Documentation

Garage Invoice Setup

How to upload or change logo

Business Logo

Learn how to upload your business logo or change it to a new one.

Garage Invoice uses 2 different logos:

  • Main Logo – is used across the system and on login screens
  • PDF Logo – is used for Invoices, Quotes, Credit Notes and emails sent to customers.

Note: Supported extensions for logo files are: png, jpg and jpeg

garage invoice calendar overview 1 play_button_blueHow to upload or change Logo

How to upload or change Logo

  • Click on ‘SETUP‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to upload or change Logo​

  • Click on ‘SETTINGS‘ option located on the sidebar menu and select ‘LOGO‘ option from sub-menu.


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  • Click on small red ‘x‘ symbol to delete previously uploaded Main Logo.
    Confirm your action with ‘OK‘.

    Repeat same step for PDF Logo if required.


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  • Click ‘CHOOSE FILE‘ button, locate and select your new logo, and click ‘OPEN‘ button to confirm selection.

    Repeat same steps for PDF Logo if required.


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  • Once the files are selected click ‘SAVE SETTINGS’ button to upload your new files.


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  • New logo files has been uploaded, but to see changes, we need to refresh our browser cache.

    Windows users: press Ctrl + F5 on your keyboard
    Mac users: press Command + Shift +R on your keyboard.

    Once the screen refreshes itself, you should see logo changes applied.
     


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How to add or update my Business details

Business Details

Learn how to update your business details.

Garage Invoice will use this information on Invoices, Quotes and Credit Notes.

If you don’t want to display information about your company on PDF documents, just leave the fields blank.

garage invoice calendar overview 1 play_button_blueHow to add/update my Business details

How to add and update Business details.

  • Click on ‘SETUP‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to upload or change Logo​

  • Click on ‘SETTINGS‘ option located on the sidebar menu and select ‘COMPANY INFORMATION‘ option from sub-menu.


Garage Invoice How to add or update business details

  • Add or update information as required.
    Click ‘SAVE SETTINGS‘ button to confirm changes.


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How to add or change VAT/TAX rates

VAT/TAX Rates

Learn how to add or change VAT/TAX rates for Garage Invoice system.

Garage Invoice gives you the ability to add unlimited tax rates. Tax rates are used on your Invoices, Quotes and some reports.

Note: you can’t change tax rate that has already been used to create Invoice or Quote. Instead, create a new one that can be used on future Invoice/Quotes.

Additional settings for Tax rates displayed on Invoices and Quotes can be found in Setup → Settings → Finance tab.

garage invoice calendar overview 1 play_button_blueHow to add new tax rate

How to add/edit Tax Name and it’s Rate.

  • Click on ‘SETUP‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to upload or change Logo​

  • Click on ‘FINANCE‘ option located on the sidebar menu and select ‘Tax Rates‘ option from sub-menu.


Garage Invoice How to add or change tax rate

  • Click on ‘NEW TAX‘ button to add new tax rate to the system.

    If you want to edit a tax that is already added into the system, click on edit icon next to its name.


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  • Enter a new tax name with tax rate, and click ‘SAVE‘ button to add new tax to system.

Note: each tax name needs to be different.


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  • You can also edit and delete taxes that are already in the system, assuming that they haven’t been used to create Invoices and Quotes.
    Just use Edit or Delete buttons.


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How to add or change base currency (£, €, $…)

Base Currency

Learn how to add a new currency to Garage Invoice system and set it as a base currency.

Set a base currency that will be used across the whole system; when creating invoices, quotes etc.
Please ensure that correct ISO code for currency is entered when setting up. ISO codes can be found
here.

Note: Changing the base currency is possible only if there are no Invoices, Quotes, Payments and Credit Notes transactions recorded in that currency. Delete transactions to change the base currency.

garage invoice calendar overview 1 play_button_blueHow to add a new Currency

How to upload or change Logo

  • Click on ‘SETUP‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to upload or change Logo​

  • Click on ‘FINANCE‘ option located on the sidebar menu and select ‘Currencies‘ option from sub-menu.


Garage Invoice How to add or change base currency

  • Click on ‘NEW CURRENCY‘ button.


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  • Enter Currency ISO Code (e.g. GBP, USD, EUR etc. – list of currency codes), currency symbol (e.g. £, $, €).
    Select decimal and thousand seperator and currency symbol placement.

    Click ‘SAVE‘ button to add new currency to the system.


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  • To set a new currency as a base one for Garage Invoice system, click on blue ‘STAR‘ button.


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  • You can update and delete currencies that are already in the system.
    Just use Edit and Delete buttons.


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How to add pre-defined Invoice payment terms and Quotes terms

Payment Terms

Learn how to set up pre-defined Invoice payment terms and Quotes terms.

Invoice payment terms will be visible on the bottom of every Invoice you create and print or send to your customer.

Quotes terms will be visible on the bottom of every Quote you create and print or send to your customer.

Payment terms can be also changed and adjusted on Invoice/Quote creation screen. 

garage invoice calendar overview 1 play_button_blueHow to add pre-defined Invoice payment terms and Quotes terms

How to add Invoice and Quote terms.

  • Click on ‘SETUP‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to upload or change Logo​

  • Click on ‘SETTINGS‘ option located on the sidebar menu and select ‘Finance‘ option from sub-menu.


Garage Invoice How to add invoice or quote payment terms

  • To change Invoice terms click on ‘Invoices‘ tab.
    To change Quotes terms click on ‘Quotes‘ tab.


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  • Scroll down to the bottom, until you get ‘Predefined Terms & Conditions‘ option field.

