Desktop Server

Overview of the EstVis Desktop Server – its purpose, main features, recommendations and common administration tasks.

What is Desktop Server

Desktop Server is the Windows application that acts as your local EstVis server. It stores and operates all the bodyshop data used by other EstVis components:

• cases (work orders),
• customer and vehicle records,
• photo documentation,
• work authorizations,
• invoices,
• parts and payroll information,
• and more.

Desktop Server runs on a single computer in the shop and provides data and services to all Workflow and mobile clients (iOS and Android).

Main purposes

• Keep all critical and personal bodyshop data on a local computer rather than on third-party web servers.
• Provide continuous operation for Workflow and mobile clients even when the Internet connection is intermittent.
• Expose integrations (estimating systems, accounting, OBD scanner, VoIP, etc.) to in-shop apps via a single local endpoint.
• Host photo documentation, work authorization PDFs, scanned invoices and other files in organized case folders.
• Provide a stable, always-available backend for notifications, automatic imports from insurance companies, and scheduled tasks.

Key features

• Local data storage: cases, photos, invoices, estimate imports and other documents.
• Background operation with autorun after Windows restart.
• Integration endpoints for Mitchell®, CCC ONE®, Audatex®, QuickBooks®, Launch Scanner (OBDII), Asterisk® VoIP, and others.
• Secure email sending configuration with option to use a custom outgoing email server and TLS.
• Network address and port binding configurable for local and external access (advanced users only).
• Single-shop deployment: one Desktop Server per bodyshop, many clients supported.
• Logging and diagnostics to help troubleshoot connectivity and import issues.

How Desktop Server fits into EstVis architecture

1. Desktop Server runs on a Windows PC in the shop and stores the entire dataset for that bodyshop.
2. Workflow app (Windows) and mobile apps (iOS/Android) connect to Desktop Server to read and update cases and to upload photos and invoices.
3. External integrations (estimating systems, QuickBooks, Launch Scanner) communicate through Desktop Server for import/export and synchronization.
4. Only the Desktop Server holds the authoritative copy of data; clients are stateless views and editors.

Installation and initial configuration

For step-by-step installation instructions, see Desktop Server installation.

After installation, perform these initial tasks:

• Create staff accounts and additional manager's account if needed, store manager credentials securely.
• Configure network addresses/ports only if you need remote access from outside the local network.
• Set up the custom outgoing email server if you want EstVis to send messages from your domain – enable the custom option and configure TLS as required.
• Enable autorun so Desktop Server restarts automatically after Windows reboots.

Running Desktop Server

• Desktop Server is intended to run 24/7 on a dedicated Windows machine. We recommend a stable PC with an uninterrupted power source or a UPS for resilience.
• If the server machine is rebooted, Desktop Server should start automatically when autorun is enabled.
• Use the service or shortcut provided by the installer to start or stop the server. If you change settings, click Save> in the settings UI to persist the changes.

Network, ports and addresses (administrators)

• Desktop Server binds to one or more IP addresses and ports. These values are editable in the server settings, but changing them is recommended only for advanced users or network administrators.
• Incorrect address/port values can make EstVis clients unable to connect. If you change any network settings, ensure you save them by clicking Save and verify client connectivity.
• When enabling remote access, secure the server with a firewall rule and consider a VPN for remote Workflow clients.

Data security and backups

• All critical and personal data is stored locally on the Desktop Server machine. This improves privacy and allows operation without Internet.
• Implement regular backups of the server database and case folders. We recommend automated daily backups and off-site retention for disaster recovery.
• When configuring email sending, enable TLS if your outgoing mail server supports it to secure customer notifications.

Integrations and advanced settings

Desktop Server is responsible for integrations that require a stable, local endpoint:

• Estimating systems: Mitchell Connect, CCC ONE, Audatex – assignments and estimate imports flow into Workflow via Desktop Server.
• Accounting: QuickBooks integration (invoices and payments sync).
• Launch Scanner (OBDII): diagnostic report imports and association with cases.
• VoIP / Asterisk: incoming call pop with customer and vehicle info.

Advanced settings available in the server interface include outgoing email server configuration, IP/port table, TLS toggle for email, and other network options. These are typically changed only during setup or when adding new integrations.

Maintenance and common admin tasks

• Restarting the Desktop Server service: used when applying updates or after changing core settings.
• Checking logs: consult server logs when imports fail or clients cannot connect.
• Updating the Desktop Server: follow the release notes and apply updates during off-hours.
• Backups & restore: schedule automated backups and maintain off-site copies.
• Changing server address/ports: only for advanced users – verify clients after the change.

Troubleshooting – quick checklist

If Workflow or mobile apps cannot connect to Desktop Server:

1. Ensure Desktop Server is running on the server machine.
2. Verify the server machine has network connectivity and no disk space issues.
3. Check firewall rules and confirm required ports are open.
4. Confirm the IP address and port in client connection settings match the Desktop Server values.
5. Review Desktop Server logs for error messages and timestamps.
6. Restart the Desktop Server service and clients if needed.

If email notifications fail:

• Confirm outgoing mail server settings and enable TLS if required.
• Verify credentials for the outgoing mail server are correct and not blocked.

If estimate imports or integrations fail:

• Check integration credentials and network connectivity to the third-party service.
• Verify that the Desktop Server is reachable and that any required ports are not blocked by the shop firewall.

Recommended best practices

• Use a dedicated, always-on Windows PC for Desktop Server and enable autorun.
• Protect manager credentials and limit administrative access to trusted personnel only.
• Use a UPS and schedule off-hours maintenance and updates.
• Run daily automated backups and periodic test restores.
• Keep network address/port changes limited and documented.

What's next

• Desktop Server installation
• Workflow app overview
• Settings page