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Reference Glossary Quotes & Invoices

Here you can find a glossary of terms/concepts used in workauto related to quotes and invoices.

Quote / Invoice​

A quote or invoice is a document listing the labour and parts for a customer, with VAT and totals. It always belongs to one customer and can be linked to one or more of their jobs. You can create one from the Quote / Invoice tab on a job, or from the Quotes / Invoices tab on a customer.

Invoicing Details​

Your company name, contact email, address and optional VAT number, set in Settings > Invoicing. These appear at the top of every document, and you must add them before you can create your first one.

Customer Address​

An optional postal address on the customer's profile. If one is saved, it appears on the customer's documents beneath their name and email.

Line Item​

A single line on a quote or invoice, such as a part or a block of labour. Each line has a description, a quantity, a unit price and a tax rate. The line total is the quantity multiplied by the unit price, excluding tax.

Copy Tasks​

A shortcut on a new quote or invoice that turns the tasks on its linked jobs into line items. Each task description becomes a line with a quantity of 1 and a 20% tax rate, ready for you to add a price. Each task is only copied once per document. It is available while creating a document, not when editing a saved one. See Copy tasks onto an invoice.

Tax Rate​

Each line can be set to 20% (standard rate VAT) or 0%. New lines default to 20%.

Totals​

Every document shows three totals:

  • Total (excl. tax): the sum of all line totals.
  • Total tax: the VAT on all lines.
  • Total cost: the amount the customer pays, including tax.

Linked Jobs​

The jobs a quote or invoice covers. Their job references are printed on the PDF, and the document appears in the Quote / Invoice tab of each linked job. A document can link up to 50 jobs, all for the same customer, or none at all.

Invoice Number​

A unique, sequential reference that workauto gives each document automatically, such as INV-00001. The document date is set to the day it was created.

Saved Details​

When a document is created, workauto saves your company details and the customer's details exactly as they are at that moment. Changing them later won't alter documents you have already created. The one exception is your VAT number: if you add one later, it also appears on older documents that didn't have one.

PDF Export​

Any saved quote or invoice can be opened as an A4 PDF to download, print or email to your customer.

Using Another Invoicing System​

workauto's invoicing is optional. If you invoice with other software, upload the document to the job's attachments, or note its quote or invoice number in the job notes. Either way, add the Invoiced tag to the job once it has been billed.

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Creating an invoice doesn't add the Invoiced tag to a job. Add the tag yourself when the job has been billed, so the job no longer shows in the Jobs Not Invoiced report.