    Insert your terms into the box below and click ‘SAVE SETTINGS‘.


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How to set up Offline Payments (Change Bank Details)

Offline Payment Modes

Learn how to set up offline payment modes that are visible on Invoices and Quotes.

Payment modes are visible to your customers on the bottom of your invoices (PDF’s) e.g. you can place your bank details for bank transfers.
You can add as many Payment Modes as you need (e.g. two different bank details; 1st for business customers, 2nd for individuals etc.)

Payments modes are also used to record payments against invoices, so you can easily mark how Customer paid you (e.g cash, credit/debit card or bank transfer etc.)

garage invoice calendar overview 1 play_button_blueHow to add new offline Payment Mode

How to add new Offline Payment Mode

  • Click on ‘SETUP‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to upload or change Logo​

  • Click on ‘FINANCE‘ option located on the sidebar menu and select ‘Payment Modes‘ option from sub-menu.


Garage Invoice How to add new payment mode

  • Click on ‘NEW PAYMENT MODE‘ button.


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  • Fill in Payment Mode Name and Bank Accounts / Description fields.Select options below to make this payment mode Active, to show it on Invoice PDFs and if it should be auto-selected for every new invoice you create.
    You can also choose if you want this payment mode active only for Invoices or only for Quotes.

    Click ‘SAVE‘ button to add payment mode to the system.


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  • You can easily activate/deactivate, edit or delete payment modes.
    Just use active flick switch and edit/delete buttons.


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How to set up Online Payments Mode (Credit/Debit Cards, Paypal…)

Online Payment Modes

Learn how to set up online payment modes and allow your customers to pay their invoices online.

Garage Invoice can be set up with different Payment Gateways, but we recommend 2 of them for UK customers:

  • PayPal Smart Checkout – allow your customers to pay invoices using their PayPal Account, their credit card or PayPal credit (PayPal Business account is needed)
  • Stripe – allow your customers to pay invoices using credit and debit cards


PayPal set up guide


Stripe set up guide

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PayPal Smart Checkout

  • Visit PayPal’s official website www.paypal.com and Log in to your account.
    If you don’t have PayPal account, just create one.

    Click on ‘Developer‘ menu.


Garage Invoice How to add new online payment gateway

  • Hover your cursor over your name and select ‘Dashboard‘ from sub-menu.


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  • From side menu select ‘My Apps & Credentials‘, select ‘Live‘ option and then click on ‘Create app‘ button.


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  • Enter your App name (e.g it can be your business name) and click ‘Create App‘ button.


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  • Click ‘Show‘ option to reveal your app’s secret key.
    Client ID and Secret will be needed to set up connection in Garage Invoice app, so keep this window/tab open.


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  • Now open your Garage Invoice app.

    Click on ‘SETUP‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to upload or change Logo​

  • Click on ‘SETTINGS‘ option located on the sidebar menu and select ‘Online Payment Gateways‘ option from sub-menu.


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  • Select ‘Paypal Smart Checkout‘ on the top of window.
    Ensure that option Active is set to YES.

    From PayPal app copy Client ID and Secret values, and paste them into correct fields.

    Enter currency ISO code (e.g. GBP, USD, EUR) in Currencies field.

    Ensure that ‘Enable Test Mode‘ option is set to No

    Click on ‘SAVE SETTINGS‘ button to add PayPal payment gateway to Garage Invoice system.


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Stripe

  • Visit Stripe’s official website www.stripe.com and Log in to your account.
    If you don’t have Stripe account, just create one.

    Click on ‘Developers‘ menu.


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  • Click on ‘API keys‘ option


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  • Click on ‘Reveal live key token‘ button.
    Publishable key and Secret key ill be needed to set up connection in Garage Invoice app, so keep this window/tab open.


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  • Now open your Garage Invoice app.

    Click on ‘SETUP‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to upload or change Logo​

  • Click on ‘SETTINGS‘ option located on the sidebar menu and select ‘Online Payment Gateways‘ option from sub-menu.


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  • Select ‘Stripe Checkout‘ on the top of window.

    Ensure that option Active is set to YES.

    From Stripe app copy Publishable key and Secret key values, and paste them into correct fields.

    Enter currency ISO code (e.g. GBP, USD, EUR) in Currencies field.

    Ensure that option ‘Allow primary contact to update stored credit card token‘ is set to Yes.

    Click on ‘SAVE SETTINGS‘ button to add Stripe payment gateway to Garage Invoice system.


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How to add an employee or administrator user

New System User

Learn how to add a new system user (employee or administrator).

Each user can have different permissions to access parts of the system. E.g. you can create a new user login for your Accountant and allow him to access only Reports menu, but not Vehicles etc.

Note: System comes with predefined roles, that can be further adjusted to your business needs.

garage invoice calendar overview 1 play_button_blueHow to add new user member

How to add new staff user to Garage Invoice system

  • Click on ‘SETUP‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to upload or change Logo​

  • Click on ‘STAFF‘ option located on the sidebar menu, then click on ‘NEW STAFF MEMBER‘ button.


Garage Invoice How to add new system user

  • On Profile tab:
    Fill in users First Name, Last Name and Email address (required fields).
    You can also set Hourly Rate, Telephone Number, Social Links and Email Signature that will be used for this user.

    Check corresponding Member Departments – user will be able to reply to customers in Support System.

    Ensure that option Send welcome email is checked – user will receive an invitation email with all login details (check spam box).


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  • On User Role tab:
    Select user role from pre-defined roles.
    You can also adjust permissions to give access to parts of the Garage Invoice system, by checking corresponding options below.

