Get your yard running in WreckMate in about 20 minutes. Five steps, and you're live.

Quick Start

This guide walks you through the five essential steps to get your yard operational in WreckMate. By the end, you'll have your yard profile set up, your team invited, a donor vehicle registered, parts searchable, and your first quote created.

Step 1: Set up your yard profile

Before anything else, tell WreckMate about your yard.

Step 2: Invite your team

Add staff so they can log in and start working.

Step 3: Register your first donor vehicle

A donor vehicle is any wrecked, written-off, or end-of-life vehicle you've purchased for dismantling.

Example: A 2019 Toyota HiLux SR5 purchased at Pickles auction for $4,200. Enter the VIN and WreckMate identifies it as a TGN121R variant. Enter the purchase price and source. Done — the vehicle is in your system and ready for dismantling.

Step 4: Search for a part

Try a parts search to see how it works before you have a lot of stock in the system.

Step 5: Create your first quote

Quotes are the heart of WreckMate sales. Every sale starts as a quote.

You're up and running

Once you've completed these five steps, the rest of WreckMate builds on this foundation. Head to the specific sections of this documentation for detailed guides on each area:

A walkthrough of the five-step setup wizard that appears when you first log in to WreckMate.

Onboarding Wizard

When you first log in to WreckMate, you'll see the Onboarding Wizard pop up in the bottom-right corner of the screen. It guides you through five setup steps to get your yard configured and ready to use.

The wizard stays visible until all five steps are marked complete. You can close it at any time and come back — it saves your progress automatically.

The five onboarding steps

Step 1 — Set up your yard profile

This is the most important step. You need to enter your:

• Yard name and yard code (the code prefix used in your SKUs — e.g. SYDWR)
• ABN — used on every GST invoice you generate
• Address and contact details — appear on invoices and customer communications
• Business hours — helps customers and the WreckMate network know when you're open

Why it matters: Without your yard code, WreckMate can't generate SKUs for your parts. Without your ABN, your invoices won't be tax-compliant.

To complete: Go to Settings → Yard Profile, fill in all fields, and click Save Changes. The wizard detects this automatically and marks the step complete.

Step 2 — Invite your first team member

Add at least one other person to your WreckMate account. This could be a sales staff member, a technician, or a business partner.

Why it matters: This step proves your user management is working and you can share access with your team. In a real yard, your sales staff need access on their devices or the front counter computer.

To complete: Go to Settings → Team, click Invite Staff Member, enter the email address, and select a role. The invitation is sent instantly.

If you're running the yard alone, you can skip this step — use the Skip link in the wizard.

Step 3 — Register your first donor vehicle

Add a wrecked or end-of-life vehicle to your inventory.

Why it matters: Donors are the source of every part you sell. Getting comfortable with the donor registration process is key — it triggers dismantling cards and links acquisition costs to your parts automatically.

To complete:

1. Go to Inventory → Donor Vehicles
2. Click Add Donor Vehicle
3. Enter the VIN — WreckMate decodes it and fills in make, model, year, and engine automatically
4. Enter the acquisition cost and source (where you bought the vehicle)
5. Save

The wizard detects the new donor and marks the step complete.

Tip: Don't worry about entering every detail perfectly first time. You can edit donor records later.

Step 4 — Do your first parts search

Run a search in the Parts Search module to see how it works.

Why it matters: Parts search is how your sales staff answer customer enquiries. Getting familiar with it before the first call comes in means you're ready.

To complete:

1. Go to Parts Search
2. Select a make, model, year, and part type
3. Click Search

The wizard marks this step complete as soon as you run any search. The results show your stock, other WreckMate yards' stock, and the catalogue fitment data — all at once.

Step 5 — Create your first quote

Create a test quote to see the sales workflow.

Why it matters: Quotes are how every sale starts in WreckMate. Understanding the quote-to-sale flow before your first real customer makes everything smoother.

To complete:

1. Go to Sales → Quotes
2. Click New Quote
3. Add a customer name and at least one part
4. Save the quote (you don't need to complete the sale)

The wizard detects the new quote and marks the step complete.

After the wizard closes

Once all five steps are complete, the onboarding wizard disappears and won't reopen. Your yard is considered set up.

From here, the wizard is replaced by the dashboard — a live overview of your yard's activity, sales today, and unactioned messages.

If the wizard doesn't appear

If you've logged in and the wizard isn't showing, it may have already been completed by another user in your yard. Check with your yard admin.

Business owners can also verify onboarding status in Settings → Yard Profile.

How to register a wrecked or end-of-life vehicle in WreckMate, decode the VIN, and set the yard location.

Donor Vehicles

A donor vehicle is any wrecked, written-off, end-of-life, or salvage vehicle you've purchased for dismantling and parts resale. Every part you sell in WreckMate traces back to a donor vehicle.

Registering donors properly is the foundation of your inventory. It links your acquisition cost to every part, gives your dismantling team their work orders, and lets you track exactly which vehicle each part came from.

Adding a new donor vehicle

Recording the acquisition cost

After saving the donor vehicle, WreckMate immediately prompts you to record how you purchased it. This step is required — you cannot save a donor without an acquisition record.

Common sources:

• Graysonline
• Pickles Auctions
• Manheim
• Insurance company (direct)
• Private sale
• Fleet / lease return
• Government tender

Why acquisition cost matters: WreckMate uses it to calculate your gross margin on every part sold from this vehicle. If you don't record it, your profit reports will be wrong.

VIN decoding

WreckMate decodes VINs using a built-in database covering 130+ World Manufacturer Identifiers (WMI) — the first three characters of any VIN that identify the country and manufacturer.

What gets decoded automatically:

• Make, model, and body style
• Year of manufacture (dual-cycle encoding for 1980–2039)
• Engine type and capacity
• Assembly country

What you may need to enter manually:

• Specific variant (e.g. SR5 vs Workmate trim level)
• Colour
• Odometer reading

Checksum note: Some Australian-market vehicles use a placeholder 0 in the check digit position. WreckMate recognises this pattern and accepts these VINs without flagging them as invalid.

Editing a donor vehicle

You can edit most donor details after saving — location, notes, condition, and variant information. To edit, click on the donor vehicle in the list to open its detail page, then click Edit.

You cannot change: the VIN (it's the unique identifier for the vehicle record), the yard code, or the original acquisition cost without creating a new acquisition entry.

Donor vehicle status

Each donor vehicle has a status that updates automatically as work progresses:

You update the status manually as you progress through dismantling.

Searching and filtering donors

The Donor Vehicles list can be filtered by:

• Status (active, complete, shell)
• Make and model
• Date range (when acquired)
• Yard location (search by text)

Use the search bar at the top of the list to find a specific vehicle by VIN, make, model, or registration number.

Deleting a donor vehicle

Donor vehicles can only be deleted if they have no parts attached. If you've already started dismantling, you'll need to remove those parts first. This prevents accidental deletion of vehicles with stock attached.

If you acquired a vehicle by mistake or need to remove a test entry, contact your yard administrator.

How dismantling cards work, how to grade and tick off parts, and how to complete a card.

Dismantling Cards

A Dismantling Card is a digital work order for your technicians. It lists all the parts that should be pulled from a donor vehicle, lets technicians record the condition of each part, and tracks which parts have been removed, priced, and made available for sale.

WreckMate creates a dismantling card automatically when you register a new donor vehicle. You don't need to create them manually.

Finding dismantling cards

Go to Inventory → Dismantling Cards to see all active cards. By default, the list shows cards ordered by date, newest first. You can filter by:

• Status (in progress, complete)
• Assigned technician
• Vehicle make and model
• Date range

Click on any card to open it.

Reading a dismantling card

Each card shows:

• Vehicle details — make, model, year, VIN, and yard location
• Acquisition summary — what was paid and where it came from (helps technicians understand the importance of the job)
• Parts checklist — a list of parts to look for on this vehicle
• Progress indicator — how many expected parts have been ticked off

The parts checklist is pre-populated using WreckMate's fitment catalogue for the specific vehicle. For a Toyota HiLux, it will list headlights, tail lights, bumpers, guards, doors, engine parts, gearbox, and so on. Your team doesn't need to know the full parts list off the top of their head — it's already there.

Grading parts on the card

When a technician pulls a part from the vehicle, they tick it off on the dismantling card and grade its condition. Condition grade is required — you can't tick a part off without selecting one.

Setting a price on the card

After grading, the technician (or your sales team) can set a selling price directly on the dismantling card. This is optional at the dismantling stage — prices can be set later — but setting them during dismantling keeps the workflow moving.

Pricing tips:

• For common parts (mirrors, lights, bumpers), your sales staff will know the going rate
• For mechanical parts (engines, gearboxes), consider what the same part sells for on eBay AU
• Leave the price blank if you're not sure — it just means the part won't appear in search results until a price is set

Completing a dismantling card

A dismantling card is considered complete when all expected parts have been ticked off. Optional or unexpected parts don't block completion.

Parts flow after dismantling

When a part is ticked off a dismantling card with a condition grade and price, it becomes active inventory — it appears in parts search and is available for sale.

The flow is:

Donor Vehicle registered
    ↓
Dismantling Card created (auto)
    ↓
Technician grades + prices each part
    ↓
Parts appear in Parts Search
    ↓
Customer enquires → Quote → Sale → Invoice

Assigning cards to technicians

You can assign a dismantling card to a specific technician so they know it's their job. Go to the card, click Assign Technician, and select a team member. Technicians see their assigned cards when they log in.

