Auto shop step 5: invoice, warranty and history

The last part of a job is the money and the paperwork: an invoice with parts, labour and warranty, the deposit used up, the car handed back, and a history you can look up when the car returns.

Before you start

• The job is Ready for pickup (step 4).
• The cashier’s role has Convert job sheet to invoice and a POS sale permission.

Convert the job to an invoice

1. Open the job and choose Actions › Convert to invoice.
2. The POS opens with the customer, every part and labour line and any surcharge. Check quantities and prices.
3. Take payment: choose Store credit (advance) for the deposit, then cash or card for the rest. For a fleet account press Credit Sale.
4. Save. Parts are taken out of stock now, and the invoice prints the vehicle, VIN, faults and warranty if your invoice layout shows them.
5. Back on the job, click Mark as delivered and record who collected the car.

/repair/repairs

Repair › Repair invoices: every invoice created from a job card, with repair and payment status.

Parts-only and walk-in sales

Customers who only buy parts or a quick service (wipers fitted, bulb replaced) don’t need a job card. Sell them in Sell › POS like any shop sale; add a labour product if you fit the part.

/pos-v2/create

The parts counter: parts, fluids and labour items on one screen.

Warranty and comebacks

• Warranties chosen on parts print on the invoice; the job’s warranty covers the work.
• When a car comes back, create a new job and tick Warranty claim / re-repair (comeback). The Comebacks tab of the job list shows them, and Repair › Reports shows the re-repair rate per technician.
• If a part is faulty, return it on the original sale (Sell › All sales › Actions › Sell Return) and fit a new one on the comeback job.

Vehicle history

• Repair › Repair status lookup searches job number, customer phone and name, alternate phone and VIN.
• The job list filters by status, technician, priority and date.
• The customer page shows every sale and payment, including repair invoices.

Tips and mistakes to avoid

• Always convert from the job. A separate sale breaks the link between the car, its parts and its warranty.
• Don’t leave delivered cars in Ready for pickup; the dashboard counts them as waiting.

Next: daily operations.

Credit and part payments

Credit limits and advances

Returns and refunds