How to create a service job card estimate in Gain DMS: A Step-by-Step Guide

Overview

The Service Job Card Estimate process in Gain DMS is used to prepare an estimated cost of service, repair, labor, spare parts, and additional charges before actual work is carried out on a vehicle.

Estimates are commonly created for:

• Accident repair cases
• Insurance approval cases
• Major repair jobs
• Customer approval requirements
• Advance repair cost communication

The estimate can later be:

• Converted into a Service Job Card
• Used for insurance approvals
• Shared with customers for confirmation
• Short closed if service is not required

Industry Standard Process Understanding

In an automobile dealership workshop environment, a service estimate acts as a preliminary approval document that provides transparency regarding expected repair costs before work begins.

A standard dealership estimation process generally includes:

• Vehicle inspection
• Complaint analysis
• Labor estimation
• Spare parts estimation
• Additional charge estimation
• Insurance approval handling
• Customer approval before repair initiation

This process helps dealerships:

• Improve customer trust
• Avoid billing disputes
• Speed up insurance approvals
• Plan workshop operations efficiently
• Maintain proper repair documentation
  

Navigation Path

Workshop → Service Job Card Estimate

Step-by-Step Process to Create a Service Estimate

Step 1: Open Service Estimate Worksheet

• Login to Gain DMS
• Navigate to:

Workshop → Service Job Card Estimate → "+"

Step 2: Access Estimate Worksheet

• The Estimate Worksheet screen will display all open estimates.
• To create a new estimate, click on:

Plus (+)

Step 3: Enter Vehicle Chassis Number

• In the Service Estimate screen:
  • Enter the chassis number of the vehicle.

Important Note

After entering the chassis:

• Select the chassis using the keyboard
• Press Enter
• Avoid using the mouse for selection
  

Step 4: Auto Load Vehicle and Customer Information

Once the chassis is selected:

• Product information loads automatically
• Customer details load automatically
• Vehicle details load automatically

This happens because the vehicle sales information already exists in the DMS.

Step 5: Verify Estimate Information

The following fields will be available:

Step 6: Select Service Type

• Select the applicable service type.

Common Service Types

• Accident Repairs
• Paid Service
• Free Service
• General Repairs
• Insurance Repairs

Important Note

Accident repair is the most commonly used estimate type because insurance approval is usually required.

Step 7: Enter Insurance Details (If Applicable)

When Accident Repairs is selected:

• Insurance company details become available.

Update:

• Insurance Company Name
• Other optional insurance information if required

Note

Some insurance fields may not be mandatory.

Step 8: Save the Estimate

After updating mandatory details:

• Click on:

Save

What Happens After Saving?

Once the estimate is saved:

• The estimate number gets generated
• Additional sections become enabled:
  • Labor Details
  • Item Details
  • Other Charges
  • Estimate Print

Important Note

These sections are disabled before saving the estimate.

Adding Labor to Estimate

Step 9: Open Labor Details

• Click on:

Labor Details

Step 10: Add Labor Operations

• Select the required labor operations.
• Click:

Add

Example Labor Operations

• Battery Pack Replacement
• Front Disc Pad Replacement
• Motor Replacement

Step 11: Manage Labor Entries

Once added:

• Labor entries appear in the list
• Labor can be:
  • Edited
  • Deleted

Step 12: Insurance Approval Status

Clicking on the Three Dots Menu provides additional options:

Approval Status Options

• Approved
• Rejected
• Pending

This is mainly used in insurance repair cases.

Step 13: Add Labor Discount (Optional)

If applicable:

• Labor discounts can be added.

After updating:

• Click Save
  

Adding Spare Parts to Estimate

Step 14: Open Item Details

• Click on:

Item Details

Step 15: Add Spare Parts

• Select spare parts
• Update quantity
• Add items to estimate

Example Spare Items

• Disc Pads
• Battery Pack
• Motor Components

Step 16: Manage Spare Entries

Once added:

• Spare items appear in the list
• Spare entries can be:
  • Edited
  • Deleted
    
• 
  

Adding Other Charges

Step 17: Open Other Charges

• Click on:

Other Charges

Step 18: Add Additional Charges

Additional charges such as:

• Parking Charges
• Washing Charges
• Pickup & Drop Charges
• Miscellaneous Charges

can be added.

