Promec is one online system for quotes, job cards, parts stock, bookings and customer messages in independent workshops around South Africa. Your VAT rate is applied on every invoice; submissions to SARS stay with your accountant.
Inside Promec: the Quotes register, filtered by status and searchable by registration, with AI notes on every job.
Running a workshop across too many separate systems drains the day. Bays, technicians and turnover on a single dashboard.
Each job gets quoted from nothing, and a customer who hears nothing by lunchtime phones another workshop.
The quote is emailed, then forgotten. By the time someone follows up, the car is booked in elsewhere.
VAT invoices, expenses, POPIA and one more monthly software bill. Less time for the cars that pay for it all.
A workshop in Joburg, Durban or the Cape runs its day through Promec like any other: booking the car or bakkie in, quoting, allocating technicians, drawing parts from stock, keeping the customer updated and invoicing in rand with the VAT rate you have configured.
Promec does not connect to SARS. It does not submit VAT returns or anything else on your behalf, so that stays with your accountant or bookkeeper. A direct link with a tax authority is only available in Spain, Mexico, Argentina, Chile and Colombia, and it is better that you know before you register.
Booking, diagnosis, authorisation, the repair itself and payment all live on one job, not in four different places.
The AI takes the customer's complaint or the OBD fault codes, points to the likely repair and costs it with your hourly rate and parts pricing.
Email, SMS and the WhatsApp Business API all work from the job card, and each customer gets a page to track the car and authorise extra work on their phone.
Invoices show your VAT registration number, run in sequence and apply the VAT rate you set per line, while income and expenses are captured as you trade. Nothing is submitted to SARS: returns stay with your accountant.
Promec explains the OBD codes pulled from the vehicle, manages stock of new and second-hand parts, and keeps the workshop's technical data on hand.
Load the day's bookings, balance work across the bays, rearrange the board when a job overruns and measure each technician's productive hours. Technicians work off their phones.
All three plans include every item below.
Your workshop number runs through Promec: unanswered calls are flagged and each conversation is summarised on the customer's profile.
Customers check in on their own while technicians keep turning spanners.
Specials go out to customers and vehicles already on the system, so there is no separate database to manage.
Clocking, leave and staff files sit next to the job cards.
Most workshops stay on old software because the changeover worries them. Video tutorials and in-app guides help staff find their feet.
The numbers a workshop owner watches, and an audit trail of who changed what.
Clocking on, photos of the vehicle, the job report and the customer's signature are all captured in the bay. Each step appears on the job page the customer checks.
Every customer receives a private link with the job status, the quote to authorise, the paperwork and a live video feed from the workshop.
Customers log in to add vehicles, see past services and get notified when the next service is due. Your bookings grow from people who already trust the workshop.
Enquiries from your website arrive with the make, model and fault captured, ready for a quote.
The AI gets a quote to the motorist before they have finished ringing around.
Service interval, oil change or licence renewal: a reminder brings the vehicle back in.
Customers are asked to review the workshop after each job, which helps motorists nearby find you.
Ask whether it is active in your province. Where it is, we can activate quote requests from private motorists near your workshop. You pick the jobs and name the price, without depending on insurance assessors or fleet contracts.
| Capacity | Promec | Legacy software | Loose point tools |
|---|---|---|---|
| AI that quotes on its own | ✓ | — | — |
| Automatic quote follow-up | ✓ | — | Partial |
| Online job page for customers | ✓ | — | — |
| VAT invoices at your rates (no SARS link) | ✓ | Sometimes | ✓ |
| Accounts plus slip scanning | ✓ | — | Separate |
| WhatsApp API + SMS + email | ✓ | — | Several apps |
| OBD diagnosis + live reading | ✓ | — | Separate |
| New & used parts + stock | ✓ | Stock only | — |
| Technical manuals & procedures | ✓ | — | Separate |
| Customer acquisition in your area | ✓ | — | Agency |
| Mechanic's mobile app | ✓ | Limited | — |
| Messages in the customer's home language | ✓ | — | — |
| No lock-in | ✓ | Usually locks you in | Variable |
| 15-day money-back withdrawal right | ✓ | — | — |
| Approximate monthly cost | 79 € | 60–120 € | +230 € |
Customers, vehicles and service history come across while invoicing continues as usual.
Hourly rates are loaded and the AI quotes a live job.
Customers follow the job and authorise work by phone.
Quotes and WhatsApp follow-ups run without anyone chasing.
Export what you can from your existing workshop system and our team imports it. Your current system keeps invoicing until you've signed off the data in Promec.
Data transfer may carry additional costs depending on the source system and data volume. See terms.
