Wrench365 Help
Wrench365 gives independent mechanics one place to take booking requests, send quotes, schedule jobs and keep customer and vehicle history, on the website and in a phone app.
Welcome to Wrench365
Here is what you get:
- A booking page and QR code of your own. Customers use them to request work from you.
- A listing in Find a mechanic, so people searching nearby can find you.
- Quotes, scheduling and job tracking, so every job has its details in one place.
- A customer list with vehicle history, so you can see what you have done for each customer and car.
- VIN lookup and barcode scanning on the booking form, so vehicle details fill in without typing.
- Text and email notifications, so customers stay informed and you hear about new requests quickly.
- The Wrench365 app for your iPhone or Android phone, plus the full website on any device.
If you are new, follow Quick start first. It takes about 5 to 10 minutes. The rest of this page is for looking things up when you need them.
Before you start
You can finish setup in about 5 to 10 minutes if you have the items below ready, and your first 14 days are free.
Have ready
- An email address you can open now, because you must confirm it before you can log in.
- Your business name, your phone number and the address you work from (your home base or shop).
- How far you will travel, if you do mobile jobs.
- Your usual rates and the services you offer.
- A payment card for the free trial. You are not charged until the 14 days end.
Cost
- 14-day free trial, then $25 per month or $225 per year.
- You can cancel before the trial ends and you will not be charged.
What it runs on
- The website works in any modern browser on a phone, tablet or computer, including Safari on iPhone.
- The app is on the App Store for iPhone and on Google Play for Android.
- Customers need nothing installed. They use your booking page in their browser.
Wrench365 does not take payments from your customers. You collect payment from them yourself, the way you do today.
Quick start
Setup is a guided run of 13 or 14 short screens that takes about 5 to 10 minutes and ends with your booking page live.
- Create your account. Go to wrench365.com and choose Sign up. Enter your business name, email and a password of at least 6 characters, or choose Sign up with Google.
- Confirm your email. You will see Check your email. Open the message and click the link, which signs you in and takes you on to setup. If nothing arrives within a few minutes, check spam, then use Resend the email.
- Go through the guided setup. Each screen shows your progress and has Back and Next. Optional screens also have Skip for now, and you can change everything later in Settings.
- Share your booking page. The last screen shows your booking link and QR code.
- Get the app (optional). Install the Wrench365 app from the App Store or Google Play, and log in with your email and password, or with Google if your account uses it (see The mobile app).
Here is what the setup screens ask:
| Screen | What you do |
|---|---|
| Welcome | Agree to the Terms of Service and Privacy Policy. |
| Business name and booking link | Confirm your business name and choose your booking link (wrench365.com/book/your-name). It tells you if a link is taken. |
| Your logo (optional) | Upload and crop your logo. |
| About your business (optional) | Add a description, your specialties, years in business, and any license or insurance. |
| Contact | Enter your phone (required), your first name, whether customers can see your phone number, and the email for customer replies. New job requests always go to your login email. |
| Where do you work? | Choose I travel to customers, Customers come to my shop, or Both. |
| Shop address | Enter your shop address if customers come to you. |
| Where do you usually start your day? | Enter your home base if you travel. Customers never see it. Choose Same as my shop if it is the same. |
| Travel range and search | Say how far you will travel in miles (or how far from your shop to show you to customers), and tick Accept new customers. |
| Time zone and hours | Choose your time zone and set your opening hours, with quick choices for Mon to Fri or Mon to Sat, 8 to 5. |
| Your prices (optional) | Start from our list of common jobs, set the hours and price for each, and add your hourly labor rate and diagnostic fee for bills. |
| Getting paid (optional) | Choose the payment methods you accept and write your cancellation or reschedule policy. |
| Choose your plan | Pick Monthly or Annual and select Start free trial. You enter your card on Stripe's secure checkout page and are not charged until the 14 days end. |
| You're live! | Copy your booking link, open your booking page, see your QR code, get the app, set up phone calendar sync, or go to your dashboard. |
If you only travel, or only work from a shop, you see 13 screens, and if you do both you see 14. A free trial can be used once per account. If the last screen says Almost there, press Check again while Stripe confirms your payment.
