Rubi Professional

Vehicle Service Contact — Auto Repair Shop CRM with VIN Decoder, NHTSA Recall Lookup, and Service History

Vehicle warranty + service management on the canonical CRM customer record. Real NHTSA VIN decode (with 90-day cache), service history with parts/labor/total cost tracking, manufacturer + extended warranty tracking, NHTSA recall tracking, scheduled appointments, parts catalog, and a service recommendations engine. 8 schema tables, all tenant-isolated.

Vehicles linked to your CRM customers · Real NHTSA VIN decode (90-day cache) · Service, warranty, recall tracking · Real-time admin dashboard

Every vehicle is tied to a customer in your CRM, so service history, appointments, and recall notices all live on one customer profile. Real NHTSA VIN decode (no API key required), service history with parts and labor costs, manufacturer and extended warranty tracking, NHTSA recall tracking, scheduled appointments, parts catalog, and a service recommendations engine.

What's in the box

Vehicles linked to your CRM

Every vehicle is owned by a customer in your CRM. No duplicate customer records. Service history, appointments, recalls, and recommendations all roll up on the customer profile naturally.

Real NHTSA VIN decode

17-char VIN → year, make, model, trim, engine, fuel type, transmission, drivetrain. Free NHTSA endpoint, no API key. 90-day cache in vehicle_vin_cache avoids repeat lookups.

Service history with parts + labor

Per-service: date, type, category (maintenance/repair/recall/warranty/inspection), provider, technician, mileage, parts_used JSON, labor_cost, parts_cost, total_cost, warranty_covered flag, invoice number, services_performed JSON.

Warranty tracking (5 types)

Manufacturer / extended / powertrain / component / third_party. Coverage components + exclusions in JSON, deductible, contract number, start/end date, start/end mileage, status workflow.

NHTSA recall tracking

Per-VIN recalls with NHTSA campaign ID, component, summary, consequence, remedy, status workflow (open / scheduled / completed). Customer notification tracking. Automated NHTSA sync is on the roadmap.

Service appointments

Status workflow (scheduled → confirmed → in-progress → completed). Confirmation and reminder tracking. Estimated cost versus actual cost. Tied to both the vehicle and the customer.

Parts catalog

Per-tenant catalog with part_number, manufacturer, compatible_makes/models/years JSON, retail/wholesale prices, core charge, stock quantity, reorder point.

Service recommendations engine

Per-vehicle recommendations with priority (low/medium/high/urgent), based_on (mileage/time/condition/recall/seasonal), recommended_date, recommended_mileage, status workflow.

Setup steps

  1. Activate the module. RubiMine → Vehicle Service Contact → Activate ($26.50/usage).
  2. Apply the schema migration. A system administrator visits the migration page and clicks Apply schema. Safe to re-run anytime.
  3. Verify state. Open /admin/view-vehicle-state.php — every Vehicle-active tenant in the rollup, library counts non-zero on a deployment with seed data.
  4. Configure service settings. Tenant admin opens /tenant-admin/modules/vehicle-dashboard.php → Service Settings tab. Toggle VIN decoder, NHTSA recall check, set service reminder days, oil change interval, major service interval, appointment reminder hours, service advisor email.
  5. Configure default pricing. Same dashboard → Default Pricing tab. Set labor rate, parts markup, diagnostic fee, tax rate, payment terms. These pre-fill into new service records.
  6. Add a vehicle by VIN. CRM → customer profile → Vehicle module → paste 17-character VIN → year, make, model, trim auto-fill via NHTSA → add mileage → save. The vehicle is now linked to that customer.
  7. Schedule an appointment. From the customer's vehicle list, click Schedule Service. Pick service type, date, and time. The appointment is now linked to both the vehicle and the customer.
  8. Record service entries as work completes. Capture service_date, type, category, provider, parts, labor, total_cost. Service history accumulates per vehicle.

FAQ

What's Vehicle Service Contact for?

Auto repair shops, dealerships, mobile mechanics, fleet maintenance. Vehicle records per CRM customer + service history + warranties + NHTSA recalls + appointments + parts catalog + service recommendations.

How does VIN decode work?

Free NHTSA public endpoint. 17-char VIN → year/make/model/trim/engine/fuel/transmission/drivetrain. 90-day cache in vehicle_vin_cache avoids repeat lookups.

Are vehicles tied to your CRM customers?

Yes — every vehicle is owned by a customer in your CRM. No duplicate customer records.

What service categories are tracked?

Maintenance / repair / recall / warranty / inspection. Each service entry picks one. Reports aggregate by category.

How does NHTSA recall tracking work?

Per-VIN recalls with NHTSA campaign ID, component, summary, consequence, remedy, and status workflow. Customer notification tracking. Automated NHTSA sync is on the roadmap.

What's the parts catalog for?

Per-tenant parts inventory with prices, stock counts, and make / model / year compatibility. Service entries reference the parts used. Automatic inventory deduction is on the roadmap.

What permissions are needed?

The CRM-side module is available to both agents and admins. Tenant-admin dashboard requires tenant-admin role. The state viewer and migration page require system-admin role. Settings form is fully secured.

Is your data private to your team?

Yes. Every query is automatically scoped to your account. The one exception is the VIN decode cache — VIN decode is public NHTSA data with no personal info, so the cache is shared across customers for performance.

What's on the roadmap?

Automated service-reminder emails, automated NHTSA recall sync, multi-shop / fleet-mode, automatic parts inventory deduction, a customer-facing portal, Twilio SMS appointment reminders, and image upload for service records (damage, before-and-after, receipts).

Resources

Last updated: 2026-04-30.