From estimate to invoice

Prepare a clear estimate

Open Quotes in the menu (the list of estimates) and create a draft for the correct client and vehicle. Add the service and parts lines, quantities and prices. Review totals and shop details before sending. Draft estimates can be edited; review them before moving to a later status.

Record the customer's decision

When you send an estimate, the customer receives a secure link. They enter their name and choose to accept or reject. The link can be used once and expires, and your team is notified of the decision. Open the estimate afterward and check its status: sending an estimate does not mean it was approved. If the customer answers by phone or in person instead, open the sent estimate and use the Accepted or Rejected button to update its status yourself; this changes the status only, it does not store the customer's name or a copy of what they saw. Note who approved what, and when, in your own shop records.

Create and review the invoice

Use the estimate's conversion action when you are ready to invoice.

1. Open the resulting draft invoice and check the client and vehicle.
2. Review each line, totals and notes before sending.
3. Send the invoice by email or text, or download its PDF.
4. Check the send result and correct recipient details if delivery fails.

Record a received payment

After payment is received, use the invoice payment action to record the applicable method and amounts. Recording a card payment in GarageOS is a record of a payment collected through your shop's payment process; it does not charge a card. Review the payment record and any receipt before closing out the job.