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Pre-Inspection Reports

Overview​

Pre-Inspection Reports let your team document the condition of every vehicle before any work begins. Using photos, videos, and a detailed checklist, you create a clear, timestamped record that protects both your garage and your customer.

Once the inspection is complete, you can generate a professional, shareable report and send it directly to the customer via WhatsApp or email -- giving them full transparency on what was found and what work is recommended.

Why it matters:

  • Builds trust with customers by showing exactly what your technicians found
  • Protects your garage from disputes about pre-existing damage
  • Creates a professional, branded report that customers can view on any device
  • Lets customers approve or decline job estimates directly from the report
  • Keeps a permanent visual record of vehicle condition for every job

How to Access​

  1. Log in to your autoGMS dashboard.
  2. From the sidebar, select the garage you want to manage.
  3. Open a booking (click any booking in the Bookings list or Calendar view).
  4. On the booking detail page, look for the Pre-Inspection status card.

The status card will show one of three states:

  • Required -- The inspection has not started yet. Click the button to begin.
  • In Progress -- The inspection has been started but not completed. Click to continue where you left off.
  • Completed -- The inspection is finished. Click to view the results or send the report to the customer.

Good to know: Pre-inspections are available for bookings in the Confirmed or In-Service status. If a booking is set to require a pre-inspection, it must be completed before the vehicle can be assigned to a bay.

Key Features​

Tab 1: Capture (Photos and Videos)​

This is where you photograph and record the vehicle's condition. The Capture tab is organized into photo categories and a video section.

Photo Categories​

Each category represents a specific angle or area of the vehicle. When you open the Capture tab, you will see a card for each of these categories:

CategoryWhat to Capture
Front ViewThe front of the vehicle — bumper, grille, headlights
Rear ViewThe back of the vehicle — bumper, tail lights, trunk
Left SideThe driver/left side of the vehicle
Right SideThe passenger/right side of the vehicle
InteriorInside the vehicle — dashboard, seats, steering wheel
OdometerThe mileage or odometer reading on the instrument cluster
DamageAny existing damage, scratches, dents, or marks

What you will see:

  • A progress tracker at the top showing how many categories have at least one photo (for example, "4/7").
  • A segmented progress bar where each segment lights up green as you complete a category.
  • Each category shows as a card with a camera button (to take a photo with your device camera) and an upload button (to select a photo from your files).
  • Once you take or upload a photo, the card turns green and shows a thumbnail strip of all photos in that category.
  • Categories that still need photos appear at the top. Completed categories collapse into a "completed" section that you can expand.

Video Section​

Below the photo categories you will find the video capture area. This lets you record or upload short video clips (up to 30 seconds) to document issues that are hard to show in a single photo -- for example, a noise, a vibration, or a fluid leak.

Available video categories include:

  • Damage
  • Issue Found
  • General
  • Front View, Rear View, Left Side, Right Side
  • Interior
  • Engine Bay

What you will see:

  • A button to record a new video or upload an existing one.
  • A list of already-uploaded videos showing a thumbnail, the category label, a play button, and the duration.
  • Each video can be played directly within the inspection window.

At any time you can tap View All at the top of the Capture tab to open the full media gallery. This overlay shows every photo and video grouped by category, and lets you:

  • Browse all captured media in one place
  • Tap any photo or video to view it full-screen
  • Download individual photos
  • Delete photos or videos (admin and garage owner roles only)

Good to know: All uploads are saved automatically as you go. You do not need to press a save button -- your progress is preserved even if you close the inspection and come back later.

Tab 2: Inspect (Vehicle Checklist)​

The Inspect tab is a comprehensive vehicle inspection checklist organized by vehicle system. Your technician works through each system, marking every item as one of:

  • Pass -- The item is in good condition
  • Fail -- The item needs attention or replacement
  • Advisory -- The item is showing wear or may need attention soon
  • Not Checked -- The item was not inspected (default state)

Vehicle Systems Covered​

The checklist covers 14 vehicle systems with over 75 individual inspection points:

