CRM systems for car shops

The automotive aftermarket is changing rapidly: competition is growing, the range is expanding, and customers expect impeccable service and instant selection of parts. No driver can imagine life without a car. When a car breaks down, every minute of waiting for repair is discomfort, frustrated plans and missed opportunities. Therefore, car shop owners who rely on outdated management methods risk losing ground.

AVADA MEDIA offers a modern approach – automation of all key processes: from the instant selection of spare parts by VIN code to warehouse and financial management. The development  of a CRM system for a car shop allows not only to optimize business processes, but also to bring customer service to a new level, providing the speed and accuracy that the modern market demands.

A CRM system for a car shop is a powerful tool that allows you to automate and optimize all business processes related to the sale of auto parts, consumables for cars and car accessories. This software solution can significantly simplify customer accounting, sales management, warehouse and logistics. In addition, CRM for an auto parts store includes a program for selecting spare parts by the car’s VIN code, managing balances, orders, and communication with customers. This is an effective way to reduce routine tasks and speed up customer service.

Managing a car shop is associated with the daily coordination of a large number of variables: goods, suppliers, warehouses, customers, service. All this gives rise to a number of systemic problems that hinder growth and reduce the profitability of the business.

• Information about balances, sales, customers and deliveries is stored in different sources – Excel spreadsheets, notebooks, instant messengers. This leads to mess, errors, duplication of processes and loss of information.
• The warehouse often turns into a “black box”: it is impossible to accurately track the turnover of spare parts, reserves, current balances or the need for additional orders. Because of this, there are undersales or costs for unnecessary purchases.
• Managers spend a lot of time on routine tasks: processing orders, searching for the right parts, checking the availability of goods, coordinating with customers. All this instead of focusing on sales and service.
• It is difficult to store purchase history, keep in touch with customers, timely remind about the need for maintenance or replacement of consumables.
• When a business grows, manual control becomes a brake. Opening new points of sale or an online store without a digital platform will require an increase in staff, creating additional costs and risks.
• Management decisions are made intuitively, not based on data. There is no understanding of which products are the most profitable, which customers generate the most profit, and which suppliers are better to work with.

Developing an effective management system is an investment, not a cost, because it gives the business many advantages.

• Quick selection of spare parts by VIN code online reduces the likelihood of errors when selling.
• Effective warehouse management allows you to control balances and automatically generate orders. The program for accounting for auto parts provides accurate control of goods, avoids shortages and surpluses.
• Fast customer service, thanks to the preservation of purchase history and prompt access to information.
• Automation of financial accounting provides control of expenses, profits and convenient analytics.
• Simplified logistics and expanded sales opportunities thanks to integration with suppliers and marketplaces.
• Increasing the efficiency and profitability of the auto shop by automating routine tasks.
• A personalized approach and quick response to customer requests increase customer loyalty and trust.
• Increase sales, thanks to analytics that indicate the most profitable areas and help optimize marketing campaigns.
• The ability to track key business indicators and make informed decisions thanks to automatic reporting in real time.
• Saving time and costs – automating the auto shop certainly reduces the need for personnel and minimizes errors that cannot be avoided with manual data processing.

If the number of orders grows, it takes a lot of time to manually search for auto parts, and errors often occur in orders and inventory management – you critically need a program for accounting for goods in an auto parts store. You should also order it if you want to increase employee productivity and responsibility, reduce costs, increase customer loyalty, or make more informed business decisions. Your own CRM is a strategic tool for business growth.

A CRM system for a car shop is not only a digital tool for accounting for goods or customers. It can become the center of management of the entire business, reflect the logic of your internal processes, the type of customers, the specifics of the product range and strategic goals. To create an effective, really useful CRM that not only duplicates Excel, but strengthens your company, you need to determine its functionality as accurately as possible. features that are mandatory for any auto shop, as well as custom modules that are customizable to the specifics of your particular format.

Basic functionality of the program for a car shop

In the basic CRM for auto shops , there is not a universal set of options, but a vital infrastructure for stable growth. That is, the minimum that provides control over business processes and allows you to scale without chaos and global changes in software.