This is optional — cards are visible to all technicians by default.

Notes and photos

Each part on the dismantling card has a notes field. Use this to record anything a sales person or customer should know — "Has OEM fitment mark," "Left-hand side only," "Includes mounting brackets."

Photos can be attached to individual parts on the card. Photos attached here are used if the part is listed on eBay (a minimum of 3 photos is required for eBay listing).

Printing a dismantling card

Click Print Card on any dismantling card to generate a PDF. This is useful if your technicians work in an area without a tablet or device — they can take the printed card to the vehicle and bring it back when done.

How parts are added to inventory, how the SKU system works, label printing, and condition grades.

Parts

Parts are the core of your WreckMate inventory. Every part you sell traces back to a donor vehicle and carries a unique SKU that identifies it permanently from the moment it's labelled to the moment it leaves your yard.

How parts get into inventory

Parts enter your inventory in one of three ways:

1. Via dismantling cards (most common)

When a technician ticks off a part on a dismantling card and assigns a condition grade, that part automatically becomes active inventory. This is the standard workflow — donor in → dismantling card → parts in stock.

2. Via CSV import

If you're moving from another system or have existing stock on spreadsheets, you can import parts in bulk via Settings → Import. See the Import guide for the template format and instructions.

3. Manually added

Go to Inventory → Parts and click Add Part to add a part directly without going through a dismantling card. This is useful for standalone parts, used parts purchased individually, or parts from vehicles not in your donor list.

The SKU system

Every part in WreckMate has a SKU (Stock Keeping Unit) — a unique identifier that never changes once assigned.

SKU format:

[YARD_CODE]-[MAKE_CODE]-[YEAR]-[SEQ]

Examples:

SYDWR-TOY-2019-00342   → Sydney Wreckers, Toyota, 2019, part #342
MELAP-HOL-2015-00089   → Melbourne Auto Parts, Holden, 2015, part #89
BNEAP-FOR-2021-01204   → Brisbane Auto Parts, Ford, 2021, part #1204

What each part means:

• SYDWR — your yard's unique code (set in yard profile, cannot change)
• TOY — make code (auto-assigned from vehicle data)
• 2019 — year of the donor vehicle
• 00342 — sequential number within your yard (auto-increments, never reused)

SKUs are permanent. Once a label is printed for a part, the SKU doesn't change even if you edit other details. This means a label printed months ago still accurately identifies the part in the system.

Printing labels

Labels carry the SKU as both human-readable text and a barcode. Staff can scan barcodes at the counter using any USB barcode scanner to pull up a part instantly.

Part details

Each part record contains:

Condition grades explained

Condition grades affect:

• Search result display — condition badge is visible in all search results
• eBay listings — condition is disclosed in listing description
• Pricing suggestions — WreckMate shows you how similar parts are priced in the network

Part status

Editing parts

You can edit most part details at any time:

• Condition grade
• Selling price
• Notes
• OEM number
• Photos
• Category

You cannot edit the SKU, the linked donor vehicle, or the canonical part name (which is standardised by WreckMate's parts normaliser).

eBay listing eligibility

To be eligible for eBay listing, a part must have:

• A condition grade
• A price
• OEM number (recommended)
• Weight and dimensions entered
• At least 3 photos attached

The eBay Ready indicator on the part detail page shows green when all requirements are met. Parts without the indicator can still be sold through WreckMate — they just can't be pushed to eBay.

See the Marketplace settings guide for how to activate the eBay plugin.

Searching your parts

From Inventory → Parts, use the search bar and filters to find parts in your stock:

• Text search — searches SKU, name, OEM number, and notes
• Make/model filter — filter by the donor vehicle's make and model
• Category filter — filter by part category
• Condition filter — filter to Grade A, B, or C only
• Status filter — show only available, sold, no price, etc.

Or scan a barcode at any time in the app — WreckMate accepts barcode input globally and jumps directly to the matching part.

Recording how you purchased each donor vehicle, tracking costs, and why this matters for your margin reports.

Acquisitions

An acquisition record captures how you purchased a donor vehicle — the price you paid, where you bought it, and any additional costs like transport. Every donor vehicle in WreckMate must have an acquisition record before it can be used.

Acquisition data is the foundation of your profitability reporting. Without it, WreckMate can't calculate your gross margin on parts sold, and your reports will show revenue without any cost basis.

Why acquisitions matter

When you sell a part from a 2018 Holden Commodore you bought for $3,500 at Pickles, WreckMate attributes a portion of that $3,500 to the margin calculation for every part sold from that vehicle.

This means you can see, at any time:

• How much you've recovered from each donor vehicle
• Your gross margin on individual parts
• Which vehicle makes and sources give you the best return
• Whether your pricing is covering your acquisition costs

Without acquisition records, the Acquisition & Margin report in WreckMate is blank — you can only see revenue, not profit.

Creating an acquisition record

Acquisition records are created when you register a donor vehicle. WreckMate prompts you to fill in the acquisition details immediately after saving the vehicle.

Viewing acquisitions

Go to Inventory → Acquisitions to see all acquisition records. The list shows:

• Vehicle make, model, and year
• Purchase date and source
• Total acquisition cost
• Revenue recovered so far (from parts sold)
• Recovery percentage

Recovery percentage is the proportion of your acquisition cost you've recovered through parts sales. A vehicle at 100% recovery means you've earned back what you paid for it — everything sold after that is gross profit.

Editing an acquisition

You can edit acquisition records at any time — for example, if you discover an additional cost you forgot to include (tow truck that invoiced later, or cleanup costs).

Acquisition sources and what they tell you

Over time, WreckMate's reports will show you which acquisition sources give you the best return. This is visible in the Acquisition & Margin Report under Reports.

Some yards find that:

• Graysonline and Pickles vehicles are well-priced but competitive — margins vary
• Insurance company direct deals are more consistent and often lower cost
• Private sale vehicles require more due diligence but can be excellent value

Track your sources over 3–6 months and you'll start to see which channels are most profitable for your yard.

Common mistakes to avoid

Entering the wrong GST treatment is a common error. If you tick "Includes GST" on a private-sale vehicle from an unregistered seller, your accounting sync will create incorrect GST credits. When in doubt, check the invoice or ask your accountant.

Forgetting transport costs is the other common one. If a tow truck costs $250 to bring a vehicle in, that $250 is a real cost and should be recorded. Over 100 vehicles a year, forgotten transport costs can add up to thousands of dollars of understated cost.

Searching for parts by make, model, year, and part type. Reading the three-panel results: your stock, network stock, and catalogue match.

Vehicle Search

Vehicle search is the fastest way to find a part for a customer. Give WreckMate the vehicle details and the part needed, and it searches your entire inventory — plus every other WreckMate yard in the network — in one go.

This is the screen your sales staff will use dozens of times a day.

How to run a vehicle search

The three-panel results

Understanding search results

Condition badges

Always mention the condition grade to the customer before quoting a price. A customer expecting a perfect part who receives a Grade B may not be satisfied even if the price was fair.

Fitment confidence (catalogue panel)

The catalogue panel shows a confidence score next to each fitment result. This indicates how certain the fitment database is that the part fits:

Example: A front bumper bar match for a 2019 Toyota HiLux at 85% confidence means the database has strong records showing this part fits this vehicle across multiple data sources.

When to verify: For anything at 60–79%, recommend the customer check the part physically before installation, or confirm with a mechanic. This is especially important for safety-critical parts like suspension, brakes, and airbags.

Practical examples

Example 1: Finding a radiator for a VF Commodore

Customer calls: "Do you have a radiator for a 2015 Holden Commodore VF?"

1. Select Holden → Commodore → 2015 → Radiator
2. Your stock panel shows two results:

• SYDWR-HOL-2015-00127 — Radiator, Grade A, $180
• SYDWR-HOL-2014-00089 — Radiator, Grade B, $120 (catalogue confirms cross-fits 2013–2016 VF Commodore)

1. Network panel shows one result from Brisbane Wreckers — Grade A, $195 (they're in QLD, freight would apply)
2. Tell the customer you have two options: a Grade A at $180 or a Grade B at $120. Quote whichever they want.

Example 2: Headlight for a Ford Ranger PX2

1. Select Ford → Ranger → 2017 → Left Headlight Assembly
2. Your stock is empty
3. Network shows three other yards with stock — click Message Yard on the best option
4. Catalogue confirms that 2015–2018 PX2 headlights are interchangeable — this opens up more network results

Example 3: Part not in any results

If your stock and network panels both show empty:

• The part might exist but be priced at $0 (won't appear)
• No WreckMate yard currently has this in stock
• Try a broader search — a slightly different year range or model variant might have compatible stock
• Consider sourcing the part from outside the network

Tips for faster searching

• Keyboard shortcut: Press / anywhere in the app to open a quick search box
• Barcode scan: If a customer brings in their old part with a barcode, scan it directly — WreckMate looks up the OEM number
• Save common searches: Frequently searched combinations (e.g. HiLux headlights) come up in your recent searches list
• Use the part category filter: If you're not sure of the exact part name, browse by category (Body, Electrical, Engine, etc.)

Searching by OEM number

If you or a customer knows the OEM part number, go to Parts Search → OEM Search tab and enter it directly. WreckMate will show all parts in your stock and the network that match or cross-reference that number.

This is the most precise way to find an exact-match part.

How WreckMate's fitment database works, what confidence scores mean, and how to use cross-fitment data.

