GearDesk is an all-in-one garage management platform for UK workshops. It covers digital job cards, estimates, VAT invoices, MOT and service reminders, DVLA and MOT history lookup, a customer self-service portal, Stripe card payments, WhatsApp re-engagement and live job tracking — in a single fast web and mobile app.

How much does GearDesk cost?

GearDesk has four plans billed monthly in GBP: Starter £29, Lite £59, Advanced £99 and Pro £149. Quarterly, 6-month and annual cycles are available with discounts up to 20%. Every plan includes a free trial, no credit-card setup fee, and you can cancel at any time.

Does GearDesk send MOT reminders?

Yes. GearDesk reads each vehicle's MOT expiry from DVSA and sends reminders automatically by SMS, WhatsApp or email at customer-configurable intervals (60, 30, 14 and 7 days). Each reminder contains a one-tap rebooking link.

Can I look up vehicles by registration?

Yes. Enter a UK VRM and GearDesk auto-fills make, model, variant, year, colour, fuel, engine size, MOT status, tax status and full MOT history from DVLA and DVSA. Optional HPI checks add finance, stolen and write-off flags.

Does GearDesk take card payments?

Yes. GearDesk uses Stripe Connect. Customers pay invoices online by card, Apple Pay or Google Pay. Partial payments, refunds, payment links and a full payment audit log are included.

Is there a customer portal?

Yes. Each customer has a self-service portal at /customer-portal where they can see live job status, photos and inspection reports, approve estimates, pay invoices and rebook their next service.

Can I import data from MechanicPRO, Garage Hive or AutoFlow?

Yes. GearDesk imports customers, vehicles, jobs and invoices from CSV exports of MechanicPRO, Garage Hive, AutoFlow, Tekmetric and most other workshop systems. Onboarding support is included with every plan.

GearDesk is built for UK independent garages, MOT testing stations, mobile mechanics, performance and bodyshops, and small fleet workshops. It scales from a single mechanic up to multi-site workshops with role-based access (Owner, Admin, Reception, Mechanic).

Is there a free trial?

Yes. Every plan includes a no-credit-card free trial so you can connect a workshop, import data and run real jobs end-to-end before paying.

Is GearDesk GDPR compliant?

Yes. GearDesk is GDPR compliant. Data is stored in the UK/EU, every workshop is isolated with row-level security, every action is audit-logged, and customers can request data export or deletion from the portal.

GEARDESK

v2.0 · Workshop OS

The operating system for modern workshops.

Every record — bookings, vehicles, jobs, parts, invoices, payments — lives in one engineered data model. Real DVLA, MOT and HPI lookups. Stripe payments. Audit trail on everything. Multi-tenant by design.

Start 14-day trial See the workflow

Target TAT

< 3d

Job Turnaround Time

Target FTFR

> 95%

First-Time Fix Rate

Billable hours

> 80%

Technician Utilisation

Parts + labour

> 45%

Gross Margin

geardesk · live workshop floor

● connected

WS-2026-0512-014

in progress

AB12 CDE

Audi A4 2.0 TDI

L. Pereira2h 14m

WS-2026-0512-015

pending approval

RE19 LXP

BMW 320d xDrive

Awaiting customer—

WS-2026-0512-016

completed

MV70 GTP

Ford Transit 2.2

J. MendesDone

WS-2026-0512-017

draft

OF22 KMA

Toyota Yaris Hybrid

ReceptionDraft

Today

Jobs

£4,217

Revenue

MOT due

+18

Integrated modules

100%

Multi-tenant with RLS

14 days

Full free trial

3 langs

EN · PT · ES

[01]Core workflow

One pipeline. Six predictable states.

From the moment a customer asks for a quote to the next service reminder going out — the entire asset lifecycle is modelled, observable and automatable.

STEP 01

[BOOK]

Booking

Customer or reception drops a registration. DVLA auto-fills make, model, year and colour.

STEP 02

[INSPECT]

Digital inspection

Mechanic runs a checklist on mobile. Photos per item with OK / WARN / FAIL flags.

