Finalise an invoice
An invoice in Openhood is a document, not a builder. It is assembled for you from the approved quote items and completed work, then you review and send it. Your job is to validate what is already there, not to create it from scratch.
The invoice reflects approved line items only. Declined items and inspection findings live on the full repair order report, which is a separate artifact. See Build a quote from findings for how lines become approved work.
Draft versus finalised
A draft invoice is advisor work in progress. It has no invoice number yet, no customer link, and nothing has been sent. While a draft, you can correct the customer-facing wording, quantity, and rate on each line, add manual or catalogue rows, add notes, and apply one discount.
Source-backed rows that came from a quote, Project work in progress, or storage keep their links. You cannot remove or relink them through Save Draft. Totals recalculate as tax-inclusive amounts on the server when you save.
- Open the repair order and review the draft invoice. Lines are grouped by job card, each group showing its service label and the work period.
- Correct any customer-facing copy, quantity, or rate. Add a manual or catalogue item with the "+ Item" row if needed, and apply a discount if one was agreed.
- Finalise the invoice. This is the record-of-sale moment: it assigns the invoice number, derives the issue date, locks editing, and freezes the layout into a snapshot.
- Send the invoice by text, email, or print-to-pay.
Finalise locks the record
Finalise, not send, is the point of sale. It assigns the number, snapshots the document, and hands the invoice to your accounting connection. A finalised invoice is read-only. You can undo a finalise back to draft only while it is still unsent, unviewed, unpaid, and not yet synced. Once a customer has seen it or a payment has landed, it stays put.
GST-aware tax invoice
The invoice title and tax wording follow your workshop's GST registration setting, not a per-invoice choice.
A GST-registered Australian workshop renders a tax invoice with your ABN, a GST summary, and GST-inclusive totals. A workshop that is not GST registered renders a plain invoice and does not use tax-invoice wording. You set this once in General settings.
Grouping by job card
Lines are grouped by the job card they came from, which keeps long or multi-job invoices readable. Each group carries its service label and the work period, and shows the Work Carried Out text under its lines so the customer can see what was actually done.
Storage, manual rows, and discounts stay in their own groups and never inherit a job card label. The whole grouped layout, including the Work Carried Out text, is frozen in the snapshot when you finalise, so a later edit to the underlying job cards cannot rewrite an invoice you already issued.
Send by text, email, or print
Sending is delivery evidence, separate from the sale. Every send and resend is logged with its method and outcome.
A successful first delivery moves the invoice from Finalised to Sent. A failed send leaves the invoice Finalised and records the failure so you can retry, rather than falsely claiming the customer received it.
Review retained charges and resync
Removing operational work or parts can retain charges that already belong to an invoice. Review those charges directly. Moving work to its own Job Card can pause automatic invoice refresh for the affected cards so existing charges stay unchanged.
Use Resync invoice only after reviewing its confirmation. It rebuilds a draft from current Job Cards. If retained service allocations need review, save explicit work allocations on the Job Cards first. Direct invoice editing remains available. A failed resync preserves the previous draft and its charges.
Invoice Record and export
Invoice Record lists issued invoices and historical imported records. Draft invoices stay in the repair order and never appear in Invoice Record. Include voided adds voided invoices without adding drafts.
Set the period, search and filters, then choose Export to download a ZIP of matching invoice-only PDFs. Export includes matches beyond the displayed 250 rows. Imported records without stored PDFs are omitted with a notice. It does not send invoices or update accounting records.
Choose a shorter period or add filters if the export exceeds 1,000 invoices or 80 MB. If any PDF fails, no partial ZIP downloads. Retry after resolving the error. Keep the view open while preparation runs.