    Note: View (Global) – will give access to all data, View (Own) – will give access to their records (created by this user) or assigned to by administrator.


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  • Once the required fields and permissions for user are set, click ‘SAVE‘ button to add user to the system.


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  • You can delete or deactivate staff users.
    To delete user – hover your cursor over user’s name and click delete.
    To deactivate – flick the green switch in ‘Active’ column. Deactivated user’s will not be able to log in to the system.

F.A.Q

How many Invoices I can Create & Send?

Unlimited!

With Garage Invoice there is no limit on invoicing. You can create as many invoices & Quotes as you need!

How many Customers can I have in my Garage Invoice app?

Unlimited!

You can add as many customers to your database as you need.

Garage Invoice allows you to keep track of your account customers, produce statements, view charts showing the customers spending over the year and more. 

What Computer or Device I need to use Garage Invoice?

You can log-in and use Garage Invoice on any device that has an internet connection and a web browser, whether that’s your desktop computer, your tablet or your smartphone.

Garage Invoice will work on all new modern web browsers: Chrome, Firefox, Edge, Opera and Safari.

Invoice Statuses Explained

Invoice Statuses

paid

PAID

Invoice has been paid in full.

partially paid

PARTIALLY PAID

The amount of the invoice has been paid in part.

overdue

OVERDUE

Invoice is partially paid or unpaid and is past its due date.

unpaid

UNPAID

Invoice has not yet been paid in part or full.

draft

DRAFT

Invoice has not yet been issued for payment.

cancelled

CANCELLED

Invoice has been marked as cancelled or merged with another invoice.

Invoicing

How to create an Invoice

Creating Invoices

Learn how to create an Invoice in Garage Invoice system.

While creating an invoice, you can also set due date, add discount (fixed amount or %), make adjustment and add Client Note.

Note: Customer must exist in the system before you’ll be able to create invoice for him.
Please refer to this guide:
How to add a new Customer.

garage invoice calendar overview 1 play_button_blueHow to create Invoice

How to create an Invoice

  • Click on ‘INVOICES‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to create invoice

  • Click ‘CREATE NEW INVOICE‘ button.


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  • Start with selecting the Customer.
    You can start typing customer’s name/company name or press space bar on your keyboard to view all customers in alphabetical order.


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  • If there is a vehicle added in the system and assigned to this customer, you can select it with Vehicle field. 
    You can start typing Registration Plate Number or press space bar on your keyboard to view all vehicles assigned to this customer.
    Optional: you can also add Mileage, MOT No and Authorization No.


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  • Add invoice item lines with Item name, description, Qty, Price and TAX rate if required.
    Confirm with blue check mark symbol.

    You can easily add pre-defined items from ‘Add Item’ menu. 

     


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  • Once you finish creating invoice, click on ‘SAVE‘ button to add invoice to the system.

    You can click on small triangle next to ‘SAVE’ button for more options:
    – Save & Send – save and send invoice email to customer
    – Save & Send Later –  save and schedule invoice email to customer
    – Save & Record Payment – save invoice and go to record payment screen


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  • Your newly created Invoice will be right leading the list of invoice on the left-hand side of the screen.
    Right-hand side will show a preview of created invoice.

    There are additional options:
    Garage Invoice How to create invoice7
     where you can Edit Invoice, View/Print or Download PDF or send Invoice to customer via email.
    Under ‘More‘ option you can Create Credit Note or Attach File (e.g. pictures of job you’ve done) and send them to customer together with Invoice email or simply Delete Invoice.


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How to record Payment against Invoice

Invoice Payments

Learn how to record manual payments against Invoices.

You can add as many payment modes (cash, card, voucher, customer points etc.) to the system as you need.

You can split Invoice payments between different payment modes (e.g. customer paid half with cash and the other half using debit card)

Note: Garage Invoice will automatically record Invoice payments when customer pays online using PayPal or Stripe

garage invoice calendar overview 1 play_button_blueHow to record Payment against Invoice

How to record Payment

  • Click on ‘INVOICES‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to create invoice

  • Locate and click on invoice which you want to take payment against.


Garage Invoice How to record payment against invoice

  • Click ‘PAYMENT‘ located on the right-hand side of the screen.


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  • Fill in the information: Amount Received, Payment Date and Payment Mode.Optionally you can prevent system from sending Receipt to customer (check Do not send Invoice payment record email to customer contacts), provide Transaction ID and add note for internal purposes.

    Click ‘SAVE’ to record payment.


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  • Note: If your customer’s payment is the full total, the invoice will then be marked with a green ‘PAID’.
    If your customer’s payment is a part payment, the invoice will be marked with an orange ‘PARTIALLY PAID’.You can record few payments using different payment modes (e.g half cash, half bank transfer or card).

    Recorded payments (PDF’s) can be downloaded, viewed, printed or sent to customers.

     

How to Sort, Filter and Search for Invoice

Sorting, Filtering and Searching Invoices

Learn how to sort & filter Invoices by status (paid, unpaid, overdue…), by year or payment mode and search by items, vehicles or customers

With Garage Invoice you can easily manage your invoices.
Invoice overview screen allows you to locate this particular invoice and Customer overview will show all invoices for selected customer.

garage invoice calendar overview 1 play_button_blueSearching, Filtering and Sorting Invoices

Invoices Overview Screen

  • Click on ‘INVOICES‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to create invoice

  • Invoices overview screen will show all invoices in the system.
    You can easily sort them by invoice number, amount, creation date, due date, customer, vehicle’s reg plate number or status, simply by clicking on column header.


