How to Add an Order & Invoice in Flovix Workshop
The Order & Invoice feature in Flovix Workshop enables workshops to create customer orders, record services and spare parts, calculate costs, and generate professional invoices. This process ensures accurate billing, improves financial tracking, and provides customers with a clear breakdown of all repairs, services, and products supplied.
By creating orders and invoices within Flovix Workshop, businesses can streamline operations, reduce billing errors, and maintain a complete service and payment history.
Add Order Flovix Workshop
Step 1: Navigate to Orders
Go to Workshop → Repair List.
Go to Edit → Entry Card.
Click Add New Order.
A new order form will open.
Step 2: Select Customer
Choose the customer associated with the order.
Verify customer details before proceeding.
Step 3: Select Vehicle
Choose the vehicle requiring service.
This information links the order to the vehicle's service history.
Step 4: Add Products
In the Select Product section:
Search for the required product.
Select the product from the list.
Click Add (+).
Common Products
- Engine Oil
- Oil Filters
Enter the required quantity and verify pricing.
The system automatically calculates item totals and the overall order amount.
Step 5: Add Memo
Use the Memo field to include important information regarding the order.
Example Memos:
- Customer requested genuine OEM parts only.
Step 6: Upload Attachments
The Attachment section allows supporting documents to be added to the sale order.
Examples
- Customer purchase requests
- Vehicle inspection reports
- Product images
- Signed quotations
- Approval documents
Attachments provide additional reference information for order processing.
Step 7: Ship to Different Address (Optional)
Enable Ship to Different Address if products should be delivered to a location other than the customer's primary address.
Shipping Information
- Recipient Name
- Address
- City
- Postal Code
- Contact Number
This feature is useful for fleet customers, corporate accounts, and third-party deliveries.
Step 8: Review and Save
Verify:
Customer Information
Vehicle Details
Products
Services
Total Amount
Click Save & Close
The system generates a unique Order Number and stores the order in the workshop records.
Benefits of Orders
- Organized service management
- Accurate repair tracking
- Better inventory control
- Improved customer communication
- Complete service history
The Order feature in Flovix Workshop helps workshops efficiently manage repair and maintenance requests while maintaining accurate customer, vehicle, and service records.
How to Create a Workshop Invoice in Flovix Workshop
The Workshop Invoice feature in Flovix Workshop allows users to generate professional invoices for completed vehicle repairs, maintenance services, spare parts, and labor charges. Invoices provide customers with a detailed breakdown of products, services, taxes, and repair summaries, ensuring complete transparency and accurate billing.
Creating invoices within Flovix Workshop helps workshops streamline payment collection, maintain financial records, and keep a complete service history for every customer and vehicle.
Step 1: Select Customer
Begin by selecting the customer for whom the invoice will be created.
Click Select Customer.
Search for an existing customer.
Choose the customer from the list.
Customer Information
- Customer Name
- Phone Number
- Email Address
- Billing Details
Verify customer information before proceeding to avoid invoicing errors.
Step 2: Select Vehicle
Choose the vehicle associated with the completed service or repair.
Click Select Vehicle.
Select the customer's vehicle.
Vehicle Details
- Vehicle Make
- Model
- Registration Number
- VIN Number
- Engine Number
- Current Mileage
Linking the invoice to a vehicle helps maintain an accurate service history.
Step 3: Add Products
In the Select Product section:
Search for the required product.
Select the product from the list.
Enter the quantity.
Examples of Products
- Engine Oil
- Oil Filter
- Air Filter
- Brake Pads
- Battery
- Coolant
- Spark Plugs
- Wiper Blades
The system automatically calculates product totals.
Step 4: Check Tax Inclusive Option
If product prices already include tax:
Enable Check if Tax Inclusive.
Flovix Workshop will automatically calculate and display tax amounts within the product pricing.
Benefits
- Accurate tax calculations
- Transparent billing
- Compliance with accounting requirements
- Simplified invoice preparation
Use this option only when product prices already include applicable taxes.
Step 5: Add Customer Note
Use the Customer Note field to provide important information directly to the customer.
Example Notes
- Thank you for choosing Flovix Workshop.
- Warranty applies to selected parts only.
- Please schedule your next service after 5,000 km.
- Payment is due upon receipt.
Customer notes improve communication and provide useful service reminders.
Step 6: Add Repair Summary / Note
The Repair Summary / Note section provides a summary of the work completed on the vehicle.
Example Repair Summary
- Engine oil and oil filter replaced.
- Front brake pads replaced.
- Complete vehicle diagnostics performed.
- Battery charging system tested and verified.
- Air conditioning system inspected and serviced.
A detailed repair summary helps customers understand the services performed and supports future maintenance planning.
Step 7: Ship to Different Address (Optional)
Enable Ship to Different Address if products or invoice-related deliveries need to be sent to an alternative location.
Shipping Details
- Recipient Name
- Delivery Address
- City
- Postal Code
- Contact Number
This option is useful for fleet operators, corporate customers, and third-party delivery requirements.
Step 8: Review Invoice Details
Before generating the invoice, verify:
Customer Information
Vehicle Details
Products and Quantities
Pricing
Tax Settings
Customer Notes
Repair Summary
Shipping Information (If Applicable)
A final review ensures invoice accuracy and prevents billing discrepancies.
Step 9: Generate Invoice
Click Save & Close to Generate Invoice.
The system will:
- Create a unique invoice number
- Calculate totals and taxes
- Record products and services
- Update customer and vehicle history
- Store invoice records for future reference
The invoice is now ready for printing, downloading, or sharing with the customer.
Benefits of Workshop Invoices
- Professional customer billing
- Accurate tax calculations
- Complete repair documentation
- Better financial record management
- Faster payment collection
- Improved customer transparency
- Comprehensive vehicle service history
The Workshop Invoice feature in Flovix Workshop simplifies the billing process by allowing workshops to accurately record products, services, taxes, and repair details in a professional invoice. By following these steps, businesses can improve operational efficiency, maintain accurate records, and provide customers with clear and transparent billing documentation.