Accounting
Full accounting
Job card invoices, the insurer's and the customer's invoices, fleet invoices, counter sales and payments post into your books on every plan. Scale adds supplier bills from parts purchases and the full accounting screens and reports. These run from ledgers to cash flow and consolidated branches, with GSTR-1 and GSTR-3B for India.
PlansFrom Scale
The problem it solves
- Job cards are billed in the garage system and typed again into the accounts package at month end.
- Nobody can say what each branch earns after its parts, wages and rent.
- GST figures are pulled together from spreadsheets the day before the return is due.
How it works
- 01
Your team works as usual: job cards are invoiced, the counter sells, payments are taken. Each posts its own entry in the branch's books.
- 02
In Scale, parts purchases become supplier bills, and parts leave stock at their value. Billed parts are the cost of the invoice, unbilled parts and supplies an expense.
- 03
Give your accountant the accounting Administrator role. They see journal entries, journal items, the chart of accounts and reconciliation.
- 04
They open Accounting (Invoicing) > Reporting > Financial Reports, pick a report, a period and the branches. Any line opens its entry and the document behind it.
- 05
For an Indian branch, they open GSTR-1 or GSTR-3B for the month, check it, and download Excel for the GST offline tool. Filing stays with your accountant.
Everything it does
What reaches the books (every plan)
- Invoices made from job cards, part invoices and further invoices, credit notes and payments
- Online payments from the customer's job page and card payments on a terminal, registered on the invoice
- Counter sales and deposits (Growth and up)
- Each branch is an Entity with its own books, number series and taxes
Added in Scale
- Supplier bills from parts purchase orders; supplier credit notes from warranty claims
- Parts valued in stock; billed parts become the cost of goods sold of their invoice
- The insurer's and the customer's invoices of an insurance claim, fleet monthly invoices, contract invoices
- Asset depreciation entries (see Fixed assets)
Accounting reports (Scale)
- Accounting Reports: trial balance, profit and loss, balance sheet, day book, cash book and bank book, as PDF or Excel
- Receivable and payable ageing: not due, 1-30, 31-60, 61-90 and over 90 days
Full screens and Financial Reports (Scale)
- Journal entries and items, the chart of accounts and reconciliation, for the accounting Administrator role
- Executive Summary, Profit and Loss, Balance Sheet, Cash Flow (indirect), Trial Balance
- General Ledger and Partner Ledger with running balance; a line opens its entry and the document behind it
- Profit and Loss by Analytic Account
- 1 to 12 earlier periods, and Budget and Variance columns
- Several branches together, one column each, or Consolidated with inter-company amounts apart
- Saved settings per person; PDF and Excel of every report
GST returns (India, Scale)
- GSTR-1: B2B, B2CL, B2CS, exports and SEZ, credit and debit notes, HSN summary
- GSTR-3B: 3.1 (a) to (d), input tax credit 4 (A) and net ITC 4 (C)
- Excel, one sheet per section; no portal file
- Needs the India pack; one set of tables per branch with its own GSTIN
Limits of what is built
- No filing with the GST portal: your accountant checks the figures and files
- No bank feeds: bank statements are not fetched from the bank
- The ledgers show at most 50,000 journal items at a time
- Starter and Growth post invoices and payments, but have no trial balance or other accounting reports
Who uses it
Where you use it
- Web: Invoicing for invoices, bills and payments (every plan)
- Web: Accounting (Invoicing) > Reporting > Financial Reports, Accounting Reports, Budgets and Saved Report Settings (Scale)
- Not in the SmartMy Garage app: the app invoices and takes payments, but the books stay on the web
What you control
Settings
- Each branch's chart of accounts, taxes and financial year
- Per product: income and expense accounts and taxes
- Stock valuation of parts (Scale)
FAQ
Questions, answered.
Do we need Scale to keep books?
No. Job card invoices and payments post to the books on every plan. Scale adds supplier bills for parts, the trial balance and other reports, the full accounting screens and Financial Reports.
Can we see two branches together?
Yes, in Scale, when you have more than one branch. Financial Reports show them side by side or consolidated, with inter-company amounts kept apart.
Does it file our GST returns?
No. GSTR-1 and GSTR-3B are worked out from the books for your accountant to check. Excel loads into the GST offline tool; the filing stays with your accountant.
How does an insurance job reach the books?
As two invoices: one to the insurer and one to the customer, each posted and followed until paid.
Related
Related features.
Invoices from approved work, part invoices and deliver only when paidEvery plan
Bill exactly the work the customer approved, in one invoice or in parts, with the taxes already on each line. Invoiced lines are locked, and a branch can choose to hand cars back only once the bill is paid.
Insurance claims with the insurer's and the customer's invoicesFrom Scale
Run accident repairs paid by an insurer from the job card: policy, claim number and surveyor visit. It also holds the insurer's approved amount, the policy excess and depreciation on parts and labour. At invoicing, two invoices are made: what the insurer pays and what the customer pays, worked out line by line.
Fleet accounts on monthly creditFrom Scale
Taxi firms, leasing companies and delivery fleets get an account with a credit limit and their own approvers. Every job card carries a purchase order number. Their job cards are delivered without an invoice. They are billed once a month in one invoice with a section per job card, with a printed statement.
Fixed assets: register, depreciation, transfers and disposalFrom Scale
Every lift, compressor, wheel aligner, diagnostic scanner, tow truck and service van your garage owns sits in one register. Each has its cost, depreciation and book value. A van or tow truck can depreciate by the km it runs. Assets move between bays and branches with a record, and sales and write-offs are posted.
Several branches (entities) in one accountEvery plan
Run every workshop of your business in one SmartMy Garage account. Each branch is an Entity with its own numbering, settings, stock and books. Staff work only in their branches, and the owner sees them together.
Parts stock per branch and service van, with lots and serialsFrom Scale
Each branch keeps its own parts stock, and each service van carries its own. Issuing a part to a job card takes it out of the store or the van. A return puts it back at the same value. Counter sales leave the branch stock too. Lots and serial numbers are scanned, and vans are refilled to their rules.
Want to see it on your own job cards? Book a demo and we walk you through it with your workshop's work.