Form templates for auto dealers & repair

Form templates for auto dealers and repair shops — new and used car lots, independent mechanics, body shops, parts counters and the fleet accounts that keep them busy. Every one is free to copy, edit and publish in formformform: work orders, callback requests, finance pre-approvals, warranty claims and inspection reports.

69 use cases29 templates17 categories

The VIN does most of the work here. A repair order that captures VIN, mileage, symptoms and a drop-off time arrives with enough for the service advisor to look up the engine, check open recalls and price the parts before the car is on the lift.

Photos come with it. A customer can attach three shots of the dented quarter panel to a claim, and a tech can upload the same at check-in. Conditional logic keeps a night-drop form to four questions and opens the finance branch only when someone is buying.

55 forms auto dealers & repair actually build

Each one starts from a template you can open and edit. Grouped by the kind of form it is.

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What auto dealers & repair usually collect

VIN, mileage and symptoms

VIN, odometer reading, and the customer's own description of the noise or warning light. One VIN is enough for the parts desk to look up trim, engine and open recalls in their own system and price the job before the car arrives.

Photos of the damage

Dents and scratches at rental pickup, paint fish-eyes on a body panel, the part that failed. Uploads sit in the submission, so a warranty claim carries the part number, installation date and the evidence together.

Approval limits and drop-off

A contact number, the figure the customer will not go past without being asked, whether the old parts come back, and a night-drop time. Loaner requests add the repair order number and how long the car is in.

Inspection and fleet checks

Unit number, odometer and a pass, fail or monitor line for brakes, lights and tyres, with a defect note typed in the bay. Parts managers reuse the same shape for a monthly cycle count of filters, brake pads and wiper blades against the DMS records.

29 templates to start from

How to set one up

  1. 1

    Open the Auto Repair Work Order Form for the service side, or the Car Dealership Callback Form for the sales floor, and edit it like a document — fields go inline as you type.

  2. 2

    A File Upload field is where the damage goes — the dented panel, the failed part, the lit dash warning. Ask for three angles and you can quote a body job without the car on the lot.

  3. 3

    Branch with logic: a trade-in shows payoff and lienholder, a warranty claim shows part number and installation date, a loaner request shows the repair order number. Nobody sees the other branches.

  4. 4

    Put the link where the car is: embedded on your service page, behind a QR code taped to the night-drop box, and on a counter card at the parts desk.

  5. 5

    Send every submission on by webhook or Zapier — one direction, into your DMS, your scheduler or a Slack channel for the bay — then filter responses by advisor when the queue backs up.

Frequently asked questions

How do I handle after-hours key drop-offs?

Print the form's QR code and stick it on the key-drop box. A customer scans it at ten at night, types the plate, mileage and what the car is doing, and ticks an authorisation limit. The envelope holds the key; the submission holds everything the advisor needs to write the ticket at seven the next morning.

Can customers send photos of the damage with the form?

Yes. File Upload is a field type, so a customer can attach three shots of the quarter panel, the cracked bumper cover or the part that came off in their hand. You download or preview them from the submission. It is enough to price a body job, order the panel and tell them whether it is worth claiming.

Can I take a deposit on a special-order part?

Yes. Add products and priced options to the form, then collect payment through secure hosted checkout with Stripe, PayPal, or Square. Payment status is tracked alongside the response.

Is it safe to collect finance application details online?

Use an end-to-end encrypted form for it. Income, employment and anything the F&I desk needs to pre-qualify a buyer stays encrypted in transit and at rest, decrypted in your browser, with EU hosting available and GDPR covered. There is no security certification in formformform's own name, so if the lender's data agreement asks for one, settle that before you route applications this way.

Can technicians fill in inspection forms on a phone in the bay?

Yes. The form is a link, so a tech opens it on their own phone with oily hands and no login — unit number, odometer, pass or fail on brakes, lights and tyres, a photo of the worn pad. Multi-point checks, pre-trip inspections and fleet maintenance requests all work the same way, and every one lands in the same response list.

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