Spreadsheets work — until they don't. Lost rows. Conflicting versions. The owner is the only one who knows where everything is. Switching to a real workshop platform is a one-time pain that pays back every week. Here's the 30-day plan we've seen work best.
Week 1 — Set up & get familiar
- Sign up at admin.autodots.io (Auto Basic is free).
- Run the 3-step onboarding wizard.
- Settings → General: name, address, phone, currency, working hours.
- Settings → Service Templates: add your top 5 jobs (oil change, brake pads, periodic service, AC, tyres). Don't do the full menu yet.
- Write 1–2 test estimates for real customers — just to learn the flow.
Week 2 — Customer & vehicle imports
- Export your customer list from your spreadsheet to CSV.
- Export vehicles (registration, make, model, year) similarly.
- Customers → Import. Map columns. Run.
- Spot-check 5–10 records to confirm they look right.
- Run both systems for the week — write each estimate in Autodots and note it in the spreadsheet. You're building muscle memory.
Week 3 — Inventory & staff
- Inventory: add your top 30 SKUs (the parts you sell every week). Skip the long tail.
- Suppliers: add your top 5 with contact info.
- Staff → invite each team member with the right role + permissions (mechanic / receptionist / manager).
- Now staff write estimates directly — receptionist creates, mechanic updates the workboard.
Week 4 — Cut over & close the spreadsheet
- Stop writing in the spreadsheet. Lock it as read-only for reference.
- All estimates & invoices in Autodots only.
- Set up tax rules and the GST/VAT export your accountant needs.
- Add the 3 most useful audiences (Lapsed 3-6 months, VIPs, New < 30 days) so you can run your first reactivation campaign next month.
The biggest mistake: trying to import 5 years of history on day one. Don't. Bring forward customers + vehicles, leave old estimates in the spreadsheet for reference.
After 30 days
You're past the hump. Most shops at this point are 30%+ faster on estimates, never lose a customer record, and start running their first marketing campaign. The Vehicle Passport starts driving repeat visits 6 months later.