Common Scenarios

Quick step-by-step guides for everyday tasks. No fluff — just what you need to do.

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Central Warehouse

Scenario: We just enabled Central Warehouse — what should we do first?

When to use: You enabled Central Warehouse and want a clean rollout without disrupting active jobs.

Steps:

1. Go to Organization Settings.
2. Turn on Central Warehouse.
3. Decide whether to move stock now:
   • Enable only if you want to phase in gradually.
   • Enable and move stock if warehouse becomes the main stock source immediately.
4. Open the Warehouse page and confirm stock is visible.
5. Do one test withdrawal from warehouse into a garage.
6. Do one test job assignment where local stock is short.

Done. Your team can now use warehouse-assisted assignment in normal job flow.

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Scenario: The garage is short, but the job must continue now

When to use: A part is needed on a live job and garage stock alone is not enough.

Steps:

1. Open the booking/job.
2. Click Assign Inventory.
3. Select the part and quantity.
4. Check source split under the item:
   • Example: Garage 1 + Warehouse 2
   • Or: From warehouse
5. Click Assign to Job.

Done. autoGMS uses garage stock first and pulls only the shortfall from warehouse.

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Scenario: I need to stop warehouse workflows temporarily

When to use: You want to pause warehouse operations without losing stock history or warehouse inventory.

Steps:

1. Open Organization Settings.
2. Turn off Central Warehouse.
3. Confirm disable in the warning dialog.
4. Verify that warehouse actions are no longer shown in garage/job flows.

Done. Workflows are paused, but warehouse stock is preserved for re-enable later.

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Credit Notes

Scenario: Customer returned a part — I need to credit their paid invoice

When to use: Customer paid for an invoice but returned something. You need to reduce what they owe or refund them.

Steps:

1. Go to Invoices.
2. Find the paid invoice.
3. Click the ⋮ menu → Credit Note (Create/Apply).
4. You land on the Credit Notes tab with that invoice pre-selected.
5. In the credit note form:
   • Pick the line item being credited (e.g., "Brake Pads").
   • Enter the qty to credit (e.g., 1).
   • Enter the amount to remove (usually matches the original invoiced amount — shown as a hint below the field).
   • Fill in What happened? (e.g., "Customer returned unused part").
6. Choose Resolution:
   • Credit balance — Hold the credit for later.
   • Refund — Customer gets money back.
7. Click Create Credit Note.
8. The credit note appears as "Pending" in the table below.
9. Click Apply to finalize it.

Done. The invoice's effective total is now reduced.

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Scenario: I overcharged a customer and need to correct it

When to use: Invoice was paid but the amount was wrong. You need to issue a correction.

Steps:

1. Go to Invoices → find the paid invoice → ⋮ menu → Credit Note (Create/Apply).
2. The Credit Notes tab opens with that invoice selected.
3. Pick the line item that was overcharged.
4. Enter the qty to credit (1) and the amount to remove (the overcharge amount — the original invoiced amount is shown as a hint).
5. What happened? "Price correction" or "Overcharge adjustment".
6. Choose Refund or Credit balance.
7. Click Create Credit Note → then Apply in the table below.

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Debit Notes

Scenario: I undercharged a customer and need to bill the extra amount

When to use: The original invoice should stay unchanged, but the customer needs to be billed an additional amount for undercharged work, extra parts, extra labour, or an agreed fee adjustment.

Steps:

1. Go to Invoices.
2. Find the open, partially paid, or paid invoice.
3. Click the ⋮ menu → Issue Debit Note.
4. In the debit note form:
   • Enter the Description of the extra charge.
   • Enter the Additional amount.
   • Enter the Tax amount if applicable.
   • Enter the Reason for the debit note.
   • Add Notes if the customer needs more context.
5. Click Create debit note.
6. Open Invoices → Debit Notes.
7. Send the debit note or click Mark Paid when the customer pays.

Done. autoGMS creates a separate debit note linked to the original invoice. The original invoice stays unchanged, and the debit note is tracked as its own receivable.

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Job Margin

Scenario: I need to verify the margin on a job

When to use: You want to check whether one completed job made money.

