Invoicing & Estimates

Create professional invoices and estimates, send them by email as branded PDFs, and track payment status — all from within EasyGarage.

Creating an Invoice

An invoice can start from any part of your business:

• From a workshop job — open a completed job and click Build Invoice.
• From a rental — raised automatically each billing cycle (see Recurring Rental Invoicing below).
• From a car sale — open a sold vehicle in Stock and click Build Invoice (see Used-Car Sale Invoices below).

However it starts, the invoice builder opens with the customer and vehicle details pre-filled.

Adding Line Items

You can add line items in two ways:

• From the Price Book — Click Add from Price Book to search your saved services and parts. Select an item and it's added with the pre-set price and description.
• Manual entry — Click Add Item to type a custom description, quantity, and unit price.

Reordering Items

Drag items by the handle on the left to reorder them. Group related items together for a cleaner invoice — for example, put all parts above labour charges.

Invoices vs Estimates

When building a document, you can toggle between Invoice and Estimate mode using the dropdown at the top of the builder.

• Estimate — A non-binding quote you send before starting work. Marked "ESTIMATE" on the PDF.
• Invoice — The final bill after work is done. Marked "TAX INVOICE" on the PDF with your ABN.

Recurring Rental Invoicing

Rentals bill on a schedule — weekly, fortnightly, or monthly — for the length of the booking. EasyGarage raises each invoice automatically on its due date, so you never rebuild the same charge cycle after cycle.

• Auto-collect — If the renter has a saved card, the rental payment is charged automatically and the invoice is marked paid. No chasing, no manual step.
• Manual — If there's no saved card, the invoice is sent for the renter to pay, just like any other invoice.
• Fines & tolls — Fines and tolls captured during the rental are matched to the renter responsible on the offence date and can be added to their invoice.

Bond Holds

At the start of a rental you can hold a refundable bond (deposit). A bond isn't income — it's held against damage or unpaid fines and released back to the renter at the end. It's tracked separately from the rental charges and has its own status (see Invoice Statuses below).

Used-Car Sale Invoices

When you close a sale, open the sold vehicle in Stock and click Build Invoice to raise a tax invoice for the car. The sale price and vehicle details — make, model, VIN, and rego — pre-fill from the listing.

• Add on-road costs, accessories, warranties, or a trade-in as extra line items.
• GST is handled the same way as any invoice, and the PDF is labelled "TAX INVOICE" with your ABN.

GST Handling

EasyGarage handles GST automatically for Australian businesses:

• Each line item can be marked as GST-inclusive or GST-free
• The invoice total shows the subtotal, GST amount, and grand total separately
• Your ABN is printed on the invoice header
• The PDF is labelled "TAX INVOICE" to satisfy ATO requirements

Sending Invoices

Click Send to email the invoice to your customer. EasyGarage generates a professional PDF branded with your logo, colours, and business details, and sends it as an email attachment.

The email uses your configured SMTP settings and invoice email template (customisable in Settings).

Invoice Statuses

Every invoice has a status that helps you track what's outstanding:

• Draft — Created but not yet sent to the customer
• Sent — Emailed to the customer, awaiting payment
• Paid — Customer has paid. Mark as paid manually when you receive payment.
• Auto-charged — A rental payment collected automatically from the renter's saved card. Marked paid with no manual step.
• Bond held — A refundable deposit being held on a rental. Not counted as income; released, or partly retained, when the vehicle comes back.
• Overdue — Past the due date and still unpaid

Price Book

The Price Book is your catalogue of services and parts. It saves time when building invoices and ensures consistent pricing across your team.

Go to Price Book in the sidebar to manage your catalogue. Each item has:

• Name — e.g. "Logbook Service", "Oil Filter", "Brake Pad Replacement"
• Description — Optional detail shown on the invoice
• Cost price — What it costs you (for margin tracking)
• Sell price — What you charge the customer
• GST — Whether the item includes GST