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Documents from Loco-Softyour own vehicle history, searchable at the lift.

Orders, invoices, inspection reports and correspondence from Loco-Soft are meant to become searchable in the knowledge base — your own history for each vehicle, and the answers name the source. The plan is read-only access; nothing in Loco-Soft is changed.

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Loco-Soft

after clarification · database export

Example question

“What did we last do on the vehicle with licence plate BZ 123 AB?”

1 Answer with source

Connection

How the connection is designed

Loco-Soft keeps vehicles, orders and invoices in a database. The plan is therefore an agreed export of documents and master data that reaches your own instance encrypted and over outgoing connections only; if you also have an archive folder on the server, it can be mirrored as well. Whether and how that works for you, we check with you before we start — depending on version, configuration and licence scope. Until then, you upload documents: files, entire folders, emails, photos and voice memos.

Once set up, synchronisation runs automatically: new and changed documents from Loco-Soft are added by themselves, without anyone having to upload anything.

Set-upHow complex the export recipe for your Loco-Soft data will be, we only see after the preliminary check; we then estimate it and discuss it with you before anything is set up — ideally together with your Loco-Soft support partner. Billing is based on actual effort.

Documents

Which documents may be stored in Loco-Soft

  • The vehicle file per chassis number (VIN) — registered keeper, registration data and the mileage readings from workshop visits
  • Workshop orders with labour items and labour units, the parts fitted including part numbers and the note the service adviser added on completion
  • Cost estimates, invoices and credit notes, plus the settlement of warranty and goodwill cases with the importer
  • Inspection reports under § 57a KFG with the defects noted, the inspection sticker and the due date of the next inspection
  • Documents from parts and stock management — orders, delivery notes and returns, each with supplier and part number
  • Documents from vehicle sales — purchase contracts, Eurotax valuations, the vehicle type certificate or approval data extract and the NoVA (Austrian vehicle registration tax) documents — as well as manufacturer recalls and service campaigns for the individual vehicle

Example questions

Examples of questions to your documents

  • “What did we last do on the vehicle with licence plate BZ 123 AB?”

    1 Answer with source

  • “Which parts were fitted on order 2024-0881?”

    2 Answer with source

  • “What did the last inspection report under § 57a KFG (the Austrian “Pickerl” roadworthiness test) say about this vehicle?”

    3 Answer with source

Start

Before a connection is set up

A connection is set up for you, not activated in one click. Every source comes with its own logins, permissions and folder logic — whether and how it can be connected at your company, we check together beforehand. Set-up and maintenance are billed by effort; how much that is depends on the source and is discussed beforehand.

Until then, and independently of it, you can upload files, whole folders, emails, photos and voice memos. Before we start, we go through real questions with you to see how the answers look.

Preliminary check

What we check in advance

In advance, we look at which documents and records can be exported from your Loco-Soft and whether documents are also kept in an archive folder. The export shows the state of its last run; stock levels, open items and ongoing order processing you still look up in Loco-Soft and in accounting. Whatever is only in the manufacturer portal — recall campaigns, technical information, the status of a warranty claim — comes along once someone at your company files it; fault memory readouts and test logs from the diagnostic device come in via upload. And whether a warranty claim with the importer will be accepted is your assessment — the answer shows what you submitted in comparable cases and what came back.

FAQ

Frequently asked questions about this connection

We have been working with Loco-Soft for years. Does the old order history come along?

That depends on the export recipe and on what can be exported from your Loco-Soft; we clarify that in advance. The old years in particular are interesting for the workshop — they show which timing belt was replaced at which mileage and what was flagged at the last service but not done. Orders and invoices from before you started with Loco-Soft can be added as scans; they go through text recognition (OCR), and how well that works with carbon copies or ballpoint notes will show in your own documents.

How is a document matched to the right vehicle?

The plan is to match via the chassis number (VIN), where it appears on the document or in the export — it stays the same even if the licence plate changes or the car is sold. Licence plate, customer name and order number serve as a second route. For a used car from your own stock, the history with the previous owner can then stay attached to the vehicle. The system suggests field values; a person confirms the document type in the first run, because it determines who may see the document.

A customer at the counter says the same part has been replaced before. How quickly can we see that?

That is the idea: you ask by licence plate and part, and the answer should name the matching order lines — with date, mileage, part number and the document the line comes from. From that you can tell whether the replacement is still under warranty or a goodwill matter with the importer, and what the service adviser noted at the time. If nothing is found, the system says so. How this looks with your own orders, we go through with you on real questions before we start.

What happens at the next Loco-Soft update?

Nothing in Loco-Soft itself is changed. Because the scheduled export is the route in your case, it is the place to look after an update: if columns are added or renamed, the recipe needs to be adjusted. Let us know about the update briefly in advance, and we will accompany the first export afterwards and check that new documents still arrive at the right vehicle.

Will the mechanic in the workshop then also see invoices and purchase prices?

You decide. Permissions depend on document type and role: vehicle history, repair instructions and the inspection reports under § 57a KFG can be released to the workshop, while invoices, purchasing terms, vehicle valuations and HR records stay with management and accounting. For apprentices and holiday interns, a role can additionally be released only from a set date. If someone asks about something their role has no permission for, the system says exactly that.

Industries

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Request a demo — and clarify how Loco-Soft fits in

In thirty minutes by video we show what answers with sources look like, and clarify whether and how Loco-Soft can be connected at your company.

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