Steps:

1. Go to Analytics.
2. Open the Jobs tab.
3. Search for the customer, service, or booking number.
4. Review the job's Revenue, Total Cost, Gross Profit, Net Profit, Gross Margin, and Net Margin.
5. For service-level margin, use the Service Performance table on the same tab.

Done. You can see the margin for the completed job and compare it with similar services.

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Booking Calendar

Scenario: The booking calendar is blacked out or says the workshop is not open

When to use: A date or time is unavailable even though the garage expects to take bookings.

Steps:

1. Go to Settings -> Garage Settings -> Operating Hours.
2. Confirm that the affected day is marked open and has valid opening and closing times.
3. If your garage uses time slots, go to Bookings -> Settings and confirm time slots fit within those operating hours.
4. Check whether the day has reached the daily booking limit.
5. Refresh the booking calendar.

Done. If the date still appears blocked, contact support with the garage, date, and time slot you expected to be open.

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Deposits

Scenario: I need to collect a deposit for a booking

When to use: You have a booking and need to create a deposit invoice directly.

Steps:

1. Go to Invoices → Deposits tab.
2. In the deposit card at the top, select the Booking from the dropdown.
3. Enter the deposit Amount.
4. Click Create deposit.

Done. The draft deposit invoice appears in the table below, ready to send or mark paid.

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Scenario: I already have a booking-linked approved estimate and need to collect money upfront

When to use: The estimate is already linked to a booking, fully approved, and includes rows marked for upfront payment.

Steps:

1. Open the booking's Estimates workspace.
2. Confirm the estimate is fully approved.
3. Confirm the estimate included rows marked Include in deposit before approval.
4. Open Invoices → Deposits.
5. Find the estimate-backed deposit invoice with Awaiting Payment status.
6. Send/share it as needed, then click Mark Paid when money is received.

Done. The estimate-backed deposit is tracked separately and is ready to apply when the final invoice is created.

Good to know: autoGMS now creates the estimate-backed deposit invoice automatically when the fully approved estimate has an upfront-payment amount. The manual Create deposit action is only a fallback for older records or cases where staff intentionally need to create or refresh an unpaid estimate-backed deposit by hand.

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Scenario: The approved estimate is standalone and also needs a deposit

When to use: The estimate is approved, not yet linked to a booking, and the estimate includes deposit-selected items or another suggested upfront amount.

Steps:

1. Go to Estimates.
2. Find the approved standalone estimate.
3. Click Create Booking & Deposit.
4. autoGMS creates the booking first, then opens the booking-linked estimate workspace with the deposit panel focused.
5. Review the deposit handoff and open Invoices → Deposits.
6. Find the new estimate-backed deposit invoice.
7. Send/share it as needed, then click Mark Paid when money is received.

Done. You have both the booking and the estimate-backed deposit invoice without re-entering the estimate.

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Scenario: I created the deposit draft and now need to send or mark it paid

When to use: The deposit invoice already exists and you now need to manage it.

Steps:

1. Go to Invoices → Deposits.
2. Find the draft deposit invoice.
3. Use Send if you want to share it first.
4. When the vehicle owner pays, click Mark Paid.
5. Enter:
   • payment amount
   • payment method
   • optional reference
6. Click Confirm Payment.

Done. The deposit is now paid and available to apply to the final invoice later.

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Scenario: Job is done — I need to apply the deposit to the final invoice

When to use: Customer paid a deposit earlier. Now you want to use it toward their invoice.

Steps:

1. Generate the final invoice for the booking from Invoices → Needs Invoice.
2. If the deposit invoice has already been paid, autoGMS applies it automatically when the final invoice is created.
3. Open the invoice row from Invoices to confirm the totals show:
   • gross total
   • deposit applied
   • remaining due

Done. The invoice balance is reduced by the deposit amount.

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Scenario: I created two deposits by mistake

When to use: A duplicate deposit invoice was created for the same booking.

Steps:

1. Go to Invoices -> Deposits.
2. Find the duplicate deposit row.
3. If it is unpaid and unused, use the row's correction or void action.
4. If it is paid, partially paid, or already applied to a final invoice, do not delete it directly.
5. Contact support so the payment, audit trail, and final invoice stay correct.

Done. The duplicate is handled without losing payment history.

