Quotes, invoices and payments

Workshop1 keeps the customer decision, the bill and the money received as separate records. This preserves a clear trail when a Quote changes, an Invoice is partly paid or a Payment is refunded.

Prepare and send a quote

1. Open Quotes, select Add Quote, and choose a Customer or Fleet.
2. Add product or custom items with Add Item. Labour is selected as a Product.
3. Review the price, discount, tax and validity date.
4. Select Send, confirm the recipient in Send Quote, and send it.

The customer receives a scoped link and can accept or decline each line without creating an account. Sending freezes the version they see. Changing material details after sending returns the Quote to draft so it can be reviewed and sent again.

After the customer accepts the Quote, select Convert to invoice to create a draft Invoice. Only the items they accepted carry across.

Create and send an invoice

You can create an Invoice from an accepted Quote, from a completed Work Order or from scratch with Add Invoice.

1. Open the draft Invoice and check its payer, due date and line items.
2. Add products or custom work with Add Item while it remains a draft.
3. Use the preview to check the customer-facing document.
4. Open Send Invoice, confirm the recipient and send it.

The first successful send marks the Invoice as sent and includes its customer checkout link. If delivery fails, use Retry send.

Only an unsent draft can be deleted. Use Cancel Invoice when a sent or partially paid Invoice should no longer be collected.

Record a payment

Open Payments for the Workshop-wide list. New Payments are recorded from their related Invoice, Customer or Fleet.

1. Select Record Payment.
2. Choose the payer and, when applicable, the Invoice.
3. Enter the amount and method: Cash, Card, Bank Transfer or Check.
4. Record the Payment.

A staff-entered Payment against an Invoice cannot exceed the outstanding balance. Completed Payments reduce the Invoice amount due; partial and paid states follow the money recorded.

Record a refund

Open the related Customer, Fleet or Invoice and find the completed Payment. Select Refund and complete the Refund Payment dialog. Enter the refund amount and reason, then confirm it. Refunds are permanent reversal records and never rewrite or delete the original Payment. The total refunded cannot exceed the Payment amount.

Card payments taken through PayWay are managed through PayWay rather than the manual refund record.