Tip: make a test booking from your own booking page, using a different email address, so you see exactly what customers see.
Your booking page and QR code
Your booking page is where customers ask for work, and your QR code opens it with one scan.
Sharing it
- On the website, your dashboard shows your Booking link. Choose Show QR code to see the code and download it as an SVG (best for print shops and design tools), a 2000 px PNG with a white background, or a 2000 px PNG with a transparent background.
- In the app, open the More tab. Under Your booking link you can Copy, Share or Show QR code. The app shows the code on screen only, so use the website for the download files.
- Put the link in texts, emails, social media and your business profiles. Print the QR code on invoices, business cards, flyers or your van.
- Customers can also find you through Find a mechanic when you are accepting new customers and your trial or plan is active.
Accepting new customers
On the website, find Accept new customers in Settings, under Where do you work?. In the app it is the Accepting new customers switch on the More tab.
- On: you appear in Find a mechanic, and your booking page and QR code take new bookings.
- Off: you are hidden from search, and your booking page and QR code stop taking new bookings. Visitors see "isn't taking new bookings right now. Please check back later."
- Bookings you already have are not affected either way.
Turn it off when you are fully booked or away, and back on when you want more work. While it is off, your dashboard shows a warning with your QR code (choose Show QR code).
What customers see
Customers do not need an account. On your booking page they fill in a short request form:
- Their info: name and email, and an optional phone number. A text-message consent box is unticked until they choose to tick it.
- Where: depending on how you work, they enter the vehicle's address, choose Come to me or I'll come to your shop, or see your shop's city.
- Their vehicle: an optional VIN, with Look up VIN and Scan VIN barcode, plus year, make, model and engine, none of which are required.
- What's going on: a description of the problem.
- Photos and times (optional): up to 3 photos and up to 3 preferred times. You propose a time for them to confirm.
Their name, email and problem description are required, and so is the vehicle's address when the work is at their location. Everything else is optional.
They then see "Request received!". Customers do not pick a service or a price. They describe the problem, and you send a quote. They can look up their appointments later with their email and phone number using Check your appointments.
Working a job
Every request becomes a job you follow from first contact to finished work, and completed jobs stay in the customer's history.
The Jobs list on the website and the Jobs tab in the app both have five tabs: Requested, Pending, Upcoming, Completed, and Declined/Cancelled. Each job also carries a status badge: New request, Quoted, Waiting on customer, Reschedule pending, Customer responded, Scheduled, Complete, Declined or Cancelled.
- A request arrives. We email you "New job request from {name}" at your login email. If you turned on job notifications in the app, your phone buzzes too. The request appears under Requested with the customer's problem description, vehicle and photos.
- Send a quote. Open the job and use Send quote (Send a quote in the app). Choose a job from your price list or enter a custom price, set a fixed price or a range (low and high), add an estimated duration and notes for the customer, and optionally propose a time. Choose Send Quote, or Decline if you cannot do the job. The customer gets the quote by email, and by text if they agreed to texts.
- Agree a time. Choose Propose a time and Send to customer. The customer confirms from a link in their email. If they suggest a different time, choose Accept this time or propose another. If you have already agreed a time with them, use Schedule directly and it is booked with no confirmation step.
- Do the job. Booked jobs show as Scheduled. From the job you can Reschedule, Cancel appointment or Mark Complete. You can add photos to a job on the website or in the app, and in the app you can open directions with Navigate.
- Bill and receipt. Choose Create bill and enter the work performed, either as one amount or itemized lines (description, quantity, unit price). You can save it, preview the PDF, or email the bill to the customer. After the job, enter the Final price (what the customer paid) and open View receipt to email it to them. Marking a job complete also sends the customer a short "How did {business} do?" review request.
