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Common Scenarios

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

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.

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.

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.

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.

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.

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.

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 and fully approved. Now you need to raise the deposit invoice.

Steps:

  1. Open the booking's Estimates workspace.
  2. Confirm the estimate is fully approved.
  3. In the deposit panel above the estimate list, review the suggested amount.
  4. Click Create deposit.
  5. autoGMS creates a draft deposit invoice and opens Invoices → Deposits with that invoice selected.

Done. The deposit invoice now exists and is ready to send or collect.

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 amount in the deposit panel.
  6. Click Create deposit.
  7. autoGMS opens Invoices → Deposits with the new draft deposit invoice selected.

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

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 email or WhatsApp 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.

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.

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. Choose Email, WhatsApp, or both.
  9. Click Send.

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

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:

  1. autoGMS creates the booking and returns you to the booking-linked estimate workspace.
  2. Review the deposit panel.
  3. Click Create deposit to raise the draft deposit invoice.

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

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:
    • Click Create deposit if you need upfront payment.
    • 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.

Scenario: Customer wants changes to the estimate​

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

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.

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 Order.
  3. Select the Vendor.
  4. Add line items:
    • Search for parts from your inventory, or add new items.
    • Set quantities.
  5. Set Expected Delivery date.
  6. Click Save (saves as Draft).
  7. Click Send to supplier on the order row.
  8. Choose Email or WhatsApp.
  9. Click Send.

Done. Vendor receives the PO.

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.

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 Vendor Credit.
  3. Fill in:
    • Vendor — Select the vendor.
    • Amount — Credit amount.
    • Reason — Why the credit was issued.
    • Related PO (optional) — Link to a specific purchase order.
  4. Toggle Auto-apply to PO if you want it applied immediately.
  5. Click Create.

If not auto-applied:

  1. Go back to the PO.
  2. The Credit note column shows "Available".
  3. Click Apply credit on the PO row.

Done. PO balance is reduced by the credit amount.

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. Choose Email or WhatsApp.

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

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.

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).

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 → Edit.
  3. Make corrections.
  4. Click Save.
  5. Resend to customer if needed.

If paid:

  1. You cannot edit a paid invoice.
  2. Instead, create a Credit Note for the incorrect amount.
  3. Then create a new invoice or void + reissue.

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.

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 (calendar-plus 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.

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.

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.

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.

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 (calendar-plus 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.

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.

Operations​

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.

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.

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. In the Send dialog:
    • Toggle Email and/or WhatsApp on.
    • The customer's email and phone number are pre-filled. If missing, you can add or update them inline.
    • Review the message preview.
  4. Click Send.

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

Good to know: You can send via both email and WhatsApp at the same time. The system tracks all sent communications in the customer's profile under Communication History.

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.

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.

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.

Quick Reference Table​

I want to...Go hereDo this
Book a walk-in customerNew Booking button (header)Fill in customer, vehicle, service, date
Start a jobBookings → StartAssign technician via Smart Dispatch
Complete a jobBookings → CompleteConfirm inventory, then complete
Pause a jobBookings → HoldSelect reason, add notes
Add a customerCustomers → Add CustomerFill in details, then add vehicle
Look up customer historyCustomers → search → profileBrowse Vehicles, History, Comms tabs
Add parts to a jobBooking detail → PartsSearch inventory, set quantity
Run a pre-inspectionBooking detail → Pre-InspectionCapture photos, complete checklist, send report
Send an estimate/invoiceEstimates or Invoices → SendToggle Email/WhatsApp, send
Credit a paid invoiceInvoices → ⋮ → Credit NoteOpens Credit Notes tab with invoice pre-selected
Mark estimate items for upfront paymentEstimates → line itemsTick Include in deposit on one or more rows
Take a deposit (direct)Invoices → Deposits tabSelect booking, enter amount, Create
Take a deposit (from estimate)Booking-linked estimate workspaceClick Create deposit on the fully approved estimate
Apply deposit to invoiceGenerate the final invoice for the bookingThe paid deposit is applied automatically when the final invoice is created
Quote a customerEstimates → New EstimateCreate, then Send
Convert estimate to bookingEstimates → find approvedClick Create Booking or Create Booking & Deposit
Order partsPurchase Orders → New OrderCreate, then Send to supplier
Receive partsPurchase Orders → Start receivingUse the Receiving Wizard
Apply vendor creditPurchase Orders → Vendors → CreditsCreate credit, apply to PO
Record a cash paymentInvoices → Mark PaidEnter amount, select Cash
Fix an unpaid invoiceInvoices → ⋮ → EditMake changes, save
Fix a paid invoiceInvoices → ⋮ → Credit NoteUse the Invoices Credit Notes tab, then apply if needed
Add a team memberSettings → Team & Access → AddSelect role, enter details
Set up servicesServices → Add ServicesFrom Catalog, CSV, or Custom
Connect StripePayments → Settings → ConnectComplete Stripe onboarding