Garage Invoice How to sort filter and search invoices

  • There is also a search box that you can use to only display invoice’s that are matching your search criteria.
    You can search by invoice number, amount, creation date, due date, customer or vehicle’s reg plate number.


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  • Use View Quick Stats to get value of outstanding, past due and paid invoices and easily display all invoices by their status (unpaid, paid, partially paid, overdue and draft).


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  • or use option ‘Filter by’ to get what you’re looking for.


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  • You easily view all invoices for a specific customer.

    Just click on Customer’s Name and select ‘Invoices‘ from sub-menu.


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  • Alternatively, you can use main search bar located on top of the screen.
    Search by Customer’s Name, Reg plate number, Invoice number or even invoice item line.


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Invoice Statuses Explained

Invoice Statuses

paid

PAID

Invoice has been paid in full.

partially paid

PARTIALLY PAID

The amount of the invoice has been paid in part.

overdue

OVERDUE

Invoice is partially paid or unpaid and is past its due date.

unpaid

UNPAID

Invoice has not yet been paid in part or full.

draft

DRAFT

Invoice has not yet been issued for payment.

cancelled

CANCELLED

Invoice has been marked as cancelled or merged with another invoice.

How to manage Invoices (Edit or Cancel)

Managing Invoices

Learn how to edit or cancel Invoices

You can edit Invoices with different statuses.

Note: If you edit invoice with ‘Paid’ status and:

  • increase total invoice value (e.g. changing item price or adding new item), invoice status will change to ‘Partially Paid’
  • decrease total invoice value (e.g. changing item price or removing item), invoice will stay with ‘Paid’ status, but overall customer’s Statement Balance will be negative (view in Customer → Statement).

garage invoice calendar overview 1 play_button_blueHow to manage Invoices

Invoices overview screen – managing

  • Click on ‘INVOICES‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to create invoice

  • Locate and click on invoice you want to manage.


Garage Invoice How to record payment against invoice

  • Here you can
    • Create Tasks – billable tasks related to this specific invoice
    • Check Activity Log
    • Set Reminders and get notified on specific day/time
    • Add notes for other staff members
    • Track if customer opened email (if it was sent) and viewed an invoice.
  • You can also:
    • Edit Invoice – add/delete invoice items, change prices/rates
    • View/print or download PDF version of invoice
    • Send email with invoice attached to customer
    • Attach files to be sent with invoice
    • Cancel Invoice
    • Create Credit Note based on invoices’ items list
    • Record Payment

Garage Invoice system will also notify you if there are other unpaid invoices for this customer and if you would like to merge them into one.
You’ll be also notified if there are any Credit Notes available to be applied.


Garage Invoice How to manage invoices

Managing pre-defined Item list

Item List

Learn how add and delete items, that can be easily added when creating Invoices.

Pre-defined item list is useful when creating Invoices. It allows you to quickly add items/services with prices and tax rates.

 

garage invoice calendar overview 1 play_button_blueHow to add new Item

Managing Items List

  • Click on ‘UTILITIES‘ option located on the sidebar menu (left-hand side of the screen). and select option ‘Items‘.


Garage Invoice managing item list

  • Items list screen allows to create new items, groups and edit existing items.


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  • To add item click on ‘NEW ITEM‘ button.

    Fill in item’s name (description), long description, set price and tax rates if applicable. 
    You can add item into a group.

    Click ‘SAVE‘ to add new item/service to the system.


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  • Click ‘CHOOSE FILE‘ button, locate and select your new logo, and click ‘OPEN‘ button to confirm selection.

    Repeat same steps for PDF Logo if required.

  • To Edit or Delete an item, just hover your mouse cursor over its name and select appropriate option.

How to delete Invoice

Deleting Invoices

Learn how to delete Invoice from the system.

Garage Invoice allows you to delete invoices regardless of invoice status.

By default, ‘Delete Invoice’ option is only available on the last invoice that was added to the system.

You can override this setting by going to Setup → Settings → Finance → Invoices tab → and setting ‘Delete invoice allowed only on last invoice’ to No.

Note: deleting paid invoices will also delete all payments recorded against this invoice.

garage invoice calendar overview 1 play_button_blueHow to delete Invoice

How to delete Invoice

  • Click on ‘INVOICES‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to create invoice

  • Locate and click on invoice you want to delete.


Garage Invoice How to record payment against invoice

  • Click on ‘More‘ button, and choose option ‘Delete‘ from the dropdown menu.

Note: if you can’t see ‘Delete’ option it means that deleting only last invoice option is enabled.
You can override this setting by going to Setup → Settings → Finance → Invoices tab → and setting ‘Delete invoice allowed only on last invoice’ to No.


Garage Invoice How to delete invoice

How to add pre-defined Invoice payment terms and Quotes terms

Payment Terms

Learn how to set up pre-defined Invoice payment terms and Quotes terms.

Invoice payment terms will be visible on the bottom of every Invoice you create and print or send to your customer.

Quotes terms will be visible on the bottom of every Quote you create and print or send to your customer.

Payment terms can be also changed and adjusted on Invoice/Quote creation screen. 

garage invoice calendar overview 1 play_button_blueHow to add pre-defined Invoice payment terms and Quotes terms

How to add Invoice and Quote terms.

  • Click on ‘SETUP‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to upload or change Logo​

  • Click on ‘SETTINGS‘ option located on the sidebar menu and select ‘Finance‘ option from sub-menu.


Garage Invoice How to add invoice or quote payment terms

  • To change Invoice terms click on ‘Invoices‘ tab.
    To change Quotes terms click on ‘Quotes‘ tab.


