Everything you need to manage your carwash operations with complete visibility and control.
Capture every wash with speed and accuracy
Quick transaction entry with customer, vehicle, and product selection. Real-time status tracking through each wash stage.
Point your phone at either the rear of the vehicle or the licence disc in the windscreen. Both work. Registration, make, body type, and VIN are read with AI vision. Instantly search for existing customers or pre-fill details when adding new ones.
Find existing customers instantly by name, phone, or registration, or scan a plate to search. Create new profiles on the spot.
Track customer vehicles with make, model, body type, and registration. Scan the rear of the vehicle or the licence disc to add new vehicles, manage history, and mark sold vehicles.
Record cash, card, online, account, and redemption payments. Track every transaction method for accurate reconciliation.
Bill fleet customers, dealerships, and corporate clients on account. Capture washes now, send branded statements with PDF and email later.
Generate secure WhatsApp-shareable tip links with PayFast integration. Staff get tips directly.
Collect 5-star service ratings after each wash. Monitor service quality in real-time.
Turn happy customers into Google reviewers. Anyone rating 4 or 5 stars in-app sees a one-tap 'Share on Google' button, so every great wash becomes a chance to rank higher on Maps and Search. Negative feedback stays internal for your team to address.
Track vehicles in the queue and monitor wash progress in real-time. Know exactly where each vehicle is in the process.
Each wash generates a unique 4-digit code sent to the customer via WhatsApp, SMS, and push. Staff verify the code before handing over keys, which prevents vehicle theft and wrong-car handovers.
Keep quality control tight and standards consistent at your carwash. Staff tick through a custom checklist (rims, windscreen, door jambs) before a wash can be marked complete and the customer is notified, so no vehicle leaves the bay unchecked.
The system detects when the same vehicle has already been captured today. Staff see the time of the existing wash and must confirm before proceeding. No more accidental double charges.
Photograph existing damage, carpets or loose items before the wash starts, straight from the 3-dot menu on the Wash Station. Photos stay on record against the sale as proof of the vehicle's condition, catching the detail CCTV never shows.
Create products with a custom name and price at capture time for ad-hoc services or once-off items.
Save any capture as an estimate for valets or big jobs. Recall estimates later, edit them, send to the customer, and convert to a sale with one tap on the payment method.
Compare CCTV vehicle counts against recorded transactions. Flag discrepancies and investigate potential revenue leakage. Requires your own NPR (number plate recognition) cameras; hardware not included.
Know what you have, what you sold, and what to order
Link retail products to inventory items so every sale deducts stock automatically. See live quantities on the Quick Sale and Capture Wash tiles.
Create, send, and receive purchase orders from suppliers. Track delivery, match receipts to orders, and rate supplier performance.
Run counted-by / signed-by / reviewed-by stock takes. Snapshots freeze expected quantities, variances post as movements, and counts are saved for audit.
The overview flags items at or below their reorder level so you can reorder before you run out.
Track chemicals, consumables, and forecourt stock alongside retail products. Categories and suppliers keep your catalog organised.
See total stock value at cost, recent movements, and a complete movement history with references to orders, stock takes, and sales.
Real-time visibility into your operations
Key metrics at a glance: total sales, average transaction value, customer count, and venue performance.
Visual revenue tracking over time. Identify trends and patterns in your business.
See which services sell best. Analyze product mix and optimize your offerings.
Real-time rating card showing service quality across all locations.
Track new vs returning customers, average visits, and retention rate. Segment customers by visit frequency.
Identify busiest hours and days of the week. Optimize staffing based on actual traffic patterns.
See your top 10 wash packages by volume with revenue breakdown. Know what services drive your business.
Track weekly average spend per wash. Measure the impact of upselling and pricing changes.
A 7-day weather outlook graded for wash demand, plus predicted daily sales and wash counts from your own trading history. Plan staff and stock around the rain before it arrives.
Comprehensive reports for complete oversight
Complete transaction history with date filters, payment method breakdown, sale items, and tips reporting.
Daily openings and cashups, cash handling summaries, float tracking, expenses, and wages distribution.
Attendance records, staff shifts, clock-in/out tracking, and monthly attendance summaries. Includes wash counts per staff member when wash attribution is enabled.
Identify discrepancies between expected and actual totals. Spot issues before they become problems.
See your true Net profit: Sales minus daily expenses, overhead costs, and personnel. Negative values highlighted in red. Mobile summary shows Income, Expenses, and Net at a glance.
Build lasting customer relationships
Full customer records with contact info, search and filter, and profile management.
Track customer vehicles per location. View complete wash history per vehicle.
Reward customers with stamps, points, or both. Stamps earn a free wash after a set number of paid washes. Points accrue per rand spent and can cover line items or money off. Both are configurable per entity, with expiry rules and per-product or per-customer overrides.
Send one-off or automated 'set and forget' SMS and push campaigns to customers who have gone quiet. Target by activity, attach offers like a free add-on, percentage discount, or fixed amount off, and see reach, returned customers, return rate, and redemptions.
