AUTO REPAIR SHOP SERVICE ADVISOR WORKFLOW CHECKLIST TEMPLATE 2026

Created by ChecklistGuro (https://checklistguro.com)


--- CUSTOMER APPOINTMENT & PRE-ARRIVAL PREPARATION ---
[ ] Appointment Date
[ ] Appointment Time
[ ] Customer Name
[ ] Vehicle VIN/License Plate
[ ] Service Type (Routine Maintenance, Diagnostic Repair, Emergency/Urgent Repair, Tire/Alignment Service)
[ ] Customer Reported Symptoms/Concerns
[ ] Required Pre-Arrival Preparations (Parts Ordered, Bay Assigned, Rental Car Arranged, Loaner Vehicle Cleaned)
[ ] Customer Previous Service Records

--- VEHICLE CHECK-IN & INITIAL CONSULTATION ---
[ ] Check-In Date
[ ] Appointment Time
[ ] Customer Name
[ ] Vehicle VIN (Vehicle Identification Number)
[ ] Vehicle Mileage
[ ] Pre-existing Vehicle Damage Noted (Scratches/Dents, Windshield Chips, Tire Wear, Broken Lights)
[ ] Customer Primary Concern/Complaint
[ ] Photos of Existing Vehicle Damage
[ ] Customer Authorization Signature

--- SERVICE ESTIMATION & WORK ORDER CREATION ---
[ ] Customer Vehicle Description
[ ] Primary Customer Concerns
[ ] Required Services Type (Oil Change, Brake Service, Tire Rotation, Diagnostic Only, Engine/Transmission Repair, Suspension/Steering)
[ ] Estimated Labor Cost
[ ] Estimated Parts Cost
[ ] Estimated Completion Date
[ ] Customer Authorization Signature
[ ] Pre-Repair Documentation

--- INTERNAL COMMUNICATION & TECHNICIAN HANDOFF ---
[ ] Handoff Date
[ ] Assigned Technician (Lead Technician, Junior Technician, Apprentice, Specialist)
[ ] Required Tools/Equipment Needed (OBD-II Scanner, Hydraulic Lift, AC Service Machine, Brake Lathe, Specialty Puller)
[ ] Technician Specific Instructions
[ ] Service Advisor Acknowledgment

--- DIGITAL VEHICLE INSPECTION (DVI) REVIEW & UPSELL ---
[ ] Inspection Status (Pending Review, Reviewed & Sent to Customer, Awaiting Customer Approval, Declined by Customer)
[ ] Identified Urgent Repair Needs (Safety Critical, Maintenance Required, Monitor at Next Visit, Cosmetic/Non-Essential)
[ ] Technician Findings Summary
[ ] Inspection Photos & Videos
[ ] Estimated Additional Cost
[ ] Service Advisor Review Signature

--- PARTS PROCUREMENT & PENDING WORK MONITORING ---
[ ] Part Status (Ordered, In Transit, Delivered/In Shop, Backordered, Not Yet Ordered)
[ ] Part Number or Description
[ ] Expected Delivery Date
[ ] Estimated Part Cost
[ ] Supplier Used (Local Warehouse, National Distributor, OEM Direct, Secondary Vendor)
[ ] Procurement Notes

--- WORK COMPLETION & QUALITY ASSURANCE VERIFICATION ---
[ ] Quality Control Checklist Items (All fluids topped up and levels checked, Wheel lug nuts torqued to specification, Oil drain plug and filter replaced and leak-free, Dashboard warning lights cleared, Vehicle cleaned (no grease marks on steering wheel/seats), Road test completed successfully)
[ ] Post-Repair Inspection Photos/Video
[ ] Technician Notes on Inspection Findings
[ ] Verification Completion Date
[ ] Lead Technician Signature

--- CUSTOMER NOTIFICATION & VEHICLE READINESS ---
[ ] Notification Method Used (Phone Call, SMS/Text Message, Email, In-Person)
[ ] Notification Sent Time
[ ] Scheduled Pickup Time
[ ] Vehicle Readiness Checklist (All repair items completed, Invoice printed and verified, Vehicle cleaned/wiped down, Old parts available for customer (if requested))
[ ] Service Advisor Confirmation

--- BILLING, PAYMENT PROCESSING & DOCUMENTATION ---
[ ] Total Invoice Amount
[ ] Payment Method (Credit Card, Debit Card, Cash, Check, Invoice/Fleet Account)
[ ] Documents Processed (Signed Work Order, Final Invoice, Warranty Documentation, Parts Receipts)
[ ] Proof of Payment/Receipt Scan
[ ] Service Advisor Signature

--- VEHICLE DELIVERY & POST-SERVICE FOLLOW-UP ---
[ ] Customer Name
[ ] Delivery Date
[ ] Payment Method Used (Credit/Debit Card, Cash, Check, Invoice/Account)
[ ] Post-Service Tasks Completed (Service Advisor explained all repairs, Customer receipt provided, Warranty information explained, Next service appointment scheduled)
[ ] Customer Feedback/Notes
[ ] Service Advisor Signature

--- END OF TEMPLATE ---
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