Invoicing & Payment Processing
Complete financial management system for auto repair shops with integrated payment processing.
Payment Processing
Accepted Payment Methods
- Credit/Debit Cards - Visa, Mastercard, Amex, Discover
- Digital Wallets - Apple Pay, Google Pay
- ACH Transfers - Bank transfers
- Cash - With change tracking
- Checks - With verification
- Fleet Accounts - Net terms billing
- Financing - Third-party options (coming soon)
Stripe Integration Features
- Secure Processing - PCI DSS compliant
- Saved Cards - Customer convenience
- Recurring Billing - Subscription services
- Instant Deposits - Fast access to funds
- Dispute Management - Chargeback handling
- International Payments - Multi-currency support
Invoice Management
Invoice Components
Standard Invoice Includes:
Shop Information:
- Logo and branding
- Contact details
- Tax ID numbers
Customer Details:
- Name and address
- Vehicle information
- Contact information
Service Breakdown:
- Labor charges
- Parts itemization
- Shop supplies
- Environmental fees
Financial Summary:
- Subtotal
- Discounts applied
- Tax calculation
- Total due
Payment Terms:
- Due date
- Payment methods
- Late fee policy
Invoice Automation
- Auto-generation - On service completion
- Email Delivery - Instant sending
- SMS Notifications - Payment links
- Recurring Invoices - Fleet accounts
- Batch Processing - Multiple invoices
Pricing & Estimates
Estimate Creation
- Service Selection - From catalog
- Labor Calculation - Rate × Hours
- Parts Pricing - Cost + Markup
- Fees & Supplies - Shop charges
- Tax Application - Auto-calculated
- Discount Options - Coupons/loyalty
Pricing Matrix
| Component | Calculation | Example |
|---|---|---|
| Labor | Rate × Hours | $100/hr × 2 = $200 |
| Parts | Cost × Markup | $50 × 1.5 = $75 |
| Shop Supplies | % of Labor | 10% × $200 = $20 |
| Environmental | Flat Fee | $5.00 |
| Tax | Subtotal × Rate | $300 × 8% = $24 |
| Total | All Components | $324.00 |
Dynamic Pricing Features
- Time-based Rates - Peak/off-peak
- Customer Tiers - Loyalty discounts
- Volume Discounts - Multiple services
- Promotional Codes - Marketing campaigns
- Fleet Pricing - Contract rates
Financial Reporting
Daily Reports
- Cash Flow - Money in/out
- Sales Summary - Services sold
- Payment Methods - How customers paid
- Outstanding Balances - Accounts receivable
- Refunds/Adjustments - Corrections made
Monthly Analytics
Key Financial Metrics:
- Total Revenue: $XX,XXX
- Average Ticket: $XXX
- Payment Collection Rate: XX%
- Days Sales Outstanding: XX
- Profit Margins: XX%
Tax Reports
- Sales Tax Collected - By jurisdiction
- Tax Exempt Sales - Documentation
- Quarterly Filings - Export ready
- Year-end Summary - Tax preparation
QuickBooks Integration
Synchronized Data
- Customers - Contact information
- Invoices - Automatic creation
- Payments - Real-time posting
- Inventory - Parts tracking
- Expenses - Vendor bills
- Tax Rates - Compliance
Mapping Configuration
| Worxflow | QuickBooks |
|---|---|
| Service Categories | Income Accounts |
| Parts Sales | Inventory Asset |
| Labor Charges | Service Income |
| Shop Supplies | Other Income |
| Sales Tax | Tax Payable |
Accounts Receivable
Credit Management
- Credit Limits - Per customer
- Payment Terms - Net 15/30/45
- Aging Reports - Overdue tracking
- Collection Reminders - Automated
- Finance Charges - Late fees
- Write-offs - Bad debt handling
Collection Process
- Invoice Sent - Day 0
- Friendly Reminder - Day 7
- Payment Due - Day 15
- First Notice - Day 20
- Second Notice - Day 30
- Final Notice - Day 45
- Collections - Day 60
Discount Management
Discount Types
- Percentage Off - 10% discount
- Dollar Amount - $50 off
- Service Package - Bundle pricing
- Loyalty Rewards - Points redemption
- Promotional - Limited time offers
- Senior/Military - Special groups
Discount Rules
- Automatic Application - Loyalty tiers
- Code Required - Promotional
- Manager Override - Special cases
- Stackable Options - Multiple discounts
- Exclusions - Certain services
Customer Payment Portal
Self-Service Features
- View Invoices - Current and past
- Pay Online - Secure processing
- Payment Plans - Installments
- Auto-pay Setup - Recurring
- Receipt Download - PDF format
- Payment History - All transactions
Payment Notifications
- Payment Received - Confirmation
- Payment Failed - Retry options
- Payment Due - Reminders
- Receipt Ready - Download link
Security & Compliance
PCI Compliance
- Encryption - All card data
- Tokenization - Secure storage
- Access Control - Limited viewing
- Audit Logs - Transaction tracking
- Regular Scans - Vulnerability testing
Financial Controls
- Dual Approval - Large refunds
- Daily Reconciliation - Cash drawer
- Void Permissions - Manager only
- Adjustment Tracking - All changes logged
- Deposit Verification - Bank matching
Revenue Optimization
Best Practices
Clear Pricing - Transparent estimates Multiple Payment Options - Customer convenience Quick Invoicing - Same-day billing Follow-up System - Collection process Loyalty Incentives - Repeat business Upsell Training - Staff education Regular Reviews - Pricing strategy
Key Metrics to Track
| Metric | Target | Impact |
|---|---|---|
| Collection Rate | Above 95% | Cash flow |
| Average Ticket | Increasing | Revenue growth |
| Payment Speed | Under 3 days | Working capital |
| Discount Rate | Under 10% | Profit margin |
| Refund Rate | Under 2% | Customer satisfaction |
Advanced Features
Coming Soon
- Financing Options - Third-party integration
- Cryptocurrency - Digital payments
- Buy Now Pay Later - Installment plans
- Insurance Direct Billing - Claim processing
- Mobile POS - Tableside payments
- Subscription Services - Maintenance plans
Streamlining financial operations with modern payment processing and comprehensive reporting.