Compatibility & Fitment

WreckMate's fitment database tells you which parts fit which vehicles. It's what powers the Catalogue Match panel in parts search and the compatibility checks when you're listing parts.

Understanding how it works helps you give customers better advice and avoid selling parts that don't fit.

Where the fitment data comes from

WreckMate's fitment database is built on Australian market data, primarily sourced from OnlineAutoParts.com.au (OAP) — one of Australia's largest aftermarket parts catalogues.

The database contains:

• 155,401 fitment records
• 130 vehicles across 25 makes
• Coverage from the 1980s through to current models
• AU-spec vehicle variants (not US-spec data retrofitted for Australia)

This is a key difference from competitors like Hollander, which use US/Canada databases adapted for the Australian market. WreckMate's data is built on Australian vehicles from the ground up.

In addition, eBay Motors AU fitment data supplements the OAP records for commonly traded parts.

How fitment is matched

When you search for "Left Headlight for a 2019 Toyota HiLux SR5," WreckMate:

1. Looks up the vehicle variant in the database (TGN121R series, 2015–2023 model range)
2. Finds all fitment records for "Headlight" parts associated with that variant
3. Checks for cross-fitment — are there headlights confirmed for an adjacent year range?
4. Returns matches with their confidence scores

Cross-fitment is particularly valuable because many parts are shared across model year ranges. A headlight for a 2017 HiLux often fits a 2019 HiLux — the database knows this and will surface both in results.

Confidence scores explained

Every fitment record in WreckMate has a confidence score between 0% and 100%. This reflects how certain the database is that the part fits the searched vehicle.

How scores are calculated

The confidence score is based on:

• Data source quality — OAP records have a base confidence of 85%; eBay records have a base of 75%
• Number of corroborating sources — if both OAP and eBay agree, confidence is weighted higher
• Variant specificity — a match specific to the exact engine variant scores higher than a match at the model-range level
• Historical consistency — if the fitment has been confirmed across many years of data

What scores mean in practice

The "Verify fitment" disclaimer

When a match shows confidence between 60–79%, WreckMate displays a yellow "Verify fitment" badge on the result. This means:

• The part has been catalogued as likely fitting this vehicle
• But there may be variant-specific differences (e.g. different engine sizes, equipment levels, or manufacturing runs)
• Recommend the customer confirm the fit before installation — particularly for mechanical, electrical, or safety-related parts

Example: A radiator for a 2015 Holden Commodore VF might show 72% confidence if there are multiple engine variants (3.0L, 3.6L, 6.0L) with different radiator specs, and the database can't confirm which variant the customer has.

Cross-fitment (interchange)

Cross-fitment means a part from one vehicle fits another. This is extremely common in automotive parts:

• Same model, different years — e.g. Toyota HiLux headlights fit across the same generation (2015–2023)
• Same part, different names — e.g. the Ford Ranger and Mazda BT-50 share many mechanical components (they're built on the same platform)
• Facelift variations — a pre-facelift bumper may not fit a post-facelift car even of the same year

WreckMate surfaces cross-fitment automatically. In the Catalogue Match panel, you'll see results marked [Cross-fit] that are from adjacent vehicle variants known to be compatible.

Example of a valuable cross-fit:

Ford Falcon (BA/BF/FG) body panels have significant cross-fitment. A front guard from a BF Falcon fits many BA Falcons with minor modification. WreckMate records this and surfaces BF parts when you search for BA fitment, with a note about the cross-fit.

Fitment for specific AU vehicles

Some Australian-specific vehicles have unique fitment considerations:

Compatibility lookup for a specific part

You can run a reverse lookup — start with a part and see what vehicles it fits — using Parts Search → What does this part fit?

Enter a SKU, OEM number, or part name, and WreckMate returns a list of all vehicles the part is confirmed to fit. This is useful when:

• A customer asks "is this part from your ad going to fit my car?"
• You want to know how broadly a part you've dismantled can be sold
• You're pricing a part and want to understand its demand pool

Limitations of the fitment database

The database does not cover:

• Aftermarket modifications (lifted suspensions, non-standard engine swaps)
• Grey import vehicles not sold in Australia officially
• Vehicles newer than the last data update
• Some niche or low-volume vehicles

If the database shows no fitment data for a vehicle, it doesn't necessarily mean the part doesn't fit — it means we don't have data for that combination yet.

Finding parts by SKU, barcode scan, OEM number, or direct part lookup.

SKU & Barcode Search

Sometimes you already know exactly what part you're looking for — you have the SKU on a label, a barcode to scan, or an OEM number from a catalogue. WreckMate supports all of these directly.

Searching by SKU

Every part in WreckMate has a unique SKU in the format:

SYDWR-TOY-2019-00342

To find a part by SKU:

1. Click Parts Search in the left menu
2. Click the SKU / Barcode tab (next to the vehicle search tab)
3. Type or paste the full SKU
4. Hit Enter — WreckMate jumps directly to the part

You can also type a partial SKU to get a list of matching parts. For example, typing SYDWR-TOY-2019 shows all 2019 Toyota parts at your yard.

Barcode scanning

Any USB barcode scanner works with WreckMate. When a scanner is connected to the front counter computer or a tablet:

1. Click anywhere in the SKU / Barcode search field (or press / to open global search)
2. Scan the barcode on the part label
3. WreckMate instantly pulls up the matching part record

No setup required. USB barcode scanners emulate keyboard input — they just type the barcode number very fast. WreckMate detects this and treats it as a barcode search automatically.

Bluetooth scanners

Bluetooth scanners work the same way — pair them with the device and they appear as a keyboard. WreckMate works with Honeywell, Zebra, and most generic Bluetooth scanners used in warehouse environments.

Using a phone as a scanner

The WreckMate mobile view (accessed via browser on any smartphone) includes a built-in camera barcode scanner. Tap the Scan icon in the search bar and point your phone at a label.

Searching by OEM number

An OEM number (Original Equipment Manufacturer number) is the part number assigned by the vehicle manufacturer. Customers sometimes call with an OEM number from a dealer quote, their workshop manual, or an online parts catalogue.

To search by OEM number:

1. Click Parts Search → OEM Search tab
2. Enter the OEM number exactly (including any hyphens or letters)
3. WreckMate returns:

• Parts in your inventory that match this OEM number
• Parts in the network that match
• Cross-reference data (other OEM numbers that refer to the same part)

Example: A customer calls with OEM number 81110-0K390 (Toyota HiLux headlight). WreckMate finds it, shows your stock match if you have one, and also shows cross-references like the superseded part number 81110-0K380 — so even older stock with the old number shows up.

Global quick search

From anywhere in WreckMate, press the / key to open the global search bar. This searches across:

• Part SKUs
• Part names
• OEM numbers
• Customer names
• Donor vehicle VINs
• Quote numbers

It's the fastest way to jump to anything in the system without navigating through menus. Type a few characters and the results update in real time.

Example quick searches:

• / then SYDWR-TOY → shows all Toyota parts at your yard
• / then John Smith → jumps to customer record
• / then Q-00142 → opens quote #142
• / then 4S-FE → finds all parts with that engine code in the notes

Searching by part name or category

If you don't have a SKU or OEM number, you can search by part name or browse by category:

1. Click Parts Search → Parts Catalogue tab
2. Browse categories (Body, Engine, Electrical, Suspension, etc.) or type a part name
3. WreckMate shows all parts in your inventory matching the name or category

This is useful for:

• End-of-day stock checks (e.g. "show me all headlights we have")
• Figuring out what a customer is trying to describe (sometimes they don't know the proper part name)
• Pricing checks before creating a quote

What the part detail page shows

When you find a part via any search method, the part detail page shows everything about it:

From the detail page you can immediately add the part to an existing quote or start a new quote with this part.

Creating a quote, adding parts, sending it to a customer, and converting to a sale.

Quotes

In WreckMate, every sale starts as a quote. Quotes let you assemble a list of parts for a customer, send them a PDF by email, and then convert to a sale when they're ready to buy.

Quotes work for phone enquiries, email requests, or walk-in customers browsing options. Once a quote is converted to a sale, it generates a GST-compliant tax invoice automatically.

Creating a new quote

Quote numbers

Quote numbers follow the format:

[YARD_CODE]-Q-[SEQ]
e.g. SYDWR-Q-00142

Each quote has a sequential number that never reuses. This makes it easy to reference on the phone or in emails — "I'll have a quote for you, reference number SYDWR-Q-00142."

Sending a quote to a customer

Once a quote is saved, you can send it to the customer as a PDF:

The quote PDF includes:

• Your yard name, ABN, and contact details
• Quote number and date
• Customer name
• Line items with part description, SKU, condition grade, and price
• Subtotal, GST (10%), and total
• Any notes you added
• Quote validity (30 days by default)

Converting a quote to a sale

When the customer is ready to buy, convert the quote to a completed sale.

Quote statuses

Update the quote status manually using the Update Status dropdown when the customer responds.

Adding multiple parts to one quote

A single quote can include multiple parts. This is useful for:

• Selling a set of parts (e.g. front bumper + grille + headlights)
• Bundling parts for a workshop doing a full rebuild
• Creating a quote for a panel beater needing a complete set

Each part is a separate line item with its own price, condition grade, and SKU. The customer sees all parts on the quote PDF.

Tip: If a customer asks for 5 parts and you only have 3 in stock, add those 3 and add a note saying "2 parts on order" — you can add more line items later before converting to a sale.

