Complete your first workshop job

Use this guide to take your first customer from reception to an issued invoice and payment. Work on the correct workshop account and use real records only when you are ready to operate the business.

Before you begin

The person completing each stage needs permission for that action. You may hand the job from an advisor to a technician, manager and cashier. Have the customer's contact details, vehicle information, agreed work and prices ready.

Set up the essentials

1. Sign in using your workshop's staff login address.
2. Open Configuration → Company Settings. Check the business name, contact details, currency and timezone. Click Save Changes.
3. Ask an authorised colleague to check Configuration → Numbering and Finance → Accounts before issuing documents or taking money.
4. Add the technicians who will work on the vehicle through Configuration → Employees. They need the Technician role and a working login.
5. Prepare the labour tasks, packages and parts you expect to use. Stock already on the shelf can be entered when a product is first created.

Take the customer through the visit

1. Open Customers → Customers, search first, then use Add Customer if needed. Enter the name and phone number and click Save.
2. Open Customers → Vehicles and use Add Vehicle. Select the customer and enter the plate, make and model.
3. Open Operations → Work Orders → Add Work Order. Select the customer and vehicle, enter the visit details and complaint, then click Save.
4. Record photos or start an inspection if needed. Use an estimate when the price still needs agreement.
5. Add a job order with the required Labour Tasks, Service Packages and Parts / Items. Check quantities and prices, then click Save.
6. Once the price is agreed, an authorised colleague uses Approve Cost. Assign a technician to the job's work.
7. The technician records their work using Start Timer, Stop Timer and Finish Task.
8. Review the completed work and use Approve Work.
9. Use Add Invoice, check all lines, discounts, tax, advances and the total. Use Save as Draft if another person must review it; use Issue only when it is correct.
10. On the issued invoice, use Record Payment for money actually received. A partial payment leaves a balance due.

What happens next

Issuing assigns the final invoice number and locks the billed job order. Payment records the receipt separately. Vehicle collection is still an operational handover: confirm the vehicle has actually been collected before recording that fact, and release its bay when it leaves.

If you cannot continue

An unavailable approval or payment button usually requires a different permission or an earlier workflow step. Ask the colleague responsible for that stage rather than changing a status to skip it.

Related articles

• Create and approve job orders
• Create and issue an invoice
• Roles and permissions