Industries · Vehicle detailing
Booked bays.Routed vans.Members who return.
We build detailing systems that connect bookings, studio bays, mobile vans, multi-day PPF and ceramic jobs, materials, memberships and payments — designed around how your studio and teams actually work.
- Online & WhatsApp bookings
- Bay planning
- Mobile van routes
- PPF & ceramic jobs
- Materials & film stock
- Memberships
- Inspection photos
01Where detailing businesses leak
The finish is perfect. The booking diary isn't.
Detailing teams take pride in the work. The trouble starts before the car arrives and after it leaves — in messages, diaries and memory.
01Bookings come in on WhatsApp and Instagram and live in a chat
What happens
Customers send photos and ask for prices in DMs. Someone replies when they can and writes the booking in a diary or a shared calendar — if they remember.
What it costs
Quotes that never get followed up, double-booked bays on Saturdays and customers who book with whoever replied first.
With one system
Every enquiry lands in one pipeline with photos, vehicle size and the service requested, an owner and a reply timer — and becomes a booking with a deposit in one step.
02Studio bays and mobile vans are planned in different places
What happens
The studio uses a calendar; the mobile team plans routes in a group chat. Nobody sees whether a van can reach Arabian Ranches after a job in Dubai Marina.
What it costs
Vans crossing the city between jobs, late arrivals, and bays sitting empty while mobile jobs are turned down.
With one system
One plan for bays and vans, with job durations by service and vehicle size, and mobile bookings grouped by area so routes make sense.
03Multi-day PPF and ceramic jobs have no clear status
What happens
A full-body PPF or a two-layer ceramic takes days. Progress, curing time and the handover date are tracked on a whiteboard and in the installer's head.
What it costs
Customers calling for updates, handovers promised before the coating has cured, and bays blocked longer than planned.
With one system
Each long job moves through defined stages — inspection, decontamination, correction, application, curing, quality check — with photos and a handover date the customer can see.
04Film, coatings and chemicals run out mid-job
What happens
PPF rolls, tint film, coatings and compounds are counted occasionally. Vans restock from the studio shelf without anyone recording what left.
What it costs
A job delayed because the film ran out, emergency purchases at full price and no idea what each job really consumed.
With one system
Materials tracked by location — studio and each van — with usage recorded per job and reorder alerts before anything runs out.
05Memberships and packages are tracked on spreadsheets
What happens
Monthly wash plans and prepaid packages are recorded in a spreadsheet. Staff check it by hand before every visit, and renewals are missed.
What it costs
Washes delivered that weren't in the plan, members who quietly lapse, and arguments about how many visits are left.
With one system
Memberships with visit allowances, renewal dates and recurring payments, checked automatically at booking and visible to the customer.
06Damage disputes with no record of the car's condition
What happens
Existing scratches, chips and wheel damage are noticed — or not — at drop-off, with no consistent photos.
What it costs
Claims that a mark was caused during the detail, refunds given to avoid an argument, and time lost over who saw what.
With one system
A check-in inspection with photos and marked damage on every vehicle, signed off by the customer and stored on the job.
02Detailing platform preview
What your detailing system could look like.
Switch between the screens a booking team, studio lead, mobile crew and owner would use every day. Every view is designed per business in discovery.
Illustrative interface with sample data — your system is designed around your services, bays, vans and pricing.
Illustrative demo · sample dataCan you see your own studio and vans on it?
Build your detailing system03Solutions
The parts of a detailing system — chosen for your business.
Every DM becomes a tracked quote
Enquiries & quotes
WhatsApp, Instagram and website enquiries arrive in one pipeline with photos and vehicle details. Quotes are built from your price list by service and vehicle size, and followed up on time.
- Pricing by vehicle size and service
- Photo attachments on the enquiry
- Reply timers and owners
- Quote to booking with a deposit
Every DM becomes a tracked quote
Enquiries & quotes
WhatsApp, Instagram and website enquiries arrive in one pipeline with photos and vehicle details. Quotes are built from your price list by service and vehicle size, and followed up on time.
- Pricing by vehicle size and service
- Photo attachments on the enquiry
- Reply timers and owners
- Quote to booking with a deposit
Not every detailing studio needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that answers the DMs and keeps the diary straight.
AI in a detailing system works on your own price list, bookings, job records and stock. It replies faster, drafts quotes and spots problems — your team approves.
AI here drafts and organises. Quotes, prices, refunds and any message that commits your team to a job are approved by staff before they go out. It doesn't judge paint or film condition — your installers do — and access follows each user's role.
- 01
Quote drafting from photos and details
Staff approve quotesA customer sends four photos of an SUV and asks for a price on front PPF and ceramic.Reads the vehicle size and services requested, builds a draft quote from your price list, and notes anything the team should check in person — like visible paint damage. A team member reviews and sends.
- 02
Booking assistant on WhatsApp
"Can you come to JVC on Thursday morning for an interior detail?"Checks the van plan for JVC on Thursday, offers the available windows, collects the vehicle details and sends a deposit link once the booking team confirms the slot.
- 03
Customer progress updates
Sent after approvalUpdate the owner of DT-2198 on their PPF job.Drafts a short update from the job record — stage reached, panels left, expected handover — with the latest progress photos attached, ready for the studio lead to send.