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  • Scroll down to the bottom, until you get ‘Predefined Terms & Conditions‘ option field.

    Insert your terms into the box below and click ‘SAVE SETTINGS‘.


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Customers

How to add a new Customer

Add Customer

Learn how to add a new Customer to Garage Invoice system.

With Garage Invoice you can create Business or Individual customers and each customer can have unlimited vehicles assigned to him.

For each Customer you can also add Contacts with email address and telephone number.

Contacts are required if you wish to:

  • allow your customer to login to their Customer Portal
  • send Invoice/Quote emails, Appointment reminders, promotional emails etc

garage invoice calendar overview 1 play_button_blueHow to create Customer with Contact

How to Create a Customer with a Contact

  • Click on ‘CUSTOMERS‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to add customer with contact

  • Click ‘NEW CUSTOMER‘ button.


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  • For Individual Customer:
    Fill in Address, Town, County and Post Code fields.
    Additionally, you can set Billing & Shipping address on ‘Billing & Shipping‘ tab.
  • For Business Customer:
    Fill in  Full Name or Company Name, Telephone, Address, Town, County and Post Code fields.
    Additionally, you can set Billing & Shipping address on ‘Billing & Shipping‘ tab.

    Click ‘SAVE AND CREATE CONTACT‘ button.


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  • Add contact’s First and Last Name.
    Enter contact’s Email address and telephone number (internation format with +44 prefix).

    You can set this contact as a Primary Contact (if it’s a business customer), choose if you want to send welcome email and set password email to your customer (customer will receive email with a link and instructions how to login to their Customer Portal).

    Click ‘SAVE‘ button.


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How to update Customer’s details

Update a Customer

Learn how to change and update Customer’s details.

With Garage Invoice you can easily update customer’s details, contacts and billing and shipping addresses.

garage invoice calendar overview 1 play_button_blueHow to update a Customer

How to upload or change Logo

  • Click on ‘CUSTOMERS‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to add customer with contact

  • Locate Customer you want to change/update details and click on Name.


Garage Invoice how to update customer

  • Update Customers’s address and optionally update billing and shipping addresses on ‘Billing & Shipping‘ tab.

    Click ‘SAVE’ button to update details.


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  • To update contact’s details, click on ‘Contacts‘, locate contact on the list, hover your mouse cursor over Name, and click ‘Edit’.

    Update details accordingly and click on ‘SAVE‘ button.


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Vehicles

How to add a Vehicle

Adding Vehicles to the system

Learn how to add vehicle to Garage Invoice system.

Garage Invoice allows you to add unlimited vehicles to your database. Each vehicle needs to be assigned to a customer.

Store all the vehicle information you need (make, model, year of manufacture, first registered, engine size, fuel type, colour etc.).

garage invoice calendar overview 1 play_button_blueHow to add a vehicle

How to upload or change Logo

  • Click on ‘VEHICLES‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice how to add vehicle

  • Click on ‘NEW VEHICLE‘ button.


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  • Fill in required information: Reg Plate number, Customer, Car Make & Model.

    Optionally you provide VIN, Year of Manufacture and First Registered, Engine CC, Fuel Type, Colour and Paint Code.

    Click ‘SAVE‘ button.


Garage Invoice how to add vehicle2

How to create tasks/jobs for vehicles.

Creating tasks/jobs

Learn how to create tasks/jobs for vehicles and stay on top of your work.

With Garage Invoice you can easily create tasks/jobs, log time you’ve spent on them and Invoice it all in one go.

garage invoice calendar overview 1 play_button_blueHow to create vehicle task

How to create a vehicle related task

  • Click on ‘VEHICLES‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice how to add vehicle

  • Locate vehicle on the list and click on it’s Reg Plate Number.


Garage Invoice vehicle overview screen

  • Click ‘NEW TASK‘ button.


Garage Invoice vehicle task

  • Fill in required information: Task Name and Start Date.

    Optionally you can set Due Date (task will be visible on Calendar).
    Task Description field is a good place to add additional comments.

    If you’re creating a billable task, please ensure that ‘Billable’ option is selected.
    You can hide the task from other staff members and customers – options ‘Public’ and ‘Visible to Customer

    Click ‘SAVE’ to add this task.


Garage Invoice vehicle task1

  • Here you can:
    1. Mark task as complete – marked tasks will disappear from your Calendar,  and will be ready to be invoiced.
      Add Time Sheets -manually add staff time sheets logging how much time you’ve spent on this task
      Start Timer – simply start timer and stop timer after task is done. System will automatically calculate task’s billable amount based on Hourly Rate.
    2. Insert Checklists – pre-defined list of sub-tasks that needs to be done to complete the whole task (e.g. main task – Car Service, sub-tasks – Engine Oil Replacement, Oil Filter Replacement etc.)
    3. Comments section – add useful comments or pictures/videos for your Customer, who will be able to see task progress in Customer Portal. Good place to list other advisories or work that needs to be done in near future.
    4. Reminders – set in app or email reminders to staff that are working on this task.
    5. Assignees – delegate staff to accomplish this task
    6. Easily upload pictures or videos for staff members or customer.


Garage Invoice vehicle task2

How to create vehicle Expense

Vehicle Expenses

Learn how to create vehicle expenses that can be easily pass onto customer.

