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Add a vehicle to a customer

Posted
Updated
ByThe Wax Stak Team

By the end of this article you will have a customer’s vehicle on file, ready to be picked when you book a job or write a quote.

Vehicles live on the customer’s page under Vehicles. Jobs, quotes, invoices and photos all point at a vehicle, so the record you create here is the one your technicians see on the phone.

Add a vehicle

  1. Open the customer and click Add Vehicle in the Vehicles card.
  2. The fastest way is the VIN: type the 17-character number and click Decode. The Make, Model, Year, Trim, Body Class, Drive Type and Fuel Type fill themselves in from the manufacturer’s data. Everything stays editable, so correct anything the lookup got wrong.
  3. Without a VIN, pick the Make, type the Model and choose the Year yourself. The Vehicle Type — sedan, SUV, truck, van, motorcycle or other — is what your pricing and duration rules key on, so set it deliberately.
  4. Add the Color and the License Plate. The plate is what a technician uses to find the right car in a parking lot.
  5. Use Notes for the things a photo cannot show: a scratch that was already there, a trunk that sticks, a paint protection film.
  6. Click Add Vehicle.

When the VIN is already on file

If the VIN you decode already belongs to another of this customer’s vehicles, a Vehicle already exists prompt names it. Use existing opens that record for editing instead; Add anyway keeps going with a new one — useful when the earlier record was a mistake you are about to remove.

The same VIN can exist on two different customers. A car that was sold is added again under its new owner without touching the old record.

Edit, retire or remove a vehicle

  • Edit opens the same form. On an existing vehicle it also has an Active switch. Turn it off when the customer sells the car: the vehicle stays on the page with an Inactive badge and its history, but it no longer appears in the job and quote pickers.
  • Remove takes the vehicle off the page. Its photos and any invoice lines that named it keep their record — they just no longer point at a vehicle. Remove is for a vehicle entered by mistake; for a car the customer no longer owns, inactive is the honest choice.

See every photo of a vehicle

The camera icon on a vehicle — View photo history — opens Photo History: every photo your technicians took of this vehicle across all its jobs, grouped by job and date, with the job number to jump to. Sort Newest first, Oldest first or By type (before, during, after). It is the quickest way to answer “was that scratch there last time?”

Good to know

  • Technicians add vehicles too. The mobile app can add a vehicle by VIN when a technician creates a job in the field. It lands here like any other.
  • Customers see their own vehicles. In the customer portal, the vehicles on this page are the ones the customer can book against, along with their photo timeline.
  • The VIN lookup needs a connection and a real VIN; a vehicle without one is added by hand exactly as above.

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