9. Hand over, invoice and close
Raise the invoice from the job, hand the car over, close the job. Handing over is what takes the parts out of stock.
Who this is for: service advisers and workshop managers.
Step by step
- Raise the invoice. On a Ready job with no invoice yet, the green Raise invoice button at the top makes the final invoice (from the job's sales order, or from the job itself when it has none) and opens it. Check it and press Approve Invoice.
- Get paid. The customer pays from their ready link (lesson 8), or at the counter: on the invoice, Record Payment. Back on the job, the button reads View invoice, with "· owing" while there's a balance.
- Hand it over. When the customer collects, press Hand over at the top of the job (or Mark Delivered ✓ on the Delivery step of QC & Handover). The job is Delivered.
- Close it. Press Close job. The job is Closed and moves to Done on the board.
What happens by itself
On Hand over (or on Close job, if you skipped it):
- The parts come out of stock, from the job's invoice, and the invoice is marked as gone with the car.
- The job's sales order follows: once the goods have gone, it completes.
- On the Orders desk, the order drops off.
Hand over from the job, not the invoice. Marking the invoice delivered on the invoice page doesn't take the parts out of stock.
No invoice, no stock out. Close a job with no invoice and the parts stay on the shelf. The Orders desk then shows Job done: record the parts out until someone sorts it.
If nobody clocked any time on the job, BuildTrack asks first: Add time or Finish anyway.
Other moves
The small ⋯ next to the status button (Other moves) has the moves off the usual path:
| You want to | Press | Allowed from |
|---|---|---|
| Undo a step | Back to draft, Back to booked, Back to in progress, Back to ready | One step back from where it is |
| Skip a step | Move to booked (from Draft), Close job (from Ready, without a separate hand-over) | Draft, Ready |
| Stop the job | Cancel job | Draft, Booked or In progress |
| Bring back a closed job | Reopen job (it goes back to In progress) | Closed |
| Bring back a cancelled job | Reinstate as draft | Cancelled |
On a phone, the same moves are in the ⋯ menu under "Other moves".
More › Delete job removes a job completely. Use Cancel job instead for anything that was ever real, so its history stays.
A job with no sales order
Jobs made from a quote or a sales order invoice from that order. A job made with + New Job and no sales order still has Raise invoice: it makes a draft invoice from the job itself, with its parts at their sell price and its clocked labour at each technician's charge rate. Check the prices and add anything missing before you approve it. Hand over and Close job then take the parts out of stock as usual.
Raise it from the job, not the Invoices page. An invoice made on the Invoices page isn't linked to the job, so handing over can't find it and the parts stay on the shelf.
Where it ends
Invoiced, paid, handed over and Closed.
Lesson 9 of 10 in Workshop jobs, start to finish. Previous: 8. Telling the customer it’s ready. Next: 10. Courtesy cars and comebacks.