Bike repair shop software

ServiceCenterSoft is repair-tracking software for bike repair shops — regular bikes, e-bikes, kids’ bikes and rental fleets. Each bike gets a job sheet, tune-ups come from your own service menu, special-order parts are tracked with the customer’s deposit, and tubes and chains are counted in stock. It runs in the browser; there is nothing to install.

A bike shop runs on the spring rush

Most bike shops know the pattern. Winter is quiet: an overhaul here, a wheel build there. Then the first warm weekend arrives and everyone brings their bike in at once — flat tyres, a rusty chain, brakes rubbing, gears skipping. Within a week the workshop floor is full and every customer wants their bike back by Saturday.

Every job has a promised date, and overdue jobs turn red. Above the job list, tiles with counts show what is open, ready for pick-up, overdue, urgent and unpaid. A courier’s bike, which is somebody’s income, can be flagged as urgent so it does not get lost among the tune-ups that are due “sometime this week”.

Tune-ups from a service menu

In spring, most jobs are not repairs but service. Most shops sell two or three tune-up levels — say a basic tune-up (gear and brake adjustment, chain lube, wheel and tyre check) and a full service with hubs, bottom bracket and headset stripped and regreased. You set these up once in the “Labour” list with a name and a price, and you can tie a work item to a device type: a regular bike or an e-bike. An e-bike service usually costs more, because the motor, wiring and battery need checking as well.

On the job, the mechanic picks a line “from the list”, and the name and price fill in; the price can still be adjusted for that bike. Everything else goes on as extra lines — new chain, hydraulic brake bleed, wheel truing — together with parts from stock. The job total adds itself up.

As a rough guide, a basic tune-up in Europe is often somewhere around €50–90 and a full service €120–250 before parts. These ranges vary a lot by city and by the kind of bikes you work on, so your own prices go into the list.

Special orders and deposits

A customer wants a new groupset, a fork or a wheel that is not on the shelf. A parts order is created straight from the job, so you can see which bike is waiting and for what. The order can be emailed to the supplier from the software; when the part arrives, “Arrived” books it into stock and it goes onto the job as a line.

For anything expensive ordered for one customer, a deposit is sensible. A job can hold several payments — the deposit when ordering and the balance at collection. The job card shows what has been received and what is still due, so nobody has to remember at the counter whether the customer paid something a month ago.

Consumables bought before the rush

Tubes, tyres, chains, cables, brake pads and cassettes go out by the dozen in spring, and it is easier to buy them in winter. Each delivery goes into stock with quantity, purchase price and supplier; when a part goes onto a job, the stock level drops on its own, and the part’s card shows which jobs it went into.

Give your fast-moving items a minimum level. The “running low” filter then becomes your reorder list — worth going through in February. More on spare parts tracking.

Finished bikes, and bikes kept over winter

A bike takes up a square metre of floor. When twenty finished bikes are waiting, there is nowhere left to work. Each finished, uncollected bike shows how many days it has been waiting. You set a free storage period in the settings; after that the counter turns red and a “past free storage” filter lists those bikes together. Telling the owner the bike is ready takes one button — by email or Telegram.

Many shops also offer winter storage, often bundled with a spring tune-up. There is no separate storage module, but an ordinary job covers it: your own “in storage” status (you define the statuses yourself), a “winter storage” line from the Labour list, the pick-up date as the promised date, and the rack position in the notes. The software does not charge storage fees by itself; you add them as a line.

E-bikes: motors, batteries and approval first

An e-bike repair can cost as much as a decent ordinary bike — a hub motor or mid-drive, a controller, a battery. The customer should see that figure before you start. The estimate goes out with one button by email or Telegram; the customer opens the link and approves or declines, and the answer is stored on the job with the date. If you charge for diagnosis, give the e-bike device type its own diagnostics price.

The frame serial number has its own field, the battery number can go into “Product code”, and the search finds the bike by either. Battery condition is written down in front of the customer under “Condition”. More on taking batteries in is on the e-scooter repair page — it applies to e-bikes just the same.

Motor makers’ own diagnostic tools are not connected to ServiceCenterSoft: the mechanic records what the diagnosis showed in the job’s work log.

Seasonal mechanics and their share

Spring often means extra mechanics, frequently paid a percentage. Every line on a job has a mechanic, and every staff member has a rate. The report for a period shows what each person earned on jobs that were collected and paid, broken down to the line, so there is no arguing in September about who serviced which hub in April. See technician pay for how it is calculated.

What it does not do

• Online booking or a calendar. A job is opened when the bike is already in your shop.
• SMS, a mobile app or online payment by the customer. Notifications go by email and Telegram, the software opens in a phone’s browser, and you record payments yourself.
• Photos on the job. Frame scratches are described in words; pictures are kept separately.
• Links to supplier catalogues or ordering systems. Orders go out by email and you enter prices yourself.
• A till or bike sales. This is repair tracking, not a shop system.

What it costs

One price for the whole shop — seasonal mechanics and extra branches cost nothing extra.

Off-the-shelf not enough — your own forms, roles, reports or workflow? We will build a program for you. How it works

All plans are on the pricing page. You can try it without signing up in the demo: book a bike in, add a tune-up from the list, take a deposit and take the job through to collection.

★★★★★

We are very happy working with servicecentersoft.com: they built everything we asked for, even though our request was unusual, since we deal with medical devices. Everything was done precisely and on the agreed schedule. Thank you for the cooperation — we keep working together.

★★★★★

I tried the ServiceCenterSoft demo and came away with a good impression. The program is simple and easy to understand, yet it has everything you need for the job: customers, repairs, devices, spare parts, statuses and statistics.

I especially liked the dark theme and the responsive design — working from a phone is perfectly comfortable. Another plus is the instant search that works as you type, so you don't have to press a separate "Search" button every time.

You can tell the program was built specifically for service centers rather than being a generic CRM adapted for the repair business. The interface has no unnecessary frills; everything is logical and to the point.

A good, practical tool for the day-to-day work of a service center.

★★★★★

I liked that you get a free 14-day trial and that they are willing to handle my special requests — setting things up exactly the way I need them.

I also liked how payment works. You can simply pay the monthly fee by card online — basically the same as a regular Spotify subscription or any other service. No separate contracts to sign and no invoices to pay manually.

And there's no feeling of strict limits on the number of employees. One service center is one account, and inside it you can organize the work of your technicians and run several branches.

For me this is far more convenient than plans where you have to pay for every single user or keep counting how many employees are working today.

★★★★★

My business is fairly specific, so the program's standard features weren't enough — I needed my own custom fields, my own sorting options and search by additional parameters. The work completion certificate and the printed repair receipt also needed some changes to fit the way we work.

I contacted technical support. To be honest, I expected changes like these to take a long time, but everything was done within a single day. The team quickly understood exactly what we needed, suggested the right solution and did everything properly.

I'd especially like to mention the support: they get straight to the point, with no unnecessary bureaucracy, and they genuinely help instead of just sending you off to read the documentation.

For me this is a big advantage of the program: it isn't just sold "as is" — it can be adapted to how you actually work. Thanks to the team for the quick response and for treating the customer right.

Highly recommended!

In short

• The spring queue with promised dates and urgent jobs in plain sight.
• Tune-up packages in the Labour list, priced separately for bikes and e-bikes.
• Special-order parts from the job, with deposit and balance as separate payments.
• Minimum stock levels that turn into a reorder list before spring.
• A day counter for finished bikes, and winter storage as an ordinary job.
• Each mechanic’s share, broken down to the line.