SystemExample Items
EngineOil level and condition, coolant level, belts and hoses, engine mounts, leaks, air filter
TransmissionFluid level and condition, shift quality, leaks, clutch operation
Brake SystemFront and rear brake pads, discs/rotors, brake fluid, lines, ABS, handbrake
SuspensionShock absorbers/struts, springs, bushings, ball joints, wheel bearings
SteeringPower steering fluid, steering play/response, tie rod ends, steering rack
ElectricalBattery, alternator, starter, all lights, horn, wipers, dashboard warning lights
A/C and HeatingCompressor, refrigerant, blower motor, heating, cabin air filter
Cooling SystemRadiator, thermostat, water pump, coolant hoses, cooling fan
ExhaustManifold, catalytic converter, muffler, pipes, emissions
Tires and WheelsTread depth (front and rear), pressure, condition, alignment, rims, spare tire
Body and ExteriorPaint, windshield, mirrors, door locks, body panels, undercoating/rust
InteriorSeats, dashboard, instruments, seatbelts, interior lights, keys
FluidsEngine oil, brake fluid, transmission fluid, coolant, power steering, washer fluid
Under VehicleFrame/chassis, CV joints, drive shaft, oil pan, fuel lines

What you will see:

  • Each system appears as a collapsible section with a summary badge (for example, "All good" or "2 need attention").
  • Expand a system to see its individual items. Each item has a status selector and an optional notes field.
  • Systems with failures or advisories are highlighted so they stand out.
  • The tab header shows your overall progress (for example, "42/75 items checked").
  • An odometer reading field is also available at the top of the checklist so you can record the vehicle's current mileage.

Good to know: Technicians can add notes to any checklist item -- for example, "Brake pads at 3mm, recommend replacement within 5,000 km." These notes appear on the customer's report and add a professional touch.

Step-by-Step Guide​

Starting a Pre-Inspection​

  1. Open the booking detail page for the vehicle you want to inspect.
  2. Find the Pre-Inspection status card. It will show "Pre-Inspection Required" or have a Start Pre-Inspection button.
  3. Click the button. The inspection window will open full-screen (or as a large dialog on desktop).
  4. You will land on the Capture tab, ready to start photographing the vehicle.

Taking Photos​

  1. On the Capture tab, find the category you want to photograph (for example, "Front View").
  2. Tap the camera button to open your device camera and take a photo, or tap the upload button to choose an existing image from your gallery.
  3. The photo uploads automatically. You will see a brief success message and the category card will turn green.
  4. Repeat for each category. Aim to cover at least 4 of the 7 categories before moving on.
  5. You can take multiple photos per category -- for example, you might want several close-up shots of damage.

Recording Videos​

  1. Scroll down below the photo categories on the Capture tab.
  2. Tap Record Video or Upload Video.
  3. Select a category for the video (for example, "Issue Found" or "Engine Bay").
  4. Videos can be up to 30 seconds long and 50 MB in size.
  5. Add an optional description so your customer knows what the video shows.

Completing the Checklist​

  1. Once you have enough photos, tap Continue to Checklist (or tap the "Inspect" tab at the top).
  2. Work through each vehicle system. Tap a system to expand it.
  3. For each item, set the status to Pass, Fail, or Advisory. You can also leave it as Not Checked if it does not apply.
  4. Add notes to any item where you want to provide extra detail.
  5. Record the odometer reading at the top of the checklist.
  6. The checklist saves automatically as you work.

Completing the Inspection​

  1. Once you have captured enough photos (at least 4 categories) and checked at least some items on the checklist, the Complete Inspection button at the bottom will become active.
  2. Tap Complete Inspection. A confirmation dialog will appear showing:
    • The total number of photos taken
    • How many checklist items were marked
    • The name of the inspector (you)
  3. Confirm to finalize the inspection. This action:
    • Marks the inspection as Completed with a timestamp
    • Records who performed the inspection
    • Unblocks bay assignment (if the inspection was required)
    • Makes the report ready to share with the customer

Good to know: Once completed, the inspection data is locked to preserve the integrity of the record. If you need to add more photos, you can still do so, but the completion status and timestamp are preserved.

Sending the Report to a Customer​

After the inspection is complete, you can send a professional report directly to the customer.

  1. In the inspection window, tap the Send to Customer button (visible in the footer after completion).

  2. The Send Report dialog will open. Here you will see:

    • Vehicle and content summary -- Shows the vehicle details and what is included in the report (for example, "7 photos, 2 videos, estimate").
    • Estimate approval toggle -- If the booking has an estimate/quote, you can check the box to require the customer to approve the estimate before work proceeds.
    • Channel selection -- Choose between WhatsApp and Email.
    • Message preview -- See exactly what message will be sent to the customer.
    • Copy link and Preview report buttons to grab the link or see the report yourself.

