Estimates take too long
Pulling parts prices, calculating labor, and formatting a quote by hand burns time that should go toward the next car in the bay.
Finally, AI Service Writer Software That Understands Diagnostics
Stop fighting software that fails at diagnostics. VehiLoop’s AI agents create one seamless record from intake to estimate, powered by a diagnostic copilot.
RO-4471 · 2019 Silverado 1500ON THE LOOP
READING
- 1Checked in11:12a
- 2Diagnosed11:19a
- 3Estimated11:24a
- 4Approved11:42a
- 5Repaired2:05p
- 6Paid2:26p
Check-in
VIN 1GCUYDED4KZ1••••
2019 Silverado 1500 · 84,120 mi · scanned at the bay door
- Shops running on VehiLoop
- 40+
- From complaint to a priced estimate
- ~15 sec
- Per-invoice and per-seat fees
- $0
- Money-back guarantee
- 30 days
Why Current Software Slows You Down
Service writing should move jobs forward, not create more work for your front desk.
Diagnostics and software disconnect
Your scan tool speaks one language and your shop management software speaks another, forcing someone to retype diagnostic findings before a quote can even start.
Jobs fall through the cracks
Without one connected record, approvals, declined work, and follow-ups get lost between the phone, the whiteboard, and three separate apps.
Five Capabilities Built for Service Writing
These are the features that matter most for a service writer or shop owner ready to stop fighting their software and start moving cars faster.
Root Cause Before You Write the Estimate
Diagnostics
Feed scan codes, the customer complaint, and vehicle history into VehiLoop's diagnostic copilot and get ranked root causes with confidence scores and confirming tests grounded in OEM data, so your service writer writes the right estimate the first time.
- Ranked causes with confidence scores
- OEM-grounded confirming tests
- Reads your existing scan tool
DiagnosisRANKING
P0A93P1A0AU0293
12V aux battery92%
Starter solenoid41%
Ground strap18%
Confirm: load-test at rest, then charging voltage.
Priced Estimate in About 15 Seconds
AI Estimates
Type the complaint in plain English and VehiLoop builds a fully priced estimate using live parts pricing, book labor, and your shop's own markup matrix in about 15 seconds, ready to send for customer approval.
- Live PartsTech parts pricing
- Book labor and markup matrix
- Line-item customer approval
Estimate15 SEC
Battery, AGM group 48$291.40
Labor · 2.1h @ $165$346.50
Shop supplies$18.40
Tax$27.90
Total$684.20
APPROVED FROM PHONE
Never Miss a Call or a Booking
AI Receptionist
VehiLoop's AI receptionist answers calls and texts on your shop's own number, captures the vehicle and complaint, and books real calendar slots while your service writer focuses on the customer standing at the counter.
- Voice and SMS on your number
- Books real calendar slots
- Human handoff anytime
IncomingON YOUR NUMBER
Number(512) 555-0134
Vehicle2019 Silverado 1500
ComplaintSlow crank after sitting
BookedThu 9:30a · Bay 2CONFIRMED
Transparent Inspections Customers Approve Fast
Digital Inspections
Technicians complete a multi-point inspection with photos and color grades, and VehiLoop texts the customer a clear report with line-item approval so your service writer stops chasing phone-tag approvals.
- Photo-backed Good Fair Poor grades
- Texted report per vehicle
- Line-item approve or decline
Inspection24 POINTS
Front brakesPOOR$412
TiresFAIR$0
FluidsGOOD$0
BatteryPOOR$291
Approved$0
Keep Every Customer in the Loop
Customer Communication
Every job gets a live status page and a two-way SMS thread so customers always know where their car stands, and your service writer spends less time answering status calls throughout the day.
- Unlimited two-way texting
- Live status page per job
- One thread for human and AI
ThreadONE NUMBER
Your CR-V is in Bay 2. Inspection starting.
Thanks — any idea on the brakes?
Front pads at 2mm. Estimate sent, $412.
Approved.
Questions shops ask.
Straight answers about ai service writer software.
What makes VehiLoop different from other AI service writer software?
Most shop management platforms bolt an AI feature onto an existing system. VehiLoop is built AI-native from the ground up, meaning four always-on AI agents handle receptionist work, diagnostics, estimates, and marketing inside one connected record. The diagnostic copilot reads your existing scan tool and reasons to root cause with ranked causes, confidence scores, and OEM-grounded confirming tests, a capability no competing shop platform currently offers.
Does VehiLoop replace my current shop management software completely?
Yes. VehiLoop covers intake, diagnostics, estimates, digital inspections, scheduling, two-way SMS, payments, CRM, and marketing in one flat-rate system. Most shops that switch retire two or three separate tools. VehiLoop runs alongside your old system during setup so nothing gets ripped out on day one, and migration is free.
How much does VehiLoop cost and are there per-seat or add-on fees?
VehiLoop is a flat $200 per month. Every feature is included with no per-seat fees, no per-invoice fees, and no add-ons to unlock. Multi-location operators can ask about a multi-location discount. There is also a 30-day money-back guarantee and you can cancel month to month.
Can a single-bay shop or small team get value from AI service writer software?
Absolutely. VehiLoop is built for independent auto repair shops of all sizes. A single-bay owner gets four AI agents handling the receptionist, diagnostic reasoning, estimate building, and follow-up marketing, work that would otherwise require a service writer and a part-time admin. The full mobile app means you can run the whole shop from your phone.
How does the diagnostic copilot work with my existing scan tool?
You do not need new hardware to use the diagnostic copilot today. VehiLoop reads the codes and complaint from your existing scan tool, combines them with vehicle history, and surfaces ranked root causes with confidence scores and confirming tests grounded in OEM data. A custom OBD-II scanner that feeds even deeper factory-level context is on the roadmap as a future hardware addition.
How long does it take to get set up on VehiLoop?
Setup and data migration are free. VehiLoop is designed to run alongside your existing system during the transition so your shop keeps moving while you get familiar with the platform. There is no hard cutover on day one, and the 30-day money-back guarantee means you can evaluate the system without financial risk.