Finance
Add direct billable work without creating stock items
Add labour, services and other direct billable lines to a job without creating Parts or changing inventory.
Billable Work records labour, services and other direct charges on the job when they should not originate from Parts Inventory. It extends the existing job billing record rather than creating a separate stock or accounting system.
Each line keeps the description, quantity, selling price, cost and VAT treatment used for that job. MotoDesk calculates the line totals and margin so authorised office users can review the commercial effect before invoicing.
Choose Billable Work or Parts
| Use | Choose when | Inventory effect |
|---|---|---|
| Billable Work | Labour, additional work, services or a direct billable item should be charged without a stock record | No Part or stock movement |
| Parts | A stocked item is identified, issued to the job and should follow inventory history | Authorised issue and return actions change stock |
| Quoted work | The customer-approved proposal should remain visible as the original agreed scope | No stock effect until a Part is issued |
Create or edit a Billable Work line
Use Edit to correct a saved line or Remove when it genuinely does not belong to the job. The current job snapshot is the source used by the later invoice handoff.
- Open the correct job and find the Billable Work section.
- Enter a clear customer-facing description and the quantity.
- Enter the net unit selling price, unit cost and VAT treatment.
- Review the calculated net, cost, tax, gross and margin preview.
- Save the line, then confirm the job totals reflect the intended work.
Understand the calculation
- Selling price and cost are recorded per unit; quantity applies to both.
- Net is quantity multiplied by the unit selling price.
- Tax uses the selected VAT treatment, and gross is net plus tax.
- Margin is net less cost and excludes VAT.
- A zero cost or zero selling price is permitted when it reflects the real line; a cost above selling price produces a negative margin.
Permissions and cost visibility
Owners, managers, advisors and the authorised administrative route can create, edit and remove Billable Work. Mechanics cannot change these lines and do not receive the cost or margin values in their job response.
Use the least powerful role that lets the person complete the office task. A mechanic can still record the operational work through the assigned job workflow without receiving protected commercial detail.
Move the line into invoicing and reports
When the job is ready to invoice, the saved Billable Work snapshot is included with the established quoted and inventory-derived billing lines. Internal cost and margin fields are not copied into the customer invoice line.
Reports use the saved Billable Work cost snapshot when calculating known-cost coverage. Correct the job line before invoice creation whenever possible so the customer document and management report start from the intended record.