VeloDoctor
The workshop, piloted in real time
From a workshop with zero visibility where clients constantly called for the status of their bike, to a system where every repair, every part and every client is tracked to the minute.
A growing workshop, tools that couldn't keep up
VeloDoctor repairs bikes and electric scooters in Brussels. The team was growing — workshop, pickup driver, shop seller, dispatcher — but everyone worked with their own tools. Appointments came via phone and WhatsApp, quotes were written by hand, and stock lived its own life on Excel. The result: lost time, forgotten clients and missed sales.
The pain points
we removed
Concretely, here is what made daily management impossible before we stepped in.
Chaotic bookings
Appointments taken by phone, WhatsApp or in person, written in a notebook. Frequent double bookings, forgotten slots, clients showing up for nothing.
Manual, lost quotes
Every quote written by hand in a PDF, emailed, then lost in an inbox. No signature, no tracking, no follow-up.
Invisible stock
Tyres, inner tubes, chains, batteries… all on an Excel that was never up to date. Stockouts discovered mid-repair, duplicate orders.
No CRM pipeline
A prospect calls for a quote, we send it, and then nothing. No follow-up. Hot leads going straight to competitors.
"Is my bike ready?"
10 calls a day from clients wanting to know where their repair stands. The owner has to interrupt the workshop every single time.
Zero online sales
No e-shop, no online booking, no online payment. Everything goes through the counter — a natural ceiling on revenue.
What we put
in place
A web + admin + payments + field-team platform, delivered and deployed on velodoctor.be.
4-step online booking
Appointments only by phone during opening hours. No one answers while the mechanic is working.
The client picks a service, date and slot and gets an automatic email + SMS confirmation. Real-time availability.
E-shop for parts & bikes
Sales only at the counter, depending on the owner being present. No sales in the evenings or on weekends.
Full online catalogue, cart, secure Mollie payment, live stock management. Client orders at 11pm, we prepare the next morning.
Quotes accepted online
Quote sent as PDF — client had to print, sign, scan, return. Half never made it through.
Quote generated via @react-pdf/renderer, signed in one click from the email, immediate payment available.
Workshop piloted in Kanban
No visibility on progress. The owner had to ask every mechanic every single time.
Kanban view with each repair, status, missing parts, ETA. The owner runs the team like a coach.
Inventory linked to workshop
Excel never up to date, stockouts at the worst moments, duplicate orders.
Stock connected to repairs and shop. Auto alerts on minimum thresholds, real-time valuation.
8 business roles (RBAC)
Everyone could see everything — risk of mistakes, no separation of duties.
super_admin, admin, manager, dispatch, tech, driver, stock, support. Each person sees only what they need.
POS + on-site pickups
No digital till, no management of home pickups (van photos, client signature).
Built-in POS module + Pickup module with before/after photos and signature, handled by the driver from their phone.
Bilingual site FR + NL
French-only site, massive loss on Dutch-speaking clients in Brussels and Flanders.
Full FR + NL site, bilingual SEO blog, translated forms, quote sent in the client's language.
What truly changed for the owner
No more "is my bike ready?" calls — clients track repairs online
The owner runs the workshop from his Kanban board without interrupting mechanics
The field team (driver, dispatcher, workshop, shop) works on a single tool
Quotes don't sleep in inboxes anymore — they're signed in one click
Sales possible 24/7 via the e-shop with secure Mollie payments
Full visibility on stock, no more last-minute shortages
“I had no idea what was going on in the workshop. Clients called to know the status of their bike, and I had to chase the technician every time. Now I have a complete view of everything: every vehicle, every repair, every step. I run my team the way a coach runs his football squad.”
Full workshop visibility — zero status calls
VeloDoctor's owner
Founder — VeloDoctor
You run a workshop
and recognise your pain points?
We can do the same for you. Free diagnosis — we'll honestly tell you what works and what we can improve.