Invoice, payment and delivery
Delivery with reading, photos, belongings returned and signature
Hand every car back the same way. Take the odometer and fuel at the gate and the photos your branch asks for. Return the belongings noted at check-in, add remarks and take the customer's signature. It all stays on the job card.
PlansEvery plan
The problem it solves
- A customer says the car came back with less fuel or more km than it went in with, and you have nothing to show.
- The spare wheel, the documents or the child seat noted at check-in are forgotten at handover.
- A car leaves before the invoice is confirmed or paid.
- Nobody can say who collected the car or when.
How it works
- 01
The Deliver button shows when the job card is Ready, the car is in the shop and nothing is left to invoice.
- 02
Click Deliver. If something is missing, the message lists it, such as an invoice not confirmed or a rework without its root cause.
- 03
Take the reading (odometer, and fuel in eighths or the battery %) and the photos the branch asks for at delivery.
- 04
Under Handing Back, see the belongings ticked at check-in and give them back. Write Remarks for the customer, such as when the next service is due.
- 05
The customer signs and you type the name of who collected the car. Click Confirm.
- 06
The job card moves to Delivered, open holds end and the customer gets the Vehicle Delivered message with the invoice.
Everything it does
What is recorded
- A delivery reading: odometer and fuel (eighths of a tank) or battery %, with the dashboard photo when the photo set has it
- Photos at Delivery: No Photos, Dashboard Only, Quick Set or Full Set. Quick Set (the default) is dashboard, front, rear and two sides; Full Set adds four corners, roof and interior
- Belongings left in the vehicle at check-in, shown again to return
- Delivery Remarks, the signature and Collected By (the customer's name to start with)
- Readings and photos are never edited afterwards; an odometer lower than before needs a note and is flagged
Checks before the car leaves
- The car is checked in and every approved service is done
- Parts the customer brings are received
- No approved line is left to invoice, and no invoice is a draft
- Deliver Only When Paid: the customer's invoices are paid
- A rework has its root cause filled in
- Storage, when charged, is invoiced up to the day
- The customer signs: delivery is refused without a signature
After delivery
- "Driven while with us" on the job page: km driven between check-in and delivery
- The job card PDF shows the delivery photos and the Collected by signature
- The job page link keeps working 30 days after delivery to start with
- Photos are kept for ever unless the branch sets Keep Photos, and never deleted before the warranty ends
- Scale: a fleet billed monthly is delivered without an invoice; an insurer's invoice does not hold the car
Who uses it
Where you use it
- Web: Deliver on the job card
- The SmartMy Garage app: Deliver with the camera and a finger signature; without signal when nothing is left to pay. Built and in testing, not in the app stores yet.
- Customer job page: Handed back, with the date and the remarks
What you control
Settings
- Photos at Delivery: Quick Set
- Deliver Only When Paid: off
- Keep Photos (days after delivery): 0, keep for ever
- Job page link ends after delivery: 30 days (0 keeps it until turned off)
Messages and alerts
- Vehicle Delivered: to the customer with the invoice PDFs and the job page link; WhatsApp, else SMS, else email; in-app for customers with a login
FAQ
Questions, answered.
What if the customer sends a driver to collect the car?
Type the driver's name under Collected By and let them sign. The name and signature stay on the job card and its PDF.
Can we deliver without photos?
Yes. Set Photos at Delivery to No Photos or Dashboard Only. The reading and the signature are still taken.
Can a car be delivered with the bill unpaid?
Yes, unless the branch switches on Deliver Only When Paid. The invoice must at least be confirmed.
Can my advisor deliver in the car park without signal?
In the staff app, yes, when nothing is left to pay. The delivery is kept on the phone and sent when there is signal.
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.
Printed job card (PDF)Every plan
Print or send the job card as a PDF. It has the customer and the car, the check-in readings, damage and photos, the approved work with prices, and both signatures. It is built, and we check it with you before go-live.
Check-in with odometer, fuel or battery, photos, belongings, consent and signatureEvery plan
Record how each car arrived before anyone touches it. Take the odometer, the fuel or battery level, a dashboard photo and the walk-around photos your branch asks for. Note what was left inside, test drive consent and what to do about work found, and get the customer's signature.
Readings that cannot be edited, and the car's timeline of km and fuelEvery plan
At check-in, vehicle out, vehicle back and delivery, the odometer, fuel or battery level and a dashboard photo are recorded with who and when. Once saved, nobody on your staff can change them. A lower odometer needs a note and is flagged, and the job card adds up the km driven while the car was with you.
Messages to the customer at every step, with the invoice on deliveryEvery plan
Customers hear from you when the car is checked in, the estimate is ready, extra work is found, the car is ready, delivered and paid. Each message carries the link to their job page, and the delivered message carries the invoice. Messages go by WhatsApp, else SMS, else email, on every plan.
Comebacks, workmanship warranty and root causeEvery plan
When a car comes back after delivery, open a linked rework job card in one click. The workmanship warranty is checked by days and km, and the work is free within it. The root cause is asked before the car leaves.
Want to see it on your own job cards? Book a demo and we walk you through it with your workshop's work.