Workshop Story
Log inStart a trial

Better job notes.Clearer customer communication.

Turn rough technician notes into professional invoice wording, keep outstanding work organised and see where workshop time is going.

Start a trialSee how it works
Works alongside the invoicing software or DMS you already use.
Built for workshops and dealership service departments

Every job has a story. Make it count.

Technician shorthand is the natural language of a busy workshop. Workshop Story turns it into wording your customers understand, and keeps track of what still needs doing.

Job notesRough notes become professional invoice wording. FindingsUrgent, Work required or Satisfactory, every time. Follow-upOutstanding work saved as a call list. Guide timeSee which jobs ran well over.
Job notes

Spend less time rewriting job notes.

The technician writes a few lines in their own words. Workshop Story returns concise, professional wording that is ready to paste into the invoice.

  • Every measurement kept exactly as the technician wrote it.
  • Nothing added that the technician didn't note.
  • Edit any line before you copy it.
01
done 80k service. rear shoes low approx 20% left. LHF CV boot split grease thrown everywhere. DPF ok.
▼

Invoice wording

The 80,000 km logbook service was carried out as scheduled. A split left front CV boot and worn rear brake shoes were found and need your decision.
Findings

Tell the customer what matters, and why.

Each finding is graded and stated with what is required and the risk of declining the work. Clear enough for the customer, professional enough for your invoice.

  • Three grades, used the same way on every job.
  • Risk stated plainly and in proportion.
  • Unclear notes are raised privately with the service advisor.
02
URGENTFront brake padsMeasured at 1 mm. Replacement required. Continued use risks brake failure and damage to the brake discs.
WORK REQUIREDWiper bladesStreaking. Replacement required. Streaking blades reduce visibility in rain.
SATISFACTORYRear brake padsMeasured at 5 mm.

Service advisor only

The notes do not mention the front discs. Ask whether they can be reused before quoting.
Follow-up

Keep outstanding work organised for follow-up.

Work that isn't done on the day is saved against the invoice number. When the workshop is quiet, the call list is ready, with the invoice number and what the customer was told.

  • Search by invoice number, rego or item.
  • Filter by date and by what is still to do.
  • Log each call and mark it booked or done.
03
3Urgent
7Work required
24Satisfactory
URGENT
Front brake pads · Invoice 10482
2010 Holden Commodore · Job line A: 45,000 km logbook service
14 Sep 10:20 · Left a voicemail
21 Sep 15:05 · Booked in for Thursday
Guide time

See where workshop time is going.

Hours clocked are compared with the guide time for the job. When a job runs well over, the service advisor is told before the invoice goes out.

  • Your own repair times, set by you.
  • Extra work found on the day is counted.
  • A prompt to ask, not an accusation.
04

Invoice 10517 · Logbook service and wiper blades

Guide time · 2.2 hrs
Clocked · 5.0 hrs
5.0 hrs clocked against a guide of 2.2 hrs. Worth asking the technician what held the job up before invoicing.

Works alongside your invoicing software or DMS.

Nothing to replace and nothing to install. Workshop Story writes the wording and tracks the follow-ups. You copy the finished wording and paste it into whatever you invoice with now, from a small-workshop invoicing program to a dealership DMS.

Workshop StoryWrites the wording
Copy → paste
Your invoicing software or DMSStays exactly as it is
Trust and data

Your records stay yours.

No customer names or phone numbersJobs are kept against the invoice number only. Your customers' contact details stay in your own system.
Only your team sees your jobsEach workshop or service department has its own logins, over an encrypted connection, and can only see its own jobs.
Backed up every dayYour job history and follow-up list are copied to separate storage daily.
Does it replace my invoicing program?No. It writes the wording and tracks the follow-ups. You paste the wording into whatever you invoice with now.
Is the service checklist the manufacturer's logbook?It is a draft prepared for the vehicle, and it says so on screen. Check it against the logbook before relying on it.
What does it cost?The first 14 days are free with no card. Pricing is being settled with our first workshops and dealerships. Capricorn members can put their subscription on their Capricorn account.
What do I need to run it?A computer or tablet with a web browser. There is nothing to install.

Try it onyour next job.

Set up your workshop in a minute and run a real job through it. 14 days free, no card needed.

Start your free trial

14 days free. No card needed.

Already have an account? Log in · Forgot your password?

Dashboard

Waiting for write-up

Repair orders technicians have opened. Open one to see who worked on it and write it up.

Recent jobs

My jobs

Open an RO

New job

The AI isn't connected on this server, so the write-up and vehicle-specific service lookup are off. You can still fill everything in by hand.

1Vehicle and invoice number

No customer names or phone numbers are kept here. Look the customer up in your own system by the invoice number.

2Job lines

One line for each thing the vehicle is in for: a service, a customer concern, a repair. Technician notes and the wording are kept against each line.

Scheduled service checklist

    3Technician notes

    4Customer write-up

    Wording for each job line

    Findings

    Invoice wording

    This is what you paste into your invoicing program or DMS. You can edit it here first.

    Follow-ups

    Past jobs

    Quotes

    Invoices

    Repair times

    When a technician clocks well over these, the job is flagged so the service advisor knows to ask why. These are starter figures. Change them to suit your workshop.

    Account

    Your licence

    Pay through your Capricorn account

    Have a licence key?

    Quotes and invoices

    Your labour rate prices the labour on new quotes and invoices. Your own business details print at the top of each one. All prices are entered before GST.

    Invoice wording format

    Choose the program you paste the wording into, so it is laid out to suit. These layouts are starting points: paste a job into your system, then adjust the line width and capitals here until it sits correctly.

    Staff logins

    Give each person their own login. Technicians log in by scanning their own QR code, and can only open ROs and add notes. A service advisor can do everything except manage logins, billing, the format and the data download.

    Your data

    Download every job, finding, follow-up and repair time as spreadsheets in one zip file. The records are yours.

    Download my data