Estimates typed up by hand
Every oil change quote means pulling up a separate tool, finding labor times, and retyping the same information your tech already captured.
Smarter Oil Change Software with AI Diagnostics
Stop using generic tools. VehiLoop's oil change software is part of an AI OS with OEM-grounded data for instant estimates and diagnostic insights.
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 Oil Change Workflows Break Down
Generic shop tools were not built for the pace of an oil change bay.
Phones interrupt every service
A customer calling to schedule an oil change pulls you off the floor, breaks your focus, and slows down every car in the bay.
Follow-ups that never happen
Declined work and overdue oil changes sit in a spreadsheet nobody touches until the customer disappears to the shop down the street.
Built for Every Step of the Job
Five capabilities from VehiLoop's all-in-one platform, all included at a flat monthly price with no add-ons or per-seat fees.
Priced Oil Change Quotes in Seconds
AI Estimates
Type the complaint in plain English and VehiLoop builds a fully priced estimate using live PartsTech parts, book labor times, and your shop's own markup matrix. No rekeying, no tab-switching.
- Estimate ready in about 15 seconds
- Live parts pricing included
- 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 an Oil Change Call
AI Receptionist
VehiLoop's AI receptionist answers calls and texts on your shop's own number, captures the vehicle and complaint, and books the oil change into a real calendar slot while you stay on the floor.
- Books real calendar slots
- Works on your existing number
- Human handoff anytime
IncomingON YOUR NUMBER
Number(512) 555-0134
Vehicle2019 Silverado 1500
ComplaintSlow crank after sitting
BookedThu 9:30a · Bay 2CONFIRMED
Root Cause Beyond the Oil Light
Diagnostics
When a scan code comes in alongside an oil change, the diagnostic copilot reads your existing scan tool, ranks likely causes with confidence scores, and surfaces the confirming tests your tech needs. OEM-grounded, not guesswork.
- Ranked causes with confidence scores
- OEM-grounded reasoning
- Confirming tests at a glance
DiagnosisRANKING
P0A93P1A0AU0293
12V aux battery92%
Starter solenoid41%
Ground strap18%
Confirm: load-test at rest, then charging voltage.
Bring Back Overdue Oil Change Customers
CRM and Follow-Ups
VehiLoop tracks every customer's service history and lifecycle status. When an oil change interval is overdue or a customer declined a service, the CRM resurfaces them automatically with AI-drafted outreach.
- Declined work resurfacing
- AI-drafted follow-up messages
- Quiet hours and opt-out controls
CustomerDORMANT
Vehicle2017 F-150
Last visit14 months ago
Declined workRear brakes · deferred$412
FOLLOW-UP DRAFTED
Keep Customers Updated Every Step
Two-Way SMS
Customers get a live status page texted to them for every visit. They see when the oil change is in progress, when their car is ready, and can reply directly in one thread your team monitors.
- Live status page per job
- Unlimited two-way texting
- One thread for your whole team
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 oil change software.
Is VehiLoop only for oil changes or a full shop management system?
VehiLoop is a full AI operating system for independent auto repair shops. Oil changes, diagnostics, major repairs, and everything in between all run through the same connected record. Every step from intake through payment is handled in one system, so you are not switching between tools depending on the job type.
How does VehiLoop build an oil change estimate so quickly?
When you enter a complaint in plain English, VehiLoop pulls live parts pricing from PartsTech, applies book labor times, and runs your shop's own markup matrix to produce a fully priced estimate. The whole process takes around 15 seconds. The customer can then approve or decline individual line items by text without calling in.
Can VehiLoop handle scheduling and booking for oil changes automatically?
Yes. The AI receptionist answers calls and texts on your shop's own number, captures the customer's vehicle and service need, and books them into a real calendar slot without anyone on your staff having to pick up the phone. The online booking widget can also be added to your website for self-serve scheduling.
What does it cost and are there any extra fees for texting or invoicing?
VehiLoop is a flat monthly price with every feature included. There are no per-seat fees, no texting add-ons, and no per-invoice fees. Free setup and migration are included, and there is a 30-day money-back guarantee. Pricing is available on request through the contact form on the website.
Do I have to replace everything on day one to get started?
No. VehiLoop runs alongside your existing system during setup so nothing gets ripped out before you are ready. Migration is free, and if for any reason VehiLoop is not the right fit within the first 30 days, your data is migrated back at no cost.
Does the diagnostic copilot work with my current scan tool?
Yes. The diagnostic copilot reads scan codes from your shop's existing scan tool today. It combines those codes with the customer complaint and vehicle history, then ranks likely root causes with confidence scores and the confirming tests your tech should run next. A custom OBD-II scanner is on the roadmap as a future hardware upgrade.