Supplier Workflow: Orders, Invoices, and Payments

This guide covers the supplier workflow in Workshop Software — from placing orders for parts, to recording supplier invoices, to marking them as paid. This process keeps your stock levels accurate and your accounting software in sync.

Step 1: Place a Supplier Order

There are two ways to create a supplier order: from an open job or as a standalone order.

Option A: Order from a Job

  1. Open the job in the Transaction Centre.
  2. Add the products you need to order to the job.
  3. Press the Star icon on the invoice line and select Create Order.
  4. The order shows which supplier each product is coming from. Products added through an integrated supplier (Repco, Burson, etc.) will have the supplier name pre-filled. You can also manually set the supplier for products you created yourself.
  5. Review the quantities and click to edit if needed. Delete any products you don’t wish to order.
  6. Press Confirm.
  7. The order now appears in the Attached Order section on the job, where you can track its status.

Option B: Standalone Order

  1. Go to Actions > Supplier Stock Order.
  2. Type the supplier name and start adding products.
  3. Products linked to an integrated supplier show an icon — you can press the Star and Send Order to send directly to their system.
  4. Products without the integration icon have been manually added — use Share > Email to send the order document to the supplier instead.
  5. To link the order to a job: save the page, press the Star icon, select Attach to Invoice, choose the products, and select the open job.
  6. Press Process when ready.

Sharing Orders

  1. Press Share and select Email to send a formatted order document to any supplier.
  2. For integrated suppliers, press the Star icon and select Send Order to submit the order directly to their ordering system.

Step 2: Create a Supplier Invoice

When you receive products from a supplier, record the supplier invoice. This updates your product costs and stock levels.

From an Existing Order

  1. Go to Actions > Supplier Invoice.
  2. Type the supplier name.
  3. Press the Star icon and select the order you placed earlier. This pre-fills the invoice with the ordered products.
  4. Update the Costs and Quantity Received if they differ from what was ordered.
  5. Use the Dollar Sign icon to quickly adjust the retail price or apply a markup.
  6. Enter the supplier’s Invoice Number and Payment Terms.
  7. Press Process.

Without an Order (Standalone Invoice)

  1. Go to Actions > Supplier Invoice.
  2. Type the supplier name.
  3. Add products manually — search for existing products or add new ones.
  4. Enter costs, quantities received, the supplier invoice number, and payment terms.
  5. To link the invoice to a job: save the page, press the Star icon, select Attach to Invoice, choose the items, and select the job.
  6. Press Process.

Important: Product costs and stock quantities are only updated when the supplier invoice is processed — not when the order is placed.

Step 3: Record a Supplier Payment

  1. Go to Actions > Supplier Payment.
  2. Type the supplier name.
  3. Press the Magnifying Glass to search for all unpaid invoices from that supplier.
  4. Select the invoices you are paying — use the All button to select everything, or choose specific invoices.
  5. Press Select.
  6. Enter the payment method and amount.
  7. Press Process.

Using Integrated Suppliers

Workshop Software integrates with several parts suppliers, allowing you to search their catalogues directly from a job.

  1. On an open job, press the Down Arrow on the product line to open the supplier integration.
  2. Select the integrated supplier (e.g. Repco, Burson, HSY, PartsCheck).
  3. The supplier’s search page opens with the vehicle registration pre-filled. Search for and add the parts you need.
  4. When you return the products to Workshop Software, the product code, description, price, cost, and brand are imported automatically.
  5. Note: Adding products from the integration does not place an order. It only copies the product details into Workshop Software. You must still create and send the order separately.

Good to Know

  • Orders and bookings do not sync to your accounting software. Only invoices and payments sync when processed.
  • Product costs and stock quantities update only when you process the supplier invoice — not when you place the order.
  • You can create a supplier invoice without placing an order first — useful when parts arrive before you’ve logged the order.
  • Each integrated supplier’s interface looks slightly different, but they all work the same way: search, add products, return to Workshop Software.
  • To set up supplier integrations, go to Integrations > Automotive.

FAQ

Do I have to create an order before creating a supplier invoice?
No. You can go straight to the supplier invoice page and add products manually. Orders are optional but help track what you’ve requested from each supplier.

Does placing an order update my stock levels?
No. Stock levels and product costs only update when you process the supplier invoice.

Can I link a supplier order to a customer job?
Yes. When creating an order from a job, the link is automatic. For standalone orders, save the order, press the Star icon, select Attach to Invoice, and choose the job.

What syncs to my accounting software?
Supplier invoices and supplier payments sync when processed. Orders do not sync — they are internal to Workshop Software.

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