Every MotorMind Feature, Explained

Job Card Management

Digital job cards replace paper and spreadsheets. Every vehicle that enters the workshop gets one record that carries customer details, reported complaints, assigned technicians, parts used, labor, status, and history.

• Create a job card at intake with customer, vehicle, and service requirements
• Assign technicians and track who worked on what
• Real-time status so reception always knows where a car is
• Parts consumption recorded against the job and deducted from stock
• Full history retained per vehicle and per customer

Vehicle Intake & Registration Scanning

Scan the Saudi vehicle registration (Istamara) and MotorMind reads it automatically, filling in vehicle and owner details instead of typing them.

• Istamara OCR auto-fills make, model, year, plate, and owner data
• License plate handling built for Saudi plate formats
• Reduces reception typing time and data-entry mistakes

Photo & Video Documentation

Capture the condition of every vehicle on arrival and at handover, attached directly to the job card, so disputes about damage are settled with evidence.

• Photos and videos attached to the job card
• Watermarked and GPS-stamped for evidential value
• Protects the workshop against damage claims

Staff Roles & Workshop Floor App

Role-based access for admins, receptionists, finance staff, and technicians, with a simplified bilingual mobile view designed for use on the workshop floor.

• Separate permissions per role
• Mobile-friendly view for technicians
• Arabic and English throughout

Online Booking

A public booking page lets customers request appointments themselves, with approvals, scheduling, and reminders handled inside the platform.

• Public booking page for the workshop
• Approve or reschedule requests from the dashboard
• Automatic reminders to reduce no-shows

Multi-Branch Operations

Workshop groups run every branch from a single account, with branch-level access control and consolidated reporting across the group.

• Per-branch user access and visibility
• Cross-branch and consolidated reporting
• Transfer jobs between branches
• Available configuration depends on the selected package

Smart Quotations

Build a detailed quotation with parts and labor broken out, then send it to the customer for approval before any work starts.

• Itemized parts and labor with pricing
• Sent by WhatsApp, SMS, or email as a link
• Approved quotations convert straight into work
• Price visibility can be controlled by role

Customer OTP Approvals & Downpayments

Customers approve a quotation with a one-time SMS code, creating a verifiable record of consent, and can pay a downpayment online before work begins.

• One-time password confirms the customer really approved
• Optional downpayment collected online
• Work starts only after the agreed approval and payment
• Approval trail retained for disputes

Public Quotation & Invoice Links

Customers open their quotation or invoice from a secure link without installing an app or creating an account.

• Works from any phone browser
• No app install and no login required for the customer
• Same link carries review, approval, and payment

Parts Inventory Management

Track every part you hold: quantities, locations, cost, and the jobs that consumed it, with stock deducted automatically as parts are used.

• Automatic stock deduction when parts are used on a job card
• Barcode scanning for receiving and issuing
• Low-stock alerts and reorder points
• Usage traceable back to the job and technician

Suppliers & Purchasing

Record suppliers, purchase invoices, and supplier payments so parts cost and payables stay connected to the finance module.

• Supplier records and purchase history
• Purchase invoices feeding cost of parts
• Supplier payments and outstanding balances

ZATCA E-Invoicing — Phase 1 and Phase 2

MotorMind is compliant with both phases of Saudi e-invoicing. Phase 1 (Generation) produces VAT invoices carrying the required data and a TLV QR code. Phase 2 (Integration) connects the workshop to the ZATCA Fatoora platform, so invoices are cleared or reported as the regulation requires.

• Phase 1: VAT invoice data and a Base64 TLV QR code on every invoice
• Phase 2: integrated with the ZATCA Fatoora platform
• Clearance for standard tax invoices (B2B) before they are issued to the buyer
• Reporting for simplified invoices (B2C) within the required window
• Arabic and English invoice output
• Your business completes its own ZATCA registration and onboarding; MotorMind provides the compliant invoicing workflow

Official source: ZATCA — Zakat, Tax and Customs Authority

Online Payments & Payment Links

Send a secure payment link by WhatsApp, SMS, or email and let the customer pay online, with payment status tracked against the invoice.