Roadworthy tests. A vehicle has to be tested for roadworthiness before it is registered in a new owner's name, so every sale of a used car or bakkie can bring repair work first. Public transport and heavy-load vehicles are tested every year before the licence is renewed, and buses every six months, at private or public vehicle testing stations. Promec does not replace the testing station. It records the pre-test repairs on the vehicle's job card and reminds fleet customers of the dates you store.
VAT. SARS levies VAT at a standard rate of 15% on supplies by registered vendors. In Promec the rate sits on each invoice line and the totals flow into your books; returns are still submitted by you or your accountant.
POPIA. The Information Regulator enforces the Protection of Personal Information Act and requires Information Officers to be registered before they take up their duties. Promec keeps a log of every customer message and lets you limit which staff see what.
Sources: South African Government, Roadworthy certificate · SARS, Value-Added Tax · Information Regulator
Start with 3 months for €1 and cancel whenever you like from your subscription area. Pick your billing cycle above.
Prices exclude VAT, for businesses and self-employed. €1 in total for the first 3 months, taxes included. From the fourth month the chosen plan is billed automatically. No lock-in: you can cancel before that date. You also have a 15-day money-back withdrawal right. Calls and WhatsApp usage are billed separately.
A short guide to what each module does, what it replaces and what to have ready on the first day.
Capture the registration and a job card opens: the customer's complaint, the odometer reading, the condition of the car or bakkie at intake and photos from a phone. Parts drawn, time booked and every authorisation attach to that card, so the job never relies on the person who happened to take the keys. Have ready: registrations, VIN numbers where available, customer billing details and your hourly rate.
Quotes are built from labour and parts lines, and the customer authorises or declines through a link. An authorised quote becomes the job with no retyping. The tax invoice comes from the completed job, numbered in sequence with your VAT registration number and the rate on each line. Submission of returns to SARS is not included. Have ready: invoice series, VAT rates, rates per job type and customers' usual payment methods.
Every part number carries a bin location, cost, selling price and reorder level, new or second-hand. Issuing a part to a job reduces stock, and anything below the reorder level appears on the order list. Supplier invoices are matched to orders, so you see what is paid, what is on back order and what has not moved. Have ready: a parts list with cost and selling price, suppliers and one stock take.
Each booking is set against a bay, a technician and an estimated duration, so you know whether Thursday is truly open before promising the vehicle back. Web bookings land in the same calendar, and vehicles waiting on parts stay visible without tying up a bay. Have ready: bays, trading hours, technicians and standard job times.
Customers are notified when the quote is ready, when work starts and when the vehicle can be collected, on the channel they opted in to. Service and licence renewal reminders go out ahead of time, and every message is logged. Have ready: contact details customers consented to, and the dates you want to track.
Turnover by period, labour and parts margins, quotes issued against quotes authorised, bay utilisation and job mix, all from captured work. They show whether your hourly rate covers overheads and which part is bought high and sold low. Have ready: nothing extra.
Send the export your current system produces. We clean duplicates first (the same customer twice, one part under several descriptions), load the data into a test environment for you to check, then you configure bays, rates and user rights. For the first days, invoice in Promec while the old system stays read-only, and train front desk, technicians and admin separately on your own jobs. Your data can be exported at any time, including the day you leave.
No. Promec has no connection to SARS and does not submit returns or payments. It produces your tax invoices with your VAT registration number and rate, and records sales and expenses so your accountant has the figures. A direct tax-authority link exists only in Spain, Mexico, Argentina, Chile and Colombia.
Whatever applies. SARS levies VAT at a standard rate of 15% on supplies by registered vendors, and some supplies are zero-rated or exempt. Promec applies the rates you configure; which one fits a job is for you or your accountant to decide.
Customer names, cell numbers and vehicle records are personal information under POPIA, which the Information Regulator enforces. The Regulator also requires responsible parties to register their Information Officer. Promec sends messages only to contacts the customer agreed to and logs each one, which helps when a customer asks what you hold.
Promec does not issue roadworthy certificates; that is done at a vehicle testing station. What it does is keep the job, the quote and the parts for any repair a vehicle needs before its test, and save dates you want to track so the customer is reminded.
Yes. Your invoices use the currency you configure. The Promec subscription on this page is priced in euros.
No fixed term. You pay €1 for the first three months and can cancel any time from your subscription area, with a 15-day money-back period.
Promec runs in the cloud, so your records are not lost with the workshop PC. Technicians can still clock in on the app without signal; the rest of the system needs a device with a connection.
€1 for three months, month-to-month after that, a 15-day refund period and data migration included.
Write to us and we'll show you how Promec can help. No obligation.