A workshop invoice that does not name the car is hard to argue about later. The vehicle picker puts the rego, the make and model, and the odometer reading on the document.
This is free and open to every automotive account.
On a quote or a new invoice
While you are building the quote or the invoice, the vehicle selector sits alongside the customer. It lists that customer's own vehicles, so choose the customer first and the picker fills. Record the odometer reading at the same time, and it rides along with the document.
If the car is not in the book yet, add it first under Vehicles. See add a customer vehicle.
On an invoice that already exists
Open the invoice and look for the vehicle card in the sidebar. An owner or an admin can attach or change the vehicle at any status, including on an invoice that is already paid. This matters more than it sounds: the most common time anyone notices the car is missing is months later, when a customer or an insurer asks which vehicle a paid invoice covered.
What it is worth
- The vehicle's lifetime profitability counts completed, invoiced and paid jobs linked to that car
- The odometer on the paperwork is a second record of the reading, independent of the service log
- A dispute about which car was worked on has a documented answer
Who can change it
The two documents have different answers, and this catches people out.
- On a quote, anyone with write access to quotes.
- On an invoice, owner and admin only. That is the same rule that governs editing the invoice itself, so a staff member, a member or an external accountant who can raise the job and price it still cannot attach the car to the invoice.
Where the control is not yours it is hidden rather than greyed out, and the vehicle already saved on the document still shows. A service advisor or a viewer can therefore see which car an invoice covers without being able to change it. If you have gone looking for the vehicle card on an invoice and it is not there, you have not missed a setting: ask an owner or an admin.
If the picker is empty
The picker only offers cars whose owner is the customer on the document, so an empty picker almost always means this customer has no vehicle on file, not that your book is empty. Add the car under Vehicles with this customer as its owner, then come back and attach it. With no customer on the document there is no owner to match a vehicle against, and the picker stays closed until you pick one.
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