How ProVinyl Uses MeMate to Run a Smarter Car Wrapping Workflow

All enquiries land in one place

Every new enquiry from the website and Facebook flows into the Enquiries section in MeMate.

From there, the manager reviews the request, asks any follow-up questions, and sends a pre-set email with general information about materials, process, and warranty. This helps qualify the lead properly before any pricing is prepared.

Once enough information is collected, the enquiry is moved into the Sales stage.

Quotes are built using preset calculators

In the Sales stage, the manager creates the quote using preset calculators.

ProVinyl uses different calculation setups depending on the size and complexity of the vehicle, as well as the material being used. This allows the team to keep pricing consistent across jobs, avoid underquoting or overquoting, and adjust prices quickly when supplier material costs change.

Once the quote is ready, it can be sent to the client in one click. The quote includes pricing, terms and conditions, and relevant process information.

The client can approve, decline, or request changes

The client receives the quote by email and can approve it, decline it, or request changes.

This stage gives the customer clarity before the work begins and gives the manager a clean approval point before the job moves forward.

According to ProVinyl, introducing quote approval before invoicing reduced invoice payment issues by around 95%, because clients already understand and accept the scope and pricing before the invoice is raised.

Approved quotes become projects instantly

Once the quote is accepted, MeMate sends a notification and the job moves into Project Management.

The vehicle is then scheduled for a specific date, and that booking can also be sent to the client’s Google Calendar. This helps reduce no-shows and makes the process feel more organised and professional for the customer.

At the same time, the manager creates internal tasks for the team, including:

• ordering materials
• preparing the vehicle booking
• issuing the invoice based on the approved quote

Contractors are scheduled with clear budgets and pay

For each project, the manager creates a job for the subcontractor with a fixed remuneration amount based on the quoted budget.

This gives contractors a clear view of their upcoming work, timing, and payment, while also helping management keep labour aligned with project profitability.

Instead of vague instructions or disconnected messages, each contractor receives their job through the system with the project linked to it.

Photos, notes, and project history are stored in one place

When the vehicle arrives, the team takes photos and uploads them to the project. If there are any imperfections or pre-existing issues, those are documented immediately.

During installation, additional notes and photos can be added as needed.

This creates a reliable project history, reduces unnecessary disputes, and makes it much easier to track what happened during the job from start to finish.

Expenses are added live so profitability stays visible

When materials arrive, the manager creates the expense directly inside the project card.

That expense is linked to the project immediately, which means the team can see job profitability in real time instead of waiting until the end of the month to understand whether the work was actually profitable.

The same applies to supplier costs and subcontractor-related expenses. Everything is attached to the project, which keeps cost tracking simple and accurate.

Completion, collection, and payment are managed properly

Once the vehicle is complete, the client receives a pre-set email letting them know the car is ready for collection.

The final invoice is sent through the system and can be paid online. ProVinyl reports that over 85% of invoices are paid properly and on time, helped by:

• clear quote approval before work begins
• regular customer updates during the job
• photos and visibility throughout the process
• a more professional handover process

Customers can also be added into follow-up sequences for future quarterly upkeep or detailing reminders.

The manager handles the operational side:

• raises invoices
• adds project expenses
• records supplier and contractor costs

The bookkeeper then reviews and processes these items on a weekly basis.

Approved expenses and invoices are pushed into Xero for BAS and annual tax work, making reconciliation faster and reducing mistakes. Because payments are matched against already-recorded bills and invoices, the accounts system stays cleaner and more reliable.

This creates a practical double-check process: operations input the data, and accounts review and reconcile it. The result is fewer missed invoices, fewer overpayments or underpayments, and much stronger financial control.

When the project is complete, the manager approves the submitted contractor job, sends a Google review reminder to the customer, and archives the project.

The workflow is simple, but it gives the team full visibility from first enquiry to final payment.