How to Generate a Proforma and Invoice for a Job

Generating proformas and invoices is a key part of finalising jobs in the system and ensuring accurate, accountable billing. A proforma allows you to preview the costs before committing to an invoice, while an invoice formalises the charges and posts the transaction. This process ensures transparency with customers and allows internal teams to make necessary adjustments before finalisation.

This guide walks you through the steps for generating both documents, explains the different payee and billing configurations available, and shows you how to adjust labour and parts pricing.

Step-by-Step: Generating a Proforma or Invoice

1. Load the Job

Begin by loading the job you want to process.

2. Select ‘Create Invoice’

Click the Create Invoice button. You will be given two options:

• Proforma – Preview pricing before confirming.

• Invoice – Create the final bill for the customer.

Choose Proforma first to review pricing and make any necessary edits.

Understanding Payee Options

In the Customer Request tab, each request has a Chargeable To dropdown. This defaults to Customer, but can be changed at appointment creation or before invoicing.

There are multiple payee types:

Customer-Based Options

• Private – Paid by credit card, cash, or cheque using personal details.

• Private Account – Uses personal details; cost is added to a credit account.

• Business – Uses business details from the customer record.

Additional Billing Types

• Warranty – Posts to the warranty ledger (used for manufacturer warranties).

• Internal – Charges internal accounts such as Service Rectification.

• Sales Department – Used only when the job is raised against a sales vehicle.

• Insurance – Splits the invoice between the customer and an insurance account.

• Lease – Bills the lease account tied to the vehicle.

• Combination – Splits the invoice up to 4 ways by percentage.

Note: Labour and parts rates are determined by who you are invoicing and system configuration.

Reviewing and Editing the Proforma

Once the proforma is generated, tabs will appear for each request included.

• Review the charges to ensure they are correct.

• If the prices need updating, proceed with the following edits.

Editing Labour and Parts

Labour Edits

1. Double-click a request.

2. Update the description or time invoiced.

3. Enter a special labour rate if applicable.

Parts Edits

1. Go to the Parts tab.

2. Double-click any part to update.

3. Apply a percentage discount or change the sale price.

Re-check the proforma to confirm updates are correct.

Using a Menu Price

If a fixed price has been quoted (e.g. £320 for tyres), and the actual calculated amount differs, apply a menu price to match the quoted amount.

Important Notes:

• Menu pricing should only be used after verifying that labour and parts have been correctly booked.

• The total entered replaces the normal labour and parts pricing.

• Menu pricing adjustments can be reviewed in the Service Invoice Report.

To apply a menu price:

1. Double-click the request.

2. Enter the required total as the menu price.

3. Review the proforma again to confirm accuracy.

Finalising and Sending the Invoice

Once you are satisfied with the proforma:

1. Click Create Invoice.

2. Choose Invoice to finalise billing.

From here, you can:

• Email the invoice (if the customer has an email address on record).

• Print a copy locally.

The job will then be moved to the Invoiced column.