Moritz reached out to their IT vendor and Authorized DocuWare Partner because they have in-depth knowledge about car dealership documentation requirements and their existing dealer software, Reynolds & Reynolds. They provided Moritz with a vision of how they could integrate DocuWare into their current IT landscape, cost-effectively storing electronic documents that were not created in-house with the ability to add them to a repair order or other information packets. Their dealer software’s document management system could not perform this feature.
DocuWare’s functionality, flexibility and price point were influential. Dealerships typically have a high employee turnover rate and Moritz knew that they would constantly be training new employees to use the system, so ease-of-use was critical.
For the Service team, a repair order is created when a customer pulls into the service bay and the Service Advisor begins the paperwork for the scheduled repair. This document follows the car into the repair shop; the mechanic may add other documents such as test results, repair or replace analysis worksheets, or sublet repair invoices. The mechanic signs and dates their work and then passes the packet back to the Service Advisor. The customer signs the repair order when they come to pick up their vehicle.
Once the customer picks up their vehicle, the repair packets are scanned and indexed. DocuWare collects information from the Reynolds & Reynolds print file to help automate indexing. If additional documents need to be added to a repair packet later, they can be electronically “stapled” to the packet.
If a customer pays for the repair, the workflow is complete. For repairs that need to be submitted to the manufacturer or a third-party provider for a warranty or extended warranty payments, documentations is reviewed and submitted electronically.