STEP 03

[ESTIMATE]

Auto-estimate

Failed items pull parts from stock or supplier and propose labour. Sent for approval by SMS, Email or portal.

STEP 04

[EXECUTE]

Execution

Mechanic logs labour hours, installed parts and before/after photos. Status flows to live floor view.

STEP 05

[INVOICE]

Invoice + payment

Subtotal × VAT auto-applied. Stripe link sent. Status shifts to paid the moment money lands.

STEP 06

[RETAIN]

Retention

Cron tracks next MOT and service date. Deep-link reminders rebook the customer in one tap.

[02]Engineered modules

The six pillars of a workshop, modelled as code.

Not a CRM bolted onto a calendar. A normalised entity graph: workshops, customers, vehicles, jobs, parts, invoices, payments, audit logs.

VEH

Vehicle intelligence

DVLA · MOT history · HPI check · VIN decode. Every job opens with the truth about the asset.

Auto-fill from VRM
Next MOT calculation
Stolen / finance / write-off flag

JOB

Job orchestration

Status, priority, mechanic, labour items, parts, internal vs customer notes — one record, full timeline.

Drag-and-drop diary
Time-tracking on tablet
Photos before / after

FIN

Financial control

Invoices with VAT, Stripe Connect, partial payments and audit-grade payment log. Margin per job, per part.

Stripe checkout link
Partial + refund tracking
Average days-to-pay KPI

STK

Smart inventory

Reserved vs on-hand. Reorder threshold per part. Auto-suggest from supplier catalogue.

Turnover per SKU
Margin per part
Auto reorder draft

CRM

Retention engine

MOT and service reminders go out daily by SMS, WhatsApp or Email — with one-tap rebooking.

Cron @ 08:00 UTC
Deep-linked booking
Per-customer opt-out

SEC

Multi-tenant by design

Workshop-scoped Row Level Security. RBAC across Owner, Admin, Reception and Mechanic. Full audit log.

RLS at every table
Audit on price change
IP + UA per login

[10]Full catalog

Everything your workshop needs. Switch on only what you use.

Over 22 modules ready to go. Each workshop enables/disables what makes sense — you don't pay for what you don't use.

JOB

Work Orders

Quote, execution, invoicing and printable work order for the customer to sign.

QUO

Quotes

Professional quotes with online approval. Converts to a job in one click.

BOK

Bookings

Workshop diary, reminders and WhatsApp / Email confirmation.

POS

Counter POS

Walk-in parts sales with automatic stock deduction.

SUB

Recurring billing

Memberships, plans, public payment link and reminders.

RNT

Rentals

Fleet, contracts, checklist with photos/videos and daily/weekly billing.

FIN$

Installment sales

In-house financing with configurable interest, instalments and PDF booklet.

Finance

Accounts payable/receivable, P&L, cash flow and automatic job posting.

STK

Smart inventory

Global catalog, cost/sale, minimum, alerts and automatic deduction.

Purchase Orders

Supplier orders. AI suggests restocking when inventory drops.

CUS

Customers & Fleet

Full history per customer and vehicle, service reminders.

DVLA + MOT lookup

UK plate auto-fill + official MOT history.

LOY

Loyalty

Points per purchase, gifts, birthday bonus, redeemable coupons.

TEAM

Team & commission

Mechanics, attendants, managers. Commission calculated per job.

NOT

Notifications

SMS, WhatsApp, Email and Telegram with editable templates.

AI-W

WhatsApp AI

Your workshop on WhatsApp: creates jobs, checks stock, answers customers via AI.

AI-R

AI re-engagement

Detects inactive customers and sends personalised AI-generated messages.

INT

Integrations

Stripe, WhatsApp, QuickBooks, Xero, Sage, Twilio, Brevo, DVLA and MOT.

MOD

Toggle modules

Switch any module on or off anytime, no support ticket.

Guided onboarding

4-step wizard: brand, contact, address and modules.

SEC

Multi-tenant + RLS

Each workshop isolated. RBAC across Owner, Manager, Reception and Mechanic.

I18

Tri-language

English, Portuguese and Spanish — switch at any time.

