I Am Opening a Truck and Trailer Repair Shop. What Systems Do I Need on Day One?

On day one you need four things: a way to write repair orders, a way to track time and parts on them, a way to invoice and take payment, and bookkeeping. Everything else can wait until you have regular customers. A shop's first problem is cash, so avoid a large setup fee or a long contract while you do not yet know your volume.

What should be in place before the first truck?

• Business setup: entity, insurance including garagekeepers, and any state or local licenses. Ask your insurer and accountant, as requirements vary.
• Written terms: repair authorization, payment terms, storage charges, and late fees.
• Labor rate and parts markup: set them from your costs, not a guess at what the shop down the road charges.
• Shop software: repair orders, time, parts, invoices.
• Accounting: QuickBooks or similar, plus a separate business bank account.
• Phone number: one number that goes on everything, so you are not giving out a personal cell.

What can wait?

A fleet PM program, a TV board, multiple locations, a full parts room, and complicated reports can all wait. They only pay off once there is enough work to manage.

How much should software cost at this stage?

Start with what your current team needs, with no contract if possible, and confirm you can move your data out later. WrenchPilot Lite is $100 per month for one person, and Pro is $300 per month with up to 10 technicians. Those are list prices, so check current pricing. There are cheaper invoicing apps, and for very low volume they can be enough at first.

What mistakes cost new shops the most?

• Setting a labor rate that does not cover overhead
• Extending credit to fleets before checking them
• Doing work without written authorization
• Not tracking parts to jobs from the start, then trying to catch up later

Next, read how to set your labor rate and how to set parts markup.

Want to see it on your own work?

Bring a real repair order to a WrenchPilot demo, and check current pricing first. Lite is $100 per month for one user. Pro is $300 per month with up to 10 technicians, no per-user fees, and no contract.