Invoices

Invoices bill the customer for completed work. They can be raised from scratch or built from accepted proposal lines, depending on how your workshop uses the workflow.

Typical invoice workflow

• List and filter invoices from the main Invoices page to find open drafts, recent issues, or customer-specific billing history.
• Edit draft invoices until you are ready to finalise the commercial record.
• When an invoice is linked to a job, choose whether to include the wheel map and which job photos appear on the printed or PDF copy. Use invoice preview to check the layout before sending.
• Print or PDF a clean copy for the customer or your internal records.
• Where finance integrations exist, the accounting settings determine how and when information syncs to the downstream ledger, including whether invoices stay as drafts in Xero or QuickBooks until you approve them.

Inspection evidence on invoices

Invoices raised from job work can carry inspection evidence to the customer document — not just line items. On the invoice edit screen you can tick Include wheel map on invoice and pick individual photos from the job. The wheel map uses the same colour bands and whole-number tread depths as in-app wheel maps. Preview before printing so you know exactly what the customer will receive.

Tyre disposal and stewardship fees

When tyres are removed and billed, disposal details can flow into the Tyre disposals report. New Zealand workshops may also use regulated Tyrewise stewardship pass-through fees configured in Finance settings — those fees can be added automatically to new quotes and invoices when enabled.

Parts-only and vehicle-less invoices

Invoices do not always need a vehicle. Counter sales, bulk tyre supply, and similar work can bill a customer with no asset attached. The document still shows customer context clearly rather than leaving blank vehicle blocks.

Creation history

Many invoices show a small Created … by … line beneath the heading — for example when an invoice was raised from an approved proposal, generated from counter sales, or created manually from a customer record. Follow the link when present to see the source record.

Voiding and re-invoicing

• Void invoice cancels a mistaken or superseded invoice. It moves to the Void tab and stays on the record.
• If Xero or QuickBooks is connected and the invoice was synced, Void also voids or deletes the matching invoice there. Paid invoices must be credited in accounting first.
• Voiding an issued invoice can return the linked job to Awaiting review. Use Re-invoice to copy the lines into a new draft — tyre fitment, vehicle records, and stock are not reversed automatically.

Why invoice discipline matters

Invoices do more than collect money. In many workshops they are also the final confirmation that a piece of work moved from recommendation to completion. When invoices are delayed or left half-finished, job queues and dashboard counts can stay artificially open.

What to check before finalising

• Make sure the bill matches what the customer approved, especially if a quote or estimate existed first.
• Confirm the right customer, site, and vehicle context where those details are part of your invoicing process.
• Check tax, totals, and document wording before sending or exporting the invoice.

Closing some jobs through invoicing also updates job status so your dashboard stays honest about what is still open and what is truly complete.