BuildTrack Pro help centre

Step-by-step guides to every part of BuildTrack Pro: 311 guides, by area and by job.

Start here

• Where is that setting? — Every setting in BuildTrack and where it lives, grouped by what you want to change. Many live outside Settings: on the Integrations page, a module's own Setup or Settings screen, or the record itself.
• Workflow: a workshop job, from enquiry to customer pick-up — Every step of a workshop job in order: the enquiry, the customer and their car, the quote, approval, booking, parts, check-in, the work, QC, invoice, payment and pick-up, with a link to each step's guide.
• Workflow: sell and fit accessories (a build job) — For parts you sell and fit: the quote becomes a sales order that holds the parts and the deposit, the parts come in, the order makes the job, and handing the car back bills the balance.
• Workflow: a parts order, from order to delivered and paid — A parts sale with no fitting, from wherever it comes in (phone, quote, counter, Shopify, dealer portal) to the Orders desk, stock held, invoiced, picked, packed, shipped or collected, and paid.
• Workflow: stock, from supplier to shelf — Set up a supplier and its products, decide when to reorder, raise and receive the purchase order, put the stock away, pay the bill, and keep the counts right.
• Workflow: set up your business in BuildTrack — The order to set things up in: your business and documents, your team, how sales flow, payments and accounting, customers and products, then each area you use.
• Workflow: staff hours, from clocking on to payroll — Set up each worker's pay terms and roster, have them clock on and off, approve the week, and export the hours for payroll, with leave and job time along the way.
• Workflow: a dealer (trade) order through the Dealer Portal — Set up the portal and a dealer once; then each dealer order arrives on the Orders desk, is picked and sent like any other, and is paid by card, on account or by transfer.
• Workflow: a vehicle from purchase to delivery — Every step of a car’s life in Dealer Management: set up, acquire, recondition and cost, price and list, deal, deposit, contract, PDI, delivery, invoice and the statutory record.

Browse by area

• Start here — Whole workflows from start to finish, setting up, and where every setting lives.
• Sales — Quotes, online approval, the Orders desk, sales orders and the showroom POS.
• Invoices & payments — Invoices, payments and pay links, credit notes, statements, Xero and GST.
• Workshop — Booking jobs in, the board, clocking, parts, QC, handover and courtesy cars.
• Inventory — Products, categories, pricing, kits and packages, fitment and imports.
• Warehouse & dispatch — Warehouses and bins, the Scan Centre, counts, picking, packing and freight.
• Purchasing — Suppliers, purchase orders, receiving, supplier bills and price files.
• Customers — Contacts, companies, vehicles, deals, the Inbox and the customer portal.
• Marketing & website — Campaigns, automations, reviews, forms, your domain and the website builder.
• Vehicles & DMS — Buying, stocking and selling vehicles, consignment, taxes and the vehicle record.
• Manufacturing — BOMs, work centres, manufacturing orders and planning.
• Network & dealers — The Dealer Portal, dealer pricing and orders, and the franchise network.
• Calendar & people — The calendar, booking links, leave, the time clock, timesheets and rosters.
• Sales channels — Shopify: setting up, linking products, stock, prices and orders.
• Admin & settings — Your business, team and roles, approvals, integrations, reporting and security.

Guides for your job

Owners and managers

1. Workflow: set up your business in BuildTrack
2. Where is that setting?
3. Roles and permissions: who can see and do what
4. Invite your team and manage their logins
5. Modules & flow: switch areas on and choose how a sale flows
6. Approvals: everything waiting for your sign-off
7. The Orders desk
8. Reporting: every report and what it shows
9. Your Home page: widgets, layout and the morning briefing
10. Billing & plan: your subscription and add-ons

Service advisors and sales

1. Workflow: a workshop job, from enquiry to customer pick-up
2. Create and manage contacts
3. Customer vehicles: add, history, rego
4. Create and send a quote
5. Online approval and proposals
6. Create and book a workshop job
7. Tell the customer the job's ready
8. Take and record payments
9. Take payment online: pay links and checkout links
10. Showroom POS (counter sales)