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Postpaid Expenses

Scenario: I received a bill now but will pay it later

When to use: You want to record a postpaid expense, supplier invoice, or payable before the cash payment happens.

Steps:

1. Go to Finance -> Accounting Entries.
2. Click Add Financial Entry.
3. Choose Expense Payable.
4. Enter the description, amount, due date, vendor, category, and payment status.
5. Save.
6. When you pay it, click Settle from Financial Entries.

Done. autoGMS tracks the payable until it is settled.

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Purchase Returns

Scenario: I returned parts to a supplier or received a vendor credit note

When to use: The supplier owes you credit because of returned items, overcharges, or an agreed discount.

Steps:

1. Go to Purchase Orders.
2. Open Vendors -> Credits.
3. Create a vendor credit for the supplier.
4. Link it to the related purchase order if possible.
5. Apply the credit to reduce the PO amount due, or keep it available for a future PO.

Done. The supplier credit is tracked separately from customer credit notes and debit notes.

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Estimates

Scenario: Customer calls asking for a quote

When to use: You want to give a customer a formal estimate before booking.

Steps:

1. Go to Estimates.
2. In the New Estimate form:
   • Select the Customer (or click Add to create one).
   • Select their Vehicle (or click Add to create one).
3. Add line items:
   • Click Type dropdown → choose Service, Part, Labor, etc.
   • Select the item from the dropdown.
   • Set quantity and price.
   • Click + to add more lines.
4. If some items must be paid upfront later, tick Include in deposit on those line rows.
5. Review the Review and submit summary at the bottom:
   • subtotal
   • tax
   • deposit
   • total
6. Click Create estimate.
7. Click Send on the estimate row.
8. In the send dialog, open WhatsApp with the prepared estimate message.
9. Send the message from WhatsApp.

Done. Customer gets a link to view and approve/decline.

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Scenario: Customer approved the estimate — now I need to book them in

When to use: Standalone estimate was approved. You need to turn it into a booking.

Steps:

1. Go to Estimates.
2. Find the approved estimate.
3. Choose the correct action:
   • Click Create Booking if you only need the booking.
   • Click Create Booking & Deposit if the estimate also needs a deposit.

If you clicked Create Booking & Deposit:

4. autoGMS creates the booking and returns you to the booking-linked estimate workspace.
5. Review the deposit handoff.
6. Open Invoices → Deposits to manage the estimate-backed deposit invoice.

Done. The approved estimate is now attached to a booking. If needed, you can continue directly into the deposit flow.

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Scenario: Customer approved the estimate, but it already belongs to a booking

When to use: The estimate was created from a booking instead of as a standalone quote.

Steps:

1. Open the booking's Estimates workspace.
2. Confirm the estimate is fully approved.
3. Continue with one of these:
   • Use the estimate-backed deposit invoice in Invoices → Deposits if the estimate included upfront-payment rows.
   • Use Create deposit only as a fallback for older records or when you intentionally need to create/refresh an unpaid estimate-backed deposit.
   • Leave it alone if you do not need upfront payment and wait until the job is complete to create the final invoice.

Done. No extra booking conversion is needed because the estimate is already on the booking.

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Scenario: Customer wants changes to the estimate

When to use: Customer asked for modifications after you sent the estimate.

If the estimate is linked to a booking, first check the booking status. Booking-linked estimates can only be changed while the booking is Pending, Confirmed, or In service. After that, autoGMS locks estimate changes; use the invoice, credit note, or new booking workflow for late commercial corrections.

Steps:

1. Go to Estimates.
2. Find the estimate → click Edit.
3. Make your changes (add/remove items, change prices).
4. Click Save.
5. A new version (v2, v3, etc.) is created automatically.
6. Click Send to resend the updated estimate.

Done. Customer sees the latest version when they open the link.

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Purchase Orders

Scenario: I need to order parts from a supplier

When to use: You need to create a purchase order to send to a vendor.

Steps:

1. Go to Purchase Orders → Purchase Orders tab.
2. Click New PO.
3. In the PO sheet, set the expected delivery date, currency, payment terms, and notes if needed.
4. Click Add Item and add each line:
   • Search for parts from your inventory, or add new items.
   • Choose an existing vendor, or select Add new vendor from the vendor selector.
   • Set quantities.
   • For a new item, use the brand suggestions or add the typed brand as a new brand.
5. Click Save (saves as Draft).
6. Click Send to supplier on the order row.
7. Choose Email or WhatsApp.
8. Click Send.

