Tutorial for shops
Set up your shop workspace and start attaching evidence to VINs
Create a workspace, invite your advisors, route invoices in automatically, and use AI forecasts to turn documented history into approved work.
About 15 minutes · 8 steps
What you'll have at the end
- A verified shop workspace with your team invited
- Invoices landing on the right VIN without extra data entry
- Predictive maintenance forecasts for the vehicles you service
- The ability to add records to passports customers share with you
Step by step
- 1
Create your shop workspace
From the workspace area, choose 'Shop', name it and set your location. The person who creates the workspace becomes the owner and can invite everyone else.
- 2
Work the onboarding checklist
The checklist walks you through vehicles, capture and review. Admins can reorder steps, copy a checklist from another workspace, or reset it when you re-run setup with new staff.
- 3
Invite your team
Send email invites with a role — owner, admin or member. Members can add vehicles and records; admins manage settings, verification and the checklist.
Tip: Invite links expire, so resend if a tech signs up later.
- 4
Add the vehicles you service
Enter VINs individually or as you go. Each one decodes into year/make/model and starts its own evidence timeline with stage, mileage and stock or RO number.
- 5
Route invoices in automatically
Use the workspace forwarding email so your DMS or shop-management system emails a copy of each finished RO. The reader extracts the shop, date, mileage, totals and line items and files it against the VIN.
Tip: CC the forwarding address on the customer's invoice email and capture happens with zero new habits.
- 6
Review the pipeline daily
Open the review queue, confirm or correct the extracted fields, and mark records complete. Confidence scores flag the ones worth a second look.
- 7
Use AI service forecasts
On a vehicle with VIN and mileage, generate a forecast. You get urgency-rated upcoming services and shop-facing talking points you can bring to the customer with the documented history behind it.
- 8
Accept passports customers share with you
When an owner shares their passport with your shop, it appears under 'Passports shared with you'. Verified shops are free, and if the owner allowed it you can upload invoices and inspection reports directly to their vehicle.
Common questions
- How do we get verified?
- Create the workspace and reach out through the contact form. Verified shops can receive owner passports at no charge and appear first in the business directory owners search.
- Does this replace our shop-management system?
- No. 1ownr sits alongside it as the evidence layer: your system runs the job, 1ownr keeps the documented history attached to the VIN so it survives owners, trades and resale.
- Can a customer see everything we upload?
- Yes — anything you add to a shared passport belongs to the owner's vehicle and shows in their activity feed, credited to your shop.
Ready to start?
Creating an account is free, and you can follow along with this tutorial as you go.