Automotive Repair & Sales Document Roadmap

📁 File Directory Structure

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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


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

Legacy Launchpad

🔧 Automotive Repair & Sales

📋 Document Roadmap

Phase 1: Registration & Compliance (11 docs)

Phase 2: Contracts & Client Docs (12 docs)

Phase 3: Human Resources (10 docs)

Phase 4: Operations & Workshop Management (14 docs)

Phase 5: Health & Safety (10 docs)

Phase 6: Finance & Suppliers (8 docs)

Phase 7: Equipment & Assets (9 docs)

Phase 8: Forms & Templates (8 docs)

📁 File Directory Structure