Work with the product range and warehouse

In auto stores, the assortment often includes thousands, and sometimes tens of thousands of items, with crosses, analogues, various articles and dependence on car models. Therefore, CRM should have a powerful commodity accounting module for:

• centralized assortment management – creating, editing and structuring items and articles, adding photos, technical characteristics, linking products to certain models or types of cars;
• real-time accounting of stock balances with synchronization between physical outlets, online store and wholesale channels;
• support for multi-warehouse with movement control;
• automatic write-off or reservation of goods after placing an order.

Order and Sales Management

CRM can take care of the entire cycle of working with an order: from the moment of registration to its closure, including possible returns or exchanges. This involves:

• automatic creation of orders and status updates;
• appointment of a responsible manager;
• creation of documentation and fiscal receipts;
• integration with delivery systems – for example, Nova Poshta or Meest – for tracking parcels and generating consignment notes;
• centralized processing of orders coming from different channels: a physical store, an online store, phone calls, or even through an API from marketplaces.

Working with the customer base

A modern CRM for an automotive parts store is a full-fledged knowledge base about each customer, and not just a list of phone numbers. In it, you can:

• collect the history of all orders, calls, chats;
• segment customers according to various criteria: type of purchase (wholesale or retail), region, average check, frequency of purchases, etc.;
• receive automatic prompts when it is better to contact the customer for a repeat purchase;
• offer personalized discounts;
• launch trigger campaigns with email and SMS campaigns.

Integration with payment and accounting systems

CRM can integrate with accounting software, fiscalization and online payment systems to reduce dependence on the human factor and make the business more predictable. This allows you to:

• automate payment, generation of acts, invoices, invoices, control of receivables;
• synchronize all financial transactions with internal analytics;
• generate clear reports for management – on turnover, profitability of goods, efficiency of sales channels.

Differentiation of access rights

For auto shops with several points or a branched structure, it is important to configure access rights. A custom CRM can:

• limit functionality depending on the role of the employee: managers see only their customers, operators see only order processing, and management sees full analytics;
• control user actions, log all actions in the system for transparency and security;
• securely store data and set up backups.

Analytics & Business Insights

A modern CRM system for a car shop can not only store and structure data, but also turn this data into valuable business insights. This allows the owner or manager to see what and why is happening in the company right now, and what it affects. With such software, next is possible:

• automatically collect and visualize key metrics: sales volume, average check, order conversion, repeat purchase frequency, product margins, customer acquisition channel effectiveness, etc.;
• record the dynamics of stock balances, the terms of sale of goods;
• make demand forecasts based on seasonality or customer behavior;
• generate comparative reports for periods for more in-depth analysis;
• segment data by stores, managers, or product groups;
• signal critical points – for example, a drop in conversion, too high stocks of certain product items, or an increase in the number of returns.

It is also possible to connect custom dashboards with KPIs for different levels of staff: the owner sees the strategic picture, the sales manager sees the team’s effectiveness, and the manager sees his own goals and achievements.

Custom modules of the program for auto shop

Each auto store has its own direction and format of trade – retail, wholesale, marketplace or service center. One works with a narrow segment – for example, spare parts for trucks or premium brands, and the other – with a mass assortment of auto chemicals or accessories. That is why, in addition to the basic functionality, it is desirable to adapt CRM to a specific business model.

CRM for auto shops with spare parts

For a store management program with spare parts for cars, trucks and special equipment, you need the following functions:

• integration with databases such as TecDoc, Autodoc, Exist, which allows you to automatically update information about products, crosses, compatibility with cars;
• a mechanism for selecting analogues instead of manual search and a visual compatibility system;
• formation of commercial offers for B2B clients;
• automatic processing of suppliers’ price lists – even if there are several of them, and each has its own Excel or API structure, the system can automatically analyze margins, form the optimal price and update it in the online store.

CRM for a store of auto chemicals, accessories and electronics

In such stores, the visual component and purchase motivation systems play a key role. Here you can implement quite useful features:

• dynamic discounts, upsell algorithms – for example, if you bought a washer, offer a scraper;
• flexible management of promotional campaigns;
• sale of kits and sets: for example, a winter care kit, or a “beginner’s kit” of auto accessories sold as one product.

