Key Takeaways
• Capacity utilization is the most important key performance indicator (KPI) – it shows how efficiently your workshop operates.
• Revenue per order helps you identify profitable customers and optimize prices.
• A parts ratio of 30-40% is crucial for healthy margins in the workshop.
• Outstanding invoices should be no more than 30 days old – longer payment terms jeopardize liquidity.
• Modern software delivers all KPIs automatically and in real time.
• Data-driven decisions increase workshop success by an average of 15-20%.
• CATAMA software offers comprehensive KPI dashboards for workshops.
• Regular analyses uncover optimization potential that would otherwise remain undiscovered.
Quick Answer
The most important key performance indicators (KPIs) for automotive repair shops are capacity utilization (target value: 80-85%), revenue per order, parts conversion rate (optimal: 30-40%), and outstanding invoices. Modern workshop software like CATAMA automatically provides these figures and enables data-driven decisions that measurably increase success.
Why key performance indicators determine success or failure in the workshop
Key performance indicators (KPIs) are the nervous system of your workshop – without them, you're driving blind. Modern automotive workshops can no longer rely on gut feeling if they want to operate profitably.
Successful workshops will use data-driven decision-making to increase their efficiency by 2026. Untracked working hours cost workshops an average of 5-8% of their annual revenue [1] – money that can be recovered through systematic monitoring.
The reality without key performance indicators: You don't know which orders are truly profitable, whether your employees are working at full capacity, or why your cash flow fluctuates. Decisions are based on assumptions instead of facts.
With the right workshop optimization using CATAMA software, you get all the important figures automatically – without manual effort.
The 4 most important key performance indicators for your workshop
Capacity utilization: The heartbeat of your workshop
The utilization rate shows you how efficiently your workshop is operating. It is calculated from the working time that is actually used productively, in relation to the total available time.
Optimal target value: 80-85% occupancy is considered ideal. Higher values lead to stress and quality problems, lower values to profit losses.
Here's how to calculate occupancy:
- Productive working hours ÷ Available working hours × 100
- Example: 32 productive hours ÷ 40 available hours = 80% utilization
Modern workshop planners automatically collect this data and show you bottlenecks in real time[1].
Revenue per order: Profitability in focus
The average order value tells you whether your customers are profitable businesses or whether you are handling too many small repairs.
Benchmark values by workshop type:
- Independent garages: €280-450 per job
- Branded repair shops: €380-650 per job
- Specialist workshops: €450-800 per job
Optimization approaches:
- Actively offer additional services (air conditioning service, tire change)
- Develop maintenance packages
- Upselling during repairs
The CATAMA software automatically analyzes which customers generate the highest order values.
Part ratio: The profit lever
The parts ratio shows the proportion of spare parts in total revenue. It is crucial for your margin, as parts offer higher profit margins than labor alone.
Target values for healthy margins:
- Minimum 30% parts quota
- Optimal: 35-40%
- Over 45%: Check if enough labor is being sold
Common errors in parts quota calculation:
- Too low markups on spare parts
- Lack of integration of parts catalogs
- No systematic recording of small parts
With integrated inventory management systems, each part is automatically recorded and correctly calculated.
Outstanding items: Securing liquidity
Outstanding invoices show you which bills have not yet been paid. This metric is crucial for your cash flow planning.
Critical limits:
- Maximum payment term of 30 days
- Over 60 days: Immediate dunning procedure
- Over 90 days: Check debt collection
Automated solutions:
- SMS/email reminders before due date
- Automatic dunning processes
- Integration with accounting
The CATAMA accounting integration automatically monitors outstanding items and suggests actions[1].
How software delivers the numbers to you at the touch of a button
Modern workshop software eliminates the need for manually collecting and calculating key performance indicators. Workshop optimization with CATAMA software runs fully automatically in the background.
Automatic real-time data acquisition:
- Each work step is recorded directly
- Parts consumption is automatically recorded
- Invoices are immediately included in the evaluation
- Incoming payments update the open items
Dashboard functions for an overview:
- Capacity utilization by employee and lifting platform
- Daily sales and order distribution
- Real-time parts quota
- Outstanding items due date list
The cloud-based solution automatically synchronizes all data, so you can access up-to-date key figures from anywhere[1].
