Getting started

Your shop profile holds the name, address, phone number and registration details that Klutch prints at the top of every invoice, quotation and receipt. It is worth getting right before you issue the first one, because changing it later affects new documents only; it does not rewrite copies customers already have.

If you run more than one location, the profile holds what is common to the business while each branch carries its own address and phone number. A customer looking at a receipt should be able to tell which branch did the work.

Putting your logo on printed documents is part of custom branding, which is included from Full Throttle upwards. On Kickstart your shop's name and details still print, as text.

A branch is a location that holds its own stock, its own job cards and its own takings. Add one when a second place takes in vehicles and keeps parts on its own shelves. Do not add one for a store room or an extra bay at the same address. Splitting stock you actually share makes both counts wrong.

Staff, customers and the parts catalogue are shared across branches. Stock levels, job cards, invoices and daily takings are per branch, which is what lets you compare one against another.

Kickstart covers one branch, Full Throttle two, and Fleet five. Beyond your plan's limit, extra branches are an add-on at LKR 2,500 per month each, so a chain never has to jump a whole tier for one more location.

Everyone who uses Klutch should have their own login. Their role decides what they can reach: owner, manager, cashier or mechanic. Give each person the narrowest role that still lets them do their job. That is the difference between an audit trail that answers questions and one that only says "someone at the shop did it".

Sharing one login between several people is the single most common way shops lose the ability to explain a number later. A mechanic who never touches a computer can still be named on job cards without having a login at all.

Kickstart includes 3 users, Full Throttle 10, and Fleet has no user limit. Extra seats on any plan are LKR 450 per month each.

Review what each role can do sets out the permissions behind each one.

You do not have to start from an empty system. Existing customers, their vehicles and your parts list can be brought in from a spreadsheet, which is both faster and more accurate than retyping a year of records.

Do the parts list first. Job cards and invoices refer to parts, so importing parts last means going back to relink work you have already recorded. Customers and vehicles can follow at any point.

Bulk import is included from Full Throttle upwards. On Kickstart, or when what you have is a paper book rather than a file, our team does the migration for you: data migration is part of onboarding, a one-off LKR 15,000.

Running one real repair through Klutch teaches the flow faster than reading about it. Take the next vehicle that comes in and record the whole thing in Klutch, even if you also write it in the book that day.

Open a job card with the customer, the vehicle and the complaint. Assign a mechanic when work starts. As the repair happens, add labour lines and the parts used; parts come off stock as you add them. When it is finished, issue the invoice, record the payment, and hand the vehicle back.

Everything else in this help centre is a variation on those steps. Do it once with a real vehicle rather than a made-up one, so you find the parts of your own process that do not fit yet.

If something does not behave the way you expected, tell us while it is still fresh; that is the most useful moment for both of us.