📷
Upload LogoClick to edit
Your Business Name
Vehicle Management System
Total Records
-
In Stock
-
Vehicles Sold
-
Repair Invoices
-
📅 Today's Bookings
Loading...
🔍 Vehicle Registration Lookup
Opens official government check sites in a new tab — no login required
GB
🏴
🚗
Welcome to VMS!
Let's set up your account in a few quick steps.
Step 1 of 4
Your Business Name
This appears on all your invoices and documents.
Step 2 of 4
Your Logo
Upload your company logo — shown on all invoices. You can skip this and add it later.
Click to upload
Step 3 of 4
Email Settings
Set up your outgoing email so invoices send from your address. You can skip this and set it later in Settings.
Step 4 of 4
Your Login Details
Optionally change your username and set a new password. Your current username is .
You can change all of these later in Settings.
⚠
🔧
Under Maintenance
We're making some improvements. We'll be back shortly.
Thank you for your patience.
Checking again in 30s...
Cloud Saved Records (Google Sheet)
| Type | Ref No | Reg / Model | Party Name | Total Value | Action |
|---|---|---|---|---|---|
| Loading cloud records... | |||||
⚠️ Duplicate Reference Found
A record with this reference number already exists in your Google Sheet. Would you like to overwrite it or cancel?
Vehicle Management Systems
help@vmsystems.co.uk
Vehicle Acquisition & Purchase Receipt • Stock Record Copy
Stock Receipt
Stock No:
Seller / Source
Vehicle Identity
Acquisition Details
Customer / Buyer
TRADE
Vehicle Details
Sale Info & Tax
| Itemised Acquisition Line | Amount (£) |
|---|---|
| Agreed Vehicle Purchase Price (Price to Seller) | |
| Outstanding Finance Settlement (Deducted from Seller payout) | |
| Auction Fees / Buyer Indemnity | |
| Transport / Recovery / Delivery Cost | |
| Initial Prep, Service & Valet Allowance |
🚘 Part Exchange Vehicle
Leave blank if no part exchange
✓ Part exchange allowance is automatically deducted from the invoice total.
| Itemised Vehicle Sale Breakdown | Amount (£) |
|---|---|
| Vehicle Selling Price | |
| Admin Fee / Delivery / Documentation Charge | |
| Extended Warranty / Protection Package | |
| Less: Part Exchange Allowance | |
| Add: Part Exchange Outstanding Finance Settlement | |
| Less: Deposit / Holding Payment Already Paid |
Net Paid to Seller:
£0.00
Total Stand-In Cost:
£0.00
Subtotal Invoice:
£0.00
Less Total Credits:
£0.00
Balance Due Payable:
£0.00
VAT on Margin (16.67%):
£0.00
VAT (20%):
£0.00
Gross Profit:
£0.00
Net Profit (after VAT):
£0.00
Balance remaining:
Notes
Seller Authorization
Dealership Authorization
👥 User Management
Add New User
| Username | Role | Created | Change Password | Actions |
|---|---|---|---|---|
| Loading... | ||||
🚘 Vehicle Reports
| Report No. | Reg | Make & Model | Acq Date | Condition | Action |
|---|---|---|---|---|---|
| Loading... | |||||
Vehicle Report
Report No.
