Discovery Questionnaire

Client Information

Company Name

Contact Name

Title / Role

Email

Phone

Section 1: Current Operations & Pain Points

What software/systems are you currently using to manage calibrations? Check all that apply

Rev CCC One Mitchell Audatex Google Sheets / Excel Custom Software

Other systems (if any)

What are your biggest frustrations with your current system(s)?

How are estimates currently being received from shops?

Email CCC Secure Phone / Text Fax Portal

How are calibrations currently being scheduled?

Phone calls WhatsApp Text messages Email Portal / Software

How are invoices currently being generated and sent?

How do techs currently know what jobs they have for the day?

Section 2: Volume & Scale

⚠️ CRITICAL FOR PRICING — Please provide accurate estimates

Current and projected scale

Metric	Current	In 6 Months
Number of technicians
Number of active shops
Estimates received per week
Calibrations completed per week
Regions / territories covered

Estimated daily notification volume

Notification Type	Est. Daily Volume
Text messages to techs
Text messages to shops
Emails to shops
AI voice agent calls (if needed)

Section 3: Shop Management & Estimate Intake

How do you want shops to submit estimates?

Portal upload Email (auto-processed) Text message CCC Secure integration AI voice agent All of the above

Should shops have their own portal login?

Yes No Optional per shop

Should shops be able to self-schedule appointments?

Yes, fully self-service No, techs/admin control scheduling Hybrid (shop requests, admin confirms)

Should shops see real-time vehicle status?

Yes No

What information must be captured when a shop submits a vehicle?

RO Number VIN Estimate / Repair Order Pre-scan Insurance Company Vehicle Make/Model/Year Contact Name Preferred Date/Time Notes / Special Instructions

Section 4: Insurance & Pricing Logic

How many insurance companies do you work with?

Which insurance companies have tiered/complex pricing? List insurance company, number of tiers, and how tier is determined

Do you have DRP agreements with specific shops?

Yes No

If yes, how many shops have DRP pricing?

Should the system auto-detect insurance + vehicle + calibration type and auto-populate pricing?

Yes, fully automatic Yes, with manual override option No, manual pricing only

Do you need separate discounted invoice generation?

Yes No

Section 5: Technician Management

How are techs currently assigned to jobs?

By region / territory By skill level By availability Manually by admin First-come-first-serve

What skill levels or certifications do your techs have? e.g., German Luxury, OEM Certified, Full, Basic, Trainee

Should the system auto-assign jobs based on tech skill, region, and availability?

Yes, fully automatic Yes, with admin approval No, manual assignment only

What is the maximum number of jobs per tech per day?

How should the system handle tech time-off requests?

In-app request form Auto-reassign to covering tech Block scheduling Admin manually manages Calendar sync

Should techs see their own performance analytics?

Yes No, admin only

Section 6: Scheduling & Logistics

How far in advance should shops be able to schedule?

Same day Next day minimum Up to 1 week Up to 2 weeks No limit

What is the cutoff time for same-day scheduling? e.g., "No same-day bookings after 11am"

How many vehicles per hour should the system allow per tech?

1 vehicle/hour 2 vehicles/hour Configurable per tech

Should the system factor in drive time and real-time traffic?

Yes No

Should the system prevent scheduling conflicts automatically?

Yes, hard block Yes, with warning No, allow manual override

Do you need GPS tracking for tech locations?

Yes No Maybe later

Section 7: Notifications & Communication

Who should be notified when a new estimate is submitted?

Assigned tech Admin Both

How should notifications be sent?

Text message (SMS) Email Push notification (app) WhatsApp

What automatic emails should shops receive?

Estimate received Calibration report ready Appointment scheduled Tech en route Job complete Invoice attached

Do you want an AI voice agent that shops can call?

Yes No Maybe later

Do you need Spanish language support?

Yes, for techs Yes, for shops Yes, for both No

Section 8: Invoicing & Accounting

What accounting software do you currently use?

QuickBooks Online QuickBooks Desktop Xero FreshBooks Wave None / Manual

Other accounting software (if any)

Should invoices auto-generate when a job is marked complete?

Yes No, manual generation

Should invoices auto-sync to your accounting software?

Yes No

What information must appear on the invoice?

RO Number VIN Vehicle Year/Make/Model Calibrations performed Pricing breakdown Shop info Tech name Insurance info Notes / Commentary field

Export formats needed?

PDF download Excel export Both Not needed

Should the system track outstanding balances and send reminders?

Yes No

Section 9: Reporting & Analytics

What metrics do you want on the admin dashboard?

Jobs per day/week/month Revenue per tech Revenue per shop Jobs per insurance company Avg completion time No-show rate Estimate-to-job conversion Outstanding balances Tech utilization

Reports should be filterable by:

Region Technician Shop Insurance company Date range Calibration type

Do you need end-of-month accounting reports?

Yes No

Section 10: Integrations & Data Migration

Do you want to keep using Rev alongside this system, or fully replace it?

Keep both running in parallel Phase out Rev over time Fully replace Rev immediately

If replacing Rev, what data needs to be migrated?

Shop list Pricing database Historical jobs Tech info Insurance rates Nothing, start fresh

Do you need CCC Secure integration?

Yes No Maybe later

Do you need OEM position statement database integration (like allDATA)?

Yes No Maybe later

Any other tools or systems this needs to connect with?

Section 11: Rollout, Timeline & Training

Which location(s) should we pilot first?

How long should the pilot period be before expanding?

2 weeks 30 days 60 days 90 days

Primary point of contact during the pilot

What does success look like after 30 days?

When do you need the system live?

ASAP Within 2 weeks Within 30 days Within 60 days Flexible

Any hard deadlines tied to business events? e.g., new location opening, contract start, end of Rev subscription

Do you need training materials for new hires?

Video tutorials Written documentation Built into portal No

Section 12: Value Assessment

💡 This section helps justify the investment and calculate ROI

Hours per week your team currently spends on:

Task	Hours/Week
Manual scheduling (calls, texts, WhatsApp)
Pricing lookups and questions
Invoice creation and corrections
Coordinating between techs and shops
Tracking job status manually

What is the hourly cost of that labor?

How many jobs per month slip through the cracks due to miscommunication?

What is the average revenue per calibration?

Additional Notes & Requirements

Any other features, concerns, or requirements not covered above?

Thank You!