Trade account quotes

If a customer has a trade account, WreckMate automatically applies their trade discount to all line items when you create a quote for them. The discount appears as a percentage off each line item on the PDF.

See the Customers guide for setting up trade accounts.

Searching and filtering quotes

From Sales → Quotes:

• Status filter — show pending, sold, expired, etc.
• Date range — filter by quote creation date
• Customer search — find quotes for a specific customer
• Quote number search — type the quote number directly

Quotes are stored permanently — you can look up a sale from 12 months ago at any time.

Walk-in sales, phone sales, payment types, and completing a quick sale at the counter.

Counter Sales

A counter sale is any sale completed on the spot — a walk-in customer who wants a part right now, or a phone customer who's confirmed and is paying by card over the phone. In WreckMate, counter sales are handled through the Quote → Sell flow, which keeps everything tracked and invoiced properly.

The counter sale workflow

Counter sales are faster than standard quote-to-sale because you're doing everything in one sitting, but the system still creates a proper record.

Cash sales

For cash transactions:

1. Enter the amount the customer hands you in the Amount Tendered field
2. WreckMate calculates and displays the change
3. Complete the sale — WreckMate records it as a cash transaction

Example: Part costs $165 including GST. Customer hands over $200.

• Tendered: $200.00
• Change: $35.00

Cash sales still generate a tax invoice. If the customer wants a receipt, print or email it.

Card (EFTPOS) sales

WreckMate doesn't connect directly to EFTPOS terminals — process the payment on your existing EFTPOS machine, then confirm in WreckMate once approved.

1. Give the customer the total from WreckMate
2. Process on your EFTPOS terminal
3. Once approved, click Confirm Sale in WreckMate and select Card
4. The sale is recorded with payment method Card

Phone sales

Phone sales are identical to counter sales — the only difference is the customer isn't physically there.

1. Take the enquiry, search the part, quote the price
2. Create the quote and send the PDF to the customer's email for confirmation
3. Once they confirm (verbally on the phone, or via email), convert to a sale
4. If paying by card over the phone, process via your MOTO-enabled EFTPOS terminal
5. Confirm in WreckMate once payment is processed

Postage: If you're posting the part, add a postage line item to the quote manually. Set the price to your actual postage cost. This appears as a separate line on the invoice.

Trade account sales (buy now, pay later)

Trade customers with an account can buy parts and be invoiced for payment later.

1. Select the customer — WreckMate shows their trade account status and any outstanding balance
2. Create and complete the quote normally
3. When selecting payment type, choose Account
4. WreckMate records the sale as Payment Pending and tracks the outstanding amount

Unpaid trade invoices appear in Sales → Invoices → Unpaid so you can track and follow up.

Partial payment and deposits

If a customer wants to put a deposit on a part (especially common for larger items like engines or gearboxes):

1. Create the quote as normal
2. In the quote notes, record the deposit amount taken
3. When the balance is paid, convert the full quote to a sale

WreckMate doesn't have a built-in deposit tracking system — record deposits in quote notes and manage them manually or in your accounting system. This is on the roadmap for a future update.

Return and reversal policy

WreckMate doesn't have an automated returns workflow. If a customer returns a part:

1. Manually update the part status back to Available (via Inventory → Parts → Edit)
2. Issue a refund through your payment method (cash or via EFTPOS terminal)
3. Record the refund in your accounting software (MYOB or Xero) manually

If you need the sale completely reversed in WreckMate's records, contact support — we can reverse the sale on your behalf.

End-of-day summary

WreckMate's Dashboard shows today's sales totals automatically, broken down by payment type. There's no separate "close of business" process — the dashboard always shows live data.

For a detailed daily sales breakdown, go to Reports → Sales Report and filter to today's date. You can export this as a CSV for reconciliation.

Managing customer profiles, trade accounts, trade discounts, and purchase history.

Customers

WreckMate keeps a customer database so you can track purchase history, manage trade accounts, and quickly look up returning customers without re-entering their details every time.

Adding a customer

Customers can be added directly or during the quote creation process.

To add a customer directly:

1. Go to Sales → Customers
2. Click Add Customer
3. Fill in their details and save

During a quote: When you create a new quote and type a customer name that doesn't exist yet, click Add Customer from the dropdown — the same form appears without leaving the quote.

Customer fields

Trade accounts

A trade account marks a customer as a regular business buyer — typically a panel beater, mechanic, smash repairer, or used car dealer.

To set up a trade account:

1. Open the customer record (Sales → Customers → click the customer)
2. Click Edit
3. Toggle Trade Account to on
4. Enter the discount percentage (e.g. 10% for a regular trade customer)
5. Set payment terms — how many days they have to pay (e.g. 30 days)
6. Save

What changes with a trade account:

• The trade discount applies automatically to all quotes for this customer
• Quotes show the discount as a line-item reduction
• When they buy, they can select Account as payment type — they get invoiced rather than paying upfront
• Their outstanding balance is tracked in WreckMate

Discount example: A trade customer with 10% discount buys a radiator at $180. The quote shows:

Radiator (Grade A)      $180.00
Trade discount 10%     -$18.00
                       --------
Subtotal               $162.00
GST (10%)               $16.20
                       --------
Total                  $178.20

Customer purchase history

Every quote and sale is linked to the customer record. To see a customer's history:

1. Go to Sales → Customers
2. Search for the customer by name or phone
3. Click their name to open their profile
4. The Purchase History tab shows all quotes and sales

The history shows:

• Date and quote/invoice number
• Parts purchased and prices
• Total value
• Payment status

This is invaluable for:

• Regular customers who ask "what did I pay last time for a HiLux alternator?"
• Trade account reconciliation ("how much does Smash City Panel Repairs owe us?")
• Identifying your best customers

Searching customers

From Sales → Customers, use the search bar to find customers by:

• Name (partial match works — "Smi" finds "Smith Smash Repairs" and "John Smith")
• Phone number
• Email address
• ABN

The customer list can also be sorted by:

• Name (A–Z)
• Total spend (highest first)
• Most recent purchase
• Outstanding balance (trade accounts with unpaid invoices)

Outstanding trade account balances

Go to Sales → Customers and filter by Outstanding balance to see all trade customers with unpaid invoices. Each shows:

• Customer name and contact details
• Total outstanding
• Oldest unpaid invoice date

Click the customer to see the individual unpaid invoices and their due dates.

Merging duplicate customers

If the same customer has been entered twice (e.g. once as "John Smith" and once as "J Smith"), contact WreckMate support to merge the records. This preserves all purchase history under one record.

Customer privacy

Customer records contain personal information. WreckMate:

• Stores all data within Australian data centres
• Doesn't share customer information with any third party
• Allows you to delete a customer record if requested (note: deleting a customer won't delete their associated invoices, which must be kept for tax records)

If a customer asks to have their information removed from your system, go to their customer record and click Delete Customer. Their personal details are removed but their transaction history is retained in anonymised form for your financial records.

GST-compliant tax invoices, PDF generation, sending via email, and managing trade account invoices.

Invoicing

Every completed sale in WreckMate automatically generates a Tax Invoice that complies with Australian GST requirements. You don't need to create invoices separately — they're generated the moment you click Confirm Sale on a quote.

What makes a WreckMate invoice GST-compliant

Under Australian tax law, a valid tax invoice for sales over $82.50 (including GST) must include:

• The words "Tax Invoice"
• Your business name and ABN
• The date of issue
• The buyer's name (or ABN for business-to-business sales)
• A description of the goods
• The price including GST
• GST amount itemised separately
• Whether the price is GST-inclusive or exclusive

WreckMate includes all of these automatically on every invoice. You don't need to do anything extra — as long as your yard's ABN and business name are entered in Settings, every invoice is compliant.

How GST is calculated

WreckMate applies 10% GST to all sales as required by Australian law.

The invoice always shows:

Subtotal (ex-GST):    $150.00
GST (10%):             $15.00
Total (inc-GST):      $165.00

Parts prices in WreckMate are stored ex-GST. When a part is priced at $150, that's the ex-GST price. The customer-facing total ($165) is calculated by WreckMate automatically.

This means:

• Your inventory prices are always ex-GST — easier to calculate margins
• GST is correctly broken out on every invoice
• Your accounting integration (MYOB or Xero) receives the correct figures

Viewing and downloading invoices

After a sale is completed:

1. A confirmation screen shows with a Download Invoice button
2. The invoice is also accessible any time from Sales → Quotes — find the quote (now marked Sold), open it, and click View Invoice

From the customer record: Go to Sales → Customers, find the customer, and open their Purchase History. Click any sale to see the invoice.

Sending invoices to customers

WreckMate can send invoices via email automatically:

• At point of sale: If the customer has an email address on file, WreckMate sends the invoice automatically when you complete the sale. You can toggle this off if they don't want an email.
• Manually: Open any invoice and click Send Invoice to email it again at any time.
• Download and send yourself: Download the PDF and attach it to your own email if you prefer.

The email is sent from your yard's email address (configured in Settings → Email & Notifications) with your yard branding. Customers see it as coming from your yard, not from WreckMate.

Invoice numbering

Invoices use the same number as the quote they came from:

SYDWR-Q-00142

This makes it easy to cross-reference. When a customer calls about an invoice, the quote number and invoice number are the same.

