The car came in on an estimate and left on a different invoice
What loses a service centre money is rarely parts — it is unbilled hours and extra work nobody wrote down. A car arrives on an estimate, another fault appears, a part comes off the shelf without a document, and the car leaves with the gap between quoted and actual quietly gone.
The job card holds everything
Check-in with an estimate
A job opens against the customer, the vehicle and the complaint, with the agreed estimate recorded — what was promised is written down, not remembered.
Every part onto the job
Parts are issued to the job card, so nothing leaves the shelf undocumented and no shortfall appears at month end.
Labour gets priced too
Technician hours post to the job at their rate, so the job's profit accounts for the work and not only the parts.
Handover issues the invoice
Closing the job issues the invoice, posts the entry, and compares estimate against actual so you can see where you leak.
Customers and vehicles
A history per vehicle
A vehicle is identified by its plate, so past work is visible — useful for scheduled servicing and for any dispute about what was fitted when.
Fleet and company accounts
A fleet owner has one account and many jobs, so you bill monthly on a statement rather than in scattered invoices.
Warranty on the work
A warranty repair opens as a job with cost and no revenue, so what your guarantee actually costs becomes visible.
Common questions
I run a parts shop and a workshop together
One stock serves both: a counter sale deducts from the balance and an issue to a job card deducts from the same balance. A cost centre for each shows their profit separately.
How do I stop parts leaving unrecorded?
By tying issues to a job card and putting permissions on who can issue. Every part that leaves carries a job, a user and a time, so a shortfall becomes traceable instead of a number on a stock sheet.
Also worth reading
- ERP platformHesbba's ERP brings sales, inventory, purchasing, payroll and accounting into one ledger, posting every document the moment you save it.
- AccountingAccounting software that creates entries from your invoices and expenses automatically, with a ready chart of accounts, a live trial balance and a full audit trail.
- Inventory & purchasingWarehouse software for multiple locations, receipt, issue and transfer notes, barcode stock counts, and inventory cost posted to the ledger on every movement.
- Auto partsSoftware for auto parts stores with part-number and cross-reference search, vehicle compatibility, and thousands of slow-moving lines.
- Computer shopsSoftware for computer shops tracking parts by serial, costing a build from its components, and managing repair jobs.
- Services & consultingSoftware for service firms tracking contracts, recurring invoices, collection and cost centres, with profitability per client or project.
Close one job and see the gap
Open a job with an estimate, issue parts and log hours, then compare estimate against actual.