- 04
Stock forecasting
What will we run short of next week?Compares upcoming bookings with typical material usage per service and current stock by location, and lists what to reorder before it becomes a problem.
- 05
Membership win-back
Which members lapsed in the last month?Lists lapsed members with their plan, last visit and area, with a draft message for each — sent only after the team reviews it.
- 06
Plain-language reporting
Which service made the most money per bay hour last month?Answers from your own job and revenue records, with the figures behind it, so the owner can decide where to put bay time.
05A day with ORCHESTR
A busy Saturday, two ways.
- 07:30One queue, already sortedOvernight enquiries are grouped by service, with draft quotes ready and bookings waiting for deposit confirmation.
- 08:15Vans routed by areaEach van's route opens on the crew's phone with addresses, services, vehicle details and inspection checklists.
- 10:30Check-in photos settle itThe check-in inspection shows the scratch marked at drop-off; an extra-pass approval goes to the customer with photos.
- 12:00Restocked before it ran outThe morning reorder alert flagged Van 2's compound; it was loaded before the van left.
- 14:30Customers already updatedOwners of the PPF and ceramic jobs received progress photos and handover times from the job record.
- 16:00Visits checked at bookingThe membership record shows visits used and dates, visible to both the team and the member.
- 19:30The day, on one screenJobs, revenue by service, deposits, materials used and tomorrow's bookings are on the owner's phone.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with what your detailing business already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Messaging
- WhatsApp Business APIInstagram messaging (where available)SMS gatewaysEmail
- Booking
- Website booking formsGoogle Business booking linksGoogle Calendar
- Payments
- Card payment gatewaysPayment links & depositsRecurring card paymentsCard terminals
- Maps & routing
- Google Maps (addresses and travel times)
- Accounting
- Zoho BooksQuickBooksXero
- Data
- Existing booking tools (via API or export)SpreadsheetsBI tools
07How we build your system
Built around your detailing studio — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the detailing business.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Fewer lost quotes
Every enquiry has an owner and a follow-up, instead of sinking in a chat.Bays and vans that stay productive
Durations, areas and travel are planned together, so the day fits the team.Long jobs customers can follow
PPF and ceramic customers see progress and a handover time without calling.Materials that are there when needed
Film, coatings and chemicals tracked by location and job, with reorders ahead of time.Memberships that keep renewing
Visits, renewals and payments handled by the system, with lapses flagged early.Fewer damage arguments
Every vehicle's condition is recorded with photos before work starts.Clear numbers per service
See which services, teams and areas actually make money.
09Possible use cases
How different detailing businesses could use it.
Examples of what we could build — not completed client projects.
Off the DMs and the diary
Enquiries, quotes, bay bookings and deposits for a three- to five-bay studio that currently runs on WhatsApp and a shared calendar.
Vans in the right places
Area-based routing, crew checklists, stock per van and member washes for a team of mobile vans covering several communities.
Premium jobs, properly documented
Long-job tracking, inspection photos, warranty records and care-visit reminders for high-value film and coating work.
One operation across sites
Shared customers and memberships, branch-level bays and stock, and a group dashboard comparing services, teams and areas.
FAQs
Detailing questions, answered.
Logistics & automotive
01Can customers book and pay a deposit online?
Yes. Customers can pick a service, vehicle size and slot from availability you control, then pay a deposit by card or payment link. You decide which services are bookable online and which need a quote first, such as PPF.
02Can it price by vehicle size and add-ons?
Yes. Your price list is set up by service, vehicle size and add-on, so quotes and online bookings use the same prices. Discounts and bundles can be set as rules or applied by staff with a reason.
03How does it work for mobile teams?
Mobile bookings capture the address, parking and any water or power requirements. Jobs are grouped by area and assigned to vans with travel time between stops, and crews work from a phone view with their route and checklists.
04Can WhatsApp and Instagram messages come into the system?
WhatsApp can connect through the WhatsApp Business API, which requires your business account to be approved by Meta. Instagram messaging can be connected where Meta's API allows it for your account. We confirm both in scoping.
05We use a booking app already. Do we need to stop?
Not necessarily. If it handles online booking well, we can connect to it where it allows and add the parts it doesn't cover — quotes, long jobs, stock or memberships. If it limits you, we'll plan a move and bring your customers across.
06Will AI reply to customers on its own?
Only within limits you set — for example, answering opening hours and offering available slots. Quotes, prices, refunds and anything that commits the team to a job are approved by staff before they're sent.
07Can we track film and coating usage per job?
Yes. Installers record what was used on each job, stock is reduced at the right location, and material cost appears next to the job price so you can see the margin on each service.
08What happens to our customer data?
Customer, vehicle and payment records are protected by role-based access enforced on the server, and card details stay with your payment provider. Hosting and retention are agreed in scoping.
09How is a detailing system priced?
We quote after a discovery call, based on the modules you need, the number of bays, vans and branches, and the integrations involved. Support and hosting are agreed in writing.
Start here
Let's mapyour studio and vans.
Tell us how bookings, bays, vans and memberships work today. We'll come back with how one system could connect them.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your detailing studio runs today.
- 03If there's a fit, a written scope and quote — no obligation.