Customising invoice appearance

Go to Settings → Templates to customise what appears on your invoices:

• Logo — upload your yard's logo (appears top-left of invoice)
• Header message — e.g. "Thank you for your business"
• Footer message — e.g. "Parts carry a 30-day warranty. Returns must be in original condition."
• Payment instructions — bank details for EFT customers, payment terms for trade accounts

These changes apply to all new invoices immediately.

Trade account invoices

When a trade customer buys on account (payment terms rather than upfront payment):

• The invoice is generated immediately but marked as Payment Pending
• Payment due date is calculated from the customer's payment terms (e.g. 30 days from date of sale)
• The invoice footer shows bank details and the due date

Tracking unpaid trade invoices: Go to Sales → Invoices and filter by Unpaid. You'll see:

• Customer name
• Invoice number and date
• Amount outstanding
• Days overdue (if past terms)

Marking an invoice as paid:

1. Open the invoice from the unpaid list
2. Click Mark as Paid
3. Select payment method (bank transfer, cash, card)
4. Enter the payment date
5. The invoice status updates to Paid

Accounting software integration

If you have the MYOB or Xero plugin active, WreckMate pushes invoice data to your accounting software automatically after each sale. This means:

• No manual data entry in your accounting system
• GST figures flow through correctly
• Customer names are matched or created automatically
• Trade account invoices sync with their outstanding balance in MYOB/Xero

Go to Settings → Marketplace to activate accounting plugins. See the relevant integration guides for setup details.

Invoice records and tax

WreckMate stores all invoices permanently. You can search and export invoices for:

• BAS (Business Activity Statement) preparation
• Tax return records
• GST reporting periods
• Audit purposes

To export: Go to Reports → Sales Report, select your date range, and click Export CSV. The export includes all invoice data with GST breakdowns.

Common invoicing questions

Can I issue a credit note? Not automatically. For returns or adjustments, contact WreckMate support or manage credits in your accounting software (MYOB/Xero) directly.

Can I change a price after an invoice is issued? Not through the UI — invoices are locked once generated for tax integrity reasons. Contact support if you need to amend a completed sale.

Can I issue a pro forma invoice? Yes — a saved quote in WreckMate serves the same purpose as a pro forma. Send the quote PDF before converting to a sale.

How the WreckMate network works, searching other yards' stock, and turning network results into a sale.

Inter-Yard Search

The WreckMate network connects all WreckMate yards across Australia. When you search for a part, the results include stock from every other yard on the platform — not just your own. This means you can offer customers parts you don't physically have in your yard by sourcing them from another WreckMate member.

How the network works

Every yard on WreckMate shares their inventory in real time with other yards. This is automatic — there's no opt-in or configuration required. As soon as a part is priced and available at a yard, it appears in other yards' network search results.

What network participants see:

• Part name, condition grade, and listed price from the other yard
• The other yard's name and general location (state)
• A Message Yard button to enquire directly

What network participants don't see:

• The other yard's internal notes, acquisition costs, or operational details
• Contact details beyond what the yard has chosen to share
• Your customers' details or your sales data

This is a cooperative network — every yard benefits from seeing others' stock, and every yard contributes their stock to the pool.

Running a network search

Network results appear automatically alongside your own stock whenever you do a Parts Search:

1. Go to Parts Search
2. Search by vehicle (make/model/year/part) as normal
3. The middle panel — Network Stock — shows results from other yards
4. Your own stock is in the Your Stock panel (left)

There's no separate step to search the network — it happens simultaneously.

Example: You search for "Left headlight assembly for a 2018 Toyota HiLux." Your yard has no stock, but three other yards do:

• Brisbane Auto Parts — Grade A, $220
• Perth Wreckers — Grade B, $140
• Adelaide Dismantlers — Grade A, $195

You can contact any of them immediately via the Message Yard button.

Messaging another yard about a part

When you see a part in the network results that a customer wants:

Pricing for customers when using network stock

When sourcing a part for a customer from the network, your pricing to the customer should include:

1. The other yard's price
2. Your freight cost (or the customer's freight cost if they're collecting)
3. Your margin for handling the enquiry

There's no standard margin — most yards add 10–20% on top of the network price plus freight. This is similar to how you'd handle a trade supply situation.

Example:

• Network part: $220 from Brisbane Auto Parts
• Freight to your yard: ~$45
• Your handling margin: $30
• Quote to customer: $295

Or arrange for the other yard to post directly to the customer (drop-ship) and quote accordingly.

Who can see your stock?

Your priced and available inventory is visible to all other WreckMate yards in the network. Parts that are:

• Not priced (price = $0 or blank) — not visible in network search
• Sold — immediately removed from network results when sold
• Reserved — still visible but marked as reserved (some yards filter these out)

You don't need to do anything to participate — pricing a part automatically makes it discoverable by other yards.

Finding parts not in the network

If a vehicle search turns up empty — both your stock and the network are empty — you have a few options:

1. Broaden the year range — the compatible model might span more years than you searched
2. Try alternative part names — "front bar" vs "front bumper assembly" may return different results
3. Check eBay — your customers can search eBay directly, or if you have the eBay plugin, you can search the eBay catalogue
4. Source externally — overseas suppliers, new aftermarket parts, or alternative salvage sources

WreckMate will grow as more yards join — parts that aren't in the network today may become available as the membership base expands.

Network search tips

• State filter: In the network results panel, you can filter by state to prioritise yards that can send freight faster or cheaper
• Condition filter: Filter to Grade A only if your customer won't accept anything less
• Save a network result: Click the bookmark icon on a network result to save it for later — useful when you're quoting and want to come back to a specific part
• Multiple enquiries: You can message multiple yards simultaneously about the same part — whoever responds first with the best offer wins your business

Real-time messaging between WreckMate yards, unactioned message alerts, and accountability features.

Yard-to-Yard Messaging

WreckMate includes real-time messaging between yards. Whether you're following up on a network parts enquiry or coordinating a trade deal, messaging happens directly inside WreckMate — no need to exchange phone numbers or switch to email.

How messaging works

Messaging in WreckMate is yard-to-yard — messages are sent from your yard to another yard, and any staff member at that yard can see and respond. This is a shared inbox model, not individual DMs.

This design suits wrecking yards well: the customer (another yard) doesn't care who specifically responds, they just need an answer quickly. Any staff member who's available can pick up and reply.

Starting a conversation

You can start a conversation in two ways:

From a network search result

1. Find a part in the Network Stock panel during a parts search
2. Click Message Yard on the result
3. A conversation opens with the part details pre-filled
4. Edit the message if needed and send

From the Messages inbox

1. Click Messages in the left menu
2. Click New Conversation
3. Search for the yard by name (e.g. "Brisbane Auto Parts")
4. Type your message and send

The Messages inbox

Go to Messages to see all conversations your yard has sent and received.

Each conversation shows:

• The other yard's name and location
• The last message in the thread
• How long ago the last message was sent
• Whether the message has been read and responded to

Unread indicator: Conversations with unread messages are highlighted. Click to open and read.

Responding to incoming messages

When another yard messages you about a part or enquiry:

1. You'll see the conversation appear in Messages with a notification badge
2. Click to open the thread and read the full message
3. Type your reply and hit Send

Staff notifications: If your yard has notifications enabled (Settings → Notifications), staff members will receive browser push notifications or SMS alerts when a new message arrives.

Unactioned message alerts

WreckMate tracks whether incoming messages have received a response. If a message sits without a reply for 2 hours, it appears in the Unactioned tab in Messages.

The unactioned tab is designed to ensure no enquiry falls through the cracks. Check it during busy periods or at the start of each shift.

What counts as "actioned":

• Sending a reply in the thread
• Manually marking the conversation as actioned (e.g. you resolved it by phone)

Who can see unactioned messages: All staff with messaging access can see the unactioned tab. Business Owners and Administrators can also see who has read each message and when — this is the accountability feature.

Message accountability

WreckMate records:

• Who sent each message (the specific staff member's name)
• Who read each incoming message and when
• Who replied and when

This means yard owners and managers can see the messaging activity of their team. If a message sat unread for 4 hours, the read log shows whether it was seen or missed.

This feature is not about surveillance — it's about identifying gaps in your process. If enquiries are consistently sitting unactioned on Tuesday afternoons, that tells you something about staffing or process.

Messaging etiquette for the WreckMate network

Good messaging practice keeps the network cooperative and effective:

Do:

• Respond to enquiries within 2 hours during business hours
• Be clear about freight costs and options upfront
• Update the conversation if a part gets sold (so the enquiring yard can move on)
• Be specific: include the part condition, price, and any notes about the part in your first reply

Don't:

• Leave enquiries unresponded for days
• Quote a price and then change it significantly without explanation
• Use messaging for anything other than professional yard-to-yard communication

Conversation history

All conversations are stored permanently and searchable. If you arranged a deal 6 months ago with another yard and want to check the details, the full thread is in Messages.

Use the search bar in Messages to find conversations by:

• Yard name
• Part mentioned
• Date range

Notifications for new messages

Configure how your yard is notified about new messages in Settings → Notifications:

Most yards use browser push for immediate notification and SMS for after-hours urgent messages.

Setting up your yard's name, ABN, contact information, yard code, and business details.

Yard Profile

The Yard Profile is the source of truth for your business details in WreckMate. Information entered here appears on every invoice, quote, and customer communication your yard generates.

Go to Settings → Yard Profile to manage these settings.

