Finance
Deliver customer invoices with a clear audit trail
Send one or several garage-branded invoices, understand first-send and resend behaviour, and review each delivery result.
Invoice delivery is an explicit action on the Invoices page. Creating or editing an invoice saves the record but never sends email automatically, so an authorised office user remains in control of when the customer receives it.
MotoDesk resolves the current customer email inside the garage, applies the garage's identity to the message and records each delivery outcome. The customer receives a time-limited secure portal link where the invoice PDF can be viewed or downloaded.
Check the invoice before sending
- Open Invoices and locate the intended customer invoice.
- Confirm the customer, invoice number, lines, VAT, total, due information and outstanding amount.
- Check that the customer record has the current email address.
- Review the garage name, contact details, logo and any Bank Transfer information used on the message or PDF.
- Correct the source record before delivery if any customer-facing detail is wrong.
Send the first customer copy
Choose Send to Customer on a draft invoice. MotoDesk issues the draft and makes the one delivery connected to that action. A successful email marks it sent; if the email provider fails, the invoice remains truthfully issued rather than pretending the customer received it.
The message identifies the garage, amount, due date and payment method using the current saved records. Bank Transfer instructions appear only when the relevant garage details are complete enough to present safely.
Use Send Again deliberately
After a successful delivery, the action becomes Send Again. It sends the current invoice version to the current email on the customer record, which is useful after a requested repeat or an approved correction.
A separate Send Again action is an intentional new email. Do not repeatedly select it while waiting for a slow provider response; refresh the invoice and review the recorded delivery result first.
Send several selected invoices
Each selected invoice is checked and delivered independently. A missing email is skipped and a provider failure is reported without stopping the remaining rows.
- Select no more than the intended invoices in the current list.
- Choose Send to Customers and confirm the selection.
- Wait for the batch to finish rather than starting a second overlapping action.
- Review the result for every invoice: sent, skipped or failed.
- Correct missing customer email addresses or provider problems, then resend only the rows that still require delivery.
Customer access, permissions and troubleshooting
Owners, managers and advisors can deliver invoices where the invoice module is enabled. Mechanics and HR users do not receive financial send access.
The email link opens the existing customer portal and expires after seven days. It does not expose the wider workshop system. The customer can download the established invoice PDF from that portal; a paid status is recorded separately by the workshop and does not send an automatic receipt.
- If delivery is skipped, add or correct the customer's email and make a new explicit attempt.
- If delivery fails, leave the invoice issued, confirm provider availability and try again when appropriate.
- If the customer link has expired, use Send Again to provide a new current link.
- If the PDF is wrong, correct the invoice or connected garage data before another delivery.