New Service Invoice

New Service Invoice

Overview

The New Service Invoice screen is where you create and build an invoice step-by-step. It is organized into tabs:

• General
• Labor
• Parts
• Sublet
• Notes

And a Financial Summary panel on the right that is always visible and updates automatically as you add items.

Create a new service invoice

1. Go to Service Invoice List

   Click Add Service Invoice

   or select New Service Invoice directly from the Navigation Bar

   

You’ll land on the General tab of a brand-new invoice.

General tab (start here)

Use this tab to set the invoice basics and attach the customer + vehicle.

Basic Info

You can set:

• Status (defaults to Estimate on a new invoice)
• Service Writer
• RO Type (required)
  • Example types: Retail / Internal / Warranty / Multitype
  • The default RO Type is driven by Service Settings.
• Invoice Date
• Service Tag # (if used by your process)

Customer section

You can:

• Search for an existing customer
• Add a new customer

Vehicle section

You can:

• Search for an existing vehicle
• Add a new vehicle

You may also see fields like:

• Date In / Date Out
• Mileage In / Mileage Out

These help document when the vehicle arrived/left and its mileage.

Financial Summary (always visible)

The Financial Summary panel is always visible and updates as you build the invoice. It shows totals for labor, parts, sublet, fees, discounts, tax, and the total amount due.

You may also see type indicators (ex: Retail / Internal / Warranty) in the Financial Summary. These help support type-based workflows and cash out behavior.

Status History 

The Status History panel is the audit trail for a service invoice. It records important events and changes over time so you can see what happened, when it happened, and who did it.

Where you’ll see it

On the Service Invoice form (new or existing), the Status History panel appears alongside the invoice details (it’s visible on the form view, not on the list).

What it shows

Status History entries typically include:

• Invoice created (the initial creation event)

  Invoice updated (whenever core invoice fields or totals change)

  Labor operations created/updated/removed

  Sublet services created/updated/removed

  Invoice parts created/updated/removed

  Notes created (public and private notes)

  Payments created (when a payment is processed)

  Void events when an invoice is voided

Each entry includes:

• A short description of the event (e.g., “Invoice ‘10021’ was updated”)

  Timestamp

  User who performed the action

Labor tab (add technician work)

Use the Labor tab to add one or more labor operations.

1. Click Add Labor
2. In the Add Labor Operation modal:
   • Select a Labor Code (optional)
     • Use a labor code to quickly populate a common/standard labor operation.
   • Select Type (required)
     • Example types: Retail / Internal / Warranty
     • If you add a second job with a different type, the invoice will automatically become Multitype.
   • Select a Vendor (required when Warranty type)
   • Enter Name (required)
   • Enter Description (optional)
   • Under Labor Details by Technician:
     • Set Labor Rate
     • Optional fields:
       • Flat Rate
       • Shop Supply Fee
       • Environmental Fee
       • Discount
       • Photos (optional)
   • For each technician item:
     • Select a Technician
     • Enter:
       • Actual Hours
       • Pay Hours
       • Bill Hours
     • Mark Completed if applicable
     • (Optional) Remove a technician item using the trash icon
   • To add another technician item:
     • Click Add Tech Item
   • Optional toggle:
     • Taxable
3. Click Add Labor

Once saved, labor totals appear both in the labor list and in the Financial Summary panel.

Optional:

• Click Save As Labor Code to reuse this labor operation in the future.

Sublet tab (outsourced work)

Use Sublet when a third-party vendor performs work (e.g., alignment, glass, tire balance).

1. Click Add sublet 
2. In the Add Sublet Service modal:

   • Choose Type (required) 

     Choose Vendor (required)

     Enter Service Description (required)

     Enter Cost

     Enter Customer Price

          Optional selections: 

               Mark Taxable if applicable

               Is Repair Work? (Repair work is reported to CarFax *Coming Soon)

       3. Click Add Sublet

Sublet charges roll into the Financial Summary.

Parts tab (add parts and part kits)

Use Parts to add individual parts or prebuilt Part Kits.