Essential settings

Yard name

Example: "Brisbane Auto Parts" or "Blue Mountains Wreckers"

Yard code

Example: BNEAP → all your parts have SKUs like BNEAP-TOY-2019-00342

Good yard code examples:

• Brisbane Auto Parts → BNEAP
• Sydney Wreckers → SYDWR
• Melbourne Import Parts → MELIMP
• Perth Dismantlers → PTHD

ABN

Enter it as 11 digits without spaces. WreckMate formats it automatically (e.g. 12 345 678 901).

If your ABN is not yet registered, contact the ATO at ato.gov.au.

Address

Phone number

Email address

• Incoming replies when customers respond to quote/invoice emails
• Support communications from WreckMate

This is separate from your email sending settings (which configure how quote and invoice emails are sent out).

Business hours

Enter your operating hours so the WreckMate network can show other yards when you're available to respond to enquiries.

Set hours for each day of the week, or mark days as closed.

Email and notifications

Configure how WreckMate sends emails and notifications on behalf of your yard.

Sending domain

To send from your own email address (e.g. sales@brisbanenautoparts.com.au):

1. Go to Settings → Email & Notifications
2. Click Set up custom email domain
3. Follow the DNS configuration steps (requires access to your domain's DNS settings)
4. Once verified, all outgoing emails come from your domain

This is strongly recommended for professional customer communication.

Email templates

Invoice customisation

Logo: Upload your yard's logo (PNG or SVG, max 2MB). Appears in the top-left of all invoices and quotes.

Invoice footer: Text that appears at the bottom of every invoice — typically includes:

• Parts warranty statement
• Return policy
• Bank details for EFT payments
• Any other terms and conditions

Example footer:

Parts carry a 30-day warranty against defects. Returns must be in original condition with receipt. Bank transfer: BSB 012-345, Acc 123456789, Ref [Invoice Number].

Changing settings

Most Yard Profile settings can be changed at any time. The exception is the Yard Code — once parts are in the system, this cannot be changed without contacting WreckMate support.

Changes to your ABN, address, and name take effect immediately on all new invoices and quotes. Existing issued invoices are not retroactively updated.

Who can change yard profile settings

Only Business Owners and Administrators can make changes to Yard Profile settings. Sales staff, Technicians, and Accountants have read-only access.

If a staff member needs to update settings but doesn't have access, ask your Business Owner or Administrator to make the change.

Inviting staff, understanding each role, and managing permissions for your yard.

Team & Roles

WreckMate uses a role-based access system so each staff member sees only what they need to do their job. A technician on the yard floor doesn't need access to billing; a sales rep doesn't need to see acquisition costs.

Go to Settings → Team to manage your staff.

Inviting a staff member

Roles explained

WreckMate has six roles, from most restricted to most powerful:

Business Owner

The most powerful role. Only Business Owners can:

• Change the billing plan and payment method
• Assign or remove the Business Owner role from other users
• Access all settings without restriction
• See the full acquisition cost and margin data across all reports

Rules:

• The person who created the WreckMate account is automatically the Business Owner
• Only Business Owners can assign the Business Owner role to someone else
• No one can change their own role
• No one can remove themselves from the system

Permissions matrix

Removing a staff member

To remove a staff member (e.g. they've left the yard):

1. Go to Settings → Team
2. Find the staff member in the list
3. Click the three-dot menu beside their name
4. Select Remove

The staff member loses access immediately. Their historical actions (parts added, quotes created, messages sent) remain in the system for your records.

Changing a staff member's role

To change someone's role:

1. Go to Settings → Team
2. Find the staff member
3. Click Edit
4. Change the role from the dropdown
5. Save

The change takes effect immediately — the staff member will see their new access level on their next page load.

Restrictions:

• Only Business Owners can assign or remove the Business Owner role
• No one can change their own role
• No one can change someone else's role to a higher level than their own

User limits

Your WreckMate plan includes a set number of user accounts (5 on the base plan). Additional users are available in blocks of 5 at $500/month per block.

If you've reached your user limit, you won't be able to invite more staff until you upgrade your plan. Contact support or go to Settings → Billing to add a user block.

Available plugins, how to request access, and pricing for eBay, MYOB, and Xero integrations.

Plugins & Marketplace

WreckMate's core platform handles inventory, sales, and network — but some yards need more. The Marketplace is where you can activate optional plugins that extend WreckMate with additional capabilities.

Go to Settings → Marketplace to see available plugins and their status for your yard.

Available plugins

eBay Integration — $250/month

List parts directly to eBay Motors Australia from within WreckMate. No third-party listing service required.

What it does:

• Push individual parts or bulk-select parts to eBay with pre-filled listings
• Sync stock status — when a part sells in WreckMate, the eBay listing ends automatically
• When a part sells on eBay first, it's marked sold in WreckMate inventory to prevent double-selling
• View eBay listing performance (views, watchers, best offer activity) from the WreckMate dashboard
• eBay-ready indicator on parts that meet listing requirements (OEM number, weight, dimensions, 3+ photos)

Requirements to list on eBay:

• eBay seller account (personal or business — business preferred)
• Part must have: condition grade, price, OEM number (recommended), weight, dimensions, at least 3 photos
• Active eBay Integration plugin

Cost comparison: Typical third-party eBay listing services for wreckers charge $2,000–$2,500/month. WreckMate's eBay plugin is $250/month — a saving of $1,750–$2,250/month.

MYOB Integration — $100/month

Automatically push sales and invoices from WreckMate to MYOB AccountRight or MYOB Essentials.

What it does:

• Each completed sale in WreckMate creates an invoice in MYOB automatically
• Customer records sync between the two systems
• GST figures are correctly split and categorised
• Acquisitions (vehicle purchases) can be pushed to MYOB as purchase transactions
• BAS reporting data from WreckMate can be cross-checked against MYOB figures

Supported MYOB versions: MYOB AccountRight (cloud), MYOB Essentials

Setup: Requires MYOB API credentials. Once connected, the sync is automatic — no manual data entry.

Xero Integration — $100/month

Automatically push sales and invoices from WreckMate to Xero.

What it does:

• Each completed sale creates an invoice in Xero automatically
• Customer and contact records sync
• GST correctly categorised for BAS reporting
• Payment status syncs between Xero and WreckMate

Supported: Xero standard plans and above

Note: If you use both MYOB and Xero (unusual but it happens), both integrations can be active simultaneously — they operate independently.

How to activate a plugin

Plugin activation is a manual process — you can't self-activate from the Marketplace page. This is by design, as it allows our team to confirm your account status and ensure the setup is correct.

Plugin pricing and billing

Plugin costs are added to your monthly subscription. If you activate a plugin mid-month, you're charged pro-rata for the remaining days.

All plugin costs are billed through your existing WreckMate subscription — no separate invoicing.

Cancelling a plugin

To deactivate a plugin:

1. Go to Settings → Marketplace
2. Find the active plugin
3. Click Deactivate
4. Submit the confirmation

Deactivation takes effect at the end of the current billing period. Until then, the plugin remains active and functional.

Future plugins

WreckMate's Marketplace will expand with new plugins over time. Planned additions include:

• QuickBooks Integration
• SMS Marketing — automated SMS to customer list
• Graysonline / Pickles direct feed — inventory from auction directly into WreckMate
• PPSR check — automatic Personal Property Securities Register check when registering a donor vehicle

If there's a specific integration your yard needs, submit a request through Settings → Support and we'll add it to the roadmap.

Importing your existing inventory via CSV, template format, field mapping, and what happens after import.

Importing Inventory

If you're switching to WreckMate from another system — or have existing stock recorded in a spreadsheet — you can import it all at once via a CSV file. You don't need to enter every part manually.

Go to Settings → Import to access the import tool.

Before you start

What can be imported:

• Parts with condition, price, and vehicle details
• OEM numbers and notes
• Donor vehicle information (linked to parts)

What can't be imported:

• Sales history or invoices from another system
• Customer records (add customers manually or as you quote them)
• Photos (add photos to individual parts after import)

File size: WreckMate supports imports of up to 20,000 rows. For larger datasets, split into multiple files and import in batches.

Step 1: Download the template

1. Go to Settings → Import
2. Click Download Template

The template is a CSV file with the correct column headers. Open it in Excel, Google Sheets, or any spreadsheet application.

Template columns

Fill in the template with your existing data. Column descriptions:

Minimum viable row:

Front Bumper Bar,A,220.00,Toyota,HiLux,2018

Full row example:

Left Headlight Assembly,B,185.00,Ford,Ranger,2017,6FPAAAJJ5HE123456,"Row 3 Bay 4",4V2RH-18B089-AB,"Minor UV haze on lens",4500.00,Graysonline,15/03/2023

Step 2: Prepare your data

Before importing, review your data for these common issues:

Condition must be A, B, or C only. If your current system uses different grading (e.g. 1–5 stars, or Excellent/Good/Fair), map them to A/B/C before importing:

• Excellent / Like New → A
• Good / Minor wear → B
• Damaged / High wear → C

Prices must be numbers without currency symbols. 220.00 is correct. $220.00 will fail.

Year must be a four-digit number. 2019 is correct. 19 will not match.

