Workshop management software built for mechanics, by someone who understands workshop operations. WorkshopFlow replaces spreadsheets and guesswork with real-time visibility into your inventory, fuel consumption, machine costs, and service history.
Head over to Releases and download the latest WorkshopFlow-Setup-vX.X.X.exe installer. Run it and follow the prompts — no technical knowledge required.
| Type | Use Case |
|---|---|
| Standalone | Single PC, local SQLite database |
| Full | Server PC with MariaDB for multi-user access |
| Client | Additional PCs connecting to an existing server |
| Update | Upgrade an existing installation (preserves your data) |
WorkshopFlow includes a 14-day free trial with full functionality. No credit card required — just install and start working.
After the trial, choose a plan that fits your workshop:
| Plan | Price | Machines | Best For |
|---|---|---|---|
| Basic | R499/user/month | Up to 5 | Small workshops, 1–2 mechanics |
| Pro | R899/user/month | Up to 15 | Growing workshops needing fuel & lubricant tracking |
| Enterprise | R699/user/month (min 5 users) | Up to 50 | Large operations and fleet management |
Everything you need to run a well-organized workshop:
- Real-time inventory management — receive, issue, and track stock across all categories (Parts, Consumables, Filters, Lubricants)
- Low-stock alerts with reorder thresholds and preferred quantities
- Picking slips and requisition documents with audit trail
- Machine registration — log year, make, model, VIN, serial, and assigned mechanic
- Machine cost reports — see exactly what each machine costs you over any date range
- Supplier management — track contacts, areas, and link suppliers to items
- Mechanic management — assign personnel to machines and track who issued what
- PDF reporting — reorder lists, stock movement reports, issue reports by person
- Stock code and part number tracking for quick identification
- Single-PC (SQLite) or multi-user (MariaDB) deployment
Everything in Basic, plus the tools to track every drop and every rand:
- Fuel management — tank-level tracking with opening/closing balances and meter validation
- Weighted average fuel costing — accurate cost-per-litre across multiple purchases
- Fuel flow reports — full balance reconciliation with running totals per tank
- Oil and lubricant tracking — issue and return tracking per machine, per person
- Oil stock management — starting balances, purchase history, and consumption reports
- Grease service logging — record maintenance events by machine and person
- Serialized oil container tracking — trace individual containers from receipt to issue
- Oil issue PDF documents — professional documentation for every lubricant transaction
- Live total diesel stock monitoring — see your total fuel position across all tanks at a glance
Everything in Pro, plus advanced fleet and asset management:
- Full fleet management — comprehensive vehicle lifecycle tracking and cost analysis
- Tool issue and return tracking — know who has what, with checkout/return history
- Service records — schedule and log services with reading-based intervals (hours/km)
- Hours and usage tracking — monitor machine utilisation for maintenance planning
- External API integration — bidirectional sync with any REST accounting system (Manager.io, Sage, Xero, QuickBooks, and more)
- Priority support — dedicated assistance for mission-critical operations
Purchase your license through the in-app purchase link. Your license key will be emailed along with your invoice.
- Receive, issue, and track stock across categories (Parts, Consumables, Filters, Lubricants)
- Stock codes for quick identification
- Low-stock alerts and reorder thresholds
- Full movement history with audit trail
- Log parts, fuel, oil, grease, and tool usage per machine
- Weighted average fuel costing with tank management
- Cost breakdown by machine over any date range
- Spot machines with abnormal consumption before failures happen
- Tank-level tracking with opening/closing balances
- Meter reading validation
- Flow rate monitoring
- Per-machine fuel cost reporting
- Machine cost analysis (daily, weekly, monthly, custom)
- Stock movement reports
- Fuel flow reports with balance reconciliation
- Picking slips and requisition documents
- PDF export for all reports
- MariaDB backend for networked workshops
- SQLite option for single-PC setups
- Automatic database backups on version upgrades
Connect WorkshopFlow to your accounting or ERP system for automatic stock cost and quantity synchronisation:
- Works with any JSON REST API — Manager.io, Sage, Xero, QuickBooks, and custom systems
- Configurable authentication: Basic, Bearer token, or API Key header
- Fully user-mappable JSON field names (no hardcoded field assumptions)
- Pull prices and quantities from the accounting system on startup or on demand
- Push new stock items and quantity adjustments back to the accounting system automatically
- All sync activity is logged to a built-in audit trail
- API-sourced costs displayed in blue in the Stock view for at-a-glance identification
- Optional JSON request body template with
{placeholder}substitution for custom APIs
- Windows 10 or later
- 4 GB RAM (minimum)
- 500 MB disk space
- Network connection (for multi-user mode)
For questions, licensing, or technical support, contact us through the details provided in the application's About section.
Copyright © WorkshopFlow. All rights reserved.
WorkshopFlow is proprietary software distributed under an End-User License Agreement (EULA). See LICENSE.TXT for full terms.