How to Automate Fullbay

A truck in a bay is costing somebody money by the hour

Fullbay runs the floor of a heavy-duty truck and trailer repair shop. Its customers are independent diesel shops, fleet maintenance departments, mobile repair operations and the places that keep fire trucks, farm equipment and RVs on the road.

The unit of work is the service order. It carries the truck, the complaint the driver made, what the technician found, what they did about it, the hours logged against it, the parts fitted, the estimate the customer authorised and the invoice that follows. Almost none of this is retail. The customer is a fleet, the truck is their revenue, and the same three names ring the shop every week.

That is what makes the record matter. A truck in a bay is not idle equipment, it is a load nobody is hauling, and every hour of it shows up on a spreadsheet at the fleet's end. Fullbay is where the shop can say exactly why.

The service advisor spends the day on hold

Turning a wrench is the predictable half of the day.

The other half is a telephone. Ringing three suppliers to find who has a turbo on the shelf this morning, and at what price. Ringing a fleet manager for authorisation on an estimate, because the unit is already stripped and the technician is standing still. Ringing back on Wednesday to say the part is now Thursday. Filing a warranty claim on a component that failed inside its term, on the manufacturer's portal, with the documentation it insists on.

Then the money. An invoice submitted into a fleet's accounts payable system in June and untouched in July, because nobody has logged in to see whether it was approved, queried, or never arrived at all. None of that is repair work, and all of it decides whether the bay pays for itself.

Fullbay

The part, before the truck is opened Availability and price read across your suppliers' own ordering sites, so a unit is not stripped for a repair whose turbo is three weeks out.

Warranty claims followed to paid Each claim watched on the manufacturer's portal until it shows approved, short-paid or stalled, rather than remembered a quarter later.

Invoices tracked past submitted Whether a fleet's payables system approved the invoice or bounced it over a purchase order number, checked while the contact still remembers the job.

Fullbay acts on what the technician wrote down

Fullbay's own automation goes further than most shops switch on.

Preventive maintenance schedules are checked nightly, and a service order is raised for anything due within ten days or already past due, with the customer alerted that the unit is coming up. Text alerts reach customers and staff as work progresses, and two-way texting means the reply lands where the shop can see it. The customer portal lets a fleet contact watch a repair, read the technician's notes, look at the photographs and authorise the work without a call. Service order workflow carries a job from estimate to authorisation to invoice, canned jobs stop a familiar repair being quoted from scratch, and the MOTOR integration brings parts cross-references, labour times and wiring diagrams into the order. A defect reported through Whip Around becomes a service request on its own.

Line those features up and one thing they share stands out. Each fires on something the shop recorded: a meter reading, an inspection, a technician's line on a service order.

The shop did not record whether the supplier down the road has the part on the shelf this morning, what the manufacturer's warranty portal has done with a claim filed in April, or whether the invoice sent into a fleet's payables system was approved or bounced.

A part can be located before the truck is stripped

A shop that can read the supplier's shelf before the tech opens the hood loses far fewer bays to waiting.

Availability checked across your suppliers' own ordering sites at the point the estimate is written, so a unit is not taken apart for a repair whose turbo turns out to be three weeks out. The same part priced at two vendors, so a quiet increase is noticed at the counter and not at month end.

Warranty claims followed on the manufacturer's portal until they read approved, short-paid or stalled, because a claim sitting since April is money the shop has already spent. Invoices tracked into each fleet's payables system until they show approved rather than received, so a rejection over a purchase order number is fixed while the contact still remembers the job. Estimates waiting on authorisation, listed with how long each has sat and which bay it holds. Core returns followed on the supplier's side.

Reading and comparing can run before the doors open. Ordering a part, submitting a claim or telling a fleet manager their truck has slipped again commits money or a relationship, so those wait for a person.

Waiting for a supplier to pick up is not diagnosis

The judgement in a shop is the diagnosis, the price and the conversation with the fleet manager who is having a bad week. Sitting on hold to learn whether a part is on a shelf is not.

WebRun is an AI agent that works a real Chrome browser, signed in as your service advisor is. It opens the supplier's ordering site, the manufacturer's warranty portal or a fleet's payables system alongside Fullbay, reads what is there, and writes the answer back where the shop will see it.

It runs on your schedule in your own private environment, and a workflow can be limited to a named list of sites. You can watch a run and stop it partway. Anything that orders, claims or reaches a customer is drafted and left.

The workflows below are already built, and each one names the sites it opens.