Make and model must match WreckMate's catalogue. If WreckMate doesn't recognise the make/model combination, it will flag the rows in the preview. The most common mismatches are:

• "Landcruiser" vs "Land Cruiser" (use "Land Cruiser")
• "Commodore VF" vs "Commodore" + year (split into model + year fields)
• Brand abbreviations ("Merc" should be "Mercedes-Benz")

Step 3: Preview the import

Step 4: Run the import

Once the preview shows no red rows:

1. Click Run Import
2. WreckMate processes all rows in the background
3. A progress bar shows the import status
4. When complete, WreckMate shows the final counts:

• Rows imported successfully
• Rows skipped (duplicates or unresolvable errors)
• New donor vehicles created
• Total parts added to inventory

Large imports (10,000+ rows) can take a few minutes. You can continue using WreckMate while the import runs.

What happens after import

After the import completes:

Parts are in your inventory but they don't yet have:

• Photos (add these to individual parts via Inventory → Parts)
• Labels printed (print from each part's detail page)
• Dismantling cards (not created for imported parts — these represent existing stock, not vehicles to be dismantled)

Donor vehicles are created from unique VIN/make/model/year combinations in your data. If multiple parts share the same VIN, they're all linked to the same donor.

SKUs are assigned to every imported part using your yard code and sequential numbering, continuing from your current highest sequence number.

Parts are immediately searchable — imported parts with a price and condition grade appear in parts search and are visible in the network right away.

Importing from Hollander (OPS)

If you're currently using Hollander Pinnacle Professional (OPS), WreckMate has a dedicated migration tool that reads your Hollander data directly — no manual CSV export required.

See the [Migration Tool guide] or contact WreckMate support for assistance with Hollander migration. Our team can help you export your Hollander data and map it to WreckMate's format.

Common import errors

Available reports in WreckMate, who can access them, and how to navigate the reports section.

Reports Overview

WreckMate's reports give you a clear picture of your yard's performance — what's selling, what's not, which vehicles are profitable, and how your margins are tracking over time.

Go to Reports in the left menu to access all reports.

Who can access reports

Reports are available to:

• Business Owners
• Administrators
• General Managers
• Accountants

Sales Reps and Technicians do not have access to reports. This protects sensitive margin and cost data from staff who don't need it.

Available reports

Each report loads with a default date range (usually the current month). Adjust the date range using the date picker at the top of any report.

Dashboard vs Reports

The Dashboard (your home screen) shows a live snapshot of today's activity — sales today, stock levels, unread messages, and recent quotes. It updates in real time as activity happens.

Reports are deeper analysis tools with date ranges, filters, and export options. They're designed for weekly or monthly review, not real-time monitoring.

The dashboard auto-refreshes when you switch back to the browser tab. Reports require you to click Refresh or change the date range to reload data.

Exporting reports

All reports can be exported to CSV for further analysis in Excel or for import into accounting software.

1. Open any report
2. Set your date range and filters
3. Click Export CSV in the top right
4. The CSV downloads immediately

The CSV contains all columns visible in the report, plus some additional data not shown in the UI (like full invoice numbers and timestamps).

Date range filters

All reports support:

Custom date ranges are useful for quarterly BAS reporting, financial year reporting (1 July – 30 June), or reviewing a specific campaign period.

BAS reporting

For your quarterly Business Activity Statement:

1. Go to Reports → Sales Report
2. Set the date range to your BAS quarter (e.g. 1 Oct – 31 Dec)
3. The report shows:

• Total sales (ex-GST)
• Total GST collected
• Number of transactions

1. Export to CSV for your accountant

If you have the MYOB or Xero plugin active, BAS data flows directly into your accounting software and is available there for lodgement.

The Acquisition & Margin Report also shows GST paid on vehicle purchases, which can offset your GST liability.

Frequently asked questions about reports

Why are my margins showing as $0? Acquisition costs haven't been entered for some donor vehicles. Parts from vehicles without acquisition records show $0 cost, which makes margins look artificially high. Check Inventory → Acquisitions for vehicles with missing cost data.

Why does the Sales Report show a different total than my MYOB/Xero? Usually a date synchronisation issue. WreckMate records the sale at the time of the transaction; MYOB/Xero records it when the sync runs. Check for late syncs or failed syncs in Settings → Accounting.

Can I see reports for a specific staff member? Not directly. The Sales Report can be filtered to show sales by payment type but not by individual staff member. This feature is on the roadmap.

Can I schedule a report to run automatically? Not yet — reports are manual. Check back for this feature in a future update.

Reading the sales report, date ranges, payment types, and exporting to CSV.

Sales Report

The Sales Report shows all revenue your yard has generated in a given period — broken down by date, payment type, part category, and more. It's your primary tool for understanding how the business is performing financially.

Go to Reports → Sales Report.

What the sales report shows

The report is divided into several sections:

Summary cards (top of page)

Revenue chart

A line or bar chart showing daily or weekly revenue across the selected period. Toggle between daily, weekly, and monthly views using the buttons above the chart.

Use this to identify:

• Seasonal patterns (many yards see higher volume after long weekends when cars come off roads)
• Slow periods (post-Christmas, wet season in QLD)
• The impact of actions you took (did sales go up after you ran an eBay promotion?)

Sales table

A detailed list of every sale in the period. Each row shows:

• Date and time
• Quote/invoice number
• Customer name
• Parts sold (count and summary)
• Payment type
• Total (inc-GST)
• GST amount

Click on any row to open the full invoice.

Filtering the sales report

Combining filters helps you answer specific questions. For example:

• "How much cash did we take in July?" → Date: July + Payment: Cash
• "How many engines did we sell last quarter?" → Date: Last 3 months + Category: Engine
• "What's our Toyota revenue this year?" → Date: Last 12 months + Make: Toyota

Payment type breakdown

The report shows a payment type breakdown so you can understand your cash flow:

If your cash percentage is unexpectedly high or low, it's worth investigating — it can indicate incorrect payment type selection at point of sale.

Part category revenue

The Revenue by Category section breaks down what types of parts are generating the most revenue:

Common top categories for Australian wrecking yards:

• Engines and gearboxes (high value per sale)
• Doors and body panels (high volume)
• Lights and electrical (very high demand)
• Suspension and running gear (solid demand)
• Interior trim (lower value but frequent)

Use this to inform what types of vehicles to buy at auction. If engine sales are strong but you're running low on suitable donor engines, focus your next Graysonline or Pickles buys on vehicles with intact drivetrains.

GST breakdown

For BAS purposes, the bottom of the Sales Report shows:

Total Sales (inc-GST):    $48,500.00
GST Collected:             $4,409.09
Total Sales (ex-GST):     $44,090.91

This is the GST figure to report as 1A (GST on sales) on your BAS. Cross-check this against your MYOB or Xero figures each quarter before lodging.

Exporting the sales report

1. Set your date range and any filters
2. Click Export CSV
3. The CSV includes all sale records with full detail:

• Invoice number
• Date and time (AEST)
• Customer name and ABN (if set)
• Parts — SKU, name, quantity, price ex-GST, GST amount
• Total ex-GST, GST, total inc-GST
• Payment type

The CSV is suitable for:

• Importing into Excel for further analysis
• Sending to your accountant with the BAS quarter's data
• Reconciling against your bank statement
• Import into accounting software if not using the MYOB/Xero plugin

Common questions about the sales report

Why is a sale not showing? Check if the quote was converted to a sale (status "Sold") — drafts and pending quotes don't appear in the sales report. Also check the date range.

Why does revenue differ from cash in bank? The sales report shows the value of transactions recorded, not necessarily funds received. Trade account sales (payment pending) are included in revenue but may not yet be in your bank. Filter to "Card" and "Cash" payment types for cash-in-hand revenue.

Can I see who made each sale? The Sales Report doesn't currently show which staff member created each sale. This is on the development roadmap. For now, click through to the individual invoice — the created-by information may be visible in the invoice notes.

Understanding current inventory levels, aged stock, parts without prices, and what to do with slow movers.

Stock Report

The Stock Report shows what you currently have in inventory — how much of it, what it's worth, how old it is, and where the gaps or problems are. It's a snapshot of your assets on any given day.

Go to Reports → Stock Report.

What the stock report shows

Inventory summary

Stock by category

A breakdown of your inventory by part category — how many parts and what total value in each category. Useful for understanding what your yard is heavy in and what you're light on.

Stock by make

How many parts you have from each vehicle make. This tells you your yard's "specialisation" — if 40% of your stock is Toyota, you're effectively a Toyota specialist, whether you meant to be or not.

Aged stock

The most important feature of the Stock Report is Aged Stock — a list of parts that have been in inventory for a long time without selling.

Parts are grouped by age:

• 0–30 days — new stock, expected not to have sold yet
• 31–90 days — should be selling. Check pricing and visibility.
• 91–180 days — slow movers. Review price and consider eBay listing.
• 180+ days — aged stock. Action required — reduce price, list on eBay, or write off.

Why aged stock matters: A part sitting in your yard for 12 months is tying up space and represents recovery cost you haven't recouped. Actively managing aged stock improves cash flow and frees up yard space for newer, more saleable vehicles.

What to do with slow movers

Step 1: Check if the part is priced correctly

Is the price competitive? Search similar parts on eBay AU and other WreckMate yards' network listings. If your price is significantly above market, that's likely why it hasn't sold.

Action: Reduce the price. Even a 10–15% reduction can make a part much more visible to buyers.

Step 2: Check if the part is visible in search

Is the price set? Is the condition grade assigned? Parts without a price or condition grade don't appear in search — buyers literally can't find them.

Action: Open the part record and ensure price and condition are set.

Step 3: List it on eBay

Parts that aren't selling through direct enquiry often find buyers on eBay. eBay's reach is national — you're no longer relying on local demand.

