Invoicing

If enabled at your dealership, the Invoice area in the service lane's additional functions can be used to generate an invoice directly from Service Dashboard.

 

A quick invoice is useful in situations where the individual services do not need to be reviewed in detail and the Service Advisor wants to quickly create an invoice and process a customer payment.

Enter the amount to be invoiced then click "Create and Pay". The invoice appears in the Service Visit's Payment tab and shows the amount payable:

Pay the invoice as described in Paying the invoice.

 

A full invoice shows the individual service lines for the current service, their prices, plus all taxes and the total. It can be adjusted by the Service Advisor, if needed, while reviewing with the customer.

Click "Create" from the service lane's General page. The Create invoice page appears under the Service Visit's Payment tab:

Note: Alternatively, click the Payment tab directly from the vehicle's Service Visit page to open the invoice. Note that the Payment tab is disabled unless invoicing is enabled at the dealership.

  1. Review the invoice with your customer and make any adjustments:
    • Add or delete services.
    • Click on a price to change it. Click "Calculate" to recalculate the total.
    • Enter a comment for the customer.
  2. Click "Create" to complete setting up the invoice and continue to processing a payment as described next.

 

On the Payment page, select the 'Unpaid' invoice to be paid, if not already showing. The invoice details appear on the right.

 

Mark as paid

Click "Mark as Paid" to simply indicate that the customer has paid the quick or full invoice. You will need to add a comment and then confirm. The invoice now appears as 'Paid' on the Payment page.

 

Pay with ePay

If ePay is enabled at the dealership, it can be used to process a payment for the invoice:

  1. To use ePay, click "Pay Now". The payment options appear:

  1. Select which method of payment the customer will be using:
    • Click "Credit" or "Debit" to pay with a card using a payment terminal (i.e. for a chip card, swipe or tap). The customer will be directed to that device to complete the transaction.
    • Click "Pay Now" to pay online using a card number. The following page appears. Enter the debit or credit card information, accept the terms and conditions, if required, then click "Make Payment".

  1. If the payment is successfully processed, a confirmation page appears:

  1. Click "Print Receipt" to print or save the receipt as per your device's options and infrastructure configuration. Refer to Email receipt for ePay's receipt email feature.
  2. Click "Book next appointment" to open anOS window (within Service Dashboard) for booking a next appointment.

 

Once paid, the invoice also appears as 'Paid' in the service lane:

If the invoice was created but not paid, it appears as 'Unpaid' in the service lane:

Click the INVOICE # to return to the Payment page at any time.

 

An email is automatically sent to the customer's default email address whenever an ePay invoice is created. (i.e. "Create" is selected on the Payment page). The invoice email includes a breakdown of the services (if a full invoice) and the service total along with dealership contact information and a 'thank you' for their business.

Note: If the customer does not have a default email address associated with their customer record or they have opted out of email communications, the invoice is not emailed but can still be paid at the dealership.

A url is included in the invoice email which links the customer to a secure payment site letting them pay online from their home computer, tablet or mobile device. If the customer selects the link when their invoice has already been paid, they see a message to that effect on the payment site preventing them from paying again in error.

 

 

A copy of the receipt is automatically emailed to the customer's email address whenever an ePay invoice is paid.

Note: An email is not sent if the Service Advisor manually marks the invoice paid using "Mark as paid".

If the customer does not have a default email address associated with their customer record, the receipt is not emailed.