Technicians

1. Time clock: clocking on at the tablet, on your phone or on Home
2. The technician phone view
3. Labour clocking and job costing
4. Check a vehicle in
5. Parts on a job
6. Digital inspections
7. Holds: say why work has stopped
8. QC and handover checks

Warehouse and dispatch

1. Workflow: stock, from supplier to shelf
2. Receive a purchase order
3. Scan Centre: every mode
4. Pick and put-away rules
5. The Dispatch board: pick, pack, send
6. Get one order out the door, step by step
7. Book freight and print labels
8. Cycle counts and stocktakes
9. Transfers between warehouses

Accounts

1. Create, approve and send an invoice
2. Take and record payments
3. Chase overdue invoices: payment reminders
4. Customer statements and account balances
5. Credit notes and returns to stock
6. Supplier invoices, bills and payments on a PO
7. Received, not billed: match supplier bills to deliveries
8. Xero integration
9. Tax and GST on documents
10. Approve timesheets and export hours

Marketing

1. Marketing: what is where (and what needs the add-on)
2. Ask customers for Google reviews
3. Service and rego reminders
4. Send an email or SMS campaign
5. Automations (flows): build one, switch it on, and when it stops
6. Send email from your own domain
7. Build a form (enquiry, quote request, booking, warranty)
8. Website Builder: create, edit and publish your website

Courses

Orders, start to finish

1. 1. How orders work now: the Orders desk
2. 2. Staff orders: quote to paid
3. 3. When stock is short: purchase orders
4. 4. Shopify orders
5. 5. Dealer portal orders
6. 6. Franchise orders: head office
7. 7. Franchise orders: ordering from head office
8. 8. Fitting orders: parts for the workshop
9. 9. Dispatch: pick, pack, send, collect
10. 10. Staying on top: alerts, settings and reports

Workshop jobs, start to finish

1. 1. The workshop board: every job, one place
2. 2. Booking a job in
3. 3. Check-in: the car arrives
4. 4. Doing the work: tasks and services
5. 5. Parts on a job
6. 6. Holds and outside work
7. 7. QC and handover checks
8. 8. Telling the customer it’s ready
9. 9. Hand over, invoice and close
10. 10. Courtesy cars and comebacks

Clocking on: shifts and jobs

1. 1. Two clocks: your shift and your jobs
2. 2. Clocking on for your shift
3. 3. Confirming your week
4. 4. Clocking onto a job
5. 5. Fixing mistakes
6. 6. Managers: timesheets, workers and payroll hours
7. 7. Managers: watching the floor and the hours

From sale to workshop job

1. 1. Which way a sale goes
2. 2. Service & Repair: the quote becomes a job
3. 3. Accessories & Build: sales order first, then the job
4. 4. Parts for the job
5. 5. Extra work found on the job
6. 6. Deposits, the invoice and handing over
7. 7. Bookings from your website and chat

Inspections: check-in and digital inspections

1. 1. Check-in or digital inspection: which one?
2. 2. Templates: what gets checked (managers)
3. 3. Starting an inspection
4. 4. Doing the inspection on a phone
5. 5. Turning findings into a quote
6. 6. What the customer sees

Setting up your dealer portal

1. 1. Switching it on and finding your way
2. 2. Your brand and web address: Theme
3. 3. Dealer pricing: tiers, groups and one-off prices
4. 4. What dealers can see: guardrails, hidden items, groups and the storefront
5. 5. Checkout rules: invoicing, delivery, payment and drop ship
6. 6. Adding dealers and their logins
7. 7. Groups and extras: head offices, features, resources and notices
8. 8. Going live: the checklist and your first dealer

Pre-delivery and handover

1. 1. What a pre-delivery inspection is, and setting its checklist
2. 2. Running the PDI: the QC step
3. 3. Delivery and handover with the customer
4. 4. Vehicle sales: a PDI on every unit
5. 5. Proof, and what happens after

Can't find it? Contact BuildTrack or read the blog.