With Garage Invoice you can create 2 types of vehicle expenses:

  • Billable Expense – total amount of this expense can pass onto customer, by converting expense into invoice (e.g. vehicle parts required to accomplish job).
  • Normal Expense – still will be related to vehicle, but you will not be able to invoice your customer for it.

garage invoice calendar overview 1 play_button_blueHow to create vehicle Expense

How to create Vehicle Expenses

  • Click on ‘VEHICLES‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice how to add vehicle

  • Locate vehicle on the list and click on Reg Plate Number.


Garage Invoice vehicle overview screen

  • Click on ‘Sales’ tab, and select ‘Expenses’ from dropdown list.


Garage Invoice how to create vehicle expense

  • Click ‘RECORD EXPENSE‘ button.


Garage Invoice how to create vehicle expense1

  • Fill in required information; Expense Name, Note, Expense Category, Date and Amount.
    You can attach Receipt if you want.

    Ensure that option ‘Billable’ is checked if you want to charge customer for this expense.

    Click ‘SAVE’ button to add expense into system.


Garage Invoice how to create vehicle expense2

  • List will show you all Expenses (billable and not) marking which are still awaiting to be invoiced.

    You can Invoice expenses in one go using ‘INVOICE VEHICLE‘ button.


Garage Invoice how to create vehicle expense3

How to Invoice Vehicle in one go

Invoicing Vehicle in one go

Learn how easily invoice vehicle with a click of a button.

With Garage Invoice you can easily invoice vehicle that has

garage invoice calendar overview 1 play_button_blueHow to invoice Vehicle in one go

How to invoice vehicle with tasks and expenses attached

  • Click on ‘VEHICLES‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice how to add vehicle

  • Locate vehicle on the list, and click on Reg Plate Number.


Garage Invoice vehicle overview screen

  • Click ‘INVOICE VEHICLE‘ button.


Garage Invoice how to invoice vehicle

  • Select how you would like to Invoice tasks (Task per item or based on time sheets).

    You can view what tasks and expenses can be invoiced, by clicking on ‘See tasks/expenses‘ buttons.
    Select all or check tasks and expenses you want to be included on this invoice.
    Note: added tasks with ‘In progress’ status will be marked as Complete once invoice is created.

    Click ‘INVOICE VEHICLE‘ button to create invoice.


Garage Invoice how to invoice vehicle1

  • You can still adjust invoice lines, amounts and tax rates on Invoice screen.

    Once Invoice is ready click on:
    ‘SAVE’ – to save invoice in the system
    SAVE & SEND‘ – to save invoice and send it to customer

Appointemnts

How to view Today’s and Future Appointments

Viewing Appointments

Learn how to easily view scheduled appointments.

With Garage Invoice you can easily view upcoming and past appointments for customers based on specific date, contact’s name or vehicle reg plate number.

garage invoice calendar overview 1 play_button_blueHow to view and search Appointments

How to view appointments

  • Click on ‘APPOINTMENTS‘ option located on the sidebar menu (left-hand side of the screen), and select ‘Appointments‘ from sub-menu.


Garage Invoice how to add an appointemnt

  • On the top of the screen, system will display Today’s appointments.

    You can use a search option to find appointments:

    • by Contact’s Name – just start typing customer’s name
    • for specific day – enter date in format MM-DD (e.g 07-16 for 16th of July)
    • by Reg Plate Number – just start typing reg plate no
    • by appointment details note


Garage Invoice how to view appointemnts

How to manage Appointment Types

Appointment Types

Learn how to create appointment types that will suit your business.

Garage Invoice allows you to add unlimited appointment types, and every one of them can be colour-marked for calendar purposes.

garage invoice calendar overview 1 play_button_blueHow to add new Appointment Type

How to manage Appointemnt Types

  • Click on ‘APPOINTMENTS‘ option located on the sidebar menu (left-hand side of the screen), and select ‘Appointment Types‘ from sub-menu.


Garage Invoice how to manage appointemnts

  • Click on ‘ADD APPOINTMENT TYPE‘ to create new appointment category.

    You can also:

    • Delete appointment types – just use Delete button
    • Change colour for each appointment type


Garage Invoice how to manage appointemnts1

  • Add Appointment Type Name and select desired colour.~
    Click ‘SAVE’ button.


Garage Invoice how to manage appointemnts2

How to add an Appointment

Appointments

Learn how create an appointment in Garage Invoice.

With Garage Invoice you can create all kind of appointments (MOT, service, repairs etc.)

You can schedule appointments for existing customers or new ones that are not yet added to the system.

System will automatically send email/Text Message confirmation and reminder to your customers.

Note: Text Messaging function requires Twilio account.

garage invoice calendar overview 1 play_button_blueHow to add an appointment

How to add an Appointemnt

  • Click on ‘APPOINTMENTS‘ option located on the sidebar menu (left-hand side of the screen), and select ‘Appointments‘ from sub-menu.


Garage Invoice how to add an appointemnt

  • Click ‘NEW APPOINTMENT‘ button.


Garage Invoice how to add an appointemnt1

  • Select Appointment Type (pre-defined list can be changed in ‘Appointment Types’ menu).

    Select Contact Type

    • External if customer has not been added to Customer’s database.
      Provide Name, Reg Plate Number, Car Make and Car Model, Email and/or Telephone number in international format (+44 …).
    • Internal if customer already exist in the system.
      Select Contact from the list and Vehicle

Set Appointment Date & Time and assign appointment to appropriate staff members.

You can select required notifications (Text Message and/or Email) and set when a reminder will be sent (e.g. 60 minutes prior appointment)

Add Appointment Notes if required and click ‘SAVE’ button.


Garage Invoice how to add an appointemnt2

Online Shop

How to create a manual order

Manual Orders

Learn how to create manual orders for Customer, right from the admin panel.