Example

• Parking Charge – ₹300
  

Estimate Print Process

Step 19: Generate Estimate Print

• Click on:

Estimate Print

Step 20: Review Estimate Print

The estimate print will include:

• Customer details
• Vehicle details
• Labor charges
• Spare charges
• Other charges
• Total estimate amount

Industry Standard Usage of Estimate Print

The estimate print is commonly used for:

• Customer approval
• Insurance approval submission
• Internal workshop authorization
• Repair planning

The printed estimate can be:

• Downloaded
• Printed
• Shared with insurance companies

Converting Estimate to Job Card

Step 21: Convert Estimate to Job Card

From the estimate worksheet:

• Click on:

Make Job

Step 22: Auto Load Estimate Information into Job Card

When converted:

• Labor details load automatically
• Spare details load automatically
• Other charges load automatically

You only need to complete remaining mandatory job card fields.

Step 23: Save Job Card

• Update mandatory details
• Click:

Save

The job card is now created.

Complaint Addition After Job Card Creation

After saving the job card:

• Complaint details can be added
• Repair activities can begin

Auto Loading of Estimate into Labor Issue Screen

Step 24: Open Labor Issue Screen

Navigate to:

Action → Labor

Step 25: View Auto Suggested Labor

Labor added during estimate creation will automatically appear.

The system will indicate:

• Labor is coming from Estimate Screen
  

Step 26: Issue Labor

• Select labor
• Update:
  • Technician Name
  • Job Type
• Click Save
  

Auto Loading of Estimate into Spare Issue Screen

Step 27: Open Item Issue Screen

Navigate to:

Action → Item Issue

Step 28: View Auto Suggested Spare Items

Spare parts added in estimate automatically appear.

You can:

• Issue selected parts
• Ignore unavailable parts
  

Step 29: Issue Spare Parts

• Select spare
• Update quantity
• Save issue

Important Note

Unavailable stock items can be ignored temporarily.

Estimate Creation After Job Card Opening

In some workshop scenarios:

• Job card may be opened first
• Estimate may be created later

Step 30: Create Estimate from Existing Job Card

Navigate to:

Workshop → Service Job Card

Then:

• Click Action
• Click Estimate
  

Step 31: Add Estimate Details

The same estimate screen will open where you can:

• Add labor
• Add spare parts
• Add other charges
• Print estimate

Automatic Synchronization Between Estimate and Job Card

Whenever:

• Labor
• Spare
• Other Charges

are added in estimate,

• Job card Labor Issue Screen
• Job card Spare Issue Screen
• Job card Billing Screen

This reduces:

• Duplicate data entry
• Manual errors
• Workshop processing time

Short Close Estimate

Step 32: Short Close Estimate

If the estimate should not be converted into a job card:

• Click:

Short Close

What Happens During Short Close?

• Estimate status becomes closed
• It no longer appears in open estimates
• No job card gets created

Key Functional Highlights

Best Practices

• Always create estimates for major repairs
• Verify spare availability before finalizing estimate
• Update insurance approval status regularly
• Share estimate with customer before repair work
• Avoid unnecessary estimate modifications after approval
• Ensure labor and spare accuracy to prevent billing disputes

Common Use Cases

Process Outcome

After successful estimate creation:

• Repair cost becomes transparent
• Customer approval becomes easier
• Insurance approval workflow gets streamlined
• Labor and spare issue become faster through auto-loading
• Workshop repair planning improves

Conclusion

The Service Job Card Estimate process in Gain DMS helps dealerships create structured and professional repair estimates before actual service execution. By integrating labor, spare parts, insurance handling, and automatic job card conversion, the system improves workshop efficiency, customer communication, and repair process accuracy in a standard automobile dealership environment.