Turning completed jobs into finalized invoices keeps your workshop finances accurate. This guide shows you how to generate invoices directly from your repair orders, select your preferred payment methods, and define payment terms for your customers.
Why this matters #
Generating invoices within the same job entry keeps your documentation linked to the specific repair. Setting precise payment terms and methods here ensures your customers have clear instructions for settling their balances, whether you invoice for a screen replacement or a complex appliance repair.
Step-by-step guide: Create an Invoice #
- Select a specific job entry from your “Jobs” list to begin the invoicing process. The selected job opens in full detail.
- Switch to the “Invoice” tab to view existing cost estimates or service reports. All current job details become visible.
- Review the auto-populated line items to confirm all parts and services are correct. Previously created documents remain unchanged by these final adjustments.
- Click “Create Invoice” to start generating a new invoice for the current job. A selection screen for payment methods appears.
- Choose your preferred payment method, such as “Bank Transfer”, to apply it to the invoice. The system updates the payment settings for this transaction.
- Click the “Text Snippet Icon” to open your list of predefined payment notes. A menu of your available text snippets appears.
- Select a custom payment term, like “7 days”, to automatically define the payment deadline. The payment note field updates with your chosen term.
- Click the arrow next to “Complete & Send” to review your finalizing options. A drop-down menu with advanced actions opens.
- Select either “Complete & Save” or “Complete & Print” to finish the process. Your invoice is generated and the job status updates.
- Review the final document to confirm all financial details and customer information appear correctly. The invoice is now ready for delivery to your customer.
💡 Reuse common payment terms: You can manage and save your most frequent payment terms under “Text Snippets”. This saves you from typing them manually for every new invoice, which is particularly helpful if you have standard terms for different customer types or specialized equipment services.
⚠️ Important requirement: Generating invoices requires an active RepairCMS account with the appropriate permissions to manage billing and financial documents.