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Guide/Invoices & Quotes

Create an invoice

Create an invoice from scratch, from a job card, or from an accepted quote. Whichever path you take, the result is the same — an invoice with line items, VAT (if your business is VAT-registered), and a customer-facing link you can email or WhatsApp.

From scratch

  1. Click + New Invoice in the sidebar (or the top bar on mobile).
  2. Pick a client. If they are not on file yet, click + Add new client from the dropdown.
  3. Pick the vehicle (optional — but recommended so the invoice shows make, model, and reg plate).
  4. Add line items. Each line can be a part or a labour code from your Service Catalog, or a free-text entry.
  5. Click Save as draft to keep editing, or Issue invoice to lock the numbers and generate the share link.

From a job card

This is the workshop-floor path — start the day with a job card, finish it with an invoice in one click.

  1. Open the completed job card.
  2. Click Convert to invoice.
  3. Parts are copied across as-is. Labour is rolled up from your logged sessions multiplied by your tenant labour rate. VAT is applied if your business is VAT-registered.
  4. Review, then issue.
Note: converting is idempotent. If the same job card is converted twice, the second attempt returns the existing invoice rather than creating a duplicate.

From a quote

  1. Open the accepted quote.
  2. Click Convert to invoice.
  3. All line items, discounts, and the VAT treatment carry over.

After you issue

  • Send via Email or WhatsApp from the invoice detail page.
  • The customer-facing link opens the invoice in the browser — no login required.
  • The status moves automatically: Issued → Viewed when the customer opens the link → Paid when you mark it paid.
  • See Why a paid + completed invoice locks for what changes once both flags are set.