With Garage Invoice you can create manual orders (e.g. when customer is on the phone or in the workshop).
Garage Invoice will automatically create invoice (based on the order details), and update your stock levels once payment has been made.

garage invoice calendar overview 1 play_button_blueHow to create a manual order

Create manual order

  • Click on ‘PRODUCTS‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice how to add product categories

  • Click on ‘New order (POS)‘ option located on the sidebar menu.


Garage Invoice how to create manual order

  • Select Customer (start typing or press space bar to display list of all customers).
    Select Product from the list and add order Quantity.

You can:
– Add new line with ‘ADD‘ button.
– Delete line with red ‘X‘ button.

Click ‘SAVE‘ button to create the order.


Garage Invoice how to create manual order1

  • Invoice will get created.
    You can easily edit this invoice to add more items or simply record payment manually.


Garage Invoice how to create manual order2

How to add a new Product

Products

Learn how add a Product to your Online Shop.

Garage Invoice allows you to create unlimited products for your Online Shop.

You can set price, tax rate, add quantity and upload a picture.

You can even add recurring products (e.g. when selling services) where system automatically creates recurring invoices on purchase.

garage invoice calendar overview 1 play_button_blueHow to add a Product

How to add a Product

  • Click on ‘PRODUCTS‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice how to add product categories

  • Select ‘Products‘ option located on the sidebar menu and click ‘NEW PRODUCT‘ button.


Garage Invoice how to add product

  • Enter Product Name and Description. Select products’ category, set price and tax, and enter quantity.
    Upload products’ picture and click ‘SAVE’ button.


Garage Invoice how to add product2

How to add Product Categories

Product Categories

Learn how to add Product Categories to your Online Shop

Product Categories will help your Customers to navigate through your Shop. By grouping products to categories, your Customers will be able to easily locate products they need.

garage invoice calendar overview 1 play_button_blueHow to add product category

How to create product categories.

  • Click on ‘PRODUCTS‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice how to add product categories

  • Select ‘Product Categories‘ option located on the sidebar menu and click ‘ADD NEW CATEGORY‘ button.


Garage Invoice how to add product categories1

  • Enter Category Name and Description.
    Click ‘SAVE‘ button.


Garage Invoice how to add product categories2

Calendar

Quotes

How to add pre-defined Invoice payment terms and Quotes terms

Payment Terms

Learn how to set up pre-defined Invoice payment terms and Quotes terms.

Invoice payment terms will be visible on the bottom of every Invoice you create and print or send to your customer.

Quotes terms will be visible on the bottom of every Quote you create and print or send to your customer.

Payment terms can be also changed and adjusted on Invoice/Quote creation screen. 

garage invoice calendar overview 1 play_button_blueHow to add pre-defined Invoice payment terms and Quotes terms

How to add Invoice and Quote terms.

  • Click on ‘SETUP‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to upload or change Logo​

  • Click on ‘SETTINGS‘ option located on the sidebar menu and select ‘Finance‘ option from sub-menu.


Garage Invoice How to add invoice or quote payment terms

  • To change Invoice terms click on ‘Invoices‘ tab.
    To change Quotes terms click on ‘Quotes‘ tab.


Garage Invoice How to add invoice or quote payment terms1

  • Scroll down to the bottom, until you get ‘Predefined Terms & Conditions‘ option field.

    Insert your terms into the box below and click ‘SAVE SETTINGS‘.


Garage Invoice How to add invoice or quote payment terms2

Payments

How to record Payment against Invoice

Invoice Payments

Learn how to record manual payments against Invoices.

You can add as many payment modes (cash, card, voucher, customer points etc.) to the system as you need.

You can split Invoice payments between different payment modes (e.g. customer paid half with cash and the other half using debit card)

Note: Garage Invoice will automatically record Invoice payments when customer pays online using PayPal or Stripe

garage invoice calendar overview 1 play_button_blueHow to record Payment against Invoice

How to record Payment

  • Click on ‘INVOICES‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to create invoice

  • Locate and click on invoice which you want to take payment against.


Garage Invoice How to record payment against invoice

  • Click ‘PAYMENT‘ located on the right-hand side of the screen.


Garage Invoice How to record payment against invoice1

  • Fill in the information: Amount Received, Payment Date and Payment Mode.Optionally you can prevent system from sending Receipt to customer (check Do not send Invoice payment record email to customer contacts), provide Transaction ID and add note for internal purposes.

    Click ‘SAVE’ to record payment.


Garage Invoice How to record payment against invoice2

  • Note: If your customer’s payment is the full total, the invoice will then be marked with a green ‘PAID’.
    If your customer’s payment is a part payment, the invoice will be marked with an orange ‘PARTIALLY PAID’.You can record few payments using different payment modes (e.g half cash, half bank transfer or card).

    Recorded payments (PDF’s) can be downloaded, viewed, printed or sent to customers.

     

How to set up Offline Payments (Change Bank Details)

Offline Payment Modes

Learn how to set up offline payment modes that are visible on Invoices and Quotes.

Payment modes are visible to your customers on the bottom of your invoices (PDF’s) e.g. you can place your bank details for bank transfers.
You can add as many Payment Modes as you need (e.g. two different bank details; 1st for business customers, 2nd for individuals etc.)

Payments modes are also used to record payments against invoices, so you can easily mark how Customer paid you (e.g cash, credit/debit card or bank transfer etc.)

garage invoice calendar overview 1 play_button_blueHow to add new offline Payment Mode

How to add new Offline Payment Mode

  • Click on ‘SETUP‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to upload or change Logo​

  • Click on ‘FINANCE‘ option located on the sidebar menu and select ‘Payment Modes‘ option from sub-menu.


