Quotes and invoices

Front desk → Quotes & invoices is one page with two sides, switched at the top. Quotes are still waiting on the customer: the standalone ones you raise for someone who has not booked, and the ones built on a booking's Quote tab. Invoices are the same documents once the job is finished or paid. A quote moves across on its own; you never re-enter it.

• The switch shows how many sit on each side. Filters and Export CSV apply to the side you are on
• Filter by date (preset ranges or your own from and to dates), job type and mechanic. A quote is dated when you raised it, an invoice when the job was finished, and the counts on the switch follow the filters
• Search takes a reference, a customer name, a description or an amount
• For what a good quote should say, see quoting a repair and getting it approved

Quotes: where the conversation is

• Draft: yours to edit. The list does not label it.
• Sent for approval: the customer has a link and the quote is waiting on them.
• Approved: they said yes and the work is still to do. Declined: they said no.
• Book the job on a standalone quote opens New booking with the customer filled in. Once booked, the quote moves onto the job and takes its job number, and its lines become the job's bill
• Voided: you pulled it, and the customer's link stops working. Job cancelled: the booking was called off, so nothing is owed.

Invoices: where the money is

• Owing: the work is done and a balance is still due. The Balance column says how much. A banner totals what you are owed; tap it to filter
• Paid: settled in full, whether online, by card on your terminal or in cash. A job paid at the counter is Paid here as soon as the payment is recorded on the job card
• A deposit taken at booking shows as a balance on the quote side until the job is done: see deposits and payments at booking

Building the quote

• Search catalogue looks across your part bundles, services, add-ons and your connected POS or Shopify catalogue, and adds what you pick as a line
• A Bundle is one line for a set of parts at one price. Pick the bundle or the parts inside it, never both
• Scan does the same from a barcode
• Manual line adds an empty row. On a booking you also get Add a bike and Extra work, pre-labelled manual lines
• Each line has a quantity, a unit price you can edit in place, and an optional discount. A quote-level discount under the lines is a flat amount or a percentage
• Parts put on a job with the Chargeable tick land on the draft quote at your catalogue price. Only a draft is amended, so a part added after a quote has gone out never changes the figure the customer is looking at. See parts, stock and ordering

Tax, line by line

• If your shop charges tax, each line carries a pair of pills: your default rate, or exempt (a GST-free helmet, say)
• Shops that tax parts but not the work get a Labour and Part pair instead, which sets the class and lets the rate follow
• Where tax is added on top, it gets its own row above the total, with the rate shown only when every line follows your default. Where tax is included, a line under the total says how much is tax

Sending it

• Save quote keeps your work
• Send for approval saves first, then emails the customer their link. With texting on, the button opens a menu to choose email or text
• Before sending, Velobook rechecks anything from your POS and warns if a part has sold out since you built the quote. It still sends if you say so
• Sending a quote on a booking moves that job's stage to Awaiting approval

The customer opens a page branded as your shop, no sign-in: your reference, any photos or repair video you shared, the ticked items from the safety checklist, the itemised lines, and the total. They can leave a note, then Approve quote or Decline. If there is a balance and you take payment online, the button reads Approve & pay and takes them to a secure checkout.

After they answer

• Approving or declining flips the quote and, if the job was on Awaiting approval, moves it back to In progress
• You get a notification, and the booking's Messages thread records the send and the answer. Messages there can carry PDF attachments alongside photos
• An approved quote is not editable. Until anything has been paid, Reopen to change it puts it back to a draft; the customer's approval no longer stands, so send it again
• Once money has been taken, fix an overcharge with a refund, not a rewrite
• Approval adds a Send parts to ordering button, which pushes the quote's parts (never its labour) into the Ordering board grouped by supplier