is due back — it shows up on the Reminders tab so you can call the customer. Pick a service interval to auto-calculate from the current odometer.
Photos
Multi-point inspection
Customer authorization & signature
| # | Type | Date | Customer | Vehicle | VIN / Plate | Total |
|---|
Reports are built from your invoices (actual sales). Estimates are not counted. COGS = the parts cost you entered; parts gross profit = parts sold minus parts cost. Labor payroll is not included here.
Breakdown
| Period | Inv | Labor | Parts | Supplies | Subtotal | Tax | Total | COGS | Parts profit |
|---|
Invoices in range
| # | Date | Customer | Vehicle | Subtotal | Tax | Total | COGS | Profit |
|---|
| Customer | Phone | Vehicles | Jobs |
|---|
⏰ End-of-day reminders
Only the shop owner (or Bay Bench support) can add or change these. They pop up on owner and manager screens at the set time — and must be printed before the person can continue. Perfect for end-of-day checklists (lock up, deposits, set alarm).
📋 Task reminders for a person
Assign a task to any owner or employee — it pops up on that person's screen at the time you set (default 8:30 AM tomorrow). Owners and managers can assign; only owners can delete. Change the time, pick a date, or make it repeat.
💰 Declined & recommended work — win it back
Every job a customer held off on, biggest value first. One tap follows up to recapture the revenue. Set the message in Settings → Reminder messages.
| Customer | Vehicle | Recommended work | Value |
|---|
Set a "next service" date on any estimate/invoice and it appears here. Overdue shows red, due within 30 days shows amber.
| Due | Customer | Vehicle | For | Phone |
|---|
Log a business expense
| Date | Category | Payee | Method | Note | Amount |
|---|
Add / restock a part
Stock deducts automatically when a matching part (by part #, UPC, or name) goes on a saved invoice. On a part line, scanning a UPC into the Part # box (USB scanner or typing) pulls the part. The 📷 button uses your camera where supported.
| Part | Part # | Vendor | On hand | Reorder | Cost | Sell |
|---|
Payments received today
| # | Customer | Method | Amount |
|---|
Invoices created today
| # | Customer | Total |
|---|
Clock in / out
On the clock now
| Technician | Job / RO | In | Out | Hours |
|---|
Hours by technician (this day)
New purchase order
| Part | Part # | Qty | Cost ea | Line |
|---|
| PO # | Date | Vendor | For | Total | Status |
|---|
Mileage Log — track business miles
Log the trips you drive for the business — mobile jobs, parts runs, deliveries. Miles fill in automatically from your odometer readings (or just type the miles). Set your $/mile rate to see the deductible value, and export it for taxes or your accountant.
Fill in both odometer readings and the miles calculate for you.
| Date | Driver | Vehicle | Purpose | Miles | Value |
|---|
My Labor Times — build your own guide
Manually enter labor operations with your own hours, keyed to a make/model/year range. When you fill in a vehicle on an estimate, matching times pop up as one-click jobs. Leave Make/Model blank to make an entry apply to any vehicle.
| Make | Model | Years | Engine | Operation | Hrs | Fluid / capacity | Filter / part # | Notes |
|---|
On a new ticket, type a job name (e.g. “oil change”) and the matching quick job — labor and parts — loads in. Vehicle-specific versions are preferred when the make/model matches.
| Job | Vehicle | Labor | Parts | Tools used | Updated |
|---|
Service packages
Bundle several jobs (e.g. a 30k service). On a ticket, build the jobs then click "Save jobs as package"; insert one anytime from the "Insert package…" menu.
| Package | Jobs |
|---|
Generic OBD2 (SAE-standard) codes with likely causes. Pick a vehicle to surface make-specific notes where we have them — the same code can mean different things by make. Anything we don't have, your shop can add below.
⚡ Hybrid, EV & Tesla — how these codes work (tap to read)
Hybrids & most EVs report the standard P0Axx / P0Bxx high-voltage codes above (battery, inverter, DC/DC converter, drive motor, HV interlock). Those are searchable here just like any other code.
