The vehicle reception sheet is the first formal point of contact between the workshop and the customer. It is the document that records the car's condition when the customer hands it over — visible damage, mileage, fuel level — and where the customer signs accepting the work to be carried out and the approximate budget. Getting it right from the start prevents most conflicts that arise at the end.
What a complete reception sheet must include
- Customer details: name, contact phone number and tax ID (if invoicing).
- Vehicle details: registration plate, make, model, year and chassis number if applicable.
- Mileage at the time of handover.
- Fuel level.
- General vehicle condition: visible damage documented, ideally with a car diagram marking the affected areas.
- Reason for the visit: description of the problem or work requested by the customer in their own words.
- Work to be carried out: description of what the workshop will do, agreed with the customer.
- Estimated or confirmed budget, or a note that an estimate will be issued before work begins.
- Estimated collection date.
- Customer signature.
Why the reception sheet protects you legally
Without a signed reception sheet, any disagreement with the customer at the end of the job is difficult to resolve. The customer may claim that damage already existed, that the mileage does not add up, that they never authorised a specific job, or that the estimate was different. With the signed sheet, you have evidence of the vehicle's condition on arrival and the agreed work — and resolving any dispute becomes much simpler.
Digital vs paper: why the digital reception sheet is better
A paper reception sheet has the same problems as any paper document: it can be lost, damaged, or difficult to retrieve months later when a dispute arises. A digital sheet is permanently linked to the customer, the vehicle and the job, is searchable in seconds and can include photos of the vehicle's condition taken from a mobile at the time of reception.
How TallerOS solves this
In TallerOS, each job acts as a digital reception sheet: when the job is created, all customer and vehicle data is recorded, along with the reason for the visit, agreed work lines and initial vehicle condition. The customer receives a link to the portal where they can view the details and, if there is a prior estimate, sign it digitally. All of that information is linked to the vehicle's history and is accessible at any time.
Frequently asked questions
Is issuing a reception sheet legally required?
Consumer protection regulations require workshops to provide a written estimate before starting work (unless the customer expressly waives this right). The reception sheet is the document that captures that initial agreement, and its absence can complicate any subsequent claim.
Can I include photos of the vehicle on the reception sheet?
Yes, and it is highly recommended. Photos of the vehicle's condition at the time of handover are the best evidence in case of disputes about pre-existing damage.
Does the customer have to sign the reception sheet on paper?
Not necessarily. A digital signature has the same legal validity as a paper signature. In TallerOS, the customer can sign the estimate/reception from their own mobile.
Is the digital reception sheet available on all TallerOS plans?
Yes. Creating jobs with reception detail is available on all plans. Digital signature of the linked estimate requires the Pro plan or above.
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