• mada, Visa, Mastercard and American Express card payments
• STC Pay
• Tamara and Tabby buy-now-pay-later instalments
• Payment status tracked in real time against the invoice
• Downpayments and partial payments supported
• Refunds, settlement reconciliation and per-transaction fee tracking

VAT Handling

VAT is applied on the documents that need it and carried through to the finance module for reconciliation and reporting.

• VAT captured on invoices and purchase invoices
• VAT effective dating supported
• Feeds VAT reconciliation in the finance module

Profit & Loss (P&L)

See what the workshop actually earned over any period, with revenue and cost brought together from jobs, parts, and expenses rather than assembled by hand in a spreadsheet.

• Revenue and cost consolidated into a P&L view
• Period-over-period comparison
• Job and branch level profitability

Cash Flow

Track money in and money out over time — collections from customers against payments to suppliers and staff — so the workshop can see its real cash position, not just its invoiced total.

• Inflows from customer payments and collections
• Outflows from expenses, supplier payments, and payroll
• Cash position over any selected period

Expenses

Record and categorize every workshop expense — rent, utilities, tools, consumables, salaries, and overheads — so cost is visible against revenue instead of invisible until year-end.

• Categorized expense entry
• Recurring and one-off expenses
• Expenses flow into P&L and cash flow automatically

Revenue Tracking

Revenue is tracked by source — labor, parts, service type, branch, and period — so you know which side of the business is actually making money.

• Revenue split by labor and parts
• Revenue by branch and by period
• Ties back to the originating job cards and invoices

VAT Reconciliation

Reconcile the VAT you charged on sales against the VAT you paid on purchases, so the return you file matches the documents behind it.

• Output VAT from customer invoices
• Input VAT from purchase invoices and expenses
• Net VAT position for the period
• Confirm your filing obligations with ZATCA or your tax adviser

Official source: ZATCA — Zakat, Tax and Customs Authority

Bank Statement Reconciliation

Match what the system recorded against what the bank statement shows, so unrecorded transactions, duplicates, and missing collections surface early instead of at audit.

• Match recorded transactions to bank statement lines
• Surface unmatched and missing entries
• Keeps the books aligned with the bank balance

Cash Ledger, Purchase Invoices & Credit Notes

The supporting finance records that make the numbers above trustworthy: the cash ledger, supplier bills, supplier payments, and credit notes for corrections and returns.

• Cash ledger of movements in and out
• Purchase invoices and supplier payments
• Credit notes for returns, corrections, and adjustments
• Outstanding receivables and payables

Employee Files

One record per employee holding personal details, role, contract terms, salary structure, and employment history, so staff information lives in the system rather than in a folder behind reception.

• Personal, contract, and role details per employee
• Salary structure and allowances
• Employment history and status
• Linked to the roles and permissions used in the platform

Payroll & WPS

Run monthly payroll from the employee files and produce the Wage Protection System (WPS) output Saudi employers must submit to the bank, instead of rebuilding the file by hand each month.

• Monthly payroll run built from employee records
• Salaries, allowances, and deductions
• WPS-format payroll output for bank submission
• Payroll cost flows into expenses and cash flow

HR Paperwork & Document Tracking

Store the documents that govern employment — contracts, identity and residency documents, licenses, and certificates — and keep track of the dates on which they expire.

• Employee documents stored against the employee file
• Expiry tracking for documents that must be renewed
• Reduces the risk of an expired document being missed

HR Reports

Reporting across the workforce: headcount, payroll cost, and staff records, so labor cost can be read next to the revenue the team generated.

• Headcount and staffing reports
• Payroll cost by period and branch
• Labor cost readable against workshop revenue

Automatic Notification Engine

Notifications fire from real events in the workflow — a quotation is ready, a job status changed, an invoice was issued, a payment was received — and reach the customer without anyone sending them manually.

