Streamline Your Billing Process with Auto Repair Shop Invoice Software for Inventory

Auto repair shop invoice software for Inventory

hi welcome to this quick overview of workshop software and just some of the functionality that it can do for your business we've designed this particular demonstration on the basis of a North American organization but effectively this could be anywhere in the world but this is particularly for those users and potential users in North America let's jump in there and have the quick overview of just some of the great features of workshop software workshop software is an online software as-a-service and it can run in your web browser on any device a tablet and ipad anything like that anywhere anytime you've got full access to it anywhere so it has full functionality things like being able to go into the booking diary and see all of your bookings and have and have access to them on a month or by a week or on a daily basis you've got full access to your booking diary the Job Center is the area of the system where you're gonna manage all your jobs you're gonna follow your workflow who's booked in who's checked in what the status of the jobs are you can open up jobs in here and see the jobs all of those sorts of things it's really really simple quick and effective you've got inspections and the inspections is where you can go and do an inspection on a particular vehicle attach it to a job attach it to a booking and go into a green yellow red sort of inspection so you can do this red yellow green you know green reds yellows sort of sort of style create your own inspections do all that you can email it to the customer the customer can approve the work the work automatically goes on to the job all that sort of stuff it's super super simple and easy your customer management vehicle management customers can have as many vehicles that they want got form vendor management and you know things like being able to do stock orders you know all of that sort of stuff you can go and do a vendor stock order a vendor invoice vendor payment there's products stocktake or cycle take cycle count service advisors management we've got integrations with a whole heap of things like our automotive integrations Carfax part stag tyre registration tire can act vehicle visuals there's a heap of accounting integrations and marketing integrations as well the system's got a fully fledged application right across your auto shop from go to whoa so let's jump in there and just go and do some transactions I'll show you just some of the stuff it can do ok marks call us and we're gonna need to go and do a booking and book that going in so we're going to go into customer bookings right we're going to go and search for the cus as Mark we know that they're an existing customer or we could have simply pressed on the clock plus and gone and added him in in this instance there's a new vehicle so I want to put in the license plate I put that in and I click the search because that's a search to CARFAX CARFAX is a free integration with workshop software it doesn't cost you anything beautiful being able to bring back things like the vin you've got the maker model all the body type the production date all of those sorts of things we go save that customer has now saved and that vehicle is in our system so now we've got this free integration with parts tech right so part stag is a parts management system where you can go and look up all your suppliers and all that stuff it's a free integration pastic itself is free and we can go and look at things like if we wanted to search for say you know brake pads or something like that we can go on search for brake pads set and up you come with the brake pad set so it'll bring back all of your different suppliers you can choose your favorite supply you can set up parts take I'm sure if you find out from parts tech all the details on that it's really cool what we can do is maybe add you know we want this car quest set of pads for example and it goes and adds that pads on to our checkout or on to our order pad what we can now do is we could go in add an air filter oil filter whatever all sorts of other products from this particular thing but for the sake of this let's just go and check this out and what this does is we're just going to go and submit this and this will actually return this back in a workshop software so as soon as we click Submit quote goes and opens up workshop software again and you'll see that that actual percent of pads is automatically on there at the right price at the right details all that sort of stuff now the other really cool thing is we can actually integrate with the parts tech labor time so if we go into breaks and we go into the disc brakes and go into the brake pads what that will do is that will list the actual brake pad times and so we can see here that it's got 0.9 of an hour so I can go and add that on and that thing goes and adds that onto the booking as well so we've got the brake pads remove them replace labor or two item on here as a labor item and what you can see is that you've gone and created and built up this particular booking for this particular client complete disclosure here the parts tech labor times is actually a paid subscription so you gotta buy that from parts tech so I just want to let you know that the other thing that we can do is jump in - what's our tire connect anti Connect is a little bit like cart stick but it's for tires so the guy wants a set of tires for his particular vehicle what we can do is jump in here we can select the particular type of item that we want we can go and find your tires and it'll go off and search for them and we'll go and find the tires applicable for this particular vehicle so this will come up with a whole list now and it's gone and checking all the inventory of the various different suppliers and so on and it'll come up with a list so now it comes up with things like your top recommendations so for example here's Bridgestone there's a Firestone you know all sorts of different types of ones Pirellis and so on and so on so there's all sorts of different tires in here it brings your top picks at the top so what we can do is we can say okay let's see the out the door price of the Firestone for example and that will go and calculate the out the door price and we're going to then go and return this back in a workshop software so this has got the actual price we've got two of them in this instance we could change that to four or however many one if you want you've got these optional services and you can turn these on and off you know if you want to you can turn turn them on or off really straightforward and what you can do is then you can actually just go and return this back into workshop software so just click this Return button at the top here and what that does that goes and returns that detail back in a workshop software adds that on to your booking as well now this could be in a job card or anything like that but you