Tesla is different. Tesla uses its own internal fault codes that are not part of the generic OBD2 standard, so they aren't in this or any generic code database — and newer Teslas don't even use a standard OBD2 port. To read a Tesla properly you'll use the Scan My Tesla app with the correct OBD adapter/cable, or Tesla's own service tool. Pull the code there, then add it to your shop's own notes below so your team builds a Tesla reference over time.
⚠ High voltage: hybrid/EV systems carry lethal voltage. De-energize and follow the manufacturer's HV service procedure before touching orange cables or the pack.
Diagnose several codes together
Pull every code off the scan tool and paste them here. The tool flags known patterns where several codes point to one root cause — so you fix the cause, not each code.
Your shop's wiring diagrams & reference, tagged by vehicle and system so any tech can pull them up fast. Add a link to a diagram (from your ALLDATA / Mitchell / Google Drive) or attach an image. Legal note: store links to, or copies of, diagrams your shop is licensed for — Bay Bench just organizes them.
Add a diagram / reference
🔧 Build a custom wiring chart
For custom harnesses and one-off builds where no factory diagram exists. Lay out each wire run — where it goes, the color, the gauge, and what it does — then save it to your library for next time.
| From | To | Wire color | Gauge | Function / notes |
|---|
Step-by-step oil-life / service-light reset procedures by make — pull the vehicle up so you don't have to guess on a job. Built-in procedures are a starting guide; always confirm against the owner's manual for that exact year. Owners & managers can add your shop's own below.
Add your shop's own procedure
Ask the tech community a question about a vehicle problem and other shops chime in. Filter by vehicle and system to find how others fixed the same issue.
Ask the community
📊 Shop Performance
Private to your shop — never shared with anyone. Built from the labor hours billed on your completed tickets (marked Done or Picked up). Use it to spot training wins and see who is dialed in on which jobs.
🔧 Labor Guide — Bay Bench Intelligence
Real labor times learned from repairs completed across Bay Bench shops — not a static book. The more shops that finish jobs, the sharper it gets. Nothing here identifies any shop.
Brainstorm a diagnosis with your shop’s AI. It can read the vehicle & codes off your open ticket. It’s a thinking aid — always confirm with real testing. Runs on a free AI tier.
📖 Help — how to use Bay Bench
Ask how to do anything in the app and I’ll walk you through it step by step. I only cover using Bay Bench — for vehicle diagnosis, use the Tech AI tab.
Vendor portals
Save your parts vendors' login pages here for one-click access while quoting. These open in a new tab; you log in as normal.
| Vendor | Portal |
|---|
Activity log
Everything each person does in the app — who did it and when. Use this to spot anything that looks off. Note: this shows activity for this shop's data — i.e. everyone signing into this computer or a shared/synced copy of the file. It can't reach a separate copy running on someone else's computer; that live cross-computer view is part of the hosted version.
| When | Who | Role | Action | Details |
|---|
Team & logins
Add the people who work in your shop. Owners (you and Derrick) see everything. Managers can run the floor — quotes, scheduling, the job board, records, reports, day close, expenses, inventory, POs and the time clock — but are locked out of setup: no Settings, rates, fees, pricing, vendors, or this team list, so they can't change how the shop is configured or who has access. Builders can only build estimates/invoices and order parts — they can't see reports, expenses, day close, inventory costs, vendors, profit, or these settings. Every login is password protected. You can set a password for someone here, or leave it blank and they'll create their own the first time they sign in.
Heads-up: because this runs as a file on your computer, these logins keep everyone in their own lane, but they aren't bank-grade security — someone with full access to this computer could work around them. True locked-down per-person logins come with the hosted version.
| Name | Handle | Role | Password | Access |
|---|
Turn off instantly blocks someone from signing in but keeps their history — flip it back on anytime. Remove deletes the account for good. Either takes effect on this shop's data right away.
