The platform
Money in and money out, on one set of books.
Most shops invoice in one app, take payment in another, and find out what a month really made when the accountant asks in March. Finance keeps all of it on the job it came from, so the number is there the day it happens.
September 2026, Riverside Auto Studio
Every figure below is one the shop already holds, on Billing, Expenses and Payments. This is the month with all five side by side.Kept from September$0Billed $184,920, less expenses, unpaid, cards and refunds.
KeptWhat is left of the billed total once the other four are taken off it.
$119,16064.4% of billed
ExpensesFilm and consumables $18,400, payroll $24,900, rent, fees and software $8,840.
$52,14028.2% of billed
Still owed$5,510 inside its due date, $4,180 overdue and on the automatic notice schedule.
$9,6905.2% of billed
Cards & couponsSettled with gift cards and codes instead of money arriving.
$3,2401.8% of billed
RefundedTwo jobs put back on the card, both inside 24 hours.
$6900.4% of billed
Pick a topic
Billing & Invoices
An invoice that knows which car it is for.
A generic invoice holds a customer, a line item and a total. Ours holds the vehicle, the exact service and variation, and the appointment it came from. That is why a claim two years later still makes sense, and why nobody has to remember what the $2,604 was.
0/6fields filled for you
CustomerJames Carter(555) 210-4471 · james.carter@gmail.comAlready there
Vehicle2026 Honda ProloguePulled from the booking, not retypedAlready there
ServiceCeramic coatingVariation: five year, full bodyAlready there
AppointmentThursday 11 Sept, 9:00 AMThe job this invoice bills, linked both waysAlready there
Amount$2,604.00Priced from the service, tax includedAlready there
TermsShopHawk DocSigned before the car was handed overAlready there
Why the source matters
When the invoice is born from a booking, the car, the service, the variation and the price are already on it. Nobody retypes them, so nobody mistypes them.
- The vehicle carries year, make and model, not a free text note
- The service carries its variation, so tint and SUV tint are not the same row
- Signed terms attach to the invoice, not to somebody's email
- Every invoice keeps its source: Manual, Appointment, Gift Card, Proposal or Import
0 of 6 fields filled without anyone typing.
Status is not decoration
Six of its states, and each one changes what the shop does next.
The tabs on the Billing screen are not filters over one pile. A draft is not chased, a due invoice is, and a partially paid one still has a balance sitting against the job. While any balance is unpaid, the work order cannot be delivered. Watch one invoice walk the whole way.
DraftNot sent
INV-2026-618290
Draft
Total$2,604.00
Paid$0.00
Balance$2,604.00
Due dateSep 22, 2026
Nothing has left the building. The customer cannot see it, no reminder is scheduled, and the total is still editable.
Send the invoice or add a payment to move it along. The other buttons show what they do to the record.
Proposals
You stop guessing whether they read it.
A quote sent by email disappears the second you hit send. A proposal here is a link with a status on it, and it flips to Opened the first time the customer views it. What comes back is the option they picked, their signature, and the minute they said yes.
PR-2026-000004
Draft
JE
Jennifer Ewald2026 Honda Prologue · prepared by Moumen
$1,240Not opened yet
Expires Jun 05, 202648h left
What comes back with a yes
Option chosenFive year, full body · picked by the customer, not the front deskSigned Jun 04, 8:20 AMThe signature is kept on the proposal itselfPay LaterA booking request, so a person still puts it on the board
Accepting a proposal writes no invoice behind your back. Pay Later sends a booking request that somebody converts, and Pay Now writes the invoice and takes the payment.
What the record keeps
CreatedBuilt from a template, so the wording is the same every time.Jun 03, 9:12 AM
SentDelivered as a link, not a PDF buried in an attachment.By email
OpenedThe status flips the first time the customer opens the link.First open
AcceptedThey pick an option, sign it, then choose Pay Now or Pay Later.Jun 04, 8:20 AM
Payments
Cash, card and everything between, in one ledger.
Shops take money in more ways than a card reader knows about. A deposit in cash, the balance on a card, a gift card against the difference. Every one of them lands as a payment row against its invoice, with the method, the transaction reference and the exact minute it arrived, and the whole thing exports as CSV when the bookkeeper asks.
