Finance
Invoice completed work and record payment
Create and review workshop invoices, record real payments, send reminders and monitor accounting connection status in MotoDesk.
MotoDesk invoices turn reviewed workshop work into a customer financial record. The invoice can use the connected customer, vehicle and job context, include parts and additional charges, apply the recorded VAT treatment and show whether payment has been received.
Creating an invoice, recording payment and sending data to accounting software are separate events. Keep those distinctions clear so the workshop does not mark debt as paid merely because an invoice was produced or matched as a possible bank candidate.
Prepare the invoice
- Open the completed or billable job and review customer and vehicle details.
- Check quoted lines, issued parts, labour and additional charges for accuracy.
- Confirm quantity, unit price and VAT treatment on every line.
- Create the invoice and review the generated invoice number, totals and due information.
- Use the supported document/export action and send it through the intended customer workflow.
Invoice states and payment
Draft, sent or issued invoices remain unpaid for aging and outstanding-balance purposes. Record payment only after the workshop has actually received it, selecting the correct payment method. The invoice then becomes paid and stores the payment time.
Some older records may not use exactly the same unpaid label, so rely on the current invoice view and reports rather than assuming that absence of a status means payment. Deleting an invoice and voiding a credit note are privileged corrections, not routine status changes.
| Event | What it means |
|---|---|
| Invoice created | A financial record exists; payment has not automatically occurred |
| Invoice sent/issued | The customer has been given the invoice; it remains outstanding until paid |
| Payment recorded | The workshop confirms receipt and the invoice becomes paid |
| Reminder sent | A communication action is recorded; the balance does not change |
Reminders and aging
Use the aging report to distinguish current debt from increasingly overdue balances. An authorised office user can send a reminder for a selected invoice. Verify the customer contact details and outstanding amount first.
A reminder does not extend the due date or record payment. If a payment arrives later, record or reconcile it through the normal payment workflow so the invoice leaves the unpaid population.
Bank reconciliation
Imported bank rows can be previewed, mapped and confirmed before they become reconciliation records. A suggested or automatically matched candidate is not yet a paid invoice. The user reviews the candidate and confirms the relationship; that confirmed action records bank-transfer payment on the invoice.
Reject a wrong candidate or mark a transaction not related when it does not belong to an invoice. Use manual matching when the correct invoice exists but was not selected automatically.
Accounting connections
Owners can connect supported accounting providers. Owner or manager users can review eligible invoice queues and start supported sync actions. Each provider has its own connection and sync status; a connected badge does not prove that every invoice has transferred.
Check the individual result. If an invoice already shows as sent to the provider, avoid sending it again merely because the local page was refreshed. For provider authentication or account-selection issues, follow the provider connection journey or use support.
Corrections and connected records
Use a credit note when the supported financial correction requires one, and void it only through the explicit void action. Recurring invoices and purchase orders are separate modules with their own lifecycle and should not be represented as ordinary job invoices.
Deleting a linked job does not automatically delete its invoice. The job deletion preview warns about the invoice so the user can decide whether permanent job removal is still appropriate while preserving the financial record.
Mobile guidance
Invoice review and detailed financial tables are primarily office workflows and are easier to compare on desktop. A responsive screen can support quick checks and payment action, but verify full line detail and customer information before making a financial change from a small screen.