Automated Vehicle Service System with Online Booking and Budget Approval

ABSTRACT:

The increasing complexity of urban mobility and the growing number of privately owned vehicles have amplified the demand for efficient and streamlined vehicle servicing solutions. Traditionally, vehicle maintenance processes involve manual appointment scheduling, service delays due to communication gaps, and uncertainty in service costs, leading to user dissatisfaction. The project titled “Automated Vehicle Service System with Online Booking and Budget Approval” addresses these challenges by leveraging web technologies to automate and optimize the entire vehicle service lifecycle.

The system is designed and implemented using Java as the core programming language, with JSP, CSS, and JavaScript for the frontend interface, and MySQL as the backend database. It allows service centers to register on the platform, which are then reviewed and approved by an administrator before gaining access. Registered users can log in, book vehicle services online by entering car and fault details, and choose a preferred service center. Once a booking is made, the respective service center can view the request and respond with an estimated service cost. The user then has the option to approve or reject the budget. Only after the budget approval by the user, the service is confirmed. After the service is completed, the status is updated, and users can provide feedback on their experience.

This automated system ensures improved communication, cost transparency, and convenience for both customers and service centers. By replacing manual processes with a digitized workflow, the system not only enhances user satisfaction but also contributes to efficient service center operations.

PROJECT OUTPUT VIDEO:

EXISTING SYSTEM:

In the existing system, the process of vehicle servicing was predominantly manual and relied heavily on physical interaction between customers and service centers. Customers who required vehicle servicing were typically required to visit a nearby service center in person or contact them via phone to schedule appointments.
The existing system appointment booking process was often informal and based on verbal communication, with no centralized platform to manage bookings or maintain a record of service requests.
Service centers would assess vehicle issues upon arrival and provide verbal or handwritten cost estimates. Users had limited means to compare service centers, evaluate estimated costs beforehand, or provide structured feedback after the service was completed.
The existing system with all records related to service history, customer information, and service approvals were either maintained on paper or in isolated software systems, lacking integration or centralized access.
The existing system has no standardized platform to handle user registrations, authenticate access, track the status of service requests, or notify users about updates related to their vehicle servicing. Service center approvals and management, if any, were handled internally without an overarching administrative mechanism.

DISADVANTAGES OF EXISTING SYSTEM:

Lack of Automation: The existing system relies heavily on manual processes for booking, status updates, and service tracking. This leads to operational inefficiencies and delays for both customers and service providers.
Inconvenient Booking Process: In the existing system, users are required to visit the service center or make phone calls to schedule an appointment. This existing system method is time-consuming and lacks the convenience of online scheduling.
No Cost Transparency: Service cost estimations are typically provided only after physical vehicle inspection. Users do not receive advance information about potential charges, leading to unexpected costs.
Absence of Approval Workflow: There is no structured process for users to approve or reject the service center’s estimated budget. This often results in confusion and delays in service confirmation.
Manual Record Keeping: Service details, customer data, and booking histories are usually recorded on paper or in disconnected systems, increasing the risk of data loss and reducing accessibility.
No Real-Time Status Updates: Users are not notified about the progress of their service request. This lack of transparency reduces user satisfaction and trust in the system.
Limited Feedback Mechanism: There is no formal way for customers to provide feedback on service quality. This prevents service centers from understanding user concerns and making improvements.
Unregulated Service Center Management: The existing system lacks an administrative layer to verify or approve service centers, which can result in inconsistent service quality and limited trust from users.

PROPOSED SYSTEM:

The proposed system, titled “Automated Vehicle Service System with Online Booking and Budget Approval” is a web-based platform designed to streamline and digitize the entire vehicle servicing process. Developed using Java for backend logic, JSP, CSS, and JavaScript for frontend development, and MySQL as the database, this system introduces an automated and structured workflow for both users and service centers.
In this system, service centers can register through the platform, but their access is granted only after approval by an administrator. This ensures that only verified service providers participate in the service network. Users can create accounts, log in securely, and initiate service requests by providing vehicle details, selecting a service center, and describing the issue.
Once a booking is placed, the corresponding service center receives a notification and reviews the service request. Based on the provided details, the service center can then submit an estimated service cost. This cost estimate is sent to the user, who has the option to either approve or reject it through the system interface. If the user approves, the service request proceeds, and the status is updated accordingly.
After completing the service, the service center marks the request as “Serviced.” The user can then access their service history and provide feedback based on their experience. All data is stored and managed centrally in the MySQL database, ensuring structured and reliable information management.
The proposed system also includes administrative controls for approving or rejecting service centers, managing user accounts, and monitoring overall platform activity. It creates a unified digital environment that facilitates seamless interaction between customers, service centers, and administrators.