Reg Number
Make & Model
VIN
Mileage
Acquisition Date
Source
Stand-In Cost
Damage Inspection Checklist
| Item | ✓ Good | ~ Fair | ✗ Poor | — N/A | Notes |
|---|
General Notes
Photos (up to 4)
MOT
Service
Repair
Diagnostics
Bodywork
Valeting
Collection/Delivery
Other
📅 Add Booking
Vehicle Inventory
Live Dealership Stock Overview & Sales Status Tracker
| Stock / Ref | Reg Number | Make & Model | Acquisition Cost | Purchase Date | Selling Price | Sale Date | Status | Actions |
|---|---|---|---|---|---|---|---|---|
| Loading inventory overview... | ||||||||
✓ Completed — Both Sent to Dext
| Stock / Ref | Reg Number | Make & Model | Acquisition Cost | Purchase Date | Selling Price | Sale Date | Status | Actions |
|---|
Repair Invoices
Professional repair invoices for vehicle work
Total Invoiced
£0.00
Outstanding
£0.00
Paid
£0.00
| Invoice No. | Garage | Customer | Reg | Date | Total | Balance | Status | Actions |
|---|---|---|---|---|---|---|---|---|
| No repair invoices yet. | ||||||||
Quick Items
Saved Items
Payment Status
Invoice Type
upload logo
Garage Details
Invoice
| Invoice No: | - |
| Date: | |
| Due: |
Bill To
Vehicle Details
✓ Service Checks
Brake Condition
Tyre Tread Depths (mm)
Front Left
mm
Front Right
mm
Rear Left
mm
Rear Right
mm
⚠ Legal minimum is 1.6mm
Service Advisory Notes
| Description | Unit Price | Qty | VAT (20%) | Line Total |
|---|
| Subtotal (exc. VAT) | £0.00 |
| VAT (20%) | £0.00 |
| Total Due | £0.00 |
VAT Registration No:
Thank you for your business
🏭 Bank Payment Details
Mark Invoice as Paid
Payment Method
Add Saved Item
📦 Manage Saved Items
| Item Name | Default Qty | Default Price | Actions |
|---|---|---|---|
| No saved items yet. | |||
Vehicle Details
MOT History
✉ Email Settings
Configure your outgoing email (SMTP) so invoices send from your own email address.
Send Test Email
Port guide: 465 = SSL (most hosting), 587 = STARTTLS (Gmail, Outlook)
Gmail: Use an App Password — myaccount.google.com → Security → App Passwords
Gmail: Use an App Password — myaccount.google.com → Security → App Passwords
✅ Daily Jobs
💾 Dext
Set your Dext capture email addresses below. The Dext buttons on each invoice send the PDF straight to the relevant address — nothing is sent automatically.
Used for: Dext Sale button and repair invoice Dext button. Find this in Dext under Settings → Extract by Email.
Used for: Dext Purchase button only. If left blank, the Sales & Repair address above is used instead.
🔒
Subscription Expired
Your subscription has expired. Please contact us to renew your account and regain access.
✉ help@vmsystems.co.ukOr call us to renew your subscription
🔐 Change Password
🚨 Report an Issue
Describe your issue and we'll get back to you as soon as possible.
Previous Reports
🔧 Internal Vehicle Jobs
Repair jobs for your own stock vehicles — not billed to customers.
| Job No. | Vehicle Reg | Model | Job Description | Date | Total Cost | Actions |
|---|---|---|---|---|---|---|
| No internal jobs yet. | ||||||
👤 Customer Book
Add New Customer
⚡ Manage Quick Items
Quick Items appear in the Quick Items menu on repair invoices — one click adds the item with pre-filled name, price, quantity and VAT.
Item Name
Price
Qty
VAT
Add New Quick Item
✓ Record Payment
💵 Record Deposit
Enter the deposit amount received. This will be deducted from the total as "Less Deposit" on the invoice.
✉ Email Sales Invoice
Sends the invoice summary to the customer via your SMTP mail server.
✉ Send Invoice Email
The invoice PDF is generated on the server and attached automatically. Make sure SMTP is configured in config.php.
🚀 Install MIMS as an App
📱 Android (Chrome)
- Tap the three dots menu ⋮ in Chrome
- Tap "Add to Home screen"
- Tap Add — done!
🍎 iPhone / iPad (Safari)
- Open MIMS in Safari
- Tap the Share button ⬆
- Tap "Add to Home Screen"
- Tap Add — done!
💻 Desktop (Chrome / Edge)
- Look for the ⊕ install icon in the address bar
- Click it and select Install
- Or: Chrome menu ⋮ → "Cast, save and share" → "Install page as app"
Once installed, MIMS opens full screen like a native app