can see here that you got the Firestone tires you've got the the site and you know the recycling of the tires the valve all that sort of stuff is all price all set for you already all that sort of stuff so the one last thing that we should do with this actual booking itself is actually set the date of the booking so let's say the customer is going to come in maybe next week and he's going to come in on Thursday you can actually send this off as a quote for example and you can go and send this off to the customer so it's really is that simple to do all of this sort of stuff so let's go and save that and then we'll see what happens when the customer comes in so another way that we could have started a booking was got the customer to do it in the first place so what we've got is under settings you at the public bookings and in the public bookings you've got this URL that you can go on send off to your customer and your customer can go on booked in their car themselves right so you can set up all your own appointment types or your own service types you can set up different settings of your bookings you can set different colors you can put your own image there all sorts of stuff that this page will look appropriate so what we can do is we can actually just probably best ways go and search for mark and let's say this particular vehicle that we will add it in before what I want to do is I can go and send a booking request and you can do this automatically too by the way but it says click here to schedule your service right so I'm gonna go and copy this link address and I'm gonna go and show you what this looks like right so if we go and go and copy the link address and I'm gonna paste this link address in here so this is the customer would have gotten this link right now what you'll notice is that the link 30 that the customer is opened is a public booking diary right so a public booking so in here you've got the mark J lat customer you got all these vehicle details already pre-populated because you've sent in the link you know who the customer is so in here you can say ok we want to come in for a scheduled service for argument's sake and you might want to come in maybe next week or the week after so he's gonna come on the 27th of February the booking request is done if we jump in a workshop software and we just go back in here and go into the dashboard what you'll be able to see now is that there's one booking request requiring a approval so you click on it it opens that up and there you see that there's Mark's booking request so we can have a look at that and we can do things like make sure that the dates right so we can actually book it in on the 27th and say ok the guy's going to come in at 8:30 in the morning and then we can go up roof right and what we do with the approval is we then send off an email to the customer or a text message depending on what the customer preference was and we can say you know hello mister you know such-and-such your vehicles such and such as due for a booking on this day you know thank you for your booking we're you know looking forward to having you all that's us up you can write whatever you want in here we can go send and that goes and sends that off to the customer that booking has now been turned into a booking in has been added into the booking diary so you can see how quick and effective that is and how simple it is for that from a customer's point of view they've got this really cool looking booking diary that you know it gives them this sort of functionality be able to choose whatever you want you might want to have this actual booking diary on your website you can have it on your Facebook page you can set links to customers you can do all that sort of stuff and that's included in the gold level of workshop software free with a gold level super value for money and that's an awesome way of getting your bookings done so once the bookings complete what we can then do is turn it into an actual job so if we jump in there for Marks thing which was next Thursday so we can actually come in here we can then go and choose the job for mark and we can open it up if we like we could assign this to a mechanic we can do all sorts of stuff here I won't go through this in this particular demonstration but we could put that onto it onto a mechanic and allocator to a mechanical lots of stuff I'm actually going to go and start this job and then turn it into work in progress now that it's work in progress what we can do now is we can do things like for example I might want to go and create an inspection so what I can do here is I can then go and jump into the inspections so I'm gonna go and do an inspection I might want to send that inspection I can set up all my own inspections I'm gonna go on tick these things off so I'm gonna go and say these things are all ok so in the inspection of ticked off a number of things but I've said that the brake pads I've made them red and I'm gonna say pads need replacing I can put in the estimated hours it's going to be 0.9 of an hour and it's gonna cost 105 dollars right and so I can send this off to the customer so I can put all the rest of these things for example as green and I can go through this and by the way I could be doing this on an iPad at the vehicle or of course for this sort of you know you know example you know that's a that's a different sort of thing I can go and you know the mechanics walking around the vehicle and where we go so what we can do now is we can actually go on email this off to the customer so if we go email the inspection and I'm gonna email that to say this email address it says the important information regarding your Chevrolet you can write whatever you want in here you can add templates this has got an attachment if we go and send that that's gone and sent that off to the customer so now I've just opened up my email and the customer has got this important information regarding this yeah access your report click here so the customer goes and clicks on that link right and they open it up this could be on their phone as well so for example if I show you and I'll make this a smaller so if I look at this and it's it's this size right so you've got this as this sort of size so it can be on their phone so it's completely designed to be on the customers phone right so what we can then do is the customer can reject or approve the work right so they go down and they see here and that says fix immediately these brake pads so we can click on approve ok the customer then puts in a verification code they can write some comments they're saying they're going to approve this one and there could be multiple things in here and so we go confirm and then that goes off and confirms that and if we jump back in to workshop software and go back into the dashboard and have a look at the inspections you'll actually see that there's an improved inspection so this one here is the inspection that we did before all right so now customer has approved it what we