How to register service without a workshop system

This guide is for garages that do not have a garage management system or that use a system that is not among the integrated. You can still have the service registered, and you do not have to learn about a new program.

The solution is called Easy Upload, and it works on the email you already send to the customer.

It must be in place first

• A Digital Servicebook account for the workshop.
• A BCC address and a company key, which you will receive from us when you register. The key is used to verify that the invoice actually comes from you.
• That the email domain you send invoices from is registered under your Easy Upload configuration. You can do this yourself, see the section below.
• Something to send invoices from. It can be an ERP system, an accounting program or a regular mail client. If it can put a BCC on, it can be used.

Register your email domain yourself

You can correct it yourself during the Easy Upload configuration in the app. There you specify the domain you are sending invoices from, written as *@dom æ ne.dk. If the domain is not registered, the invoice will not be accepted, regardless of whether the BCC address is set correctly.

If you send from several domains, they must all be registered. And if you change email domain or email provider later, the setup must be updated in the same place. Otherwise, the registrations will stop quietly without anyone getting an error to react to.

How to do it

1. Make the invoice as you always do.
2. Put our BCC address on when you send it to the customer.
3. Send it. That's all.

There is no user interface to log in to and no fields to fill in. If you already send the invoice electronically to the customer, the work is already done.

We read the invoice with OCR

When the email arrives, the invoice is read with OCR, and the content becomes the basis for the registration: which car it is, what was done, and when. That's why the service doesn't have to be entered somewhere else afterwards.

Two things must be on the invoice

OCR can only read what is actually written on the invoice, and two pieces of information are crucial:

• The chassis number, i.e. the car's VIN. It is the chassis number that the service is linked to, and it is therefore what OCR must be able to find on the invoice. A registration number is not enough, partly because number plates change, while chassis numbers do not.
• Odometer reading, which is what is used to see if the service intervals have been met.

If they are already on your invoices, you do not need to change anything. If they are not, it is worth getting them into the invoice template once and for all, rather than remembering them on a case-by-case basis.

Attach the BCC

Most invoicing systems can set a fixed BCC on all outgoing invoices. If it is set up there, no one has to remember it, and then each service is registered without anyone doing anything active.

You can always register directly with us

Easy Upload is a shortcut and not a prerequisite. The service can always be created directly in Digital Servicebook via the website or app. The solution exists solely to make the process easier for you, so you do not have to type the same thing in two places.

Afterwards

The service is located on the vehicle in the Digital Servicebook, where the car owner can see it.

If the service is also to be uploaded to the OE platforms, it is set up in the Digital Servicebook with the OE Upload service.

If you experience problems getting it to work, or if you are missing the BCC address, please contact us.