TotalBay Help center
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Getting started with TotalBayTotalBay runs in a web browser on any computer, tablet or phone. There is nothing to install. Sign in at /shop with the owner (admin) password. The shop desk ca…Customer check-inCustomers can check in four ways. All of them create a work order (RO) on the Day board. Web / QR code: the customer scans the shop's QR code or opens the shop'…Drop-off timesCustomers pick when they'll drop the car off. Online check-ins and the phone assistant use the same time slots, so an hour can't be overbooked. Slots are hourly…Day board and Bay balanceThe Day board is the shop's home screen. It shows every open job: checked in, car here or not, estimate sent, approved, parts ordered, ready for pickup. Yellow …Estimates, approval and signingOpen the RO and add lines under Parts and labor, or tap Add canned job. Parts are only priced when the vehicle has a VIN or tag, so the price is for that exact …Phone QuotePhone Quote (left menu) gives a ballpark price range while a customer is on the phone, even with no VIN or tag. Enter year, make, model and the job. TotalBay us…Canned jobs and package pricesA canned job bundles labor, parts and fees so common work goes onto a ticket in one tap. Use one: on the RO tap Add canned job, or pick it in Phone Quote or on …Automatic parts orderingWhen a customer approves an estimate, Mark (the phone assistant) can call your parts stores and order the approved parts. Store order: set your preferred store …Shop supplies orderOrder things for the shop itself, like brake clean, oil by the case or rags, without a work order. Go to Financials Expenses Shop order. Type one item per line …Mark, the phone assistantMark is TotalBay's AI phone assistant (Phone Assistant add-on). He always says he's an automated assistant. Incoming calls Set your shop phone to forward unansw…Towing calls (Mark takes tow requests)For shops that tow. It's off by default. While it's off, Mark marks tow and stranded calls URGENT, gets where the car is and what happened, and says he'll get w…Digital vehicle inspection (DVI)Tech: on the tech screen open the job and tap Start inspection. Mark each item green, yellow or red, take photos or video, and add measurements (pad mm, tread 3…TiresThe tire module is hidden until you turn on Settings Sell tires. Tire stock lives in Inventory. Enter sizes any common way (225/65R17, 2256517, LT245/75R16). Qu…KPIs: car count and average ticketFinancial KPIs shows car count, average ticket, labor and parts per ticket, hours per RO and profit per ticket for today, this week, this month and last month, …Tech payrollFinancial Tech payroll (owner/admin password only). Set each tech's pay type and rate: flat rate (rate hours turned) or hourly (rate clock hours, 1.5 over 40 ho…Fleet accounts and statementsClick Fleet accounts in the left menu, then + New fleet account. Fill in the company, AP email, terms (Due on receipt, Net 15, 30 or 45), credit limit, PO requi…Importing from your old systemSettings has three importers. Each one works the same way: choose the file, check the column matching, Preview (nothing is saved), then Import. Undo last remove…QuickBooks OnlineTotalBay can push invoices, payments and (optionally) expenses to QuickBooks Online. It is one-way: nothing comes back from QuickBooks. It stays hidden until th…Two-step loginEach person turns it on in Settings Two-step login and scans the code with an authenticator app (Google Authenticator, Microsoft Authenticator, Authy, 1Password…Texting and the Twilio backupTotalBay texts customers from your shop's own number through a phone relay app (InfiniReach) on the shop phone, or straight through Twilio. Set it up under Conn…Settings tourSettings is where the owner sets how the shop works. Most sections are owner/admin only. Owner cell for alerts (top): where check-in texts, the daily summary an…Google reviewsOwner: Settings Google reviews Connect Google reviews, then pick your business location. Your star average and new reviews show on the Day board. The owner gets…Invoices and paymentsCar ready, send invoice builds the invoice from the approved estimate and texts/emails the pay link. The odometer is required first. Text pay link resends it. C…Tech checklistThe tech checklist puts a short list of steps on every job line on the tech screen, like Torque left front wheel to spec, Pump brakes before moving car or Reset…Your TotalBay subscription and free trialTotalBay is $249/month per shop (plus any add-ons you choose), with unlimited users. It's month to month: no contract, no setup fee, cancel anytime. Free trial …Getting help from TotalBayUse Contact support (also the ? menu in the shop). Describe the problem and add a screenshot if you can. Your shop, user, page and app version are attached for …
TotalBay Help · Still stuck? Contact support or email [email protected].