You will not be texted by Wrench365. Customer texts are covered in the next section.
Customers and vehicle history
On the website, Customers lists everyone you have worked for. You can search by name, phone, email or vehicle. Open a customer to see their phone, email and address, their vehicles, and every job you have done, with a link to each. It is a read-only record and is not in the app yet.
Calendar
The website has a Calendar page and the app has a Calendar tab with a week view. In Settings, Sync with your phone calendar gives you a calendar link, an Add to iPhone calendar button and steps for Google Calendar. Booked, moved and cancelled appointments also reach you as calendar invites by email.
VIN lookup and barcode scanning
A VIN (vehicle identification number) fills in the year, make and model automatically.
- On the booking form, customers can type the 17-character VIN and choose Look up VIN, or choose Scan VIN barcode to use the camera.
- The scanner reads the barcode on the sticker inside the driver's door frame. It does not read printed letters, such as the VIN on the dashboard or the windshield.
- Many newer vehicles have this barcode, and older ones may not. If a scan does not work, type the VIN instead.
- Scanning needs good light, a steady hand and the barcode filling most of the frame. Allow camera access when the browser asks.
- Vehicle details come from the US National Highway Traffic Safety Administration (NHTSA) database. They are right for most US vehicles, but check them against the car in front of you.
Texts and notifications
Wrench365 texts and emails your customers at each step of a job, and sends you email and, if you turn them on, phone notifications. It does not text you.
What your customers receive
Texts start with "Wrench365:" and are only sent if the customer gave a phone number and ticked the text-message consent box on your booking form.
| When | Text | |
|---|---|---|
| Request submitted | No | "Request received by {business}" |
| Quote sent | Yes | Yes |
| A time is proposed or changed | Yes, with a confirm link | Yes, with a confirm link |
| Appointment booked or moved | Yes | Yes, with a calendar invite |
| Within 24 hours before the appointment | Reminder | No |
| You decline a request | No | Yes, with your message |
| You cancel an appointment | No | Yes, with your message, and the calendar entry is removed |
| You mark a job complete | No | A "How did {business} do?" review request |
| You email a bill or receipt | No | Yes, only when you press the email button |
What you receive
| When | App notification | |
|---|---|---|
| A new request arrives | "New job request from {name}", sent to your login email | Yes |
| A customer suggests another time | Yes | Yes |
| A customer confirms a time | Yes | Yes |
| A confirmed time clashes with another booking | "Scheduling conflict" | No |
| An appointment is booked, moved or cancelled | A calendar invite | No |
| Your free trial is about to end | Two reminders: "Your Wrench365 free trial ends {date}" from Wrench365 about 3 days before, and an email from Stripe 7 days before | No |
| You ask to delete your account | A confirmation | No |
| Your plan is about to renew | An email from Stripe | No |
| Your card is about to expire | An email from Stripe | No |
| A card payment fails | An email from Stripe | No |
Emails come from notifications@wrench365.com, including the Wrench365 free trial reminder. Add that address to your contacts so they stay out of spam. Billing emails such as the Stripe trial reminder, renewal and card-expiry reminders and failed-payment notices come from Stripe itself.
To get app notifications, open the app's More tab and choose Turn on for this phone under Job notifications, then Send test notification to check it works.
STOP, HELP and opting out
- Customers can reply STOP to any text to stop receiving them, or HELP for help. Message and data rates may apply.
- Customers who agreed to texts can expect about 3 to 5 messages per appointment.
- If a customer is not getting texts, check that they entered their number correctly, ticked the consent box and have not replied STOP.
The mobile app
The Wrench365 app puts your jobs and calendar in your pocket, and it uses the same account as the website.
Getting it
- iPhone: search for "Wrench365" on the App Store.
- Android: search for "Wrench365" on Google Play.