Done. Vendor receives the PO.

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Scenario: Parts arrived — I need to receive them into stock

When to use: Vendor delivered the parts. You need to update inventory.

Steps:

1. Go to Purchase Orders.
2. Find the order (status: "Sent to supplier" or "Delivery in progress").
3. Click Start receiving (or Update receiving if partially done).
4. The Receiving Wizard opens with 4 steps:
   • Step 1: Upload delivery documents (optional).
   • Step 2: Enter quantities received for each item.
   • Step 3: Enter landed costs if any (shipping, customs).
   • Step 4: Confirm inventory details.
5. Click Complete receiving.

Done. Inventory is updated with the received quantities and costs.

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Scenario: Vendor gave us a credit — I need to apply it to a PO

When to use: Vendor issued a credit note (damaged goods, returns, price adjustment).

Steps:

1. Go to Purchase Orders → Vendors tab → Credits sub-view.
2. Click Create credit.
3. Fill in:
   • Vendor — Select the vendor.
   • Credit total — Full credit note amount.
   • Reason — Why the credit was issued.
   • Related PO (optional) — Link to a specific purchase order.
4. If you opened the credit from a PO detail page, leave Apply to this purchase order now checked to apply it immediately.
5. Click Create credit or Create and apply credit.

If not auto-applied:

6. If the credit is linked to a PO, use Apply credit on the Credits row.
7. If the credit is standalone, open the PO detail page and click Apply credit in the Finance section.
8. Enter the amount to apply and click Apply credit.

Done. PO balance is reduced by the credit amount.

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Invoices

Scenario: Job is done — I need to create and send the invoice

When to use: Work is complete. Customer needs to pay.

Steps:

1. Go to the Booking detail page.
2. Click Generate Invoice (or go to Invoices → Needs Invoice tab).
3. Review line items, add any adjustments.
4. Click Generate.
5. Click Send on the invoice row.
6. Review the generated public invoice link, payment link if present, and WhatsApp message preview.
7. Click Open WhatsApp.

Done. Customer receives the invoice with payment link (if Stripe is connected).

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Scenario: I need to add a manual payment link to an invoice or deposit before sending it

When to use: You want the vehicle owner to pay through your own hosted checkout page, bank gateway, or another payment URL instead of relying only on Stripe-generated links.

Steps:

1. Open the invoice or deposit draft from Invoices or Invoices → Deposits.
2. Click Edit to open the invoice editor.
3. In the Payment info section:
   • set Payment method to Payment link
   • paste the manual URL into the Payment link field
4. Click Generate or Update to save the invoice.
5. Click Send on the row.
6. In the Send dialog:
   • use Public invoice link when you want the customer to view the invoice first
   • use Payment link when you want to copy or open the direct payment URL
7. Send the invoice or deposit.

Done. The manual payment link is saved on the invoice/deposit and reused when you send it.

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Scenario: Customer paid in cash — I need to record it

When to use: Customer paid but not via online payment link.

Steps:

1. Go to Invoices.
2. Find the invoice.
3. Click Mark Paid (or the payment icon).
4. In the payment modal:
   • Enter the amount (or click "Pay full" button).
   • Select Method (Cash, Card, Bank Transfer, etc.).
   • Add Reference if needed.
5. Click Record Payment.

Done. Invoice status updates to Paid (or Partially Paid if not full amount).

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Scenario: Invoice has an error but it's already been sent — I need to fix it

When to use: Invoice is wrong but hasn't been paid yet.

Steps:

If unpaid (status: Open or Sent):

1. Go to Invoices → find the invoice.
2. Click ⋮ menu → Correct Invoice.
3. Choose Edit invoice if the prompt allows direct editing.
4. Make corrections.
5. Click Save.
6. Resend to customer if needed.