Requirements: OEM number, weight, dimensions, 3+ photos. The eBay-ready indicator on the part detail page shows what's missing.

Action: Complete the missing details and list via the eBay Integration plugin (if active).

Step 4: Reduce the price significantly

For parts over 180 days old, consider a more aggressive price reduction — 25–40% off. A part that sells at a reduced price is better than a part that never sells.

Action: Edit the part price directly. The original price is not preserved — enter the new lower price.

Step 5: Write off or scrap

For parts that genuinely won't sell (wrong market, wrong condition, or the donor vehicle they came from has been fully stripped and the remaining parts aren't worth keeping):

Action: Mark the part as "Not Salvageable" and note the write-off in your records. This removes it from active inventory and your stock value figure.

Unpriced parts

The Unpriced Parts section shows all parts in your inventory without a selling price. These parts:

• Don't appear in parts search
• Don't appear in network search
• Can't be added to a quote
• Represent potential revenue you're leaving on the table

This list often grows during busy periods when technicians are processing lots of vehicles quickly and set prices aren't keeping up.

Action: Review unpriced parts weekly. Assign prices to everything saleable. For parts you can't price (unknown condition, unsure of market), add a note for your sales team to investigate.

Stock value and your balance sheet

The total stock value figure (all available parts at selling price ex-GST) is an indicator of your inventory asset — though be aware:

• Selling price ≠ book value. Parts are valued at selling price, not cost. For accounting purposes, your accountant will likely value inventory differently (usually at cost or net realisable value).
• Stock value is not a reliable cash flow indicator. A high stock value doesn't mean the stock will sell quickly.
• Aged stock inflates the figure. A part listed at $400 that's been sitting for 2 years may be worth much less in practice.

Use the stock value figure as a directional indicator, not as a precise accounting figure. For balance sheet purposes, use your accounting software (MYOB/Xero) which may apply different valuation methods.

Exporting the stock report

Click Export CSV to download the full stock list. The export includes:

• Part SKU, name, and category
• Donor vehicle (make, model, year)
• Condition grade
• Current price
• Date added to inventory
• Days in stock
• eBay status (listed, not listed)

The export is useful for:

• Sending to a manager or owner for review
• Identifying bulk price change candidates (filter in Excel)
• Comparing current stock against previous period exports to track movement

Top questions from Australian wrecking yard owners about WreckMate.

Frequently Asked Questions

Real questions from Australian wrecking yard owners, answered plainly.

Getting started

Do I need to install anything?

No. WreckMate runs entirely in your web browser — Chrome, Firefox, Edge, or Safari. No installation, no server, no IT setup. It also works on tablets and mobile phones, so your team on the yard floor can use it without coming to the office.

How long does it take to get up and running?

Most yards are operational within a day. The Quick Start guide walks you through the five essential steps in about 20 minutes. Getting your full inventory across takes longer — it depends on how much stock you have. Using the CSV import, a yard with a few thousand parts can be fully migrated in an afternoon.

We're still on Hollander. Is migration easy?

WreckMate has a dedicated migration tool built specifically for Hollander (Pinnacle Professional / OPS). It reads your Hollander data directly through the Hollander interface using a Chrome extension — no export required from your end. Contact us and we'll walk you through it.

Can I try WreckMate before paying?

Yes. Every new yard gets a 14-day free trial with full access to all features. No credit card required to start the trial. If you decide not to continue, you stop at 14 days and owe nothing.

Inventory and parts

What happens if we enter the wrong VIN?

You can edit most vehicle details (location, notes, condition, variant) but the VIN is the vehicle's unique identifier and can't be changed through the UI once parts have been created. If you've entered the wrong VIN and no parts have been created yet, delete the donor and re-create it. If parts are already linked, contact support — we can correct it for you.

Can two parts have the same SKU?

No. SKUs are unique per yard — the sequential number ensures no two parts ever share a SKU at your yard. Across the network, SKUs are globally unique because they're prefixed with your yard code.

What if a part doesn't have an OEM number?

OEM numbers are optional for most purposes — you can price and sell parts without them. However, you'll need them if:

• You want to list on eBay (strongly recommended for search visibility)
• You want parts to appear in OEM number searches by other yards in the network
• You want to use the cross-reference feature for compatibility lookup

For parts where you can't find the OEM number, note the part visually and use Google to look up the number from the manufacturer's sticker, or ask your dismantling team to photo the number plate on the part before removal.

We have parts with no donor vehicle — how do we import those?

Include make, model, and year in your CSV but leave the VIN field blank. WreckMate will create a generic donor record for that make/model/year combination. You can edit the donor record later to add the VIN if you find it.

How do we handle parts from the same vehicle that sell at different times?

Perfectly naturally. Parts from the same donor vehicle are independent records — each has its own SKU, price, and status. When you sell one part, only that specific part's status changes to Sold. All other parts from the same vehicle remain Available.

Sales and invoicing

Do our invoices have to include GST?

Yes, if your yard is registered for GST (which you are if you have an ABN and annual turnover over $75,000). WreckMate always applies 10% GST to sales and shows it itemised on every invoice. You can't turn this off — it's a legal requirement for GST-registered businesses.

A customer wants to return a part. How do we handle it?

WreckMate doesn't have an automated returns workflow. For a return:

1. Mark the part back as Available in inventory (Inventory → Parts → Edit → set status to Available)
2. Issue the refund via your payment method (cash, EFTPOS terminal, bank transfer)
3. Record the refund in your accounting system (MYOB/Xero) as a credit note

We're aware this is a manual process — returns management is on the development roadmap.

Can we do partial payment / deposits?

You can record a deposit in the quote notes and convert the full quote to a sale when the balance is paid. There's no automated deposit tracking yet — manage this manually or in your accounting software. This feature is planned for a future update.

Can a customer have an account with a credit limit?

Trade accounts can be set up with payment terms (e.g. 30 days). WreckMate doesn't enforce a credit limit automatically — you'll need to monitor outstanding balances manually via the Customers screen. We're looking at adding automated credit limit enforcement in a future release.

eBay integration

Do we need a separate eBay account?

Yes, you need an existing eBay seller account (personal or business). WreckMate connects to your eBay account using eBay's official API. A business account is strongly recommended — it gives you better listing limits and seller protections.

What happens in WreckMate when a part sells on eBay?

Automatically: the part is marked as eBay Sold in WreckMate and removed from available inventory. It will no longer appear in parts search or in the network. This prevents double-selling — you can't accidentally sell the same part twice.

Can we list parts in bulk on eBay?

Yes. From Inventory → Parts, select multiple parts using the checkboxes and click List on eBay. All selected parts that meet the eBay-ready criteria will be listed in one action. Parts that aren't eBay-ready (missing OEM number, photos, weight, or dimensions) will be skipped with a warning.

We're in the eBay sandbox (test) environment. How do we switch to live?

This is controlled by WreckMate support. When you're ready to go live with real eBay listings, contact us and we'll flip the environment setting for your yard. This requires your real eBay API credentials (not sandbox credentials).

Pricing and billing

What happens after our 14-day trial ends?

You'll receive an email prompting you to enter payment details. If you don't, your account enters a 7-day grace period. After that, your account is suspended — you can still log in and view data, but you can't process new sales or add parts. Once payment is made, everything is restored immediately.

Can we pay monthly or annually?

Currently monthly only. Annual billing with a discount is planned for the future.

We added a new staff member — will we be charged more?

Your base plan includes 5 users. If you already have 5 active users and add a 6th, WreckMate will prompt you to add a user block ($500/month for 5 more users). You'll be charged pro-rata from when the extra user is added.

What's included in the base plan?

Everything except optional plugins. All core features — inventory, parts search, sales, invoicing, customers, reporting, network search, messaging, CSV import/export, and staff management — are in the base plan at $2,000/month.

Network and privacy

Can other yards see our prices and stock?

Yes — that's the network. Your priced and available parts are visible to all other WreckMate yards. They see the part name, condition, price, and your yard name. They don't see your acquisition costs, margins, customer names, or any other operational data.

If you want to keep a part off the network, simply don't set a price on it — unpriced parts aren't visible to other yards.

Can our customers search the WreckMate network directly?

Not directly — the network is yard-to-yard only. Customer-facing search is something we're considering for a future release. For now, your sales staff search the network on behalf of customers during enquiries.

How is our data stored? Is it secure?

WreckMate runs on Microsoft Azure infrastructure in Australia. Your data is encrypted at rest and in transit. We don't sell your data to third parties. For full details, see our Privacy Policy at wreckmate.com.au/privacy.

Technical

What happens if the internet goes down?

WreckMate requires an internet connection to function. We recommend a 4G/5G mobile backup connection for your main office — a cheap SIM-only plan from Telstra or Optus provides redundancy during NBN outages. Offline mode is on our development roadmap.

Does WreckMate work on mobile?

Yes. WreckMate is a Progressive Web App (PWA) — it works in the mobile browser on any iPhone or Android device. For technicians on the yard floor, a cheap Android tablet on a 4G plan works well. No app download is required.

Can we have multiple yards on one account?

Each yard is a separate WreckMate account with its own subscription. The network connects all yards — you'll see all other yards' stock in network search. Multi-yard management (owner-level view across multiple yards) is planned for a future update.

How do we raise a support request?

Go to Settings → Support inside WreckMate and submit a support ticket. Include as much detail as possible — screenshots are helpful. Response time is typically within a few hours during business hours (AEST).