Vehicle Wash Detailed Documentation

The Vehicle Wash Add-On helps you manage your vehicle washing business efficiently by allowing you to set up vehicle types and washing plans, handle customer bookings, track the status of each service, and manage payments all in one place.

Demo URL

Introduction

The Vehicle Wash Add-On is a comprehensive management solution designed to streamline the day-to-day operations of a vehicle wash business. It provides a centralized platform to manage vehicle types, washing plans, services, and expense categories through a structured System Setup. Beyond configuration, it offers dedicated modules to manage customers, create and track bookings, process payments, log expenses, and generate financial reports, giving you everything you need to run and monitor your wash business efficiently in one place.

How to Install the Add-On?

To Set Up the Vehicle Wash Add-On, you can follow this link: Setup Add-On.

How to use the Vehicle Wash Add-On?

System Setup

The System Setup section allows you to manage the core reference data used across the system. It contains four subsections accessible from the left sidebar: Vehicle Types, Washing Plans, Wash Services, and Expense Categories.

Vehicle Types

• To create a new vehicle type, click the “Create” button on the Vehicle Types page. Enter the name of the vehicle type and toggle the Is Active switch to set its status. Click “Create” to save it to the system.
• The list displays all vehicle types with columns for Name and Status. Available actions for each record include Edit to modify the vehicle type name or status, and Delete to remove it from the system. Only active vehicle types will appear as options in the vehicle type dropdown when creating or editing a record.

Washing Plans

• To create a new washing plan, click the “Create” button on the Washing Plans page. Enter the plan name, set the price, add an optional description, and toggle the Is Active switch to set its status. Click “Create” to save it to the system.
• The list displays all washing plans with columns for Name, Price, Description, and Status. Available actions for each record include Edit to modify the plan details or status, and Delete to remove it from the system. Only active washing plans will be available for selection when creating or managing a service order.

Wash Services

• To create a new wash service, click the “Create” button on the Wash Services page. Enter the service name, set the price, add an optional description, and toggle the Is Active switch to set its status. Click “Create” to save it to the system.
• The list displays all wash services with columns for Name, Price, and Status. Available actions for each record include Edit to modify the service details or status, and Delete to remove it from the system. Only active wash services will appear as selectable options when configuring or processing a wash order.

Expense Categories

• To create a new expense category, click the “Create” button on the Expense Categories page. Enter the name of the category and toggle the Is Active switch to set its status. Click “Create” to save it to the system.
• The list displays all expense categories with columns for Name and Status. Available actions for each record include Edit to modify the category name or status, and Delete to remove it from the system. Only active expense categories will appear as options in the category dropdown when logging or managing expenses.

Manage Customers

• To create a new customer, click the “Create” button on the Manage Customers page. Enter the customer’s name, email address, and mobile number. Add the customer’s address in the address field to keep location details on record.
• You can also upload a profile avatar by clicking the Browse button and selecting an image from your device. Toggle the Status switch to set the customer as Active or Inactive. Click “Create” to save the record to the system.
• The list page displays all customers with columns for Avatar, Name, Email, Mobile, and Status. The search bar allows you to find specific customers by name or other details. You can also toggle between list view and grid view using the view options at the top right.
• Use the Filters option to narrow down the customer list. Select a status from the Filter by Status dropdown to view Active or Inactive customers. Click Apply to filter the results or Clear to reset the filter and return to the full list.
• Available actions for each record include View to see the complete customer profile, Edit to modify customer information, and Delete to permanently remove the customer record from the system.
• When you click “View” on a customer record, the View Customer page opens displaying the customer’s complete profile, including their name, status, email address, mobile number, and address. Below the profile section, the Booking History table shows all bookings associated with that customer along with the total booking count. The table includes columns for Booking ID, Vehicle Type, Washing Plan, Washed By, Total Amount, Booking Date, Status, and Payment. You can click the View action on any booking entry to open the full details of that specific booking.