Customers can share their birthday at signup or in their profile. On the day, WashBase automatically allocates an offer and messages them by SMS, push, or both, once a year, with no manual sending required.
Monitor visit frequency and identify at-risk customers. Segment by active/inactive status.
View your top 100 customers ranked by visits and spend. Identify and reward your most valuable customers.
Set up fleet customers, dealerships, and corporate clients with dedicated credit accounts. Manage account balances and wash-on-account seamlessly.
Set and enforce credit limits per customer account. Operators are warned when accounts approach or exceed their limit.
Generate and send branded invoices to account customers via email. Track outstanding balances and payment history.
Accept payments against customer accounts to top up their balance. Record cash, card, or EFT payments with full audit trail.
Let customers book ahead, reduce wait times
Customers book wash time slots online via your branded entity page or QR code. Choose which products are bookable and set optional booking prices.
Set opening and closing times for each day of the week. Closed days show no slots. Customers only see available times.
Push notifications and emails to staff on new bookings. SMS and push to customers on confirmation, cancellation, and no-shows. All SMS logged for billing.
Today's bookings appear in the Wash Station grouped by time slot. Tap 'Start' to open the Capture Wash flow pre-filled with booking details. View all upcoming bookings from the overflow menu.
Each entity gets a public page where new customers register and existing customers access their account via SMS. Download a QR code from settings to print and display.
Same vehicle can't be booked twice for the same slot. SMS rate limiting prevents abuse. Missed bookings auto-expire as no-shows.
Complete control over daily cash flow
Customers pay your shared invoices, estimates and account statements from their phone using bank transfer, Capitec Pay, card, Apple Pay or Google Pay. At the counter, show a QR code and they pay on their own phone. Payments are recorded automatically and settle into your own bank account.
Record opening float and starting cash positions. Set up each day with accountability.
Complete end-of-day reconciliation. Track cash, card totals, expenses, wages, and float.
AI reviews every cashup before closing. Flags missing payouts, unexplained variances, and note contradictions. Shows a balancing summary and verdict. Fix issues before they become problems.
Match system totals against actual payments. Verify cash and card transactions.
Track declared vs. system-recorded tips. Complete transparency on tip handling.
Generate branded account statements for fleet and dealer customers. Add banking details and payment terms. Download as PDF or email directly.
Record monthly overheads like rent, electricity, insurance, and utilities. Track all business costs in one place. See true profitability with expenses factored into your Net profit calculation.
Capture receipts and slips for expenses and payouts. Vendor, amount, and date are read from the image automatically. Have an audit-ready profitability report with supporting documents in minutes.
Flag products like rug washes as deferred payment. Unpaid sales for these products won't require OTP approval at cash-up, while still showing in the summary.
Optional staff tracking per location
Manage employee records with contact details and assignment to locations.
Built-in biometric clocking. Staff clock in and out using facial recognition, with each event securely logged with a timestamp and image. Hours automatically feed into Personnel reports and accrued wage calculations.
Clock-ins build the attendance record per location, with photo evidence per event. Hours roll into accrued wages and advances, and a monthly report you can export at payday. No shift planning: staff either showed up or they didn't, and this shows you which.
Assign the staff who worked on each wash directly from the Wash Station. Wash counts roll into monthly personnel reports so you can measure output per employee and use it as a performance indicator for bonuses.
Store ID copies, employment contracts, disciplinary records, and other HR documents directly against a staff member's record. Upload photos or files from any personnel profile so paperwork stays organised and easy to find.
Scale from one location to many
Manage multiple carwash locations from one account. Configure settings per location.
Organize locations into franchise groups. Assign group administrators.
One product catalog for the whole group with a default price per item. Branches keep their own price where it differs, and head office sees every override in a single pricing matrix. Contract prices for account customers follow them to any branch. Changes apply to tills immediately.
A fleet or corporate customer washes at any branch in the group and gets one bill from head office instead of one from each branch. The credit limit applies across the whole account, not one limit per site, and every job records the branch that did the work.
Head office pays every branch from one sheet, pre-filled with what each is owed and its agreed handling fee. Pay in full or in part, with the balance carrying like any running account. Branches see exactly which jobs each payment covered and confirm when the money lands, and both sides post to the books automatically.
4-tier permission system: System Admin, Group Admin, Entity Admin, and Staff roles.
Enable/disable personnel tracking, tips, ratings, and other features per location.
Works where your team works
Install on any device like a native app. Works on mobile, tablet, and desktop.
Send wash completion notifications with your carwash name prominently displayed. Includes rating links and tip requests.
Secure payment processing for tips. Staff receive tips directly to their accounts.
Instant push notifications for start of day, end of day, low customer ratings, voids, returns, unpaid sales, and service bottlenecks, even when the app is in the background. Just enable notifications when prompted. Plus automated email reports and alerts.
Enterprise-grade data protection
Database-level data isolation. Each location only sees their own data.
Complete data separation between organizations. Your data stays yours.
JWT token validation, session management, and protected routes.
Users only access features appropriate to their role. No unauthorised access.
Get started with WashBase and see the difference complete visibility makes.