All methods$171,300
Payment IDInvoice NumberCustomer NameAmountMethodStatusTransaction ID
39689INV-2026-007861Jennifer Ewald$1,000.00CardCompletedch_3PkQ81LmVv
39688INV-2026-016892Chris Fellows$1,000.00CashCompleted—
24283INV-2026-395685Max Nelson$980.00Bank TransferCompletedTRF-4471-8820
24278INV-2026-796126Mustafa Safdari$1,000.00Store Gift CardCompletedGC-CREOCNGSN
24261INV-2026-618290James Carter$1,604.00CardCompletedch_3PkQ7yTdWq
24244INV-2026-569020Maria Lopez$690.00CashCompleted—
Nothing here is typed twice. A payment recorded on the invoice is the same row you see on this screen, so the invoice balance and the day's takings can never disagree.
Gift cards & coupons
Money that arrives before the car does.
A gift card is sold to one person and spent by another, so it has to carry both names, a value, an expiry and the method it was bought with. A coupon is the opposite problem: it costs you margin, so it needs a limit per customer and a count of how many times it has actually been used. Both settle against the invoice, not on a sticky note.
Bought by one person, spent by another
The card records the purchaser and the receiver separately, which is what makes it usable at the counter a year later.
MSMustafa SafdariPurchased Jul 18, 2026
CFChris FellowsRedeems against any service
GC-CREOCNGSN
Value$0MethodCashExpiresJul 18, 2027
Cards live for a year and show as Active, Partially, Redeemed, Expired, Cancelled or Pending payment, so an unredeemed balance is never a surprise on the books.
Codes you can actually measure
Every coupon shows what it is worth, how many times one customer may use it, and how many redemptions it has earned so far.
SUMMER25Summer sale · 2 per client
25%Redeemed0TINTIX2023Legacy code · 1 per client
$80Redeemed0RETURN50Assigned to one client · 1 use
$50Redeemed0A coupon can be assigned to a single client instead of the whole list, which is how a make-good stays a make-good and does not turn into a public discount.
Expenses
What left the account sits next to what came in.
Film, chemicals, rent, the card machine fee. Every expense carries a reference number, a supplier, a category, an account and a payment method. Order film on the Inventory screen and the expense writes itself here, so the same purchase shows up on both screens. That is the difference between knowing your revenue and knowing what you kept.
PO-37625040
Draft
Amount$4,180.00
Expense typeInventory
CategoryFilm & consumables
SupplierXPEL
AccountOperating
MethodCard
Step oneThe order is raised
A purchase order is opened on the Inventory screen against a supplier. The moment it is Ordered, an Inventory expense with its PO number appears in Finance as Draft or Pending.
Step twoStock arrives, the expense is approved
Mark the order Received and the stock lands on the shelf. On the expense, press Pending, then Approve. Nobody types the purchase a second time.
Step threeIt lands on the month
Press Mark Paid once the supplier is paid. An expense can also show Rejected or Cancelled, and a recurring expense makes a new Draft copy Weekly, Monthly or Yearly.
Suppliers and accounts are lists, not free text. That means a year of film spend can be answered by one filter instead of a search through receipts.
Signing documents
The paperwork rides with the job.
Waivers, care instructions and terms are assigned to the services they belong to, so the right document shows on the right appointment, ready to send. When the customer signs, the appointment shows Signed with the date and time, and the argument about what was agreed is over before it starts.
Services this document is assigned to
Ceramic coatingFull front PPFSedan tinting
ShopHawk DocTerms, care guide and liability waiver
3 ServicesSigned—
Book any of those three services and this document shows on the appointment, ready to send. Book an interior detail and it does not, because it was never assigned there.
Document nameAssigned withAction
ShopHawk Doc3 ServicesDeactivatePrint
PPF care guide1 ServiceDeactivatePrint
Old tint waiver1 ServiceActivatePrint
Why it sits in Finance
Signing Documents sits under Finance in the sidebar, beside Billing & Invoices and Payments, so the paperwork and the money are managed in one place.
- Assigned by serviceThe document only shows on jobs with those services.
- Signed on the jobThe appointment shows Signed with the date and time.
- Printable on demandA copy prints from its row on the documents list without hunting for the original.
- Inactive, not deletedAn old document is deactivated, not deleted, and shows struck through on the list.
Bring one real month of your own invoices and we will run this screen on it in 20 minutes.