• Triggered by job, quotation, invoice, and payment events
• Sent over SMS and WhatsApp
• Reminders for approvals, bookings, and unpaid invoices
• Arabic and English message content

WhatsApp Business Integration

Link the workshop’s WhatsApp number once, and the conversation becomes a shared team inbox instead of sitting on one employee’s personal phone.

• Shared team inbox for customer conversations
• Quotations, invoices, and payment links sent inside the chat
• Customers approve and pay from WhatsApp without installing anything
• Available when the relevant messaging integration is configured

SMS Notifications

SMS carries the messages that must arrive regardless of app usage — one-time approval codes, status updates, and payment links.

• OTP codes for quotation approval
• Status updates and invoice links
• Works on any mobile phone

AI Diagnostic Assistant

Enter an error code and the reported symptom, and the assistant returns a correlated root-cause diagnosis for that specific vehicle, with likely causes ranked and clear steps to confirm and fix each one.

• Error code plus symptom correlated to likely root causes
• Specific to the vehicle on the job card
• Ranked causes with steps to confirm and repair
• Helps less experienced technicians reach the right answer faster

AI Vehicle Damage Detection

AI reviews the photos taken at vehicle intake and identifies visible damage on the body of the vehicle, so the condition of the car is recorded consistently instead of depending on who was at reception that day.

• Detects visible damage from vehicle intake photos
• Consistent damage recording at check-in and handover
• Supports the workshop in customer disputes about pre-existing damage
• Works with the watermarked, GPS-stamped documentation on the job card

Vehicle & Istamara OCR

AI reads the Saudi vehicle registration document and fills vehicle and owner details into the job card automatically.

• Reads the Istamara and extracts vehicle and owner data
• Removes manual typing at intake
• Fewer data-entry errors on the job card

AI Terms & Conditions

Generate professional bilingual Terms & Conditions tailored to the workshop in seconds, then refine and expand them with one click.

• Arabic and English output
• Tailored to the individual workshop
• Refine and expand iteratively

Smart Reports & Insights

Turn the workshop’s own data into dashboards, KPIs, charts, and branded PDF reports covering revenue, job profitability, VAT, and inventory.

• Dashboards and KPIs from live data
• Job profitability and revenue analysis
• Branded PDF reports ready to share

Operational Reports

Reporting on the work itself: jobs completed, turnaround, technician productivity, inventory movement, and branch activity.

• Job completion and turnaround
• Technician productivity
• Inventory movement and consumption
• Branch-level activity

Financial Reports

Reporting on the money: revenue, expenses, VAT, receivables, payables, and profitability, drawn from the finance module.

• Revenue and expense reporting
• VAT and tax-relevant summaries
• Receivables and payables
• Profitability by job, branch, and period

Roles & Permissions

Role-based access lets a workshop decide who can view and change which information — pricing, finance, HR, and customer data included.

• Separate roles for admin, reception, technician, and finance
• Price and margin visibility controlled by role
• Branch-scoped access for multi-branch groups

Audit Trail

Activity logging records what was done in the system and by whom, supporting both compliance and internal accountability.

• Full activity logging
• Traceability for compliance and disputes
• Supports internal control over pricing and discounts

Cloud Access

MotorMind runs in the browser. Authorized users reach the workshop’s information from anywhere without the business maintaining local servers.

• Browser-based, no local server to maintain
• Accessible from desktop and mobile
• Each workshop gets its own tenant space

Bilingual Arabic & English

The entire platform — interface, documents, and customer messages — works in Arabic and English, including right-to-left layout.

• Full Arabic interface with RTL layout
• Arabic and English customer documents
• Each user works in the language they prefer

ERP Integration

MotorMind can connect to an existing ERP so workshop activity and financial records stay aligned with the wider business system.

• Integration with existing ERP systems
• Unified financial management across systems