Invoice, payment and delivery
Advances (deposits) on a job card
Take money from the customer before the work, for example before ordering an expensive part. The advance is held against the job card and pays its invoices by itself when they are confirmed.
PlansFrom Growth
The problem it solves
- You order a costly part, and the customer never comes back for the car.
- Advances are written on paper slips and forgotten when the bill is made.
- The cash in the drawer does not match because an advance was not recorded.
- A job card is cancelled while the customer's money is still with you.
How it works
- 01
Make sure a counter session is open in the branch. Your own open session is used, or the only open one of the branch.
- 02
On the job card, click Take Deposit. Check the customer, type the amount, choose Paid By and type the slip or transfer reference.
- 03
The money is held as the customer's deposit, linked to the job card. Left on Deposits shows what is unused.
- 04
When an invoice of the job card is confirmed, the open deposits pay it, oldest first, up to what is due. What is more stays for the next invoice.
- 05
What is left after the last invoice is paid back at the counter, or used on a later sale.
Everything it does
Taking an advance
- Service advisors and above, on a job card that is still open
- Taken in a counter session: "Open a counter session in ... first" when none is open in the branch
- Paid By: any payment method of the register, with a reference
- Cash adds to the expected cash of the counter session
- In the staff app: the Deposits card, Take, and Charge on terminal for a card
How it is used
- A deposit is a liability until it is used
- A confirmed invoice of the job card is paid by its open deposits, oldest first, up to what is due
- An invoice put back to draft or cancelled gives the money back to the deposits
- Storage billed every full month is paid from an advance taken at check-in
- The job card shows each deposit, what is left and the invoices it paid
Cancelling and paying back
- A job card whose deposits still hold money is not cancelled: "Pay back the deposits first"
- Pay back at the counter; a workshop manager can still cancel with Move Anyway, for example when the money stays for a later job
Who uses it
Where you use it
- Web: Take Deposit and Left on Deposits on the job card; Garage > Counter for the session
- The SmartMy Garage app: the Deposits card on the job card, with Charge on terminal; needs signal. Built and in testing, not in the app stores yet.
- Not on the customer job page: customers pay invoices there, not advances
What you control
Settings
- The counter's registers and payment methods
- For a card terminal: the card method's terminal
FAQ
Questions, answered.
Do we need the counter to take an advance?
Yes. An advance is money in your drawer or bank, so it is taken in a session of the sales counter, which comes with Growth.
What if the advance is more than the bill?
The deposit pays the invoice up to what is due. The rest stays on the deposit for a later invoice, or is paid back at the counter.
Can the customer pay the advance by card?
Yes. In the staff app choose the card method and Charge on terminal, where a card terminal is set up with you.
Is the advance shown on the invoice?
The confirmed invoice is paid by the deposit, so it shows as paid, or part paid with what is left.
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.
Card payment on a terminalFrom Growth
Charge a job card's invoice on your card machine from the staff app. The amount goes to the terminal and the customer taps or inserts the card. An approved payment is registered on the invoice by itself, even if the app was closed.
The counter: registers, cash, refunds, and items put on the job cardFrom Growth
Sell parts, oils and accessories over the counter with registers, sessions, cash counts, refunds and invoices. When a customer waiting for their car buys something, put it on their job card so everything is paid once, on one invoice.
Ordering parts for a job, reorder rules and supplier billsFrom Scale
When an approved part is not in stock, Order Parts buys the shortage from the part's vendor for that job card. The job card waits on the supplier until the delivery is received. Reorder rules buy for each branch and van by themselves, and the supplier's bill is made from the purchase order.
Storage charges for cars left after the workEvery plan
A finished car that is not collected is charged by the night after free days, up to a maximum. A car kept with you for storage is charged by the day or the month. The charge grows by itself, the customer is told before it starts, and a manager can waive it.
Want to see it on your own job cards? Book a demo and we walk you through it with your workshop's work.