Invoice, payment and delivery
Invoices from approved work, part invoices and deliver only when paid
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.
PlansEvery plan
The problem it solves
- The bill is typed again from the job card, and a part or an hour of labour is missed.
- The customer disputes a line they say they never agreed to.
- Someone changes a price after the invoice went out, and the books no longer match the job card.
- A car leaves the shop on a promise to pay, and the money takes weeks to come in.
How it works
- 01
As the customer approves work, the job card shows Billing: To Invoice. Declined lines, parts the customer brings and work free under warranty are never billed.
- 02
Click Create Invoice. A draft opens with the approved lines not invoiced yet, with their taxes. Its reference is the job card number and plate.
- 03
Check it and click Confirm. The lines you invoiced are now locked on the job card.
- 04
Work approved later, such as extra work found, waits for a further invoice. Click Create Invoice again when it is done.
- 05
Take the payment on the invoice, in the staff app or on a card terminal (Growth). Or let the customer pay on the job page.
- 06
When the branch delivers only when paid, the Deliver button refuses until the customer's invoices are paid.
Everything it does
What goes on the invoice
- Approved lines only: services and parts, with quantity, unit, unit price, discount and taxes
- Taxes come from the product and the customer's fiscal position, worked out on the job card before billing
- Parts the customer brings: only the fitting is charged
- Storage, when the branch charges it: brought up to date to the day before each invoice
- Growth: the shop supplies charge, fixed or a % of labour with a cap, added once at invoicing
Part invoices and locks
- Invoice part of the work now and the rest later; each invoice takes only what is not invoiced yet
- An invoiced line cannot be deleted, and its product, quantity, price, discount, taxes and approval cannot change
- To correct an invoiced line, make a credit note or add a new line
- "Nothing to invoice: approve some work first." when no approved line is waiting
Payment and delivery
- Deliver Only When Paid: off to start with; when off, a confirmed invoice is enough to deliver
- Delivery is refused while a line is still to invoice, or an invoice is a draft
- Payments: cash or a bank method in the staff app; Pay now on the job page; a card terminal in the app (Growth)
- A payment that leaves the invoice part paid is announced to the customer with what is left to pay
- Growth: deposits taken on the job card pay each invoice as it is confirmed
Special cases (Scale)
- An insurance claim makes two invoices from the same work: one to the insurer, one to the customer
- The insurer's unpaid invoice does not hold delivery
- A fleet account billed monthly makes no invoice at the job card; the car is delivered and billed on the month's invoice
Who uses it
Where you use it
- Web: the job card (Create Invoice, the Invoices button) and Invoicing for the invoices themselves
- The SmartMy Garage app: Invoice and Payment on the job card, with signal (built and in testing, not in the app stores yet)
- Customer job page: Invoices with PDF and Pay now; Bills for a signed-in customer
- Not without signal: invoices and payments need the server in the app
What you control
Settings
- Deliver Only When Paid: off
- Workmanship warranty: 30 days and 1,000 km for the branch, or longer per service
- Growth: shop supplies charge (fixed or % of labour, with a cap)
- Customer job page: Online Payment on, when the branch has a payment provider
Messages and alerts
- Vehicle Delivered: to the customer, with the invoice PDFs; WhatsApp, else SMS, else email; in-app for customers with a login
- Payment Received: to the customer once per invoice, and a message for each part payment with what is left
FAQ
Questions, answered.
Can we invoice the parts now and the labour later?
Yes. Each invoice takes the approved lines not invoiced yet. Create the next invoice when more work is done or approved.
Can we stop cars leaving before the bill is paid?
Yes. Switch on Deliver Only When Paid in the branch settings. Delivery is then refused until the customer's invoices are paid. An insurer's invoice does not hold the car.
Is the invoice a GST invoice?
It is your normal sales invoice, with the taxes of each product and the customer's fiscal position. In India the GST taxes you set up on the products are used.
Does the customer get the invoice?
Yes. The Vehicle Delivered message carries the invoice PDFs, and the job page lists each invoice with a PDF and, where you offer it, Pay now.
Related
Related features.
Delivery with reading, photos, belongings returned and signatureEvery plan
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.
Advances (deposits) on a job cardFrom Growth
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.
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.
Approve line by line and pay online from the job pageEvery plan
On the job page, the customer ticks the work they want, types their name and signature, and approves or declines. Each decision is kept with how, when and by whom. When the invoice is ready, Pay now takes them to your payment provider and the payment lands on the invoice.
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.
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.
Want to see it on your own job cards? Book a demo and we walk you through it with your workshop's work.