Mobile App Invoice Functionality

Mobile App

Major update that takes managing jobs and invoices to a new level.

You now have the ability to create a new invoice by clicking the plus at the top of the job screen. Through this process, you can also create customers and vehicles inside the app.

 Added functionality to process invoices and collect payments via the app, giving you full functionality of managing jobs and invoices from creation to competition, payment and emailing the invoice to your customer.

 You can also view closed invoices via the dropdown on the search bar at the top of the job screen.

 Includes web side security to manage who has access to certain features.

 A major update that provides you with even greater power in the palm of your hand.

 

To enable new features,

1. Navigate to Settings > User Setup/Maintenance > Mobile User.

2. Open the desired Username.

3. Ensure the following settings are adjusted:

   • Set Limited Customer Information to No.

   • Set Advanced User to Yes.

   • Set Show Pricing to Yes.

4. Save your changes.

Starting an invoice

Once you have turned on these features, log in to the mobile app. You will notice a “+” icon at the top right-hand corner of the screen. Press the “+” icon, which will take you to the customer’s screen where you can select the customer for whom you are creating a new invoice. Once you have selected the customer, you will be taken to the customer’s vehicles. Select the vehicle you will be working on, then press Confirm. After selecting the customer and vehicle, a Job Card will be created. You will then be taken to the Job Card overview tab, where you will be able to Start the job,  Post Date, update the Job Status, edit vehicle details, customer details, and start the job. Press on the box next to

Invoice Total

to add more products or update the labor amount. Please find the link to Adding Products, attachments and updating Labour time https://staging.workshopsoftware.com/knowledge-base/mobile-phone-app/enabling-new-features-in-the-mobile-app/ Once you have finished the Job and confirmed that the Job Card is correct press on the tick bottom right hand corner Press Process Select whether to update the

Post Date

to today then press Process. You will receive confirmation that the invoice has been processed.  

Creating a Payment

After processing an invoice, you can apply a payment to the invoice Press Create Payment Select the payment method by pressing in the

Payment Method

box Process Select the payment method and press Confirm. If all information is correct Process the payment  

Email the Invoice to the Customer

Once the invoice has been processed and paid, you can then email a copy of the paid invoice to your customer. Press on the circle bottom right hand corner Select Email Confirm that the email address is correct. Press the magnifying glass if you would like to email the invoice to multiple recipients. Change the toggle to Yes to include the invoice. Press the box in the email content area if you want to change or add anything else to the email body, then press

Send Email

. You will then receive a confirmation that the email was sent.  

You can also create a new customer and a new vehicle directly in the mobile app.

Press the “+” icon in the Job Center Press the “+” icon on the

Search Customer

page Enter the following details:

• Customer Type
• First Name
• Last Name
• Email
• Phone
• Mobile
• Account Type

Then press Create. Note that

First Name

and

Last Name

are compulsory fields required to create a new customer.  

Create A New Vehicle

After you have entered a new customer, you will be taken to the Vehicles section. To create a new vehicle, press the “+” icon in the

Choose Vehicle

window. If the customer does not have a vehicle, press Skip. Then enter the vehicle details:

• Plate Number (compulsory field)
• Make
• Model
• Body Type
• State
• Year
• Colour
• Odometer
• Hours
• VIN

Press Create once all necessary details are entered.  

There is also a feature to view all open, processed, and closed invoices In the Mobile App

  To see all open, processed, and closed invoices in the mobile app, press the page icon next to the search bar. Then select whether you would like to view open, processed, closed, or all invoices in the Job Centre.  

Also Explore

• Workshop Software Mobile App — Feature Overview
• Technician Productivity Tracking — Feature Overview
• Blog: Mobile Job Card Checklists for Workshops
• Workshop University: Why Your Technicians Are Underutilised