Effective booking management is Auxo Workshop's forte; helping your workshop run smoothly, keep the bays full, and keep customers happy.
Whether you’re a seasoned mechanic or a workshop manager, this article will walk you through the essential steps for adding and editing bookings efficiently.
🗒️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:
🗒️ 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.
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.
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 services to add them to the job:
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.
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:
⚠️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.
Clicking Invoice will first show a Preview of the invoice, there you can then click Generate to create the customer invoice for this job
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.
💡Tip - 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.