Add a single part

1. Click Add new Part

   Search by:

   • Part #

     UPC

     Description

     Select the part, then set:

     • Qty

       Price

       Discount

       Whether the Part is Taxed

       Freight (if applicable)

Add a Part Kit

1. Click Add Part Kit

   Choose a kit and apply it to the invoice.

   If enabled, you can also Remove Part Kit afterward.

As you add parts/kits, the Parts list populates and the Financial Summary updates.

Notes tab (public vs private notes)

Use Notes to store internal and customer-facing notes.

1. Click Add Note

   Choose the note type:

   • Public: visible to the customer on work orders/invoices (future feature)

     Private: internal only

   Enter note content

   Click Add Note

Financial Summary (always visible)

The right-side summary panel is always displayed and updates as you add items. It may include:

• Labor

  Parts

  Discount

  Freight

  Shop Supplies

  Environmental Fee

  Sublet

  Subtotal / Tax / Total

  Payments Made / Cash Returned / Balance Due (for existing invoices)

This panel is your “live math” view of the invoice.

Multi Cash Out (by RO type)

At the top of the panel, you may see Multi Cash Out with type indicators such as:

• Retail
• Internal
• Warranty

These indicators reflect the RO type(s) currently on the invoice. If the invoice contains more than one type, it will be treated as Multitype and the Financial Summary will help guide cash out by type
 

Generate Invoice

On a new invoice, you’ll see Generate Invoice in the summary panel. Use it once the invoice is ready to be opened per your workflow, usually after you get customer approval.

You cannot collect money if the Service Invoice is in "estimate" status. You can only collect money once you "generate" invoice from the estimate. 

Collect Payment (post generated invoice)

In the Financial Summary panel, payment actions become available once the invoice has a balance due. 

Use Collect Payment to take a payment on the invoice.

• Click Collect Payment
• Select a Payment Method
• Enter the Payment Amount
• (Optional) enter payment notes
• Click Process Payment

If the payment is a deposit (partial payment), the invoice can still be edited.

Pay with Card (if enabled)

If your dealership has card payments enabled, you may also see Pay with Card as a shortcut to take a card payment.

Cash Out (by RO type)

If the invoice contains only one RO type (ex: Retail), you can cash out that type when it is ready.

If the invoice is Multitype (for example, it includes Retail + Internal + Warranty), you must cash out each RO type individually. The type indicators at the top of the Financial Summary help guide which types are currently on the invoice and which type you are cashing out.

Cash out validations are enforced by type:

• Internal: only allows internal payment types
• Retail: can take normal payment types
• Warranty: commonly includes a mix (customer deductible + warranty payment type)

Once payments are applied, the Financial Summary will update to show:

• Payments Made
• Cash Returned
• Balance Due

In the Collect Payment modal:

• Review:

  • Total Amount

    Previously Paid

    Balance Due

  Select Payment Method (required)

  Confirm or edit Payment Amount

  Add Notes (Optional)

  Click Process Payment

After payment, the invoice summary should reflect updated Payments Made and Balance Due.

Once the total due has been collected, and the invoice is fully paid off, click Cash Out. This will move the Service Invoice from the Open status to the Closed status
 

Statuses on Service Invoice

• Estimate

  • A pre-invoice state used for quoting.

    Not collectible in the “finalize/close” sense.

    Can be edited freely.

    Can be converted to Open only by Generate Invoice.

  Open

  • The active invoice state for work in progress and billing.

    Can accept payments (including deposits).

    Can be edited (lines can be added/edited/removed) until the invoice is Closed.

  Closed

  • Finalized invoice state. (Cannot be assigned manually, this is assigned by the DMS once the Cash Out button has been clicked in the Financial Summary)

    Intended to represent “done and settled” (financially and operationally).

    No further edits allowed (see edit rules below).

  Void

  • Cancellation state.

    Removes invoice from normal workflow and prevents further actions.

    Keeps an audit trail via Status History.

User-defined statuses 

Users can create custom statuses, but all custom statuses are treated as “Open-type.”

•  

  • Meaning: they behave like Open with respect to editing and actions.

    They’re effectively “labels within Open” and do not create new lifecycle states.