If fully paid:

1. You cannot edit a paid invoice.
2. Click the paid invoice row's ⋮ menu.
3. Choose Reverse / Replace.
4. Pick a reversal reason.
5. Choose either:
   • Reverse invoice to create a full credit note only.
   • Reverse and replace to create a full credit note and open a corrected replacement draft.
6. Confirm the reversal.

If partially paid:

1. Click the invoice row's ⋮ menu.
2. Choose Issue Credit Note.
3. Create/apply the credit note from the Credit Notes tab.

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Scenario: Customer will never pay — I need to write off the invoice

When to use: You've given up on collecting.

Steps:

1. Go to Invoices.
2. Find the overdue invoice.
3. Click ⋮ menu → Mark Uncollectible.
4. Confirm.

Done. Invoice is marked as written off. It's excluded from outstanding receivables.

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Bookings

Scenario: Walk-in customer needs a booking

When to use: A customer walks in or calls and you need to log a booking quickly.

Steps:

1. Click the New Booking button (plus-circle icon) in the top header bar -- it is visible on every page.
2. A panel slides in from the right.
3. Choose Individual or Business customer type.
4. Start typing the customer's name or phone number. If they exist, select them from the dropdown. If not, fill in their details to create a new record.
5. Enter the vehicle registration or details. For UK garages, enter the reg and autoGMS pulls the vehicle info from DVLA.
6. Select the Service from the dropdown.
7. Pick a Date (and time slot if your garage uses slots).
8. Click Create Booking.

Done. The booking appears in your bookings list as Pending.

Good to know: You can also use the full-page form at Walk-in & Manual Bookings in the sidebar if you prefer more screen space.

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Scenario: I need to assign a technician and start a job

When to use: A confirmed booking is ready to begin service.

Steps:

1. Go to Bookings.
2. Find the confirmed booking.
3. Click the Start button on the booking row.
4. If a pre-inspection is required and has not been completed, you will be prompted to complete it first.
5. The Technician Assignment dialog opens, showing available technicians with match scores based on skills and workload.
6. Select a technician and confirm.

Done. The booking moves to In-Service. A job card is created automatically -- you do not need to manually select a bay.

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Scenario: Job is finished -- I need to mark it complete

When to use: The work is done and you want to close out the booking.

Steps:

1. Go to Bookings.
2. Find the in-service booking.
3. Click the Complete button on the booking row.
4. If there are pending inventory items that have not been confirmed as used, you will be prompted to confirm them.
5. If a pre-inspection was required but not completed, you will be prompted to complete it.
6. Once all requirements are met, confirm the completion.

Done. The booking moves to Completed. Revenue is now counted in your reports.

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Scenario: I need to pause a job

When to use: You are waiting for parts, customer approval, or something else before you can continue.

Steps:

1. Go to Bookings.
2. Find the in-service booking.
3. Click the Hold button on the booking row.
4. Select a reason (Waiting for Parts, Waiting for Customer Approval, etc.).
5. Add optional notes.
6. Confirm.

Done. The job stays in In-Service but is clearly marked as on hold. Resume it when you are ready to continue.

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Customers

Scenario: I need to add a new customer and their vehicle

When to use: A new customer has come in and you want to add them to the system before or during booking.

Steps:

Option A -- During booking creation:

1. Open the New Booking panel (plus-circle icon in the header).
2. Start typing a name. If no match is found, fill in the customer's details inline -- the system creates the record for you.
3. Enter the vehicle details in the vehicle section.

Option B -- From the Customers page:

1. Go to Customers in the sidebar.
2. Click Add Customer.
3. Fill in name, phone, and email.
4. Save the customer.
5. In their profile, click Add Vehicle to enter vehicle details.

Done. The customer and vehicle are in the system and available for bookings.

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Scenario: I need to look up a customer's history

When to use: A returning customer calls or walks in and you want to see their past work.

Steps:

1. Go to Customers in the sidebar.
2. Use the search bar to find them by name or phone number.
3. Click on the customer to open their profile.
4. You will see tabs for:
   • Vehicles -- All registered vehicles.
   • Booking History -- Every past and current booking with service details and pricing.
   • Communication History -- All emails, SMS, and WhatsApp messages sent to them.
   • Attachments -- Documents, inspection photos, and files.

Done. You have the full picture of the customer's relationship with your garage.

