Running a busy commercial vehicle workshop means constantly spinning plates – job scheduling, defect tracking, technician coordination, compliance documentation… and that’s just before lunch. The good news? Truckfile takes the chaos and turns it into clarity.
Truckfile’s Workshop Management system is built to simplify the everyday pressures that come with keeping fleets roadworthy and customers happy. Whether you’re managing an in-house workshop or outsourcing jobs to third parties, Truckfile makes every step easier, faster and fully traceable.
Smarter scheduling, smoother days
At the heart of Truckfile’s platform is an intuitive digital dashboard. It gives workshop managers a real-time overview of what’s happening — what’s been done, what’s overdue, and what’s coming next. Job allocation becomes quicker and smarter, with traffic light systems highlighting urgency and technician workloads, so you can prioritise work and avoid bottlenecks.
Technicians also benefit. With Truckfile’s Technician’s App, they can log jobs as they go, record defects, upload photos, and get digital sign-offs — all from a handheld device. No more chasing missing paperwork or deciphering handwriting. Just clean, consistent job records from start to finish.
This digital-first approach doesn’t just save time. It reduces the risk of human error, missed defects and delays, giving managers a complete audit trail without the admin headaches.
Built-in compliance? Sorted.
Compliance is non-negotiable in the transport world — and it can be time-consuming. Truckfile helps you stay one step ahead. Every inspection, repair and sign-off is stored securely online, building a full service history automatically. Need to prove compliance? Everything is already documented, date-stamped, and ready to go.
Truckfile is also a DVSA Earned Recognition validated IT supplier, which means using it can help you stay aligned with the highest standards in the industry.
Keeping everyone in the loop
Clear communication can be the difference between a job well done and a costly mistake. Truckfile improves team collaboration by allowing images, notes, and job updates to be shared between drivers, technicians and fleet managers instantly.
If you’re working with third-party providers, Truckfile has that covered too. The Workshop Web module extends the same functionality to external workshops. You can send digital job sheets directly to external providers, track job status in real-time, and get completed records sent back straight into your system. No emails. No guesswork. No paperwork.
This joined-up approach means everyone – internal teams, suppliers, customers – gets the same clear picture, which is great for building trust and staying on top of SLAs.
Results you can measure
The impact of digital workshop management isn’t just about smoother workflows – it’s also measurable. Companies using Truckfile have reported reduced downtime, better defect reporting and faster issue resolution.
Take Sapphire Vehicle Services, for example. With more than 600 vehicles across 16 sites, they needed a system that could handle complexity without slowing them down. By adopting Truckfile’s digital workshop and fleet management tools, they achieved better visibility, smoother operations, and enhanced compliance – so much so that the system has now been rolled out across every site. According to Sapphire, Truckfile has “revolutionised” the way they manage day-to-day operations.
The bottom line
Truckfile doesn’t just help you manage your workshop — it helps you master it. From job scheduling and technician tracking to compliance and collaboration, it’s everything you need in one powerful, easy-to-use platform.
Because when your workshop runs better, your whole business does too.