6. Deposits, the invoice and handing over

Who this is for: service advisers, sales staff and whoever takes payments.

The deposit

A deposit is set on the quote (Deposit, under Quote Settings) and carried to the sales order. If the customer paid it online when they accepted, it's already recorded on the order.

On the sales order, the money card under the lines shows Deposit required (click it to change it), Received, and Deposit outstanding in red while some is owed.

1. Bill it. Press Raise deposit invoice on the money card (or Raise Deposit Invoice in the ⋯ menu). It makes an invoice for the deposit to send the customer.
2. Record it. When the money comes in, press Record Payment in the header (or Record payment on the readiness strip). Enter the Amount, Payment Date, Method and any Reference / Receipt #, then press Record Payment.

On a Service & Repair job, the deposit goes on the order behind the job: open it with View Sales Order. A job with no sales order has nowhere to hold a deposit; the customer pays on the final invoice.

The readiness strip shows "Deposit outstanding" until it's paid, and the Create Workshop Job box warns "Deposit not fully received". Neither stops you booking the job.

The final invoice

When the job is Ready, a green Raise invoice button appears at the top of the job. Press it; the invoice opens.

• A job with a sales order: the invoice is made from the order, with every line on it. A deposit invoice is taken off as its own line, so the customer isn't charged twice.
• A job with no sales order: a draft invoice is made from the job itself: its parts at their sell price, and its clocked labour at each technician's charge rate. Check the prices against what you quoted, and add anything missing.

Check the invoice, then press Approve Invoice. Approving issues it (and sends it to Xero, if connected). It doesn't move stock. Back on the job, the button reads View invoice, with "· owing" while there's a balance.

Raise it from the job, not from the quote or the Invoices page. Neither is linked to the job, so handing the car over can't find it, and the parts stay on the shelf.

Telling the customer and handing over

The Workshop jobs course covers these steps in full (lessons 8 and 9):

1. Notify customer — ready opens "Your vehicle is ready" for you to review, then sends it with photos, the invoice and Pay now (if you take cards online).
2. Get paid: they pay from that link, or press Record Payment on the invoice at the counter.
3. Hand over when they collect. This takes the parts out of stock, from the job's invoice, as long as the invoice is approved. Approve it first; if you hand over before, the parts stay on the shelf until Close job. Hand over is blocked while the job's QC is open or failed.
4. Close job. The job's sales order completes once its goods have gone, and drops off the Orders desk.

Where it ends

Deposit in, invoice approved and paid, car handed over, job Closed.