[11]Why us

Why workshops choose GearDesk over spreadsheets and generic ERPs.

Built together with workshop mechanics — designed for the real-world flow of people fixing vehicles every day.

Truly modular

Pay for what you use. Switch on Rentals today, Financing next month — no system migration.

Native recurring billing

Your customer pays you every month automatically — public link, card, reminders.

Rentals + Instalments

Rental fleet and in-house financing in the same account — no juggling systems.

Checklist with media

Photos and videos at handover / return. The customer can't dispute damage.

White-label

Your colours, your logo, your domain. The customer sees your workshop, not GearDesk.

Secure multi-tenant

Your workshop never sees another's data. RLS on every table.

[03]Stack

Built for the bay floor. Fast everywhere.

Every screen loads in under a second — even on a tablet in the bay. No spinners between jobs. No reloads after saving an invoice. Real-time updates across reception, mechanics and the customer portal.

VehicleDVLA · MOT · HPI · VINPayStripe Connect · Apple/Google PayCommsWhatsApp · SMS · EmailAISmart quotes & diagnosticsInventoryLive parts catalogueSecurityWorkshop-scoped RLS · RBAC · AuditReportsKPI · margin · technicianPortalBranded customer self-service

schema · jobs.sql

● healthy

CREATE TABLE jobs (
  id            UUID PRIMARY KEY,
  workshop_id   UUID NOT NULL,           -- RLS pivot
  customer_id   UUID NOT NULL,
  vehicle_id    UUID NOT NULL,
  job_number    TEXT NOT NULL,           -- WS-2026-0512-001
  status        TEXT NOT NULL,           -- draft -> paid
  priority      TEXT DEFAULT 'normal',
  estimated_total       NUMERIC(10,2),
  actual_total          NUMERIC(10,2),
  labour_hours_estimated NUMERIC(5,2),
  labour_hours_actual    NUMERIC(5,2),
  assigned_mechanic_id  UUID,
  scheduled_date        DATE,
  completion_date       TIMESTAMPTZ,
  invoice_id            UUID,
  created_at            TIMESTAMPTZ DEFAULT NOW()
);

[04]Integrations

Wired into the systems garages already trust.

Vehicle data, accounting, payments and messaging — connected through a single integration registry with credentials, scopes and health per workshop.

Billing

planned

Stripe

ready

MailChannels

SMS

planned

Twilio SMS

Messaging

planned

WhatsApp Business

Messaging

planned

Telegram Bot

Social

planned

Facebook + Instagram

Marketplace

planned

eBay Motors

Marketplace

planned

Facebook Marketplace

Listings

planned

Google Business Profile

Accounting

planned

Xero

Accounting

planned

QuickBooks

Accounting

planned

Sage

Vehicle data

planned

DVLA Vehicle Enquiry Service

Vehicle data

planned

DVSA MOT History

Technical data

planned

Autodata

Technical data

planned

HaynesPro

Parts

planned

ECP / GSF / NAPA Parts

[05]Trial · zero friction

14-day full-system trial. No card. No price tag.

Every core module unlocked for 14 days before recurring billing starts. The signup screen never shows pricing — you experience the full system first, talk numbers later.

Full multi-tenant workspace provisioned in seconds
Customer Portal preview link auto-generated
Sample customers, vehicles and jobs seeded
DEXT super-admin demo for chains and franchises

Start trial See customer portal

RBAC matrix

Roles, permissions, audit.

Role	Customers	Jobs	Invoices	Stock	Settings
Mechanic	View	Own	View	View	—
Reception	Create / Update	Create	View / Send	View	—
Admin	Full	Full	Full	Full	Full
Owner	Full	Full	Full	Full	Full

Every price change, deletion or export is recorded with user, IP and previous values. Workshop A cannot read Workshop B even on a misconfigured query — RLS enforces isolation at the row.

[12]Team

Every labour entry logged. Every commission calculated.

Register mechanics, attendants, managers. Assign who did which service, on which job, with how many hours. Payroll prints itself.

