🔧 Automotive Repair & Sales

Complete document roadmap – 82 core documents

View Roadmap ↓

📦 Select Your Package

Document Roadmap

R 700

Complete list of 82 documents with descriptions – ready to implement.

File Directory Structure

R 700

Pre‑built folder structure – just copy and start filing.

🔥 SAVE R100

R 1,300 R 1,400

Both Roadmap + Directory – the complete system.

Proceed to Order → You can also select individual documents below.

📋 Document Roadmap

Phase 1: Registration & Compliance (11 docs)

✔	Document	Description
	AUTO-001 – CIPC Registration Certificate	Proof of company registration
	AUTO-002 – Memorandum of Incorporation (MOI)	Company constitution
	AUTO-003 – SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover >R1m)
	AUTO-004 – COIDA Registration	Employee injury cover
	AUTO-005 – Public Liability Insurance	Cover for customer vehicles and injuries
	AUTO-006 – Motor Dealer Licence (if selling vehicles)	Required by Consumer Protection Act
	AUTO-007 – Workshop / Repair Centre Licence	For operating a mechanical repair shop
	AUTO-008 – Zoning Certificate (Industrial / Business)	Municipality confirmation
	AUTO-009 – Fire Clearance Certificate	For workshop premises
	AUTO-010 – Waste Carrier Licence (for used oil, tyres, batteries)	Environmental compliance
	AUTO-011 – B‑BBEE Certificate	For corporate fleet tenders

Phase 2: Contracts & Client Docs (12 docs)

✔	Document	Description
	AUTO-012 – Repair Order / Job Card (per vehicle)	Scope of work, estimate, authorisation
	AUTO-013 – Quotation / Estimate Template	Pre‑repair cost breakdown
	AUTO-014 – Final Invoice (repairs completed)	Billing
	AUTO-015 – Vehicle Sale Agreement (if selling cars)	Buyer‑seller contract
	AUTO-016 – Warranty Policy (repairs)	Labour and parts guarantee period
	AUTO-017 – Non‑Disclosure Agreement (NDA)	For fleet client pricing
	AUTO-018 – Parts Supply Agreement	Trade account terms with spares shops
	AUTO-019 – Trade‑in / Part Exchange Agreement	Valuation and acceptance
	AUTO-020 – Vehicle Collection / Delivery Log	Proof of handover
	AUTO-021 – Damage / Pre‑repair Inspection Form	Condition before work (with photos)
	AUTO-022 – Courtesy Car Agreement (if loaning)	Liability and insurance terms
	AUTO-023 – Indemnity Form (customer test drives)	For used car sales

Phase 3: Human Resources (10 docs)

✔	Document	Description
	AUTO-024 – Employment Contract – Mechanic (Qualified)	Technician
	AUTO-025 – Employment Contract – Apprentice Mechanic	Trainee
	AUTO-026 – Employment Contract – Panel Beater / Spray Painter	Specialist (if body shop)
	AUTO-027 – Employment Contract – Service Advisor	Front desk / customer interface
	AUTO-028 – Employment Contract – Workshop Manager	Senior staff
	AUTO-029 – Independent Contractor Agreement (towing, detailing)	Subcontractors
	AUTO-030 – Code of Conduct (Employees)	Professionalism, safety, honesty
	AUTO-031 – Disciplinary Code & Procedure	HR compliance
	AUTO-032 – Shift / Appointment Roster	Daily schedule
	AUTO-033 – Attendance Register (Daily)	Sign‑in / sign‑out

Phase 4: Operations & Workshop Management (14 docs)