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Operations

Scenario: I need to add more work after the job card is open

When to use: The vehicle is already in service and the customer approves extra work, extra labour, or extra parts.

Steps:

1. Open the job card, then open the linked booking.
2. If the extra work needs customer approval, open the booking-linked estimate.
3. While the booking is still Pending, Confirmed, or In service, edit the estimate, add the new line items, and send the revised estimate.
4. If you are adding parts, use the booking's Parts / Inventory section so stock and job cost stay accurate.
5. If this is only a final-total change, use Bookings -> Details -> Activity to adjust the final price and record the reason or authorization.

Done. The open job stays on one job card, and the extra work is tracked through the booking, estimate, parts, or price adjustment trail.

Good to know: After the booking is completed, estimate changes are locked. Use invoice correction, debit note, credit note, or a new booking for late commercial changes.

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Scenario: I need to add parts to a job

When to use: You have identified parts needed for a booking and want to assign them from inventory.

Steps:

1. Open the booking detail page.
2. In the Parts / Inventory section, search for the part you need.
3. Select the part from your inventory.
4. Set the quantity.
5. The selling price is auto-filled from your inventory record.
6. Confirm the assignment.

Done. The part is assigned to the job. Stock levels are updated and the cost is tracked against this booking.

Good to know: When completing the booking, you will be prompted to confirm all assigned parts were actually used.

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Scenario: I need to do a pre-inspection before starting work

When to use: You want to document the vehicle's condition before any work begins.

Steps:

1. Open the booking (it must be Confirmed or In-Service).
2. Click the Pre-Inspection status card on the booking detail page.
3. Capture tab -- Take photos of each vehicle area (front, rear, left, right, interior, odometer, damage). Record short videos if needed.
4. Checklist tab -- Work through the inspection checklist, marking each item.
5. Photos and checklist progress are saved automatically as you go.
6. When finished, click Complete Inspection.
7. To share the report with the customer, click Send and choose Email or WhatsApp.

Done. The inspection report is complete and the customer has a professional, shareable link.

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Scenario: I need to send an estimate, invoice, or deposit to a customer

When to use: You have created an estimate, invoice, or deposit invoice and want to send it to the customer.

Steps:

1. Find the document in its respective page (Estimates, Invoices, or Invoices → Deposits tab).
2. Click the Send button on the row.
3. For estimates, open WhatsApp from the send dialog with the prepared estimate message. If the customer's phone number is missing, add it inline first.
4. For invoices and deposits, review the public invoice link, any payment link, and the WhatsApp message preview. If the customer's phone number is missing, add it inline first.
5. Click Open WhatsApp, then send the prepared message from WhatsApp.

Done. The customer receives the document link. Estimates include a link where the customer can approve or decline. Invoices and deposits can include either a Stripe-generated payment link or a manually pasted payment link saved in the invoice editor.

Good to know: The estimate and invoice send flows are WhatsApp-led. Email/SMS/WhatsApp history still appears in the customer's Communication History when those communication events are recorded elsewhere in autoGMS.

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Setup

Scenario: I need to add a team member

When to use: You are bringing someone new onto your team and they need access to autoGMS.

Steps:

1. Go to Settings (bottom of the sidebar) → Garage Settings.
2. Click the Team & Access tab.
3. Click Add Team Member.
4. In the dialog:
   • Select a Role (Technician, Service Advisor, Manager, or Garage Admin -- available roles depend on your own role).
   • Enter their First Name, Last Name, and Email Address.
5. Click Submit.

Done. The team member receives an email with their login credentials and appears in the team table immediately.

Good to know: Managers can add Technicians and Service Advisors. Garage Admins can also add Managers. Only Garage Owners can add Garage Admins. See Roles & Access Control for what each role can do.

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Scenario: I need to set up my services and pricing

When to use: You are configuring your garage for the first time or adding new services to your catalog.

Steps:

1. Go to Services in the sidebar.
2. Click Add Services above the table.
3. Choose how to add:
   • From Catalog -- Browse built-in services and add multiple at once.
   • Import from CSV -- Upload a spreadsheet for bulk setup.
   • Create Custom -- Build a one-off service manually.
4. For each service, set:
   • Name and Category (Maintenance, Repair, Inspection, etc.).
   • Pricing per vehicle type (sedan, SUV, truck, etc.).
   • Skill Level (Basic, Intermediate, Expert) -- used by Smart Dispatch.
5. Save the service.