Manage Bookings

• To create a new booking, click the “Create” button on the Manage Bookings page. Select the customer and vehicle type from their respective dropdown menus. Choose the booking date and assign the staff member responsible for the wash using the Washed By dropdown.
• Select a Washing Plan from the dropdown, the plan price will populate automatically. Optionally, select any Additional Services to include; the service price will update accordingly. The Total Amount is calculated automatically based on the selected plan and services.
• Set the booking Status (e.g., Pending, In Progress, Completed) and enter the service address in the Address field. You can also add any relevant Notes for the booking. Click “Create” to save the booking to the system.
• The list page displays all bookings with columns for Booking ID, Customer, Vehicle Type, Total Amount, Booking Date, Status, and Payment. The search bar allows you to find specific bookings by booking ID or customer name. You can toggle between list view and grid view, and control the number of records displayed per page.
• Use the Filters option to narrow down the list. Filter by Status (e.g., Pending, In Progress, Completed) and Payment Status (e.g., Paid, Unpaid, Pending) using their respective dropdowns. Click Apply to filter the results or Clear to reset and return to the full list.
• Available actions for each booking record include Status Change to update the current booking status, View to see the complete booking details, Edit to modify booking information, and Delete to remove the booking from the system. For bookings with an Unpaid payment status, a Create Payment action is also available.
• To record a payment, click the Create Payment icon on an unpaid booking. The payment form will pre-fill the Booking Number, Customer Name, and Amount automatically. Select the payment Date, choose the Bank Account from the dropdown, and add an optional Description. You can also upload a Payment Receipt by selecting a file from your device. Click “Create” to save the payment record.

Manage Payments

• The Manage Payments page provides an overview of all payment records linked to bookings. The list displays columns for Booking ID, Customer, Amount, Payment Date, and Payment Status.
• Use the search bar to find specific payment records by booking number or customer name. You can also control the number of records displayed per page using the per page dropdown.
• Use the Filters option to narrow down the list by Payment Status (e.g., Pending, Cleared). Click Apply to filter the results or Clear to reset and return to the full list.
• Payments with a Pending status have three available actions: Approve to confirm and clear the payment, Reject to decline the payment, and Delete to permanently remove the payment record from the system. Payments with a Cleared status have no further actions available, as they have already been processed.

Manage Expenses

• To create a new expense, click the “Create” button on the Manage Expenses page. Enter the Expense Title and specify the Amount. Select the Expense Date using the date picker and choose the appropriate Expense Category from the dropdown.
• Add an optional Description to provide additional context about the expense. You can also upload a Receipt by clicking the Browse button and selecting a file from your device. Click “Create” to save the expense record to the system.
• The list page displays all expenses with columns for Expense Title, Expense Category, Amount, and Expense Date. Use the search bar to find specific expense records and control the number of entries displayed per page using the per page dropdown.
• Use the Filters option to narrow down the list by Expense Category. Click Apply to filter the results or Clear to reset and return to the full list.
• Available actions for each record include Edit to modify the expense details and Delete to permanently remove the expense record from the system.

Manage Reports

• The Reports page allows you to generate and review booking and financial summaries for the business. To generate a report, select the Report Type from the dropdown, either Booking Summary or Revenue Summary, then choose the Period (Monthly, Daily) and set the Date From and Date To range using the date pickers. Click Apply to load the report.
• Booking Summary, The summary section at the top displays five key metrics for the selected period: Total (the overall number of bookings), Pending (bookings awaiting confirmation), In Progress (bookings currently being serviced), Completed (successfully finished bookings), and Cancelled (bookings that were called off within the period).
• The Booking Trend chart provides a visual line graph representation of booking volume over time, broken down by the selected period. This allows you to quickly spot peak and slow periods at a glance.
• The Booking Details table below the chart lists individual booking records that make up the report. It includes columns for Booking Number, Customer, Vehicle Type, Washing Plan, Amount, Date, Status, and Payment. Status and Payment badges are color-coded for quick reference: Completed in green, In Progress in blue, Pending in yellow, Cancelled in red, Paid in green, and Unpaid in red.

• Revenue Summary, The summary section at the top displays four key metrics for the selected period: Total Revenue (payments that have been cleared), Pending Revenue (payments awaiting approval), Unpaid Revenue (amounts not yet collected), and Total Bookings (the total number of bookings within the period).
• The Revenue Trend chart provides a visual bar graph representation of revenue over time, broken down by the selected period. This allows you to quickly identify high and low revenue months at a glance.
• The Revenue Details table below the chart lists the individual booking records that make up the report. It includes columns for Booking Number, Customer, Washing Plan, Amount, Date, and Payment status. Payment statuses are color-coded for quick reference: Paid in green, Pending in yellow, and Unpaid in red.