Garage Invoice How to add new payment mode

  • Click on ‘NEW PAYMENT MODE‘ button.


Garage Invoice How to add new payment mode1

  • Fill in Payment Mode Name and Bank Accounts / Description fields.Select options below to make this payment mode Active, to show it on Invoice PDFs and if it should be auto-selected for every new invoice you create.
    You can also choose if you want this payment mode active only for Invoices or only for Quotes.

    Click ‘SAVE‘ button to add payment mode to the system.


Garage Invoice How to add new payment mode2

  • You can easily activate/deactivate, edit or delete payment modes.
    Just use active flick switch and edit/delete buttons.


Garage Invoice How to add new payment mode3

How to set up Online Payments Mode (Credit/Debit Cards, Paypal…)

Online Payment Modes

Learn how to set up online payment modes and allow your customers to pay their invoices online.

Garage Invoice can be set up with different Payment Gateways, but we recommend 2 of them for UK customers:

  • PayPal Smart Checkout – allow your customers to pay invoices using their PayPal Account, their credit card or PayPal credit (PayPal Business account is needed)
  • Stripe – allow your customers to pay invoices using credit and debit cards


PayPal set up guide


Stripe set up guide

garage invoice calendar overview

PayPal Smart Checkout

  • Visit PayPal’s official website www.paypal.com and Log in to your account.
    If you don’t have PayPal account, just create one.

    Click on ‘Developer‘ menu.


Garage Invoice How to add new online payment gateway

  • Hover your cursor over your name and select ‘Dashboard‘ from sub-menu.


Garage Invoice How to add new online payment gateway1

  • From side menu select ‘My Apps & Credentials‘, select ‘Live‘ option and then click on ‘Create app‘ button.


Garage Invoice How to add new online payment gateway5

  • Enter your App name (e.g it can be your business name) and click ‘Create App‘ button.


Garage Invoice How to add new online payment gateway6

  • Click ‘Show‘ option to reveal your app’s secret key.
    Client ID and Secret will be needed to set up connection in Garage Invoice app, so keep this window/tab open.


Garage Invoice How to add new online payment gateway8

  • Now open your Garage Invoice app.

    Click on ‘SETUP‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to upload or change Logo​

  • Click on ‘SETTINGS‘ option located on the sidebar menu and select ‘Online Payment Gateways‘ option from sub-menu.


Garage Invoice How to add new online payment gateway9

  • Select ‘Paypal Smart Checkout‘ on the top of window.
    Ensure that option Active is set to YES.

    From PayPal app copy Client ID and Secret values, and paste them into correct fields.

    Enter currency ISO code (e.g. GBP, USD, EUR) in Currencies field.

    Ensure that ‘Enable Test Mode‘ option is set to No

    Click on ‘SAVE SETTINGS‘ button to add PayPal payment gateway to Garage Invoice system.


Garage Invoice How to add new online payment gateway10

Stripe

  • Visit Stripe’s official website www.stripe.com and Log in to your account.
    If you don’t have Stripe account, just create one.

    Click on ‘Developers‘ menu.


Garage Invoice How to add new online payment gateway11

  • Click on ‘API keys‘ option


Garage Invoice How to add new online payment gateway12

  • Click on ‘Reveal live key token‘ button.
    Publishable key and Secret key ill be needed to set up connection in Garage Invoice app, so keep this window/tab open.


Garage Invoice How to add new online payment gateway13

  • Now open your Garage Invoice app.

    Click on ‘SETUP‘ option located on the sidebar menu (left-hand side of the screen).


Garage Invoice How to upload or change Logo​

  • Click on ‘SETTINGS‘ option located on the sidebar menu and select ‘Online Payment Gateways‘ option from sub-menu.


Garage Invoice How to add new online payment gateway9

  • Select ‘Stripe Checkout‘ on the top of window.

    Ensure that option Active is set to YES.

    From Stripe app copy Publishable key and Secret key values, and paste them into correct fields.

    Enter currency ISO code (e.g. GBP, USD, EUR) in Currencies field.

    Ensure that option ‘Allow primary contact to update stored credit card token‘ is set to Yes.

    Click on ‘SAVE SETTINGS‘ button to add Stripe payment gateway to Garage Invoice system.


Garage Invoice How to add new online payment gateway14

Credit Notes

Tasks/Jobs

Reports

Utilities

Managing pre-defined Item list

Item List

Learn how add and delete items, that can be easily added when creating Invoices.

Pre-defined item list is useful when creating Invoices. It allows you to quickly add items/services with prices and tax rates.

 

garage invoice calendar overview 1 play_button_blueHow to add new Item

Managing Items List

  • Click on ‘UTILITIES‘ option located on the sidebar menu (left-hand side of the screen). and select option ‘Items‘.


Garage Invoice managing item list

  • Items list screen allows to create new items, groups and edit existing items.


Garage Invoice managing item list1

  • To add item click on ‘NEW ITEM‘ button.

    Fill in item’s name (description), long description, set price and tax rates if applicable. 
    You can add item into a group.

    Click ‘SAVE‘ to add new item/service to the system.


Garage Invoice managing item list2

  • Click ‘CHOOSE FILE‘ button, locate and select your new logo, and click ‘OPEN‘ button to confirm selection.

    Repeat same steps for PDF Logo if required.

  • To Edit or Delete an item, just hover your mouse cursor over its name and select appropriate option.

QuickBooks

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