Shop info
Rates & charges
If you set a labor cost, reports treat parts cost + labor cost as your cost of goods sold and show true gross profit & margin. If you set it, don't also log tech wages under Expenses (that would double-count).
Technicians & bays (for the scheduler)
These names fill the “Service writer” dropdown on each estimate/invoice. Whoever’s signed in is added automatically.
Blank uses your default labor cost. Add technicians above first, then save.
💲 Parts pricing matrix
Cheaper parts get marked up more, expensive parts less. Set your tiers below — when it's on, the markup % on each part auto-fills from its cost, protecting your margin. Turn it off to use your flat default markup.
Shop fees — supplies, hazmat, disposal (edit amounts here)
Type new amounts right in the table below to change your hazmat, disposal, or any fee. These are one-tap add buttons on a ticket. For shop supplies charged on every ticket, use the "Shop supplies" field above (set it to "Flat fee" and enter a dollar amount like 25).
| Fee | Amount | Taxable |
|---|
Warranty window
Used to flag comebacks: if a vehicle returns within this window of a past invoice, you'll see a warranty notice.
🔧 Bay Bench Intelligence — help improve labor times
When you finish a repair, Bay Bench can learn from it anonymously to build smarter labor times, repair recommendations, and diagnostics for every shop — including yours. Optional, and you can change it anytime.
Year / make / model · repair performed · labor time · parts commonly used · mileage · trouble codes
Customer names · VINs · plates · your shop name · invoice numbers · technician names · anything tied to your shop
Nothing leaves your shop until you turn this on. Your private business stays yours.
Authorization & disclaimer (prints above the signature line)
This is the legal language the customer signs. Edit it to fit your shop — it already covers wheel re-torque, warranty terms, mechanic's lien, and liability.
Service intervals (auto-reminders)
Used to auto-calculate the next-service reminder from a vehicle's current mileage. Leave miles at 0 for time-only items (like state inspection).
| Service | Miles | Months |
|---|
Reminder messages (text & email)
These are the messages that go out from the Reminders tab. Tap 💬 Text or ✉ Email next to a customer and your phone's own messaging or mail app opens with the whole message already written — you just hit send. Works on your phone today; no setup needed.
Tags (fill in automatically): {name} = customer · {shop} = your shop · {vehicle} = their vehicle · {service} = what's due · {phone} = your number · {due} = due date
Right now reminders are tap-to-send from your phone — ready to use today. Fully automatic overnight sending switches on once your texting line is linked.
Canned notes / recommendations
Reusable lines you can quick-insert into a document's notes or a technician's inspection notes.
| Canned note |
|---|
Document options
Off by default — part numbers stay internal (still visible in the app, on purchase orders, and inventory). Turn on only if you want them printed for customers.
Default terms & notes (print on every document)
Where your data is stored (this computer)
By default everything saves inside this browser. In Chrome you can also keep it as a real file on this computer that updates automatically — so your data is a file you own, safe even if the browser is ever cleared, and easy to back up or move to another PC. Works offline.
Everything the whole team does on this computer lands here. Every estimate, invoice, payment, PO and record — no matter who's signed in — is one shared set of data that auto-saves to your linked file. That's how it "all comes to your page": have everyone sign in on this shop computer (or a shared/synced copy of the file), and it's all captured here on your machine. A teammate working on a separate copy on their own computer stays on their machine until the hosted version bridges them.
Subscription & plan
Owners only. Pick the plan for this shop — upgrade any time, or cancel. Each plan unlocks a different set of tools, and your team only sees what your plan includes. Pricing is still being finalized, so plans are shown by what they include for now.
QuickBooks & accounting
Link your own QuickBooks so your invoices and expenses flow straight into your books. One-click live sync turns on with the accounting release — until then, use the export buttons below and import the files in QuickBooks Online (Settings → Import Data → Invoices / Bills). Bay Bench never sees your accounting login; each shop connects their own.
Coming soon: a Connect QuickBooks button that links your account and pushes each invoice & expense with one click.