ADVANTAGES OF PROPOSED SYSTEM:

Automated Workflow: The proposed system automates the entire vehicle service process: from service center registration to service completion, reducing manual intervention and enhancing operational efficiency.
Online Service Booking: In our proposed system, users can book vehicle services from anywhere at any time through a user-friendly web interface, eliminating the need for physical visits or phone calls.
Cost Estimation and Budget Approval: Service centers can provide estimated service costs online, and users have the option to approve or reject the estimate before the service is initiated. This ensures financial transparency and user control.
Centralized Data Management: In the proposed system all user, service center, and booking data is securely stored in a centralized MySQL database, allowing for easy retrieval, backup, and future reference.
Real-Time Status Tracking: In our proposed system, users are kept informed of their booking progress through status updates such as “Pending,” “Estimated,” “Approved,” and “Serviced,” improving service transparency.
Administrator Control: The proposed system includes an administrator panel for managing service center registrations and approvals, ensuring only verified centers are allowed to provide services.
Feedback Mechanism: After the service is completed, users can provide feedback about the service center, promoting quality monitoring and service improvement.
Secure and Role-Based Access: The proposed system platform supports secure login for users, service centers, and administrators, with features and access tailored to each role, ensuring a safe and organized user experience.
Paperless Environment: By digitizing service records, cost estimates, and feedback, the system eliminates the need for physical paperwork, contributing to an eco-friendly and modern approach.

SYSTEM REQUIREMENTS:

HARDWARE REQUIREMENTS:

System : Pentium i3 Processor.
Hard Disk : 20 GB.
Monitor : 15’’ LED.
Input Devices : Keyboard, Mouse.
Ram : 8 GB.

SOFTWARE REQUIREMENTS:

Operating system : Windows 10/11.
Coding Language : JAVA.
Frontend : JSP, CSS, JavaScript.
JDK Version : JDK 23.0.1.
IDE Tool : Apache Netbeans IDE 24.
Tomcat Server Version : Apache Tomcat 9.0.84
Database : MYSQL.

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Frequently Asked Questions (FAQs) & Answers:

1. What is the main purpose of this project?

The primary purpose of this project is to automate the vehicle service process by allowing users to book services online, receive cost estimations from service centers, approve or reject the estimate, and track the service status, all through a web-based platform.

2. Who are the users of this system?

The system supports three main user roles: • Administrator – Manages and approves service centers. • Service Center – Manages service requests and provides cost estimates. • User – Books services, views estimates, and provides feedback after service.

3. What technologies are used to develop this system?

• Backend Language: Java • Frontend: JSP, CSS, JavaScript • Database: MySQL • Server: Apache Tomcat

4. How does the online booking process work?

Users log into the system, select a service center, describe the fault in their vehicle, and submit a service request. The request is then processed by the respective service center for cost estimation.

5. Can users see the service cost before approval?

Yes, once the service center provides a cost estimation, users are notified and can review the amount. They can either approve the service if the budget suits them or reject it otherwise.

6. How are service centers added to the system?

Service centers must register through the platform. Their application is reviewed by the administrator, who can either approve or reject it. Only approved centers can log in and access booking requests.

7. Can users track their service status?

Yes, users can view the real-time status of their bookings such as “Pending,” “Estimated,” “Approved,” “Rejected,” or “Serviced” through their dashboard.

8. Is there a feedback system available?

Yes, after a service is completed, users can provide feedback and rate the service center. This helps improve service quality and assists other users in making informed choices.

9. Is user data securely handled in the system?

Yes, the system implements secure login, role-based access control, and database integrity to ensure user and service-related data is stored and managed safely.

10. Can administrators monitor all activities?

Yes, administrators have full access to view registered users, approve or reject service centers, and monitor all service bookings and system activities from the admin dashboard.

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Automated Vehicle Service System with Online Booking and Budget Approval