Manage your jobs, customers, vehicles, quotes and invoices in one place, with an AI assistant that helps take the tedious admin off your hands.
On a computer, the Job Centre puts your jobs on one screen with the open job beside them. The phone has its own layout, with Chat, Jobs, Calendar and To-Do along the bottom.
Talk to Roo and send him photos from your phone. He adds what you tell him to the job, and it’s there on the computer when you get back to the counter.
RobotRoo runs in a web browser on a phone, tablet or computer, so there’s nothing to install. Sign in and your workshop is there.
The core workshop tools you know and use, brought together in one simple, modern system.
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Hey! I’m Roo, see what I can do below.
Send photos of the vehicle details, I’ll add everything to the customer’s account.
Added the 2024 Toyota Hilux, CX47RK, under Coastline Plumbing & Gas with 18,426 km and the VIN plate details. All three photos are filed on the vehicle.
Lightning speed data entry.
Send a supplier invoice or upload a PDF. I’ll create the parts, apply your markup and add everything to the job card.
Added all five parts to the catalogue at invoice cost and onto the job with the standard 35% markup. The invoice photo is already attached to the job.
AI is changing business. Stay ahead of the curve.
Ask me what’s booked in, then book a job the way you’d say it. I make the booking and it appears in the calendar. Effortless.
Next week (26 October–1 November), there’s one booking:
• Tuesday 27 October, all day: Minor service and water pump replacement — JOB-1160. No mechanic assigned.
Booked CX47RK in for a 2-hour service next Tuesday, 27 October, from 9–11am.
For a workshop doing 25 jobs a week, we estimate that’s about 1,000 hours a year: half a full‑time person.
| Who | Tasks | Saved per job | Hours a year |
|---|---|---|---|
| Adviser and office | Booking, invoice story, invoice check, parts, new vehicle and vehicle history | 40 min | 798 h |
| Mechanics | Notes, clock-on and labour line | 9 min | 180 h |
| Whole workshop | 49 min | 978 h |
Booking a job in
5 min1 min
Every job · Booked in 11 s
Mechanic notes
10 min2½ min
Every job · Spoken, not typed
Labour line and clock-on
2 min½ min
Every job · Done in 11 s
Customer story on the invoice
20 min2 min
Every job · Written from the mechanic’s notes
Invoice check before it goes out
10 min< 1 min
Every job · Checked in 8 s
Supplier invoice into parts
10 min< 1 min
1 job in 2 · Roo reads 5 lines in 22 s
New vehicle on file
10 min2 min
1 job in 5 · From three photos in 31 s
Vehicle history lookup
15 min1 min
1 job in 5 · Answered in 19 s
Our estimate, from 25 jobs a week and 48 weeks a year.
I remember every job, so you don’t have to.
Ask me about a vehicle and I read its past jobs for the dates, readings and notes. Nobody has to dig through old job cards.
For EK52PW:
Is Ben clocked off? Just ask.
Mechanics clock on to a job line, or ask me to do it. Timesheets show each mechanic’s time on jobs per day, with corrections and a CSV export.
Added 3 hours labour to the Prado’s service and water pump job, and clocked Ben on to that labour line.
Your workshop deserves an upgrade.
Mechanics hold the mic and talk. I write the note onto the job, word for word.
There’s no paper job card to collect. The service manager doesn’t copy hand-written notes into the computer or have to work out what the mechanic meant.
“Mechanic notes for the Prado. Yes so the water pump was weeping out the weep hole, pink crust all down the front of the block and on the belt. Pulled the fan and the belt off, old pump come off, gasket was cooked too…”
Added your words to the Prado’s mechanic notes as dictated.
Give customers confidence in the work you do.
When customers understand the work you’ve done and why it matters, they see the value in what they’ve paid for. A well-written invoice builds trust, justifies your pricing, strengthens your reputation and gives customers a reason to come back.
Roo turns spoken job notes into polished invoices.
Ben Walker
Mechanic · voice note on JOB-1160
Mechanic notes for the Prado. Yes so the water pump was weeping out the weep hole, pink crust all down the front of the block and on the belt. Pulled the fan and the belt off, old pump come off, gasket was cooked too. Cleaned up the face, new pump and gasket on, torqued her up, chucked a new belt on cause the old one had coolant all over it. Flushed the system, filled it with the Toyota pink premix, bled it, ran it up to temp, no leaks, thermo fans kicking in fine. Started the service while it was in, oil and filter. All good now, just keep an eye on the coolant level for the next week or so.
Ironbark Diesel & Mechanical
TAX INVOICE
JOB-1160
Invoice notes, written by Roo
Water pump replacement and minor service
Water pump replacement and minor service
We found your Prado’s water pump was leaking coolant, leaving pink residue down the front of the engine and on the drive belt. We replaced the pump and gasket, cleaned the sealing surface and fitted a new belt because the old one was covered in coolant.
We flushed the cooling system, refilled it with Toyota pink coolant and bled out the air. We ran the engine up to temperature and found no leaks, with the cooling fans working properly. We also changed the engine oil and filter for your minor service. Keep an eye on the coolant level over the next week or so.
Call or drop in if you’ve got any questions.
