Professional Invoicing

Clear invoices tied to the job, the vehicle and the customer

Everything on One Invoice

Each invoice in BodyShop Pro sits next to the work order it belongs to, so the customer sees exactly which vehicle and which job they are paying for.

  • Your shop's name, address, phone and email at the top
  • Bill-to name, address, phone and email
  • Invoice date, due date, status and balance due
  • The vehicle from the work order: year, make, model, VIN, plate and colour, with the work order number
  • Parts, labour, paint and materials, and sublet shown separately
  • Subtotal, any discount, tax at the invoice's rate, and the grand total

PDF and Email Delivery

Send the customer a copy without leaving the invoice.

  • Download a PDF copy to print, attach to an insurer's portal or keep on file
  • Email the invoice to the bill-to address, with parts, labour, paint and sublet totals and the balance due in the message
  • Emailing a draft marks it sent and records when it went out
  • One invoice list showing each invoice's number, customer, date, amount and status

What a Collision Repair Invoice Should Show

A repair invoice is the last document the customer sees and often the one an insurer checks most closely. A clear invoice heads off disputes and slow payments. Whatever software you use, make sure each invoice:

  • Identifies the vehicle beyond doubt, with the VIN, so it can be matched to the claim and the estimate.
  • Matches the final approved repair, including any supplements, rather than the first estimate.
  • Keeps sublet work, such as alignments or glass, separate from your own labour, so everyone can see who did what.
  • States the tax rate that applies, so the customer and the insurer can check the arithmetic.
  • Shows a due date and how you accept payment.

Insurance Jobs and the Deductible

On an insurance repair, the customer usually pays their deductible to the shop and the insurer pays the rest under the claim. The deductible is the single most common source of confusion at pickup, so settle it before the customer arrives: confirm the amount against the claim, tell the customer what they will owe, and make sure the paperwork you hand over agrees.

BodyShop Pro keeps the insurer, claim number, policy number, deductible and adjuster contact on every work order, and the AI estimate import can fill the claim number, insurer, adjuster and deductible straight from the estimate, so those details are on the job long before it is time to bill.

Get Paid Faster

Most late payments are not refusals; they are invoices that arrived late, went to the wrong address or raised a question nobody answered. Send the invoice the day the vehicle is ready, check the bill-to email before you send, and keep a PDF copy with the job so you can resend it in seconds when someone asks.

Shortening the time between "ready" and "invoiced" is part of shortening the whole job. Our guide to reducing cycle time covers the other stages.

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