CRM for tire centers

The sale of tires and wheels is a separate area of trade in automotive products. It requires the following CRM features:

• advanced filters: selection by parameters (width, diameter, height, season, manufacturer, etc.);
• integration with tire fitting to book services;
• accounting for seasonal storage of customer tires, automatic reminders for replacement.

CRM for Wholesale Suppliers and Distributors

If your auto shop operates in the B2B segment, you can implement the following in CRM:

• dealer accounts with personal purchase conditions, deferred orders, prices and limits;
• multi-level system of discounts and control of receivables;
• integration with fulfillment services and export of XML/YML/JSON feeds for dropshippers.

Not sure which modules to choose? We help you go through the entire path  of automation of an auto parts store – from idea to implementation. Together with you, we will form an effective digital ecosystem for your auto shop, which will reduce costs, increase the speed of order processing and improve customer experience.

There are many ready-made CRM systems for auto stores on the market, which promise a quick launch and universal functionality. However, for an automotive business working with a huge product range, complex logistics, technical advice and after-sales service, a standard tool is usually not enough. Here are some key reasons why ordering a CRM system for a car shop is the most reasonable solution.

Maximum adaptation to business processes

Ready-made CRMs force businesses to adapt to common patterns. An individual system – on the contrary, adapts to your store, the specifics of the product (spare parts, auto chemicals, accessories), storage features in the warehouse, procurement cycles, interaction with customers, etc.

Flexible integration with other systems

You may already have an online store, a warehouse program, accounting, or marketplace accounts. An individual CRM can be integrated with any internal or third-party services – marketplace APIs, 1C modules, loyalty programs, etc.

Development prospects

It is not always possible to add new functions to the ready-made software. At the same time, your own program can develop along with the business: you can add points of sale, new areas (for example, car dismantling, tire fitting, trade-in), cash register modules, mobile applications or AI analytics.

Reliability of the security system

Unlike a custom CRM, standard solutions do not always allow you to implement a multi-level access system: differentiation of rights by roles, logging of activities, protection against leakage of the customer database or commercial information. Such options are limited or require additional paid modules.

Ownership and stability

With an individual CRM, you get full ownership of it: no monthly payments, no surcharges for each user, no risk of disconnecting or shutting down the platform.

Interface and UX for your team

The interface is developed based on real scenarios of your managers, warehouse, and marketers. Nothing superfluous, just something that speeds up your business processes. This significantly reduces the time for staff training and minimizes errors.

And, finally, a unique CRM is a technological advantage that is difficult for competitors to replicate. It enhances the speed of service, the accuracy of recommendations, team efficiency, and customer loyalty.

CRM is not only an auto parts store accounting program, but a multifunctional assistant that takes on many tasks. Therefore, creating a high-quality program requires some time and experience, as well as a professional and consistent approach, where each stage is important.

1. Analysis of business and needs

At the first stage, analysts conduct a study of the specifics of the auto shop: what brands and models of cars are serviced, which categories of spare parts are the most popular, how logistics is organized. They analyze the main problems in the selection and sale of parts, identifying key business processes that require automation: selection of auto parts by VIN code of the car, management of warehouse balances of rare parts, etc.

2. Terms of reference

Based on the analysis, a detailed technical specification is developed, which describes all the functions and requirements for the software product, including warehouse management automation, integration with supplier databases and online sales platforms. They determine how the selection of spare parts by vin code online will be implemented, whether integration with manufacturers’ catalogs, accounting and payment systems, delivery services is needed, and how it will work A program for the selection of spare parts for American cars.

3. Design and prototyping

At this stage, the CRM structure is developed, determining the links between modules, the logic of selecting spare parts, and the process of processing orders. Next, with the help of Moqups, Figma, Adobe XD, a prototype is created that allows you to visualize the interface and functionality in order to test the program for an auto parts store even before its development begins. The prototype is shown to the customer and adjustments are made based on the feedback.

