Send an estimate and convert it to an invoice

Most repair work starts with an estimate. In AutoShop POS an estimate is a quotation: a priced list of parts and labour that does not move stock or count as a sale. When the customer says yes, you convert the same quotation to an invoice, so the prices you quoted are the prices you bill.

Before you start

• Add your labour services and parts with prices and tax.
• Have the job sheet open for the vehicle, from write your first repair order, so you know what the technician found.
• Check your invoice layout has a quotation heading and your terms, under Settings → Invoice settings. The menu may be labelled slightly differently on your account.

Steps

1. Start a quotation. Go to Sell → Add quotation, or open the sell/POS screen and choose the quotation option instead of a final sale.
2. Pick the customer. Search by name or mobile. If the customer is in a customer group with a price group, their trade prices apply automatically.
3. Add labour lines. Search for the labour service, add it and set the quantity to the hours, for example 1.8 for a front brake job. Assign the technician on the line if you know who will do it.
4. Add parts lines. Add each part with its quantity. Check the stock column; if a part is not in stock, note it so you can order it once approved.
5. Add shop supplies or fees. If you charge shop supplies, add that service line.
6. Add notes. In the notes field, write the vehicle (year, make, model, plate), the complaint and anything the customer should know, such as “Rear pads at 4 mm, recommend next visit”.
7. Save the quotation. Save it. It appears in the quotations list with its own number.
8. Share it. Print the quotation, download it as a PDF, or send it using the share options on your account. In the UAE and Pakistan many shops send the PDF by WhatsApp from their own phone.
9. Record the decision. When the customer replies, edit the quotation: remove lines they declined and add a note with how and when they approved, for example “Approved by phone, 10:40”.
10. Convert to invoice. When the work is done, open the quotation and choose the option to convert it to an invoice. Check the lines, add any extra approved work and complete the sale with the payment.

Check it worked

• The quotation list shows the estimate until you convert it, then it appears in the sales list as an invoice.
• The invoice lines and prices match the approved quotation.
• Parts on the invoice have left stock; the stock report shows the lower quantity.
• The service staff report shows the labour hours against the technician.

The estimates page shows how approval fits into the repair flow.

Common problems

• The customer’s trade price did not apply. They are not in the right customer group, or the group is not linked to a price group. Fix the contact, then re-add the lines.
• You cannot find the quotation to convert. It may have been saved as a draft instead. Check the drafts list; drafts convert the same way.
• Prices changed between quote and invoice. If you updated product prices after quoting, check every line price during conversion and correct it to the approved figure before you complete the sale.
• The PDF shows the wrong language or layout. The location uses a different invoice layout. Change the layout on the business location, or pick a different one when printing if your account allows it.