Processing a Vehicle Inspection Estimates (VIEs) in Your Trial

VIE in Garage Hive allows you to manage and monitor your upsell, additional authorisation, and estimates across all of your service staff. VIEs are created by confirming a checklist, such as a vehicle  Inspection Checklist⁠  or Quality Control Checklist.

Create a VIE from a Checklist Template

To create a vehicle inspection estimate from a checklist template:
    Click on Checklists from the navigation menu, and select +New. You can choose to link the checklist with a jobsheet or not.
    From the Template Code field, select the type of checklist you want to create.

Carry Out the Vehicle Checks from the Checklist Template

    The checklist template created has fields to be filled according to the actual checks on the vehicle.
    For each field, there are color codes to indicate the level of priority required (refer to the color key).

    Besides every color code, you can add a comment.

Confirm the Checklist to Create a Vehicle Inspection Estimate

After completing the vehicle checks, the checklist is now ready for the next stage:
    Click on Home from the menu bar and select Confirm.
    You will receive a prompt asking if you want to create a vehicle inspection estimate; click Yes.
Tip: After confirming the checklist, change the Process Status on the checklist to Completed to archive the checklist card.

Add Items and Labour to the Vehicle Inspection Estimate and Change Status

From the Role Centre, you can check the status tiles of the vehicle inspection estimate.
After creating a VIE from the checklist, the status is Awaiting Action, which gives the service advisor an alert to take action:

    Click on the Awaiting Action tile to open the VIE list, and select the VIE to work on.
    Add items and labor to the VIE according to the checks performed.
    Change the VIE Status to Awaiting Authorization from the customer, which moves it from the Awaiting Action to Awaiting Authorization tile.
    If you click on any amount under the Totals Including VAT that is below the vehicle inspection estimate lines.
    A pop-up window appears that shows the Document Total, Price Calculation, Jobsheet Value (Current) totals, Customer Authorized totals, Customer Unauthorized totals, and Combined Total (Authorized).

Add Customer Authorization and Copy the Authorized Lines to Jobsheet

You've already communicated with the customer and been advised on what work needs to be done at this point. The following step is to approve the document lines. There are two methods for authorizing the document lines:
    The first is from the document lines:
  • Scroll to the right on the document until you reach the Customer Authorized column. Tick all of the lines that the customer has approved.
  • From the menu bar, select Home and then Copy Authorized Lines to Jobsheet. You have the option of creating a new Jobsheet or merging it with an existing one; you can do either, depending on your preferences.
    Alternatively, from the group items where the document lines have been added:
  • Scroll up to the section Group Items (see  Grouping document lines ), where the groups have already been created.
  • Select the group items that have been approved from the Customer Authorized column. When a group is checked, all document lines within that group are approved. A single document line that is already part of a group cannot be separately authorized.
  • From the menu bar, select Home and then Copy Authorized Lines to Jobsheet.
  • Select the document to copy to from the page that appears, then click OK.
  • You will be prompted, 'Do you want to copy comments related to the current VIE?' ** Select Yes to copy the comments to the job sheet.
  • Press the Ctrl key on your keyboard to select all of the comments to copy to the Jobsheet, then click OK.
  • This will add the selected lines and comments to the selected Jobsheet.

Note: The VIE is marked complete and archived after all the lines are approved. However, you can change the VIE status to complete to archive the unapproved lines.


Globe with Meridians English (UK, IE, IM and IZ). To find documentation in other regions where Garage Hive operates, click  here.