Rekeying jobs slows everything down
Every handoff means retyping the same car info, customer name, and complaint into a different screen or notebook.
Lube Shop Software Built for Speed & Simplicity
Stop retyping job info. VehiLoop's lube shop software uses one connected record from intake to payment, with AI agents handling routine admin tasks.
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
Where lube shop time goes
Running a fast-service shop means speed, but your tools keep slowing you down.
Phones pull you off the floor
A ringing phone during a rush means someone drops what they are doing or a potential customer hangs up and calls your competitor.
Estimates take too long to build
Pulling parts pricing, labor times, and markups by hand adds minutes to every quote and holds up bay turnover.
Five tools that keep lube bays moving
These capabilities come built into VehiLoop at one flat price, no add-ons, no per-seat fees, and no rekeying between steps.
Camera scan check-in in seconds
Fast Check-In
Point the camera at a plate or barcode and VehiLoop pulls the vehicle history, mileage, and open work instantly so the first job starts without a keyboard.
- Scan plate, VIN or barcode
- Pulls full vehicle history
- Bay assigned on the spot
Check-inSCANNING
1GCUYDED4KZ1••••
Vehicle2019 Silverado 1500
Mileage84,120 mi
History6 prior visits
BayBay 2
Priced estimate in about 15 seconds
AI Estimates
Type the complaint in plain English and VehiLoop returns a fully priced estimate using live PartsTech parts, book labor times, and your shop's markup matrix so your advisor hands over a quote before the customer finishes the intake form.
- Live parts pricing built in
- Your markup matrix applied
- Line-item approve or decline
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 an inbound call again
AI Receptionist
VehiLoop's AI receptionist answers calls and texts on your existing shop number, captures the vehicle and complaint, and books a real slot on your calendar while your team focuses on the cars already in the bays.
- Works on your own 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
Live status updates without the calls
Customer Texting
Customers get a live status link and automatic text updates at each step of their service so they stop calling to check in and you stop interrupting a lube to answer the same question.
- Unlimited two-way texting
- Live job status page per car
- Texts at every step automatically
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.
Collect payment and close the job
Payments
When the job is done, VehiLoop sends the invoice and collects payment through Stripe with no per-invoice fees. QuickBooks syncs automatically so the books stay current without a second system.
- Stripe payments included
- QuickBooks invoice sync
- No per-invoice fees ever
InvoiceOPEN
RO-4471$684.20
MethodCard · your own Stripe account
FeesNo per-invoice fee
BooksSynced to QuickBooks
Questions shops ask.
Straight answers about lube shop software.
What is lube shop software and do I actually need it?
Lube shop software manages the full workflow of a fast-service shop from vehicle check-in and service history through estimates, approvals, and payment collection. If your team is retyping job info between steps, chasing paper notes, or missing calls during a rush, a connected system like VehiLoop closes those gaps without adding more complexity to your day.
Does VehiLoop work for a high-volume quick-lube operation?
Yes. VehiLoop is built around speed at every step. Camera scan check-in pulls the vehicle record in seconds, the AI estimate engine returns a priced quote in about 15 seconds, and automatic SMS updates keep customers informed without interrupting the bay. The job board gives you a live view of every car and its next step so nothing sits idle.
How much does VehiLoop cost for a lube shop?
VehiLoop is flat priced at $200 per month with every feature included. There are no per-seat fees, no per-invoice fees, and no add-ons required to unlock texting, estimates, or the AI receptionist. A multi-location discount is available if you operate more than one lube shop.
Is there a free trial or guarantee if it does not work for my shop?
VehiLoop includes a 30-day money-back guarantee. Setup and data migration are free, and VehiLoop can run alongside your existing system during the transition so nothing gets ripped out before you are ready. If you decide it is not the right fit within 30 days, your data is migrated back at no cost.
Can my lube shop run VehiLoop from a phone or tablet?
Yes. VehiLoop includes a full mobile app that covers the entire shop workflow including check-in, estimates, parts ordering, customer texting, invoices, and payment collection. It is not a limited companion app; it is the same platform available on any device.
How long does it take to get my lube shop set up on VehiLoop?
Setup and migration are free and VehiLoop is designed to run alongside your current system during onboarding so there is no forced cutover. Your historical data moves over without manual rekeying and your team can start with the features that matter most to your shop first.