One system for a dealership and its service station
Kenjap Motors sells vehicles and runs a busy service station. We put both on GariSuite - so sales, stock, service jobs, customers, invoices, payments, parts used, and profit per service all live in one place.
What the business was facing
Kenjap Motors runs two connected businesses - selling vehicles and servicing them. Kept on separate tools, the two sides couldn't see each other, and the service station in particular had no reliable view of what each job actually cost or earned.
A dealership and a service station look similar from the forecourt but pull in different directions operationally. Sales is about stock, leads, deposits, and margin per unit; the service station is about jobs, technicians, parts drawn from stock, and turnaround. When each runs on its own spreadsheets and books, the business loses the one thing that ties them together - a single, trustworthy view of money and stock.
The service station was where this hurt most. Jobs were booked and done, but the parts and consumables used weren't reliably tied back to the job or the customer, invoices were raised from memory or loose notes, and payments were reconciled long after the car had left. The result was a workshop that was clearly busy but whose real cost and profit per service no one could actually state.
The dealership and the service station couldn't see the same customers, stock, or money.
- A customer who bought a car and later serviced it existed twice, in two systems.
- Parts moved between sales stock and workshop use without a clear trail.
- Leadership had to stitch two sets of numbers together to see the whole business.
The workshop was busy, but the profitability of each job was a guess.
- Parts and consumables used on a job weren't consistently captured against it.
- Labour and service cost weren't set against the price charged.
- It was impossible to say which services or technicians actually made money.
Billing the service station relied on notes rather than a system.
- Invoices were raised manually, sometimes after the customer had left.
- Cash and M-Pesa payments were reconciled slowly and disputably.
- Outstanding balances and daily takings were hard to see with confidence.
What we designed and shipped
We put both sides of Kenjap Motors on GariSuite - our automotive platform - so vehicle sales and the service station operate from one shared record of customers, stock, and money.
We started from GariSuite's dealership foundation - vehicle stock, the lead-to-sale pipeline, deposits, and margin per unit - and extended it to run the service station on the same platform, so the two sides of the business finally share one customer list, one stock pool, and one set of books.
For the workshop specifically, we modelled the real shape of a service job: the customer and their vehicle, the work performed, the parts and consumables drawn from stock, the labour and service cost, and the price charged. Because parts are issued to a job from the same inventory the dealership uses, every item consumed is captured against the job automatically - which is what makes true cost and profit per service possible rather than aspirational.
Vehicle stock, the lead-to-sale pipeline, deposits, and margin per unit - the sales side running on a proven automotive platform.
Service jobs tied to the customer and their vehicle, with parts and consumables issued from stock, labour and service cost captured, and the price charged - all on one job record.
Invoices raised straight from the actual job, with cash and M-Pesa payments captured and reconciled against the right customer and service.
The cost of every service set against its price, so profit per job, per service type, and across the workshop is visible - alongside the dealership's numbers in one view.
What changed for the business
The operational difference the system made day to day.
The biggest shift is that Kenjap Motors now runs as one business rather than two that happen to share a name. A customer, their vehicle, the parts they've consumed, and what they owe are all visible in one place - so the dealership and the service station reinforce each other instead of keeping separate, partial pictures.
For the service station, profitability stopped being a feeling and became a number. With parts used and the cost of every service captured against each job and set against the price charged, Kenjap can see which services and vehicles actually make money - and price and manage the workshop on evidence rather than instinct.
Sales and the service station share customers, stock, and money instead of living in separate books.
Because parts used and service cost are captured against each job, Kenjap can see what every service actually earns.
Invoices come straight from the job and payments reconcile against the right customer - so takings and balances are trustworthy.
Parts consumed in the workshop draw down the same stock the dealership sees, so inventory stays accurate everywhere.
Frequently asked questions
Common questions from businesses looking for a solution like this.
Yes. For Kenjap Motors, Upeosoft runs vehicle sales and the service station on GariSuite - one platform sharing customers, stock, and money, covering dealership stock and sales as well as service jobs, invoices, payments, parts used, and profit per service.
Every service job captures the parts and consumables drawn from stock and the service cost, set against the price charged - so Kenjap Motors can see the true cost and profit of each service, each service type, and the workshop overall.
Yes. Invoices are raised directly from the job, and cash and M-Pesa payments are captured and reconciled against the correct customer and service, so takings and outstanding balances stay accurate.
Yes. Kenjap Motors runs on GariSuite, Upeosoft's automotive platform, extended to run their service station alongside vehicle sales.
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