Why VSAs Are the Secret Weapon for Accurate, Profitable Quotes

How Virtual Service Advisors Can Transform Your Workshop’s Bottom Line

If you’ve ever felt like quoting is a bottleneck in your workshop, or you’ve had jobs go out the door underquoted, missing parts, or with lost margin….you’re not alone. Most workshops don’t realise that quoting is a skill in itself, and it’s one that Virtual Service Advisors (VSAs) are often better at than even experienced in-house service advisors.

Let’s break down why, and what it means for your business.

The Real Challenge with Quoting

Quoting isn’t just about plugging numbers into your Workshop Management System. It’s about:

• Accurately translating technician notes into a clear, complete estimate

• Making sure every part, labour item, and sublet is included

• Checking supplier pricing and margins

• Presenting the quote in a way that’s easy for the customer to understand and approve

In a busy workshop, your in-house service advisor is often juggling phone calls, walk-ins, customer questions, and admin. Quoting can become rushed, or worse, get pushed to the end of the day when everyone’s tired. That’s when mistakes happen: missed items, underquoted jobs, or lost upsell opportunities. I won’t even go into detail about when the car is on the hoist and the effect and cost of that not being correctly estimated.

Why VSAs Quote Better

Here’s the secret: VSAs are trained specifically for quoting. They’re not distracted by the front desk, ringing phones, or customers waiting at the counter. Their job is to take the technician’s notes, follow a structured quoting process, and make sure nothing gets missed.

What does this look like in practice?

• VSAs work from digital job cards and clear tech notes, so there’s no guesswork.

• They use checklists to ensure every part and labour item is included.

• They double-check supplier pricing and margins, no more “I thought that part was $50, not $150.” OR “ahhh I thought that included the GST”

• They can even use digital vehicle inspections (DVIs) to attach photos or videos, making the quote more transparent and easier for the customer to approve.

The result? More accurate, consistent, and profitable quotes, every single time.

The Impact on Your Workshop

When quoting is done right, you see the results immediately:

• Fewer missed items: Every part and labour line is captured, so you’re not giving away work for free.

• Better margins: VSAs check supplier pricing and ensure you’re charging what you should.

• Faster approvals: Clear, complete quotes (with photos or videos) are easier for customers to understand and say yes to.

• Less stress for your team: Your in-house advisor can focus on customer service and high-level estimates, while the VSA handles the quoting and admin.

Real-World Example

We’ve seen workshops go from missing hundreds of dollars per job to capturing every upsell and part, just by letting a VSA handle the quoting. One client told us, “I didn’t realise how much money we were leaving on the table until we had someone dedicated to quoting. Now, our jobs are more profitable, and my team isn’t scrambling at the end of the day.”

How to Get Started

If you want to see the difference a VSA can make, start by letting them handle your quoting for a week. Compare the results, accuracy, margin, and customer approvals, to what you’re doing now. You’ll be surprised at the impact.

Ready to take quoting off your plate and put more money in your bank account?
Book a free session with us at WorkWise Auto Solutions. We’ll show you how a VSA can transform your quoting process, and your bottom line.