can now do is we can go here and we can go approve those items and attach them back onto that particular invoice right so we can go and put the item onto the invoice and we view the attached invoice what you'll see is this inspection is actually attached to this particular you know invoice right so that's now got that attached on there now what we can do is we can get the mechanic to go on clock on and clock off the work right so we're going to go and put this into work in progress and what we have is a mobile app for mechanics to go and clock on and clock off which is super super simple super easy they can also also take some photos so let's go check that one out first up what I'm going to do is I'm actually going to print out the job card and show you what it looks like so this is the job card you might want to print it out cuz yeah the mechanic might just use it on there you know on their particular device if they wanted to but what I want to show you is I want to scan that barcode right so what I'm gonna do that barcode is there so that the mechanic can clock on a clock off so I've just gotten my phone out and I've just gone and scanned that barcode and I've gone and clocked in what I'm also gonna do is I'm gonna go and take some photos right so I'm gonna take an exciting photo of my desk so if we just go into the camera and I'm actually gonna take a photo of the screen let's just check that out I'm gonna go use photo and if we go back in here and we just refresh this page what you'll see is that I've taken a photo of the screen and you'll be able to see that in here so if we don't have a look at attachments now you'll see that there's this image here and so this is the actual image of the screen now of course this is going to be you know in real life you're gonna take photos of the car you might want to take photos of any damage on the car scratches bumps that sort of stuff you've ripped out the you know the gear box you want to see the inside of the gear box and it's got all sorts of issues with it you can take as many photos of you as you want that was just as simple that was real time by the way having paused that that was just all in real time you know gone and clocked on to the job I've gone and I can go and clock out of the job now and you'll notice here if we go and jump down here you can go in and enter the mechanics times or you can see the mechanics times that you've already got entered so you can see here I clocked on at two forty clocked up at two forty two did that automatically on the iPhone app or that or the Android app phone apps free all the users for the phone app is free that comes with your subscription or workshop software the other thing I want to show you is how this looks printed out so if we go in here and we're gonna print the invoice could email it to the customer as well I would probably recommend that you're gonna email this off to the customer and there are various different ways that this invoice might print and there's lots of options for printing and there's various things that we do for different states in America for example you know California we print the BA our number and those sorts of things that's all part of the system depending on your settings so we've got the labor we've got parts we've got the tires all listed there and then you've got the invoice you can print that out that's what the invoice looks like as I say you've got lots of different options with that as well so we would now go and process this what we can do is we can set a due date for when we want to follow up the customer if we want what we can now do is finalize this invoice if this customer is cash it will ask us for the cash and we can go and enter in the cash if it's not so this person is cash what we can do is if we go and choose a credit card for example as the payment method what we can do is we can it then and integrate that with a credit card processing as well in this instance we'll make it cash we'll go and process this invoice that's been done and print it out that sort of scenario so the invoice prints out send that off to the customer you can go and email it to the customer for example all of those sorts of things and that's the workflow the very quick overview of the workflow so go to email that invoice off to the customer but that's the quick overview of the workflow of the actual front-end sales side of workshop software and that's how you do that so the other cool thing in here we can do supplier orders you know vendors vendor invoices you know all of that sort of stuff we handle mechanics there's a HEPA reports in here lots of business reports around sales you know item sales sales breakup all of that sort of stuff there's parts reports as workshop reports you know work in progress when services are jus you know all of those sorts of things there's mechanic reports for mechanic performance and you know all of those sorts of things lots of different functionality and here heaps of different things what you can do in the dashboard is it's got a whole heap of information on the dashboard as well around you know all of the recently completed stuff there's all this analysis and graphs it's this all comes with your workshop software subscription go to workshop software comm if I just go and open up the workshop software comm website all you need to do is you're gonna need to take out a free trial it will literally take you two seconds to get up and running maybe two minutes just click on start your free trial here or here just simply put in your details you'll get an unlock code you'll put all your details in and away you go you will literally be up and running with workshop software in a couple of minutes and you will have this sort of functionality all this sort of stuff you can do things in here like we can go and import data into your system we can integrate with all of your favorite accounting packages as well so if you wanted to integrate with QuickBooks were the only authorized QuickBooks automotive reseller or integrator on the QuickBooks website you can integrate with Xero as well there's lots of different things here all these integrations are not with sending the actual paying for the integrations themselves but these are all free some of them you might need to buy the actual integration so for example you need to buy QuickBooks if you're going to integrate with QuickBooks but things like parts tech is free carfax is free Tire Connect is free as well I'm pretty sure you know so there's lots of different things here fully-fledged automotive auto shop management system that will run your automotive workshop from start to end thanks for watching hope you find this valuable there's heaps more features in here I've just done the quicker overview as quickly as I can of just some of the main features but have a go take out your own free trial there's no credit card required nothing just simply go to workshop software comm click on try it free and you're in in a couple of minutes [Music]