Mobile time tracking via QR code:
Employees simply scan the QR code on the vehicle and start the time tracking process. This eliminates forgotten entries and ensures accurate utilization data [1].
Make better decisions with data analysis
Key performance indicators (KPIs) alone are meaningless – what matters is what you derive from them. Professional workshop ERP software provides not only numbers, but also concrete recommendations for action.
Typical optimization scenarios:
At low occupancy (below 75%):
- Check schedule
- intensify marketing measures
- Develop additional services
- Cooperations with other companies
With a low parts quota (below 30%):
- Calculate spare part prices
- Expand maintenance services
- Training employees in consulting
- Promote original parts more effectively
In case of high outstanding balances:
- Adjust payment terms
- Check creditworthiness before accepting an order
- Introduce automated dunning procedures
- Prepayment for new customers
The intelligent scheduling feature of CATAMA software automatically detects available capacity and suggests optimal scheduling arrangements[1].
AI-powered forecasts for 2026:
Artificial intelligence analyzes historical data and predicts working times for similar repairs. This significantly improves scheduling and cost estimates [1].
FAQ
Which key performance indicator (KPI) is most important for workshops?
Capacity utilization is the most important KPI, as it directly shows how efficiently your workshop operates. Without sufficient capacity utilization, other good KPIs cannot guarantee success.
How often should I check my workshop KPIs?
Daily for operational figures such as capacity utilization and outstanding invoices, weekly for revenue per order, and monthly for strategic analyses such as parts quota trends.
What is a good parts quota for independent garages?
A parts quota of 30-40% is considered optimal. Below 25% indicates that spare parts prices are too low, while above 45% could mean that too little labor is being sold.
Can I collect key performance indicators (KPIs) without expensive software?
Basic KPIs can be collected using Excel, but the effort is enormous and prone to errors. Modern software usually pays for itself within a few months through time savings and improved decision-making.
How can I quickly improve my capacity utilization?
Reduce appointment gaps through flexible planning, offer express services, use waiting times for minor repairs, and improve communication between reception and the workshop.
What are realistic target figures for revenue per order?
That depends on your specialization. Independent garages should aim for at least €300, brand-name garages for €400-500. More important than absolute figures is continuous improvement.
How long can outstanding payments remain outstanding?
A maximum of 30 days for private customers, for business customers it depends on the agreement. Anything over 60 days jeopardizes liquidity and should be consistently pursued.
What key performance indicators (KPIs) show me profitable customers?
High revenue per order, short payment terms, regular orders, and a low complaint rate. CATAMA software automatically generates customer profitability analyses.
How do I identify optimization potential in the figures?
Compare your values with industry averages and analyze trends over several months. Sudden changes or continuous declines indicate a need for action.
Can software really capture all key performance indicators automatically?
Modern ERP systems like CATAMA capture 95% of all relevant data automatically. Only strategic evaluations and interpretations remain the responsibility of the workshop manager.
How much does professional workshop software cost?
The investment usually pays for itself within 3-6 months through time savings and improved decision-making. Free trial periods allow for risk-free evaluation.
How secure is my data in the cloud?
Reputable providers like CATAMA use German data centers with the highest security standards. Data security is often better than with local servers in the workshop.
Conclusion
Key performance indicators (KPIs) will no longer be optional in 2026, but crucial for workshop success. The four most important figures – capacity utilization, revenue per order, parts ratio, and outstanding receivables – will give you back control of your business.
Modern workshop optimization with CATAMA software makes recording and evaluating these key performance indicators (KPIs) incredibly easy. Instead of spending hours collecting data, you get all the important information at the touch of a button.
Your next steps:
- Define your current key performance indicator (KPI) target values
- Test professional workshop software free for 30 days
- Implement automatic evaluations
- Make decisions based on real data, not gut feeling
The difference between successful and average workshops lies not in their size or equipment – but in how systematically they use their data. Start optimizing your workshop with data today.
References
[1] The Workshop Planner for Automotive Workshops: Efficient Workshop Planning in 2026 – https://www.catama-software.de/features/der-werkstattplaner-fuer-kfz-werkstaetten-effiziente-werkstattplanung-im-jahr-2026/
