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Invoicing & estimates
Garage invoicing and estimates, priced on the job
An estimate built from standardised repair times and the parts actually on the job, approved by the customer, and converted to an invoice without anyone retyping it.
- Estimates priced from HaynesPro repair times, not guesswork
- One click from approved estimate to VAT invoice
- Deposits, part payments and card payment on the invoice
Where this fits in the job
- Booking
- Job card
- VHC
- Parts
- Invoice (this page)
- Payment
Garage invoicing built into the job
Everything it needs was captured while the work was being done. Nothing is re-entered, so nothing is forgotten.
Estimates that hold up
Labour comes from published repair times and parts come from the job, so two people writing the same estimate produce the same number. That is what makes a quote defensible when the customer asks.
Paid before they leave
Take a deposit up front, part payments as the job runs, and the balance on collection. The payment is attached to the invoice rather than reconciled from a card terminal slip later.
Nothing written off quietly
Authorised extras are on the invoice because they were approved on the VHC. The margin you priced is the margin you bill.
From vehicle repair estimate to settled invoice
Four steps, and only the first one involves any typing.
Build the estimate
Pull the vehicle by registration, add labour from standardised repair times and parts from stock or a supplier.
Get it approved
Send it to the customer with the health check beside it. They approve on a phone, and the approval is recorded against the job.
Convert to invoice
The approved estimate becomes the invoice. Authorised extras carry across; declined work does not.
Take payment
Deposit, part payment or the balance, by card or Payment Assist, settled against the invoice and synced to your accounts.
Estimates built from published times
Labour is priced from HaynesPro repair times rather than a number someone remembers from the last one. Parts come from the job, at the price you actually paid, so the estimate and the invoice describe the same work.
- Labour from standardised manufacturer repair times, so the same job is quoted the same way every time
- Parts pulled from stock or a supplier order, at cost
- Your labour rates, VAT treatment and terms applied automatically
- The same estimate whoever in the workshop writes it
Garage billing: deposits, part payments and the balance
Cash flow on a big job does not have to wait for collection. Take a deposit to order the parts, stage payments as the work runs, and settle the balance on handover. All against the same invoice.
- Deposits and part payments on any invoice
- Card payment through Stripe
- Payment Assist for customers who want to spread the cost
- Every payment reconciled against the job it belongs to
Straight into your accounts
Invoices sync to Xero, Sage or QuickBooks rather than being keyed in twice. Your bookkeeper works from the same records you do, and month end stops being a reconciliation exercise.
- Xero, Sage and QuickBooks integrations
- VAT handled on the invoice, ready for your return
- Purchase orders, returns and supplier invoices in the same place
- Outstanding balances visible on the dashboard, not in a spreadsheet
An illustration of the accounting sync: Xero, QuickBooks and Sage connections, each showing what was last exchanged and a connected status.
GarageSphere is packed full of features
- Online Booking
- Workshop Diary
- Job Board
- Technical Data
- Vehicle Health Check
- Invoicing & Estimates
- Technician Companion App
- Dashboard
Frequently Asked Questions
It is a full invoicing and estimating system, not a printable job sheet. An approved estimate converts to an invoice with the labour, parts and authorised extras already on it. Work the customer declined does not carry across, so you are not billing for something that was never done.
Labour is priced from HaynesPro standardised repair times, which are included on every plan. Labour is priced from a published figure at your own hourly rate rather than an estimate someone makes on the spot, which is what stops the same job being quoted two different ways by two different people.
Yes, and it is free with nothing to sign up for: a garage invoice template you can fill in on screen, print, or download as a PDF or spreadsheet. It sets the VAT lines out properly and keeps the MOT fee on its own line. Worth knowing what a good invoice looks like before deciding whether you want to keep producing them by hand.
Yes. Deposits and part payments are supported on any invoice, so you can take money up front for a parts order and settle the balance on collection. Every payment is recorded against the invoice it belongs to.
Yes. VAT is applied on the invoice according to your settings, and invoices sync to Xero, Sage or QuickBooks, so the figures your VAT return is built from are the ones the workshop raised, not a re-keyed copy.
No, and it is not trying to. GarageSphere raises the invoice; your accounting package still files the return. Invoices sync to Xero, Sage or QuickBooks so the figures reconcile without anyone re-keying them.
By card through Stripe, or through Payment Assist where they want to spread the cost of a larger repair. Both settle against the invoice, so the job is marked paid without anyone matching a terminal receipt to a job number afterwards.
Stop rebuilding the invoice from scratch
See how an estimate becomes an approved job and a settled invoice, on your own workshop's numbers.
- No credit card
- Free onboarding
- Unlimited users