Booked jobs stall at diagnosis
A customer is on the calendar but the tech still waits for scan results, a service writer to retype notes, and someone to build a quote.
Auto Repair Shop Scheduling with Integrated Diagnostics
Stop losing customers to slow turnarounds. Our auto repair shop scheduling is different. VehiLoop's AI Receptionist books jobs that flow into AI diagnostics.
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 Scheduling Alone Falls Short
Booking an appointment is just the first step most scheduling tools never get past.
Phone calls kill floor momentum
Every time you break away to book an appointment, a repair waits, a part goes unordered, and a customer standing at the counter gets ignored.
Estimates lag hours behind bookings
Scheduling and quoting live in separate tools, so jobs pile up while someone manually bridges the gap between the two systems.
Scheduling That Drives the Whole Job
Five capabilities from VehiLoop's all-in-one platform that turn a booked appointment into a completed repair without the gaps.
Book Every Job Automatically
AI Scheduling
VehiLoop's AI receptionist answers calls and texts on your shop's own number, captures the vehicle, complaint, and customer details, and books a real calendar slot so your front desk can focus on the car in bay one.
- Books real calendar slots
- Voice and SMS on your number
- Human handoff anytime
IncomingON YOUR NUMBER
Number(512) 555-0134
Vehicle2019 Silverado 1500
ComplaintSlow crank after sitting
BookedThu 9:30a · Bay 2CONFIRMED
Self-Serve Scheduling Around the Clock
Online Booking
A drop-in booking widget on your site lets customers pick real open slots, attach photos, and reschedule on their own without a single phone call to your counter.
- Real slots only, no double-booking
- Returning customer recognition
- Self-serve reschedule and cancel
BookingTHU 12 SEP
8:00a
9:30a
11:00a
1:00p
2:30p
4:00p
Returning2021 CR-V · 3rd visit
Check In Cars in Seconds
Check-In
Camera VIN, plate, or barcode scan pulls the customer record, vehicle history, mileage, and bay assignment the moment a booked appointment arrives so intake never slows the floor.
- Camera VIN and plate scan
- Auto-populates vehicle history
- Bay assignment at check-in
Check-inSCANNING
1GCUYDED4KZ1••••
Vehicle2019 Silverado 1500
Mileage84,120 mi
History6 prior visits
BayBay 2
Root Cause Right After Booking
Diagnostics
Feed your existing scan tool data into VehiLoop's diagnostic copilot and get ranked root causes with confidence scores and confirming tests grounded in OEM data so techs stop guessing and estimates go out faster.
- Ranked causes with confidence scores
- OEM-grounded confirming tests
- Works with your existing scan tool
DiagnosisRANKING
P0A93P1A0AU0293
12V aux battery92%
Starter solenoid41%
Ground strap18%
Confirm: load-test at rest, then charging voltage.
A Priced Quote in 15 Seconds
Estimating
From the customer complaint captured at booking, VehiLoop builds a line-item estimate using live PartsTech parts, book labor, and your shop's own markup matrix so quotes go out before customers leave the lot.
- Complaint to estimate in about 15 seconds
- Live parts pricing via PartsTech
- 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
Questions shops ask.
Straight answers about auto repair shop scheduling.
Does VehiLoop replace my current scheduling software?
Yes. VehiLoop includes an AI receptionist that books real calendar slots by voice and SMS, plus an online booking widget you can drop onto your existing site. It replaces standalone scheduling tools while also connecting each booked appointment directly to intake, diagnostics, estimates, and payment inside one system. Free migration runs alongside your old setup until you are ready to cut over.
How does scheduling connect to diagnostics in VehiLoop?
Every booked appointment creates a single job record that travels through the entire repair workflow. When the car arrives, the tech sees the customer complaint and vehicle history already attached. Scan tool data feeds the diagnostic copilot, which ranks root causes with confidence scores and confirming tests, so the tech moves straight from booking to diagnosis without anyone retyping information.
Will the AI receptionist sound robotic to my customers?
The AI receptionist is designed to capture a name, number, vehicle, and complaint naturally over voice or SMS on your shop's own phone number. If the conversation needs a human, it hands off immediately. Transcripts of every interaction are kept in the job record so your team always has context on how the appointment was booked.
Can VehiLoop handle scheduling for multiple shop locations?
Yes. VehiLoop is built for both single-bay independent owners and multi-location operators. Each location runs on the same connected system with consistent scheduling, intake, and estimating workflows. Multi-location pricing is available on request, and the flat pricing structure means no per-seat surprises as your team grows.
How long does it take to get set up?
Setup and data migration are free. VehiLoop runs alongside your existing system during the transition so nothing gets ripped out on day one. Your team can get familiar with booking, intake, and estimates at their own pace before fully switching over. A 30-day money-back guarantee covers you if the system is not the right fit.
What does VehiLoop cost for auto repair shop scheduling?
VehiLoop is a flat rate with every feature included and no per-seat fees or add-on charges. Scheduling, AI receptionist, online booking, diagnostics, estimates, CRM, payments, and the mobile app are all part of one plan. Pricing details are available by contacting the team through the website, and setup plus migration are always free.