Quoting with Haynes Pro repair data

Summary

A good quote takes time. You look up the standard repair time, work out the labour, find the right parts, and check what else is due. Haynes Pro repair data does most of that for you. You identify the vehicle once, then pull manufacturer repair times, service schedules, and part categories straight into a quote.

This is for whole-job accuracy and speed. Instead of guessing labour hours, you use the manufacturer’s standard time. Instead of missing the service items due, you pull the full schedule.

Prerequisites

• Haynes Pro repair data is enabled for your garage. If you do not see the buttons described below, it is not switched on for your account.
• Your labour rates are set up, so repair times can be costed. See Manage services and pricing.
• Lookups use credits, the same balance the other AI features draw on. Opening a lookup on a vehicle costs 20 credits and covers everything else you pull on that car for a short window, technical drawings included. See How credits are consumed by each feature.

Steps

Identify the vehicle (do this first)

1. Open the vehicle record.
2. Select Identify vehicle for service data. Technicians can also do this from the job card’s Vehicle tab, in the Identification section, or with Identify on the job’s card on the My Jobs board. On a standalone quote, an unidentified vehicle shows “Service data: not identified” with Identify vehicle in place of the Haynes Pro buttons, so you can do it without leaving the quote.
3. Torqueflow matches the vehicle to its exact manufacturer type. If more than one close match is found, you pick the correct one from a short list.
4. If the vehicle has a VIN, the search starts from it. The list then says “These matches come from a photographed VIN. A VIN narrows the choice; check the details before picking.” when the VIN was captured from a phone, or “These matches come from the vehicle’s recorded VIN.” otherwise. A VIN gives you fewer, closer matches. It does not always leave just one.
5. Check the summary before you confirm: engine code, fuel, capacity, power, body and build years. A wrong pick is silent, so compare it with the car. Then select Confirm identity.
6. Once identified, the vehicle is ready for repair-time and service lookups. You only need to do this once per vehicle. To change it later, select Re-identify. It starts on the current pick.

Not sure which one it is? Select Not sure? Ask a technician on the vehicle record or the standalone quote. Add a note saying where the car is and send it. A technician picks the type with the car in front of them, and your screen moves on by itself once it is done. On a quote, the Haynes Pro buttons unlock. See Asking a technician to identify a vehicle.

The VIN is on the VIN plate, the windscreen label and the V5C. To give the search a better start, capture it with a phone first. See Capturing a VIN from your phone.

Identifying needs the Identify vehicles for HaynesPro permission. Owners, managers, service advisors and technicians have it by default. A garage can leave it out of a custom role for staff who should not pick the type. Those staff see Ask a technician to identify it instead. See Roles and Permissions.

Add a repair time to a quote

1. Open a quote in the standalone quote builder, or the quote section of a work order.
2. Select Find repair time.
3. Search for the repair job by name.
4. Pick the job. Torqueflow pulls the manufacturer’s standard repair time and adds it as a labour line, costed at your hourly rate.
5. Adjust the line if you need to, then carry on building the quote.

Pre-build a service quote

1. In the quote builder, select Find service. The Find service schedule window opens.
2. If the vehicle has more than one service regime, pick the one that matches it under Service regime.
3. Some cars decide their own service from how they have been driven. BMWs with Condition Based Servicing and Mercedes-Benz cars with a service indicator (ASSYST) work this way. For these, the window asks Which service is the car asking for? Check the dashboard or service display and choose what it shows, for example Service A or Service B on a Mercedes. Where several items can be done together, as on many BMWs, tick every item the dashboard shows. Then select Next. You are not asked for the mileage or the registration date.
4. For other cars, if Torqueflow asks for the vehicle’s mileage, enter it once. It is saved to the vehicle record, so you are not asked again on the next lookup.
5. The vehicle’s first-registration date fills in automatically from its DVLA record. For the few vehicles where DVLA does not carry it (typically older or imported cars), you are asked to enter it before the schedule can be calculated. That is also saved for next time.
6. Torqueflow pulls the manufacturer’s due-service checklist for that vehicle, including the exact lubricant quantities and any follow-up repairs that are timed.
7. Review the suggested items and add the ones you want. They drop in as quote lines, ready to price.

