Parts buying goes through the same system
Most shops buy from several parts suppliers a day, often on trade accounts with messy paperwork. Those invoices get captured and matched too. Month-end is a look at the handful that didn't match.
Smartbills matches incoming parts invoices to the repair order and sends the finished order to the customer as a digital receipt.
Every repair order goes out itemized
Parts, labour, shop supplies, taxes and the warranty term go out as separate lines. The customer gets a record they can search, and you keep a document that settles a dispute a year from now.
- Part numbers, labour and shop supplies on separate lines
- Warranty term attached to the part it covers
- Vehicle and odometer reading kept on the record
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Fleet accounts get invoices their books can use
Commercial accounts are the ones calling for copies. Once the invoice reaches them as coded data, their bookkeeping no longer depends on your front counter.
- Invoices coded and posted to the customer's books
- Each cost tied to a vehicle or a cost centre
- Fewer reprint requests and fewer disputed lines
Keep tech card purchases and parts runs in check
When a tech grabs a part at the counter or fuel for the tow truck, the receipt is captured from a photo or the supplier's email, matched to the card charge and checked against your spending rules.
Why teams switch
The invoice is gone by the time anyone needs it.
A customer comes back with a warranty claim, and the only proof of what we installed was a printed invoice they lost.
The repair order, with its part numbers and warranty term, stays in the customer's wallet, so the claim starts from a record you can both pull up.
Fleet customers call the front counter for a reprint, then retype the same invoice into their own books.
Their invoice arrives as coded data that posts to their books and ties back to the vehicle, and the calls for copies dry up.
Parts invoices come in from a dozen suppliers in a dozen formats, and someone matches them by hand every month.
Supplier invoices are captured and matched against the purchase order automatically. Someone only has to look at the ones that don't agree.
Customers have no reason to come back until something breaks.
Service reminders and offers go out on the receipt they already keep, which gets the next visit booked before the next breakdown.
The products that do the work.
Each product works on its own, and when you run two, the same record carries from the receipt to the ledger entry.
Digital receipts
Digital receipt software that turns every sale at your POS into an itemized electronic receipt, hosted online and delivered by app, SMS, email or API.
Returns & warranty
Find the receipt for the thing you're returning by searching for it, with the return deadline and warranty countdown already attached.
Customer activation
Post-purchase marketing on the digital receipts you already send. Customers join your loyalty program or install your app with a single tap.
Accounts payable
Accounts payable automation that reads each supplier invoice, codes it and matches it to the purchase order before anyone is asked to approve payment.
FAQ
Frequently asked questions
What people ask us before they sign up.
No. Mitchell 1, Tekmetric, Shop-Ware, Protractor and the others keep handling repair orders, scheduling and estimates. Smartbills takes the finished invoice, sends it as a digital receipt and looks after the parts-buying side.
It connects through the point-of-sale or shop management system that already produces your invoice. Which systems are connected varies. Ask us about yours specifically, because that is what decides whether it works for your shop.
No. The receipt is matched to the card they paid with. The app helps them find it later, and later is usually when a warranty question comes up.
The record shows what you installed and when. Whether a supplier or manufacturer accepts the claim is still up to their policy. This settles the argument over whether the work was done but not the one over who pays.
Yes, for a different reason. An itemized, dated record of parts and labour is what an insurer asks for, and the insurance page covers that side of it.
Not all of it, at that size. The parts-buying side pays off once you have volume. The receipt side is worth it sooner, because a warranty dispute costs the same whether you run two bays or ten.
Yes. They take a photo in the app or the supplier emails the receipt, and Smartbills matches it to the card charge. A purchase outside your rules is flagged for you before it reaches the books.
Get started
Try it on one month of parts invoices and repair orders
Then count the reprint requests, the warranty arguments and the hours that went into matching parts invoices.