Done. The service is now available for bookings, estimates, and reporting.

Good to know: You can expand any service row in the table to see the full pricing breakdown by vehicle type without opening the edit dialog.

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Scenario: I need to connect Stripe so customers can pay online

When to use: You want to accept card payments and send payment links on invoices.

Steps:

1. Go to Payments in the sidebar.
2. Click Settings in the top right.
3. Click Connect with Stripe.
4. You will be redirected to Stripe to create or link an account.
5. Complete the Stripe onboarding (business details, bank account, identity verification).
6. Once verified, you are redirected back to autoGMS.

Done. Your garage can now accept online payments. Payment links will appear on invoices you send to customers.

Good to know: This is a one-time setup per garage. Each garage in a multi-garage operation has its own Stripe Connect account, keeping finances separate. Stripe handles PCI compliance and fraud detection.

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Quick Reference Table

I want to...	Go here	Do this
Book a walk-in customer	New Booking button (header)	Fill in customer, vehicle, service, date
Start a job	Bookings → Start	Assign technician via Smart Dispatch
Complete a job	Bookings → Complete	Confirm inventory, then complete
Pause a job	Bookings → Hold	Select reason, add notes
Add more work to an open job	Job card → linked booking	Revise estimate, add parts, or adjust final price
Add a customer	Customers → Add Customer	Fill in details, then add vehicle
Look up customer history	Customers → search → profile	Browse Vehicles, History, Comms tabs
Add parts to a job	Booking detail → Parts	Search inventory, set quantity
Run a pre-inspection	Booking detail → Pre-Inspection	Capture photos, complete checklist, send report
Send an estimate/invoice	Estimates or Invoices → Send	Review the link/message, then open WhatsApp
Reverse a fully paid invoice	Invoices → paid invoice → ⋮ → Reverse / Replace	Choose credit note only, or credit note plus replacement draft
Bill an extra amount after invoice	Invoices → invoice → ⋮ → Issue Debit Note	Enter extra amount, tax, reason, then send or mark paid
Check Needs Invoice	Invoices → Needs Invoice tab	Completed bookings without invoices appear here
Mark estimate items for upfront payment	Estimates → line items	Tick Include in deposit on one or more rows
Take a deposit (direct)	Invoices → Deposits tab	Select booking, enter amount, Create
Take a deposit (from estimate)	Invoices → Deposits tab	Find the automatically created estimate-backed deposit after full approval
Apply deposit to invoice	Generate the final invoice for the booking	The paid deposit is applied automatically when the final invoice is created
Fix duplicate deposit	Invoices → Deposits tab	Void/correct only if unpaid and unused; contact support if paid or applied
Quote a customer	Estimates → New Estimate	Create, then Send
Convert estimate to booking	Estimates → find approved	Click Create Booking or Create Booking & Deposit
Verify job margin	Analytics → Jobs tab	Search the job and check gross/net margin columns
Fix blacked-out calendar dates	Garage Settings → Operating Hours	Confirm open days, time slots, and booking limits
Order parts	Purchase Orders → New PO	Create, then Send to supplier
Receive parts	Purchase Orders → Start receiving	Use the Receiving Wizard
Apply vendor credit	Purchase Orders → Vendors → Credits	Create credit, apply to PO
Record purchase return	Purchase Orders → Vendors → Credits	Create a vendor credit for returned supplier items
Add postpaid expense	Finance → Accounting Entries	Add Financial Entry → Expense Payable
Record a cash payment	Invoices → Mark Paid	Enter amount, select Cash
Fix an unpaid invoice	Invoices → ⋮ → Correct Invoice	Edit directly when prompted, then save
Fix a paid invoice	Invoices → paid invoice → ⋮ → Reverse / Replace	Create a full credit note, with optional replacement draft
Add a team member	Settings → Team & Access → Add	Select role, enter details
Set up services	Services → Add Services	From Catalog, CSV, or Custom
Connect Stripe	Payments → Settings → Connect	Complete Stripe onboarding