✔	Document	Description
	AUTO-034 – Daily Job Card Log (all vehicles in workshop)	Workflow tracking
	AUTO-035 – Repair Time Tracking (hours per job)	Productivity
	AUTO-036 – Parts Used Register (per job card)	Costing and inventory
	AUTO-037 – Supplier Delivery Note Log (spares received)	Stock control
	AUTO-038 – Parts Inventory / Stock Take Sheet	Monthly count
	AUTO-039 – Customer Vehicle Key Register	Secure key handling
	AUTO-040 – Waiting Area Customer Sign‑In Sheet	For service queue
	AUTO-041 – Vehicle Lot / Yard Register	Location tracking
	AUTO-042 – Tool & Equipment Sign‑Out Register	Theft prevention
	AUTO-043 – Diagnostic Scan Log (per vehicle)	Proof of testing
	AUTO-044 – Test Drive Register (per vehicle)	Mileage recording
	AUTO-045 – Waste Disposal Log (used oil, batteries, tyres)	Environmental compliance
	AUTO-046 – Customer Complaint / Dispute Log	CPA compliance
	AUTO-047 – Vehicle Completion Checklist (pre‑delivery)	Quality control

Phase 5: Health & Safety (10 docs)

✔	Document	Description
	AUTO-048 – Occupational Health & Safety (OHS) Policy	Company H&S
	AUTO-049 – Workshop‑Specific Risk Assessment	Lifts, chemicals, moving vehicles
	AUTO-050 – Safe Work Method Statement (SWMS) per task	Brake work, welding, lifting
	AUTO-051 – Incident / Accident Report Form	Injury, vehicle damage
	AUTO-052 – First Aid Kit Register (workshop and office)	Inventory
	AUTO-053 – Fire Extinguisher Inspection Log (including lifts)	Monthly check
	AUTO-054 – Emergency Evacuation Plan (workshop)	Map and procedure
	AUTO-055 – Personal Protective Equipment (PPE) Register	Gloves, glasses, steel‑toe boots
	AUTO-056 – Chemical / Solvent Register	MSDS on file
	AUTO-057 – Toolbox Talk Register	Staff engagement

Phase 6: Finance & Suppliers (8 docs)

✔	Document	Description
	AUTO-058 – Invoice Template (repairs / sales)	Billing
	AUTO-059 – Supplier Invoice Register (spares, consumables)	Expense tracking
	AUTO-060 – Payroll Register	Staff wages
	AUTO-061 – Petty Cash Log	Small purchases (workshop supplies)
	AUTO-062 – Customer Payment Log (cash, card, EFT)	Reconciliation
	AUTO-063 – Fleet Customer Credit Application	For corporate accounts
	AUTO-064 – Supplier Payment Schedule	Creditors aging
	AUTO-065 – Bank Reconciliation Template	Monthly finance

Phase 7: Equipment & Assets (9 docs)

✔	Document	Description
	AUTO-066 – Asset Register (Master)	Lifts, diagnostic machines, alignment equipment, tools
	AUTO-067 – Equipment Maintenance Log (lifts, balancers)	Service records
	AUTO-068 – Calibration Log (diagnostic tools, torque wrenches)	Accuracy
	AUTO-069 – Tool Inventory (hand tools per mechanic)	Theft tracking
	AUTO-070 – Vehicle Lift Inspection Log (certification)	Safety compliance (annual)
	AUTO-071 – Compressor / Air System Log	Drain, oil, belt checks
	AUTO-072 – Recovery / Tow Vehicle Log (if towing)	Fuel, trips, maintenance
	AUTO-073 – Customer Courtesy Car Log	Asset tracking
	AUTO-074 – Asset Disposal Form	Selling old equipment or vehicles

Phase 8: Forms & Templates (8 docs)

✔	Document	Description
	AUTO-075 – Vehicle Condition Report (pre‑repair / pre‑sale)	With photos
	AUTO-076 – Road Test Report (post‑repair)	Verification
	AUTO-077 – Overtime Authorization Form	Staff approval
	AUTO-078 – Leave Application Form	Staff requests
	AUTO-079 – New Mechanic Induction Checklist (workshop safety)	Onboarding
	AUTO-080 – Supplier Evaluation Form	Spare parts vendor performance
	AUTO-081 – Customer Satisfaction Survey	After repair follow‑up
	AUTO-082 – Termination Checklist	Offboarding