  3. To send via WhatsApp:

    • Select the WhatsApp option (selected by default if the customer has a phone number on file).
    • Tap Open WhatsApp. This will open WhatsApp with a pre-filled message containing the report link.
    • Send the message from WhatsApp as you normally would.

  4. To send via Email:

    • Select the Email option (available if the customer has an email address on file).
    • Tap Send Email. The system sends a branded email directly to the customer with a link to the report.
    • You will see a success confirmation once the email is sent.

Good to know: The report link is secure and expires after a set period. Only people with the link can view the report -- no login required for the customer.

If you just need the link without sending a message:

  1. Open the Send Report dialog.
  2. Click the copy icon next to the message preview.
  3. The report link is now on your clipboard, ready to paste into any messaging app, SMS, or note.

What Your Customer Sees: The Public Report Page​

When a customer opens the report link, they see a clean, professional page that works on any phone, tablet, or computer. No login or app download is required.

Report Header​

At the top, the customer sees:

  • Your garage logo and name
  • Your garage's address and phone number
  • The report title: "Vehicle Inspection Report"
  • Who it was prepared for (the customer's name)
  • The booking reference number and inspection date

Vehicle Details Card​

A summary card showing:

  • Make, Model, and Year
  • License plate number
  • VIN or chassis number (if available)
  • Current mileage
  • Vehicle color
  • Service date

Inspection Summary​

A color-coded summary that gives the customer an instant overview:

  • A Health Score shown as a percentage (for example, "92%") with a progress bar
  • A count of items that passed versus items that need attention
  • If everything passed, they see a green "All Clear" banner with a shield icon
  • If there are issues, they see an amber "We Found Something" banner that lists the specific items needing attention, grouped by severity (failures in red, advisories in amber)
  • The inspector's name and the date/time the inspection was completed

Job Estimate (if included)​

If the booking has a price estimate, the customer sees:

  • The service name and price
  • An itemized list of parts and materials, grouped by category with quantities and prices
  • Tax/VAT breakdown
  • The total estimate highlighted in a bold banner
  • Approve/Decline buttons if you enabled estimate approval. The customer can approve the estimate with one tap, or decline it (with a confirmation step). Either way, your garage is notified immediately.

Vehicle Condition Photos​

A horizontal, scrollable strip of all the photos and videos from the inspection. The customer can:

  • Scroll left and right through all media
  • Tap any photo to open it full-screen in a lightbox
  • Navigate between photos using arrows or swipe gestures
  • Play any videos directly in the browser
  • See the category label under each thumbnail (for example, "Front View", "Damage")

Full Inspection Checklist​

The detailed checklist, grouped by vehicle system:

  • Each system is collapsible. Systems with issues are automatically expanded so the customer sees them first.
  • Each item shows its status with a color-coded icon: green check for pass, red X for fail, amber triangle for advisory.
  • Any technician notes appear beneath the relevant item.
  • The customer can expand or collapse all systems at once.

Technician Notes​

If the inspector added overall findings or notes, they appear in a dedicated section.

At the bottom of the report:

  • A Call button that dials your garage directly
  • A WhatsApp button that opens a pre-filled message to your garage
  • A note showing which garage generated the report and when
  • Powered by autoGMS branding

Tips and Best Practices​

For Technicians​

  • Photograph before you touch anything. Take all exterior and interior photos before opening the hood or starting any diagnostics. This ensures the photos reflect the vehicle's arrival condition.
  • Cover at least 4 of the 7 photo categories for every inspection. The system requires this minimum before you can complete the inspection.
  • Use the Damage category generously. Multiple close-up photos of scratches, dents, or paint chips are far more useful than a single wide shot.
  • Record a video when a photo is not enough. Noises, vibrations, leaks, and loose components are much clearer on video.
  • Add notes to checklist items. Instead of just marking "Fail," write something like "Brake pads at 2mm -- recommend immediate replacement." This helps the customer understand the urgency.
  • Record the odometer reading. This is important for service history and helps the customer track maintenance intervals.
  • Complete the inspection before assigning a bay. If the booking requires a pre-inspection, the system will block bay assignment until it is done.