4. UI/UX design development

Designers develop a unique interface for the management system that matches the visual style of your auto shop and takes into account the needs of sales and purchasing, warehouse and logistics managers, especially when working with a large amount of visual information (photos of spare parts, car diagrams). Particular attention is paid to the visualization of data on warehouse balances, orders, customers, so that the information is easily perceived and analyzed.

UI/UX design is developed taking into account the ease of use on different devices: computers, tablets, smartphones, because managers can work with the system both in the store and on the road.

5. Creating program code

Programmers create code for the implementation of the server and client parts of CRM, as well as API integration for synchronization with external databases. For the frontend, that is, the user interface, modern programming languages, libraries, and frameworks are used: React, Angular, Vue.js, JavaScript, TypeScript.

For the server side of the system, Node.js, Python, Java, PostgreSQL, MySQL, MongoDB databases, as well as Docker, Kubernetes, Git tools are used. These technologies allow you to create a reliable and scalable backend that provides fast and secure processing of large amounts of data, integration with spare parts catalogs, and work with VIN codes.

6. Testing

QA engineers test the functionality, performance, security, and usability of the system. They check how the system copes with a large number of requests to search for spare parts, how quickly reports are generated, how accurately the program for selecting spare parts by VIN code works, and whether orders are processed correctly. Particular attention is paid to testing integrations with other services to make sure that data is transmitted correctly.

7. Release and implementation

After successful testing, the CRM system is deployed on the customer’s servers or in a cloud environment, adapted to the needs of the business and tested on the first customers in real conditions of the store. At this stage, staff training must be carried out so that all users can work effectively with the program.

8. Support and development of the project

Constant updating of the system is necessary to adapt it to changes in business, market and new customer requests. Any program for automating an auto parts store needs to optimize the speed of processing requests, expand functionality, and introduce new modules.

Since each project has unique requirements, scope, and business goals, the cost of developing a CRM system for a car shop depends on a number of factors. Key aspects that form the budget:

1. Business scale and number of users.

A system for a small store with one warehouse and several managers will be simpler in architecture than a CRM for a chain of auto stores with centralized logistics and an extensive team. The more users, roles, access rights, and objects (warehouses, points of sale, interaction channels), the more complex the implementation and the higher the budget.

2. Functionality of the program for a car shop.

The price depends on what business logic needs to be implemented. Is the system needed only to keep track of customers and orders, or will it include analytical dashboards, automated logistics, marketing, and after-sales service? Do you need additional integrations and intelligent features such as product recommendations, demand forecasting, dynamic pricing?

3. The need for a custom UI/UX.

Individual interface design with adaptation to employee work scenarios, mobile version, custom control panels – all this requires additional resources for engineering, design and front-end development.

4. Level of automation of business processes.

In general, the more processes you need to automate, the more complex the logic and the greater the number of scenarios. The implementation of each function requires a detailed business analysis and a well-thought-out architecture, that is, more time and effort.

5. Cloud or on-premise infrastructure.

The cost also depends on how the CRM is deployed:

• a cloud solution (SaaS) requires less infrastructure and maintenance costs, but may require a subscription fee for hosting;
• Local installation on the customer’s server requires additional settings, testing, maintenance and increased security requirements.

6. Support, upgrade, and scaling.

When implementing CRM as a long-term tool, you need to take into account the costs that affect the overall budget in the future: technical support, adaptation to changes in the business, expanding functionality, updating dependencies and protection.

7. Speed of implementation.

Urgency always requires more resources. If the project needs to be implemented in a short time, additional specialists can be involved in the development, which also affects the final cost.

AVADA MEDIA provides comprehensive CRM development services for auto shops, creating programs from scratch and scaling existing solutions in accordance with new business needs. Dedicated teams of specialists with deep expertise in automating an online auto parts store and a local auto shop use advanced technologies and methodologies to ensure high performance, reliability and security of programs. A CRM system for a car shop from our developers will allow you to instantly respond to customer needs, find rare spare parts and provide a service that exceeds expectations.

We ensure that your auto parts store software will not only meet your current needs, but also scale with the growth of your business.