📁 File Directory Structure

Automotive Repair & Sales (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── Motor_Dealer_Licence.pdf (if selling)
│   ├── Workshop_Licence.pdf
│   ├── Zoning_Certificate.pdf
│   ├── Fire_Clearance.pdf
│   ├── Waste_Carrier_Licence.pdf
│   └── B-BBEE_Certificate.pdf
│
├── 02 Contracts & Client Docs/
│   ├── Repair_Order_Job_Cards/ (by vehicle)
│   ├── Quotation_Template.docx
│   ├── Invoice_Template.docx
│   ├── Vehicle_Sale_Agreement.docx
│   ├── Warranty_Policy_Repairs.pdf
│   ├── Parts_Supply_Agreements/ (with spares shops)
│   ├── Trade_In_Agreement.docx
│   ├── Vehicle_Collection_Delivery_Log.xlsx
│   ├── Damage_Inspection_Forms/ (by vehicle)
│   ├── Courtesy_Car_Agreement.docx
│   └── Test_Drive_Indemnity.docx
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Mechanic_Qualified.docx
│   │   ├── Apprentice_Mechanic.docx
│   │   ├── Panel_Beater.docx (if applicable)
│   │   ├── Service_Advisor.docx
│   │   └── Workshop_Manager.docx
│   ├── Independent_Contractor_Agreement.docx
│   ├── Code_of_Conduct.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Appointment_Rosters/ (by day)
│   └── Attendance_Registers/ (by month)
│
├── 04 Operations & Workshop Management/
│   ├── Job_Card_Log.xlsx (daily tracking)
│   ├── Repair_Time_Tracking.xlsx
│   ├── Parts_Used_Register.xlsx (per job)
│   ├── Supplier_Delivery_Notes/ (by date)
│   ├── Parts_Inventory_Stock_Take.xlsx
│   ├── Vehicle_Key_Register.xlsx
│   ├── Customer_Waiting_Area_Sign_In.xlsx
│   ├── Vehicle_Lot_Register.xlsx
│   ├── Tool_Equipment_Sign_Out.xlsx
│   ├── Diagnostic_Scan_Logs/ (by vehicle)
│   ├── Test_Drive_Register.xlsx
│   ├── Waste_Disposal_Log.xlsx
│   ├── Customer_Complaint_Log.xlsx
│   └── Vehicle_Completion_Checklists/ (pre‑delivery)
│
├── 05 Health & Safety/
│   ├── OHS_Policy.pdf
│   ├── Risk_Assessment_Workshop.pdf
│   ├── Safe_Work_Method_Statements/
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Emergency_Evacuation_Plan.pdf
│   ├── PPE_Issue_Register.xlsx
│   ├── Chemical_Solvent_Register.xlsx
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (repairs / sales)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Customer_Payment_Log.xlsx
│   ├── Fleet_Customer_Credit_Applications/
│   ├── Supplier_Payment_Schedule.xlsx
│   └── Bank_Reconciliation.xlsx
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── Equipment_Maintenance_Logs/ (lifts, balancers)
│   ├── Calibration_Log.xlsx (diagnostic tools, torque wrenches)
│   ├── Tool_Inventory_Hand_Tools.xlsx (per mechanic bay)
│   ├── Vehicle_Lift_Inspection_Log.xlsx
│   ├── Compressor_Log.xlsx
│   ├── Tow_Vehicle_Log.xlsx (if towing)
│   ├── Courtesy_Car_Log.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Vehicle_Condition_Report.docx
    ├── Road_Test_Report.docx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── Mechanic_Induction_Checklist.docx
    ├── Supplier_Evaluation_Form.docx
    ├── Customer_Satisfaction_Survey.docx
    └── Termination_Checklist.docx

Back to Industries Order Selected Documents →