- Or open wrench365.com/app on your phone and it takes you to the right store.
You'll also find the download links on the You're live! screen at the end of setup, in the Get the Wrench365 app card on your dashboard, and in Settings under Mobile app.
Logging in
- Log in with your email and password, with Continue with Google (iPhone and Android), or with Sign in with Apple (iPhone only).
- The app never creates accounts. You create your account on wrench365.com, and Google or Apple must be connected to that account before you can log in with them. If you signed up with Google, it is already connected.
- To connect Google, go to Settings > Sign-in methods on the website, or More > Sign-in methods in the app. To connect Apple, use More > Sign-in methods in the app on your iPhone. See Signing in.
- If you log in with Google or Apple before connecting it, the app shows No account connected. Log in with your email and password, connect it, and use it from then on.
- Logging in with email and password may ask you to confirm you are a person. This is normal.
What the app does
| Tab | What you can do |
|---|---|
| Jobs | See your five job tabs, send a quote, propose or accept a time, schedule, mark complete, reschedule or cancel, create and email a bill, record the final price and email a receipt, add photos and open directions. |
| Calendar | See your week. |
| More | Copy, share or show your booking link and QR code, turn Accepting new customers on or off, turn on job notifications for your phone, connect or disconnect Google and Apple in Sign-in methods, open wrench365.com, log out, or delete your account. |
Only on the website
Sign-up and guided setup, all Settings (logo, hours, booking link, phone calendar sync, password), billing, pricing, Customers, Reviews, and the QR code file downloads. If your setup is unfinished, the app shows Finish setup at wrench365.com, and if you have no active plan it points you to the website to start one.
Account, billing and privacy
You manage your plan, your sign-in details and your data yourself, from Settings on the website. Sign-in methods and account deletion are in the app's More tab too.
Your plan
| Plan | Price | Notes |
|---|---|---|
| Free trial | $0 for 14 days | Card required. Cancel before day 14 and you are not charged. |
| Monthly | $25 per month | Cancel any time. Your plan runs to the end of the month you have paid for. |
| Annual | $225 per year | Works out cheaper than 12 monthly payments. Cancel any time. Your plan runs to the end of the year you have paid for. |
Billing is handled securely by Stripe. Wrench365 does not store your card number. You can update your card or cancel with Manage billing in your account.
Signing in
- On the website you can log in with email and password, or with Sign in with Google. In the app you can also use Google, and on iPhone Sign in with Apple.
- Google and Apple only work once they are connected to your Wrench365 account. Signing in with them never creates a new account.
- Google: connect it on the website in Settings > Sign-in methods with Connect Google, or in the app in More > Sign-in methods with Connect Google.
- Apple: connect it in the app on your iPhone, in More > Sign-in methods with Connect Apple. Apple is managed in the app: once it is connected, the website's Settings > Sign-in methods shows Apple as Connected. Android phones show a connected Apple and can disconnect it, but connecting it needs an iPhone.
- Keep at least one way to log in. The website has no Sign in with Apple, so you always need a password or Google: you can't disconnect Google while it is your only way to log in on wrench365.com (add a password first), and you can't disconnect Apple unless you have a password or Google. If you signed up with Google, Google stays connected.
- Forgot your password? Choose Forgot your password? on the login page and follow the email.
- If you signed up with Google, you can add a password in Settings > Sign-in methods on the website.
Your data
- Read the Privacy Policy and Terms for the full details.
- To delete your account, use Delete my account in Settings on the website, or More > Delete my account in the app, which sends the request from the app itself. On iPhone, if you use Sign in with Apple, Apple asks you to confirm, and your Sign in with Apple is removed too. On Android, if Apple is connected to your account, the app asks you to delete from the Wrench365 app on your iPhone or on wrench365.com instead. Either way, this sends us a request. We set your subscription to end at the end of your current paid period, so you are not charged again (on a free trial, your trial simply ends with no charge; if your last payment failed, we cancel it straight away instead), and hide your booking page, so you leave Find a mechanic and your booking page and QR code stop taking new bookings. Bookings you already have are not changed, and you can keep managing them until we delete your account. We delete your account and its data within 30 days and email you when it is done. If you change your mind, email contact@wrench365.com before then.