Minor service and water pump replacement completed.
Work completed:
Checks:
Recommendations:
Findings:
The water pump was seeping coolant from its drain hole, leaving pink residue down the front of the engine and on the drive belt. The pump gasket had also deteriorated.
Work completed:
Replaced the water pump and gasket, cleaned the mounting face and replaced the coolant-contaminated drive belt. Flushed the cooling system, refilled it with Toyota pink premix coolant and bled out the air. Ran the engine to operating temperature; no leaks were found and the cooling fans operated correctly.
Completed the minor service with an engine oil and filter change.
Monitor the coolant level over the next week.
WATER PUMP - COOLANT LEAK
Found water pump weeping from the weep hole, with pink coolant residue down the front of the block and on the drive belt
Remove the fan, drive belt and water pump - pump gasket deteriorated
Clean the mounting face
Replaced the water pump and gasket, tension to specs
Replaced the coolant-contaminated drive belt
Flush the cooling system, fill with Toyota pink premix coolant and bleed
Run the engine to operating temperature - no leaks, thermo fans operating correctly
MINOR SERVICE
Replaced the engine oil and oil filter
ITEMS TO REPLACE, REPAIR, MONITOR
Monitor the coolant level over the next week
Impress customers with professional invoices.
A great invoice does more than request payment. It shows customers the value of your work. I bring everything together – detailed repair descriptions, itemised costs, GST, payment details and your workshop’s branding – so every invoice builds confidence in your business.
Most workshops give me handwritten invoices, I don’t know what they’ve done. I love how your invoices are detailed.
You did the work. Let’s make sure you get paid for it.
Ask me to check an invoice against the work before it goes out. I compare the job’s lines with the mechanic’s notes, and tell you what’s missing.
Yes—the replacement drive belt is missing from the invoice. The mechanic’s notes say a new belt was fitted because the old one was coolant-contaminated, but there’s no belt charge.
Added the Prado drive belt to the invoice at $86.67 ex GST ($95.34 inc GST). No extra labour added.
I’m in the team chat too.
Mention @Roo in a group and I answer there.
Kate Murray
Jess Tran
Added to the Workshop to-do list for Friday 23 October: Mick to pick up BBQ meat and bread rolls in the morning.
We’re always working on something new. More features, smarter tools and continuous improvements to help your business run better.
Our customer app is in active development.
We’re developing a customer app in your workshop’s name. Customers will see their vehicles, accept quotes, view invoices and message you. Ask me to change a quote and I’ll draft your reply. We also plan to add card payments, with customers tapping their card on your phone.
Tegan Holloway, in the customer app
Added the 650/450 mm wiper blade set to Tegan’s Prado quote, matching JOB-1135 for EK52PW, at the same $62 ex GST.
To Tegan: drafted by Roo, sent by Mick
Changed your mind? Undo.
My changes show in the chat; supported changes can be undone. Each job keeps a log of its changes, and whether a person or I made them.
Moved JOB-1009’s due date to Friday, 23 October.
Every job, on one screen.
Every job as a card: the vehicle photo, status, rego and vehicle, due date with days left, and price. Open a job full screen, and its own chat lets you ask me to change it.
We're obsessed with both. Software a workshop uses all day should be clear at a glance and quick to get around, on a phone in the bay or a computer at the counter.
I help with your workshop tasks. If you need to know how something works, just ask me. I answer with a link straight to the screen or setting you need, and, where I can, offer to make the change myself.
Here: Theme. Pick Light, Dark, Midnight, Sunset or Neon Red—it changes straight away.
It’s saved on this device only, so set it separately on each phone or computer you use.
Here: Pricing. Under Settings › Pricing, update your standard labour rate per hour, excluding GST. Owners and managers can change it.
I can set it for you—just tell me the new rate and whether it includes GST.
Here: Team. Tap Create Account, enter their name and email, and select the Mechanic role. Give them the temporary password shown so they can sign in.
Owners and managers can manage the team.
Here: Business Profile. Under Settings › Business Profile, change the business name or trading name used on invoices and quotes. Owners and managers can change these details.
I can update it for you—just tell me the new name.
Here: Pricing. Under Settings › Pricing, change the default parts markup percentage. Owners and managers can change it; 35% markup turns a $100 cost into a $135 sell price, excluding GST.
I can set it for you—just tell me the percentage.
We’ll help you move, whatever software you use now. Email support@robotroo.ai and tell us what you’re on. We’ll work out how to bring your data across and take you through each step, so you’re not doing it alone.
A phone, tablet or computer with a web browser. RobotRoo runs in the browser, so there's nothing to install.
Yes. We’ll help you move, whatever software you use now. Email support@robotroo.ai and tell us what you’re on, and we’ll work out how to bring your data across and take you through each step.
Yes. RobotRoo integrates with the accounting software Xero.
No. RobotRoo has full screens for jobs, customers, vehicles, parts, quotes, invoices, the calendar and the team. I’m here so you don’t have to use them for routine work.
My changes show in the chat, and most have an Undo button. Each job’s Activity tab records who changed what.
I run on both OpenAI’s and Anthropic’s models.
Your workshop does. See Your data.
Your next competitive advantage is artificial intelligence.