MEC

Mechanic

Sees own jobs, logs hours, attaches photos. Earns commission per executed service.

REC

Reception

Creates jobs, schedules, invoices, sends payment links and chats with customers.

ADM

Admin / Owner

Sees everything: revenue, margins, commissions, top mechanics, best products.

[06]Communications

One inbox. Every channel.

Email, SMS, WhatsApp, Telegram, Facebook, Instagram. Booking confirmations, MOT reminders, invoice links and quote approvals — all flowing through your workshop number, your domain, your templates.

Invoices · Quotes · Booking confirmations

SMS

No-show reduction · Approval links · Service reminders

Voice-to-job · Quote approval · Images/videos

Internal technician alerts · Manager notifications

Facebook

Lead replies · Listing messages · Campaigns

Instagram

DM leads · Story/product promotion · Campaigns

[07]Marketplace

Publish once. Sell everywhere.

Vehicles, parts and services flow out to the GearDesk Garage Finder, eBay Motors, Facebook Marketplace, Google Business and Instagram — with stock and pricing kept in sync.

GearDesk Garage FinderGearDesk Product MarketplaceeBay MotorsFacebook MarketplaceGoogle Business ProfileInstagram Shop / postsFuture: AutoTrader-style feeds

[08]Plus

AI job card and quote drafting from voice/images
Marketplace autopublish for products, bikes, cars and fleet vehicles
WhatsApp, Telegram, SMS, email, Facebook and Instagram automation
Global product model catalog with isolated tenant stock
Instant PDF invoices, secure media storage and reliable background jobs

[09]Parity with industry leaders

Everything TechMan, GA4, Garage Hive and MotorDesk ship — covered.

Then we add what they don't.

Front of House

Drag-and-drop calendar
Scheduled jobs
Workshop estimates
Workshop bookings
Online bookings
Purchase orders

Customer Management

Customer records
Vehicle history
Courtesy vehicles
Automated reminders
Customer portal
SMS/email comms

Technicians

EVHC checksheets
Technician time tracking
Paperless job cards
Photos/videos
Technical data
Mobile/tablet access

Reporting

KPI dashboards
Financial reports
Job efficiency
Parts/labour sales
Technician productivity
Exportable reports

Integrations

Parts suppliers
Accounting exports
Payment providers
Card terminals
Telephone integration
Web booking widget

[13]Who uses it

Real mechanics. Real results.

“Moved from 4 spreadsheets to GearDesk in a week. Rentals became automatic recurring revenue.”

Carlos R.

Owner, Moto Center Z

“Printed work order for the customer to sign, automatic stock posting. Saved 2h a day.”

Marina S.

Manager, AutoMec Pro

“In-house financing with configurable interest closed more sales than any bank.”

Diego L.

Partner, Bike Speed

[14]Pricing

Every module. Pay only for the users you need.

14 days free, no card. Every module unlocked on every plan — you pay only for your team.

Starter

£29/mo

First digital system

Diary, estimates, invoices
Stock control
MOT/service reminders
14-day free trial

Start 14-day trial

Lite

£59/mo

Core GMS

Everything in Starter
Supplier integrations
Accounting exports
Unlimited users

Start 14-day trial

Common questions.

Do I need a card to start?+

No. 14 days free, no card. You only add a card if you decide to keep using it.

Can I switch modules on/off later?+

Yes. Everything is modular. Open the Modules panel and toggle whenever you like.

Does it work for a bike rental shop?+

Yes. Dedicated module with fleet, contracts, photo checklist and recurring billing.

Can I run in-house customer financing?+

Yes. You set the interest and the system generates instalments, PDF booklet and automatic posting.

Is my data safe?+

Yes. Multi-tenant with RLS on every table. Your workshop never sees another's data.

Can I use my own logo and colours?+

Yes. During onboarding you set logo, primary colour and your workshop's details.

Which languages do you support?+

English, Portuguese and Spanish — user can switch any time.

Run your garage like a server room — observable, automated, audited.

14-day trial of the entire platform. No credit card. No price on the signup screen. Decide later, after you have actually run jobs.

Start trial I already have an account