Help/Workshop 365/Quotes and invoices
Quotes and invoices
Price the job on its job card and send the customer a link. They approve it on their phone, with the time on record, and the invoice is made from what they approved.
Screenshots use a fictional business and figures.
Build a quote
On the job card, under Quote and invoice, press New quote.
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Under Parts, fill in a line: Description, Qty and Unit price. The Amount works itself out. Press Add a line for the next one.
A quote: parts and labour, with GST added on top. Do the same under Labour. Hours go in Qty, so 2.5 hours at S$100 is S$250.
Press Save as a draft. The quote appears on the job card as a Draft. Delete removes a draft.
If your business is GST-registered on the day, GST is added on top of parts and labour at the rate that applies. If not, there is no GST on it. The customer sees the same total you do.
Send it
Press Send it on the draft. The link to the quote is copied for you.
Paste it to your customer on WhatsApp, or open To send, where the “quote is ready” message is already written with the link and the total in it.
The job moves to Quote sent by itself, unless it is already further along. Copy link on the quote copies the link again.
What the customer sees
The link opens a page in their phone’s browser, with nothing to install and no sign-in. It shows your workshop’s name, the plate, the car and the job number, what they told you is wrong, then the parts, the labour, the GST and the total.
They press one of three buttons:
- Approve — go ahead, and confirm the total.
- Ask a question, and type it.
- Not this time, with a reason if they like.
Nothing is charged when they approve. They pay against the invoice when they collect.
Their answer
On the job card the quote shows Approved, Declined or, while they have not answered, Waiting on the customer. Anything they typed is shown under it, such as “Too much for now”.
- An approval moves the job to Approved.
- A question or a “not this time” moves it to Waiting approval, so it is on your board for a reply. The job is not cancelled.
If you have connected the Telegram bot in your back office, you are told there as soon as they answer.
Change the price
A quote that has gone to a customer cannot be edited, so what they saw is what is on record. To change it, press New quote, build the new price and press Send it. Any quote they have not answered yet is marked Replaced, and its link tells them there is a newer one.
Make the invoice
Once a quote is approved, press Make the invoice on it.
The invoice appears at the top of the card with its number. Open takes you to it in Invoicing.
Send it and take payment the way you do every SME AI Office invoice. When it is paid, mark it paid on the invoice.
The invoice is an ordinary SME AI Office invoice. It is filed against the customer, carries the job number and the plate, and uses your usual invoice numbers and payment terms. Marking it paid is what puts it in your P&L, and its GST in your GST return.
Questions
Can I make the invoice without an approved quote?
The button appears once a quote is approved. If the customer said yes on the phone, send the quote and ask them to tap approve, so the approval is on record.
I pressed Make the invoice twice. Are there two?
No. A job only ever has one invoice. The second press opens the one already made.
We found more work halfway through. What do I do?
Photograph what you found, then build a new quote with everything on it, the work they already agreed plus the extra, and send it. A job has one invoice, and it is made from the newest quote the customer approved, so wait for their answer before you press Make the invoice.