If a car on the Which service is the car asking for? step actually has a fixed service interval, select This car has a fixed service interval - work it out from the mileage. The window then asks for the mileage and works the service out as it does for any other car. The other way round, if Haynes Pro cannot work out the due service for a car, the window says so and asks you to choose the service it needs. Choosing one inside the same lookup window costs nothing more.

The same question appears wherever you pull a service schedule: a new booking in the scheduler, the service checklist on a work order and the AI assistant.

You can also start this from the vehicle’s service-reminder card. Select Build service quote and the quote builder opens, already set to that vehicle with the service-due step open.

Add parts from the repair data

1. After a repair-time or service lookup, the related manufacturer part categories are offered. Categories the manufacturer treats as must-fit carry an amber Mandatory chip.
2. Nothing is ticked to start with. Tick just the categories you need, or use the Mandatory, All and None buttons to select in bulk. A mandatory chip is a prompt, not a lock; you can still leave one unticked.
3. Each ticked category becomes a part line on the quote. Where a category confidently matches a part in your catalogue, the price fills in. Where it does not, a zero-priced placeholder line is added and the quote shows a “set a price” flag, so an unpriced part cannot slip through to the customer.

Send the quote

Finish and send the quote as normal. See Building and sending standalone quotes for the full quote workflow.

Expected Outcome

• A vehicle identified to its exact manufacturer type, ready for accurate lookups.
• Labour lines based on manufacturer standard repair times, not estimates.
• Service quotes built from the manufacturer’s own schedule, with the right lubricant quantities.
• Part categories pulled straight onto the quote, matched to your catalogue where possible.

Notes

• Identify the vehicle first. Repair-time and service lookups need the vehicle’s manufacturer type, which the identify step sets.
• Lookups on the same vehicle are grouped. The first lookup on a vehicle costs 20 credits and opens a window on that car. Repair times, service schedules, service checklists, part categories and technical drawings are all free inside it, whichever of them opened it. Once the window closes, the next lookup on that car is a fresh 20 credits.
• Identifying a vehicle is free. Only the lookups that follow it cost anything.
• Repair times are the manufacturer’s standard. They are a strong starting point. Adjust a labour line where a specific job warrants it.

Troubleshooting

Problem: I cannot see the Identify vehicle or Find repair time buttons. Cause: Haynes Pro repair data is not enabled for your garage. On a quote, Find repair time and Find service also stay hidden until the vehicle is identified. Fix: Identify the vehicle first. If there is still nothing, this feature is switched on by Torqueflow. Contact us if you would like it enabled.

Problem: The vehicle says “Not identified for service data yet. Someone who can identify vehicles for HaynesPro needs to pick its type.” Cause: Your role does not include Identify vehicles for HaynesPro, so you cannot pick the type yourself. Fix: Select Ask a technician to identify it beside the message. Add a note saying where the car is, then select Send request. The quote moves on by itself once a technician has identified the vehicle, and nothing you have typed is lost. See Asking a technician to identify a vehicle.

Problem: I do not know which service the car is asking for. Cause: The car decides its own service, so Haynes Pro cannot work it out from the mileage. Fix: Look at the dashboard or service display, or ask the technician to check it. Backing out of the window before you confirm the lookup spends nothing.

Problem: The repair-time search does not return a job. Cause: The vehicle may not be identified yet, or the job name does not match. Fix: Identify the vehicle first, then try a broader search term for the repair.

Problem: A part category came in without a price. Cause: No matching part was found in your catalogue, so a placeholder line was added. The quote carries a “set a price” flag until it is dealt with. Fix: Price the line manually, or add the part to your catalogue so it fills in next time.

Problem: I was asked for the vehicle’s registration date. Cause: The DVLA record for that vehicle does not include its first-registration month. This is most common on older or imported vehicles. Fix: Enter the date once. It is saved to the vehicle, and you will not be asked again.