Invoicing and payment tracking at body shops involves manually transcribing job details into invoices, sending them to customers, and chasing overdue payments. Manual tracking spreads across spreadsheets and email, creating delays and missed follow-ups.
Automation extracts job data directly into invoices, sends them immediately, and flags overdue invoices daily for consistent reminders. Payments are recorded automatically, freeing staff to focus on customer service.
The full workflow, from trigger to completion.
A job card is flagged as complete in the shop system or manually marked by staff. The automation detects this event and begins the invoicing workflow.
The automation reads the job card data, customer contact info, labour hours, and parts costs, and validates the information for completeness and accuracy.
The automation creates a new invoice with the extracted details, applies the correct tax rate, and sets the due date based on shop policy.
The automation sends the invoice to the customer email address, with a professional message and payment instructions.
The automation records the invoice number, customer name, amount, and due date tracking log for visibility.
Daily, the automation scans QuickBooks for unpaid invoices past their due date and flags them message to the admin team.
For invoices overdue by 7 days or more, the automation sends a polite payment reminder email to the customer, with a link to pay online if available.
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