- Subscriptions are not refunded. A paid plan simply ends at the end of the period you have already paid for.
Frequently asked questions
Do my customers need an account or the app?
No. They use your booking page in any browser.
Can I use Wrench365 on my iPhone?
Yes. Get the Wrench365 app on the App Store, or open wrench365.com in Safari and log in. Both use the same account.
Does Wrench365 take payment from my customers?
No. You collect payment yourself. The subscription you pay is separate.
What if I work from a shop or my home, not only mobile?
You choose where you work during setup: you travel to customers, they come to your shop, or both. Customers who book your shop see its address in their appointment confirmation. Your shop or start-of-day address is used to show you to nearby customers in Find a mechanic.
How do customers find me?
Through your booking page link or QR code, and through Find a mechanic when your Accept new customers switch is on and your trial or plan is active.
I am fully booked. How do I stop new requests?
Turn off Accept new customers. Your booking page and QR code stop taking new bookings and you are hidden from search. Existing bookings stay as they are.
The VIN scanner will not read the barcode. What now?
Type the VIN instead. Scanning works on the barcode on the driver's door frame sticker, in good light, and some vehicles do not have one.
The vehicle details look wrong.
VIN lookups use a US government database and are right for most vehicles. Correct the details by hand if they are not.
Can I change my email address or business name?
You can change your business name and the email customers reply to in Settings. Your login email cannot be changed there, and new-request emails always go to it. If you need a different login email, contact contact@wrench365.com.
What happens at the end of the free trial?
You get two reminder emails: one from Wrench365 about 3 days before it ends, and one from Stripe 7 days before. Your plan then starts and your card is charged, unless you cancel before day 14.
Is my customers' information safe?
Your customers' details are visible only to you, in your own account, and are stored securely. See the Privacy Policy for the details.
Troubleshooting and getting help
Most problems have a quick fix below, and you can email contact@wrench365.com for anything else.
| Problem | What to try |
|---|---|
| I did not get the confirmation email | Check spam and promotions. Wait a few minutes. Add notifications@wrench365.com to your contacts, then choose Resend the email on the Check your email screen. |
| I cannot log in | Check your email and password. Use Forgot your password? to reset it. If you use Google, log in with Google instead, and if you use Apple, log in with Sign in with Apple in the iPhone app. |
| The app says No account connected | The Google account or Apple ID you used is not connected to a Wrench365 account. Log in with your email and password, then connect it in More > Sign-in methods (or connect Google in Settings > Sign-in methods on the website). New to Wrench365? Sign up at wrench365.com first, because the app does not create accounts. |
| I lost a way to log in | If you can't get into your Google account or Apple ID, use Forgot your password? on the login page to set a password for your login email, then log in with it. You can then disconnect the one you lost in Sign-in methods. If you can't log in at all, email us from your login email. |
| The app asks me to prove I am human and fails | Check your connection and try again. Close and reopen the app if it keeps failing. |
| I am not getting notifications in the app | Allow notifications for Wrench365 in your phone's settings, and check your connection. |
| Customers say my booking page will not take bookings | Check that Accept new customers is on and your trial or plan is active. |
| The QR code does not scan | Print it larger, with a clear border and good contrast, and test it with your own phone before printing many. |
| The camera does not open for the VIN scanner | Allow camera access for your browser, then reload the page. Type the VIN if it still will not work. |
| A customer did not get a text | Check the number is correct and that they have not replied STOP. |
Contact us
Email contact@wrench365.com and tell us your account email, what you were doing, and what you saw. Screenshots help.