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Adding and Editing Bookings & Jobs
Adding and Editing Bookings & Jobs

How to add and edit a new booking / job in Auxo Workshop

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Effective booking management is Auxo Workshop's forte; helping your workshop run smoothly, keep the bays full, and keep customers happy.

Whether youโ€™re a seasoned mechanic or a workshop manager, this article will walk you through the essential steps for adding and editing bookings efficiently.

๐Ÿ—’๏ธNote - Some features covered in this article are limited to users with the Workshop Administrator or Workshop Owner role.

No time to read? Watch the Video!

No time to read this whole thing? We've put together the key info in the video below!

Creating a New Booking

All jobs and invoices in Auxo Workshop start as a booking.

To create a booking click the New Booking button on the top right of the screen:

Then you'll be asked to select the customer & vehicle.

Start typing to see a list of existing customers:

๐Ÿ—’๏ธ Note: If your user role is Basic User, you will only be able to select from existing customers, other user roles will be able to add new customers during this step

Once the customer and vehicle are selected, click Next to open the Job Maintenance Screen , covered further below, where you can add and edit details of the job.

๐Ÿ’กTip: If you need to spread a booking across multiple days, you can do this using the Scheduler, read more in our Manage Multi-Day Jobs with the Scheduler article.

Editing Existing Bookings

You can open existing jobs from multiple places within Auxo, such as the Job List, the Diary and the Workboard, by clicking on the job number, to open the Job Maintenance Screen

The Job Maintenance Screen

All areas of the Job Maintenance Screen are explained below...


Vehicle Section

On the vehicle section you can click the three dots to make changes or view the Service History of the vehicle.


Scheduling the Job

You can schedule in the booking, and modify the day and estimated duration of the job.

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Internal Job Notes

These are notes for internal use only, and will not print on the customers invoice, these are useful to be printed on job cards.


Readings

To record the odometer and other associated readings from the vehicle.


Vehicle Reminders

Here you can add or edit reminders for the current vehicle (e.g. service reminders):


Services

In the Services section you can search from a list of predefined or previously used service templates to add them to the job:

๐Ÿ’กTip: Auxo Workshop has a feature we call "Smart Templates", that will recommend service templates in the services list that have been used for similar vehicles in the past. Make sure to add meaningful names to any services you add manually to get better Smart Template recommendations in the future!

Once a service has been added to the Job you can edit the details of the lines added, such as the type (labour, outwork or parts, part number, description, qty and price. Depending on your User Role you may have restricted access to edit certain fields.

If there are no suitable "Services" to select from the list you can choose "Add Service Manually" to then manually add the parts and labour you require from scratch.

When adding a line to the service that is the type Labour or Part, you can start typing into the Part No/Code field to search the labour rate or parts list respectively, to choose the specific labour rate or part you wish to add.

Invoice Note

Immediately below the detail lines for each service is an Invoice Note field. Here you can type notes and comments that will be printed on the customer's invoice:

โš ๏ธImportant Note - If you are using the Xero integration, it is recommended to avoid adding line items to the job with a zero dollar price, as Xero does not allow $0.00 price line items through the integration.


Payment & Invoicing Options

Depending on your Role you may have access to the settings at the bottom of the screen to process the invoice and payment related to the job.

Applying Freight Charges

To apply a freight charge to the invoice:

  • Click the dropdown arrow beside the Amount Due

  • Click Add Freight (shown in blue text)

  • Enter the freight charge you wish to add to your customers invoice:

  • Lastly, click the Apply Freight button

Adding a Global Discount to the Entire Invoice

  • Click the dropdown arrow beside the Amount Due

  • Click Add Discount (shown in blue text)

  • You can click the down arrow beside the % icon to change between percentage or dollar value (for the discount you wish to apply)

  • Enter the discount you wish to apply and click Apply Discount

Read more on discounting options our Applying a Discount to a Job/Invoice article here.


Preview or Generate an Invoice

  • Hover the cursor over, or click the Invoice button and click the Preview/Generate button:

  • This will open a full screen Invoice preview.

  • On the Invoice preview you can click Generate to generate the invoice or click Cancel to go back to the job maintenance screen.


Show Cost & Margin (Margin Warnings)

The Show Cost & Margin setting is not available to users with the Basic User role. When this is enabled the Cost & Margin values and warnings will display for the job, additionally it will hide the Cost column in the part search.

It will provide a recommended total charge to achieve your margin targets (note - the recommended total charge excludes GST!).

๐Ÿ’กTip - The Cost and Margin feature is great for ensuring you maintain healthy profits. For the margins to work for labour, ensure you're allocating a technician to each job and that you've set up their cost price in Staff Setup.

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