Workflow App

Overview and user guide for the EstVis Workflow application – the primary Windows client for daily case management in a bodyshop.

Overview

The Workflow app is the main Windows application EstVis users interact with daily. It provides a visual electronic dashboard for case (repair order) management: buckets that represent repair stages, case cards with quick access to vehicle and customer data, and detailed interfaces for estimates, photo documentation, parts, invoices and payrolls. Workflow connects to your Desktop Server and to EstVis mobile clients to keep all job data synchronized and available to the whole team.

Main concepts and UI elements

• Buckets – configurable columns that represent repair stages (Opportunities, Drop-off, Tear down, Paint, Assembly, Completed, Picked up, etc.). Cases move between buckets as work progresses.
• Case (RO) – a repair order stored on the Desktop Server. Each case contains vehicle and customer data, estimates, photos, invoices, parts and payroll records.
• Case card – compact view of a case inside a bucket. Shows priority, assigned staff, brief estimate status and key icons.
• Case details – expanded view with tabs for Estimate, Photo documentation, Parts, Invoices, Payrolls, Messages, History and other Case details and data.
• Messages – built-in messenger for customer and in-shop communication. Includes tabs for Customer communication, Notes, Messages to staff and Tasks.
• Schedule – calendar view for drop-off and pick-up appointments with color coding for damage level.

Use the main Workflow tab to view buckets and cases, and the search bar to find cases by VIN, RO number, plate, claim number, tag or customer name.

Typical workflow in the app

1. Case creation

   • Cases may be created automatically when assignments or estimates are imported from insurance companies or estimating systems, or manually in Workflow or via the mobile app.
   • When creating a case manually, you can tick the option to send an invite to the customer for remote photo submission and work authorization signing.

2. Intake and initial documentation

   • Request damage photos and a signed Work authorization remotely: EstVis automatically generates a pre-filled PDF and sends a link to the customer.
   • Use the mobile app to scan VIN or driver license to auto-fill vehicle and customer fields.

3. Estimate and planning

   • Imported estimates from Mitchell® Connect, CCC® or Audatex® appear in the Estimate tab on a Case details screen. You can view estimate lines, assign employees to line items, and generate reports.
   • Create parts requests and schedule sublet labor from the same interface.

4. Repairs and photo documentation

   • Follow guided photo templates (preliminary, supplements, estimate-line photos, complete photos) from the mobile app. Photos are uploaded to the case folder on the Desktop Server and automatically assigned descriptions required by insurers.
   • When supplements or new photos are added, related staff receive notifications and the case displays a supplement icon.

5. Parts and invoices

   • Scan invoices via the mobile app; most invoice data is recognized automatically and stored in the case.
   • Parts lists show numbers, descriptions, quantities, prices and totals. Color coding indicates part status: not ordered, expected or received.
   • Transfer parts between employees using QR code scanning and track transfer history in Workflow.

6. Payrolls and closing

   • Payrolls are calculated automatically as a vehicle moves through repair stages. The payroll logic is highly customizable to your shop rules and can be exported or printed.
   • When repairs are complete, prepare final invoices and close the case.

Case management features

• Staff assignment: drag and drop roles (Estimators, Bodytechs, Painters, Auditors, etc.) onto case cards. Assigned staff receive full-screen notifications and must acknowledge assignments.
• Prioritization: set case priority (urgent, high, default). Visual colored frames indicate priority on case cards.
• Tasks and notes: create tasks inside a case, assign responsible staff and track acknowledgements. Save internal notes and optionally send them to external systems (for example, Mitchell RepairCenter when enabled).
• Moving cases: move cases between buckets by drag-and-drop or using the case context menu.
• Duplicate and merge: detect duplicates and merge cases by copying selected data from one case to another.
• Filters and search: filter by estimated completion date, parts status, insurance company, assigned staff, tags and more. Global search works across all cases.

Customer communication and contactless service

• Automated notifications: Workflow sends customers notifications at key stages (when a case is created, when status changes, when parts arrive, when photos or signatures are required). Notification templates are customizable in your company settings on the EstVis website: Settings page.
• Remote damage photos and Work authorization: customers receive step-by-step instructions (and video when configured) and upload photos through a web link. Signed work authorization PDFs are saved automatically into the case folder.
• Messages panel: view and respond to customer messages, save notes for staff, and track tasks. Unread messages are highlighted.

Photo documentation

• Guided templates: use insurer-specific or default templates to guide customers and technicians in required photo sequences.
• Automatic descriptions and formatting: Workflow assigns required descriptions and prepares photos in insurer-friendly formats for submission.
• Storage: all photos are organized in case folders (Preliminary, Supplements, Estimate-line, Complete) on the Desktop Server.

Parts, invoices and inventory control

• Invoice scanning: scan supplier invoices with the mobile app; EstVis recognizes most invoice fields and stores the record in the invoice section of the case.
• Parts workflow: view, order, track expected receipts and mark received items. Color-coded statuses improve visibility.
• Transfers: perform intra-shop parts transfers using QR codes and record full transfer history for audit and manager review.
• QuickBooks integration: optionally upload invoices and payments automatically to QuickBooks for accounting reconciliation.

Payrolls and time tracking

• Automatic payroll calculation: payrolls are generated as the case moves through repair statuses; calculation logic is customizable to reflect shop policies (hour rates, percentage systems, paid hours tracking).
• Payroll management: view payroll records, export to files or print, and track hours paid versus hours left to pay.

Integrations

• Estimating systems: Mitchell Connect, CCC and Audatex imports include estimate lines, part/labor items and assignments.
• Accounting: QuickBooks integration allows invoice and payment sync.
• Launch OBDII Scanner: capture diagnostic data into the case when integrated and configured.
• Other automation: Workflow supports customizable automatic actions and triggers (for example, sending customer offers or generating notifications when defined conditions occur). Configure advanced automation in company account settings on the website.

Mobile apps vs Workflow

• Workflow (Windows): primary desktop interface for managers and office staff. Full access to buckets, case details, estimates, invoices, payrolls and reports.
• Mobile apps (iOS/Android): optimized for techs and field users. Photo documentation, VIN/DRL scanning, invoice and parts scanning, and QR code based parts transfers. Mobile apps sync with Workflow through the Desktop Server.

Security and offline behavior

• Local storage: critical personal and job data is stored on your local Desktop Server, enabling continued operation during Internet outages.
• Access control: user access and interface availability depend on assigned user roles and credentials.

Tips and troubleshooting

• If Workflow cannot connect to the Desktop Server, verify the server PC is powered on and network/firewall rules allow access.
• Use the search bar with partial VIN or customer last name to find cases quickly.
• Enable bucket notifications in Workflow settings to ensure customers are informed on status changes.

What's next

• Getting started
• Workflow Installation
• Company settings on EstVis website