For Managers and Owners​

  • Review reports before sending. Open the report preview link to make sure photos are clear and the checklist is thorough before it goes to the customer.
  • Use the estimate approval feature. When you include an estimate and enable the approval toggle, customers can approve directly from their phone. This speeds up the approval process significantly.
  • Send reports promptly. Customers appreciate getting the report quickly -- ideally within an hour of the vehicle arriving. The faster you send it, the sooner you can get approval and start work.
  • Keep the WhatsApp message professional. The system generates a clean, pre-written message for you. If you customize it, keep it brief and friendly.
  • Use email for business customers. Fleet managers and corporate clients often prefer email over WhatsApp. The email option sends a branded, professional-looking message.

For Building Customer Trust​

  • Transparency sells. Customers who can see exactly what was found are more likely to approve recommended work.
  • The report is your proof. If a customer later claims damage happened at your garage, the timestamped, inspector-signed report with photos protects you.
  • Share reports even when everything is fine. A report showing "All Clear" across every system reassures the customer and demonstrates your thoroughness.
  • Follow up on advisories. Items marked as "advisory" are a natural reason to schedule the customer's next visit.

Frequently Asked Questions​

Who can perform a pre-inspection?​

Technicians, garage owners, garage admins, and organization owners can start and complete inspections. Customers and receptionists can view completed inspections but cannot perform them.

Can I delete a photo after uploading it?​

Only garage admins and owners can delete photos and videos. Regular technicians cannot delete uploaded media -- this is by design to protect the integrity of the inspection record.

What file types and sizes are supported?​

  • Photos: JPEG, PNG, and WebP images up to 15 MB each.
  • Videos: MP4, WebM, and MOV files up to 50 MB each, with a maximum duration of 30 seconds.

Can I edit the inspection after completing it?​

The completion status and timestamp are locked once the inspection is finalized. However, you can still upload additional photos after completion. The checklist data is preserved as-is to maintain the integrity of the record.

What happens when a customer approves or declines an estimate?​

When a customer taps Approve or Decline on the report page:

  • The decision is recorded instantly and your garage is notified.
  • If approved, the booking's estimate status is updated so your team knows to proceed.
  • If declined, the garage is notified and can follow up with the customer to discuss alternatives.

Does the customer need an account to view the report?​

No. The report link is a secure, public page that anyone with the link can view. No login, account, or app download is required.

Report links are generated with an expiration period. If a link has expired, you can generate a new one by opening the Send Report dialog again.

Can I send the report via SMS instead of WhatsApp?​

The system currently supports WhatsApp and email as sending channels. For SMS, you can copy the report link and paste it into a regular text message.

What if the customer does not have a phone number or email on file?​

You can still generate a report link by clicking the copy button in the Send Report dialog, and then share it through any channel you prefer.

Does the inspection block bay assignment?​

Yes. If a booking is marked as requiring a pre-inspection, the system will prevent you from assigning the vehicle to a bay until the inspection is completed. This ensures every vehicle is documented before work begins.

Can I add custom items to the checklist?​

The checklist includes a comprehensive set of standard automotive inspection items across 14 vehicle systems. Custom items are supported in the system's "Custom" section if your team adds them during the inspection.

Quick Reference​

ActionWhere to Find It
Start an inspectionBooking detail page > Pre-Inspection card > Start Pre-Inspection
Continue an in-progress inspectionBooking detail page > Pre-Inspection card > Continue Inspection
View a completed inspectionBooking detail page > Pre-Inspection card > View Details
Take a photoInspection window > Capture tab > tap the camera icon on any category
Upload a photo from filesInspection window > Capture tab > tap the upload icon on any category
Record a videoInspection window > Capture tab > scroll to Videos section
View all mediaInspection window > Capture tab > View All link
Complete the checklistInspection window > Inspect tab > work through each system
Complete the inspectionInspection window > footer > Complete Inspection button
Send report via WhatsAppInspection window > footer > Send to Customer > select WhatsApp > Open WhatsApp
Send report via EmailInspection window > footer > Send to Customer > select Email > Send Email
Copy the report linkSend Report dialog > click the copy icon
Preview the public reportSend Report dialog > click the external link icon