4. EstVis Software Main Components
Overview of the three core EstVis applications – Desktop Server, Workflow and Mobile Apps – and how they work together in a bodyshop environment.
This article introduces the main software components of EstVis and explains how they interact in a collision-repair bodyshop. Use this page as a high-level guide to decide which component you need to install, who should use each application and how data flows between them.
At a glance
- Desktop Server – the local server that stores and manages all shop data.
- Workflow – the primary Windows application and electronic dashboard used by managers, estimators and shop staff.
- Mobile apps for iOS and Android – mobile clients for photo documentation, scanning and quick in-shop actions.
Desktop Server, Workflow app and Mobile clients differences
- Workflow (Windows)
- Primary management UI: buckets, case lists, estimates, payrolls, advanced reporting and integrations.
- Best for planning, admin tasks, and bulk operations.
- Mobile app (iOS/Android)
- Focused on data capture at the vehicle and customer-facing tasks: photos, scans, signatures, parts transfers, and quick messages.
- Limited advanced management and reporting features – those remain in Workflow.
- Desktop Server (Windows)
- The single authoritative data server. All mobile and Workflow clients depend on it for data storage and synchronization.
This page is a brief overview. Follow the links above for full documentation and installation/configuration guides for each component.
1. Desktop Server (summary)
Purpose and responsibilities:
- Acts as a local server on a Windows machine and stores all critical and personal bodyshop data locally (cases, customers, vehicles, photos, invoices, work authorizations, payrolls, parts history, etc.).
- Provides data access to multiple clients (Workflow and mobile apps) across the local network or through configured external access.
- Runs in the background with autorun enabled after initial installation and configuration.
Key points:
- Only one Desktop Server is deployed per bodyshop. All Workflow and mobile clients connect to that single instance.
- Local storage design allows continuous work even if the Internet is disconnected.
- Desktop Server rarely needs day-to-day interaction after installation – most work happens in client apps.
Because Desktop Server stores your shop's critical data locally, plan backups and secure access. Do not rely on a single unmanaged machine without backup and access control.
Useful notes:
- For remote or external client access, configure secure network access (VPN or approved network settings) and limit administrative credentials to trusted personnel.
- Desktop Server may include a Proxy Agent utility to facilitate external connections when required.
2. Workflow (summary)
Purpose and responsibilities:
- Main Windows application used daily for case management, scheduling, parts and invoice processing, payrolls, KPI reporting and integrations (Mitchell®, CCC ONE®, Audatex®, QuickBooks®, Launch Scanner, etc.).
- Presents the electronic workflow using customizable buckets, case cards, case detail tabs (photos, estimate, parts, invoices, history) and management tools.
- Access and the availability of specific interfaces depend on the roles assigned to the logged-in user.
Primary capabilities:
- Organize and monitor work orders (cases) through buckets representing repair stages.
- Assign staff to cases, create tasks and track acknowledgements and progress.
- Manage estimates (import from estimating systems), sublet labors, parts ordering and inventory and invoice posting.
- Scan and attach invoices and parts receipts (via mobile app) and post them to case folders.
- Generate payrolls and reports; integrate with QuickBooks for accounting synchronization.
- Communicate in-shop via built-in messenger and automated customer notifications (work authorization requests, status updates, photo requests).
Who typically uses Workflow:
- Shop managers and owners – overview, KPI, accounting actions and exports.
- Estimators – estimates, supplements, photo documentation review and insurance communications.
- Advisors and administrators – case lifecycle, scheduling and customer notifications.
3. Mobile apps for iOS and Android (summary)
Purpose and responsibilities:
- Provide field and shop-floor operations: guided photo documentation, VIN and DRL scanning, QR code parts transfers and invoice scanning with recognition.
- Allow technicians and advisors to capture and upload documentation directly to the Desktop Server via network or configured external access.
- Support remote customer workflows: customers can receive links to sign Work Authorization and upload damage photos.
Key features:
- Photo templates and guided steps for insurance-compliant documentation.
- VIN and DRL recognition to populate vehicle data automatically.
- Invoice scanning that saves images to the correct case folder and enables automatic recognition in Workflow.
- Parts transfer using QR codes scanned from a smartphone.
Mobile apps partially duplicate Workflow features but are optimized for capture and quick in-shop actions. They require connectivity to the Desktop Server to sync changes.
How the components work together
- Desktop Server stores the canonical copy of all data. Workflow and mobile clients connect to it to read and write case information.
- Only one Desktop Server per shop; an unlimited number of Workflow and mobile instances may connect (each instance uses individual user credentials and role-based access).
- Clients can connect over the local area network or over the Internet when secure access is configured.
- Typical flow: Insurance assignment or manual case creation → Customer notified and asked to upload photos/sign WA → Estimator reviews in Workflow and assigns employees → Parts pre-ordered → Parts received and posted via mobile app → Scheduling and final invoicing.
Because clients depend on Desktop Server availability, ensure the Desktop Server machine is stable, regularly backed up and secured with restricted administrative access.
Recommended deployment and responsibilities
- Desktop Server: install on a stable Windows PC or server with reliable power and local backups. Enable autorun so it restarts after reboots.
- Workflow: install on office/shop computers used by managers, estimators, CSR and other staff. Assign user accounts per person and configure role permissions.
- Mobile apps: install on bodytechs, painters, mechanics, as well as managers, estimators, QI and other staff smartphones/tablets used for photo and invoice capture, cases and work orders management.
- Network and security: use secure network configuration or VPN for external access. Limit manager credentials and keep the Desktop Server OS and antivirus up to date.
Quick checklist before going live:
- Install Desktop Server and verify it is running in the background with autorun.
- Create manager and staff user accounts in Workflow; configure roles and permissions.
- Install Workflow on primary workstations and sign-in with assigned credentials.
- Install mobile apps on devices and test VIN/DRL scanning, photo taking/uploading and invoice scanning.
- Configure integrations used by your shop (Mitchell, CCC ONE, QuickBooks) via the settings interface.
Common scenarios (short examples)
- Incoming insurance assignment: EstVis imports the assignment – a case is created automatically; the customer receives a request for damage photos and to sign the Work Authorization remotely.
- Parts pre-ordering: When customer uploads photos and WA is signed, estimator can pre-order parts; incoming invoices are scanned via mobile and posted in the corresponding case.
- In-shop transfer: Technician scans a QR code to transfer a part to another employee; transfer history is recorded and visible in Workflow.
For technical assistance, email support@estvis.com.