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External Services

Overview​

External Services lets you track work that is outsourced to third-party vendors -- bodywork specialists, upholsterers, machinists, paint shops, or any subcontractor. For each external service, you can:

  • Record the vendor, service type, and description
  • Track vendor cost versus customer charge to monitor margins
  • Manage multiple supplier invoice versions as quotes are revised
  • Upload supporting documents (invoices, photos, receipts)
  • Link external work to specific project stages
  • Mark services as invoiced when billing the customer

This feature is especially useful for restoration workshops and collision repair centres that regularly subcontract specialised work.

How to Access External Services​

  1. Open any booking from the Bookings page.
  2. Scroll down on the booking detail page to find the External Services card.

The card displays all external services linked to this booking, along with a summary of total vendor costs, customer charges, and profit margins.

Adding an External Service​

  1. Click Add External Service on the External Services card.
  2. Fill in the form:
    • Vendor -- Select from your vendor list.
    • Stage (optional) -- If Project Mode is enabled, assign to a specific stage.
    • Service Type -- Choose from Bodywork, Upholstery, Machining, Finishing, Electrical, or Other.
    • Vendor Cost -- What the vendor charges you.
    • Customer Charge -- What you charge the customer.
    • Description -- Details about the work being done.
  3. Click Save.

The margin (customer charge minus vendor cost) is calculated and displayed automatically.

Managing External Services​

Updating Status​

Each external service has a status that tracks its progress:

  • Quoted -- Initial price received from vendor.
  • Approved -- Work has been approved to proceed.
  • In Progress -- Vendor is actively working.
  • Completed -- Work is finished.
  • Invoiced -- You have billed the customer for this work.
  • Cancelled -- Service was cancelled.

Use the status dropdown on each service record to update its progress.

Editing a Service​

Click Edit on any service to update vendor, costs, description, or other details.

Supplier Invoice Versions​

Vendors often revise their invoices as work scope changes. To track this:

  1. Click Invoice Version on the service.
  2. Enter the supplier invoice number, date, amount, and any notes.
  3. Click Add Version.

Each version is recorded with its number, allowing you to see the full history of price changes.

Uploading Documents​

  1. Click Upload on the service.
  2. Optionally attach the document to a specific invoice version.
  3. Select your file (PDF, images, or documents).
  4. Add notes if needed.
  5. Click Upload.

Marking as Invoiced​

When you have billed the customer for this external work, click Mark Invoiced to update the status.

Understanding Margins​

The External Services card shows three summary figures at the top:

  • Vendor Cost -- Total of all vendor costs across all external services.
  • Customer Charge -- Total of all amounts charged to the customer.
  • Margin -- The difference (shown in green if positive, red if negative).

This gives you immediate visibility into the profitability of outsourced work on each job.

Tips & Best Practices​

  • Record vendor costs promptly. Enter costs as soon as you receive a quote to keep margin calculations accurate.
  • Use invoice versions. When vendors revise quotes, add a new version rather than editing the original. This preserves the audit trail.
  • Link to stages. If using Project Mode, assign external services to stages for better organisation and stage-level invoicing.
  • Upload all documents. Attach vendor invoices and photos of completed work for a complete record.

Troubleshooting​

Q: I don't see the External Services card on my booking. A: The External Services card appears on all booking detail pages. If you cannot see it, scroll down -- it may be below other cards.

Q: Can I delete an external service? A: Currently, external services can be cancelled (status set to "Cancelled") but not deleted, to preserve the financial audit trail.

Q: How do margins affect my invoices? A: Margins shown on the External Services card are for reference only. The actual customer charge is determined by your invoice line items.