Bodyshop invoicing software

Every bodyshop owner must comply with the accounting obligations tied to the legal status they’ve chosen. To handle the administrative work related to social and tax filings without wasting too much time, they have every interest in using professional bodyshop invoicing software.

Who bodyshop invoicing software is for

A self-employed professional can work as a bodyshop repairer, but they may also offer other services that need to be managed through their bodyshop invoicing software. Besides pure bodywork, this includes:

• selling used cars;
• selling new cars;
• roadside assistance;
• mechanical repairs;
• technical inspections;
• distributing automotive equipment;
• distributing fuel, etc.

A bodyshop owner can work alone or hire one or more employees. Their business is considered a salaried structure as long as the number of employees doesn’t exceed 10. In that case, it must keep simplified bookkeeping, or cash-basis accounting.

Once the business employs more than 10 people, its accounting obligations become more complex.

The specifics of bodyshop accounting software

Before deciding on your bodyshop accounting software, you need to make sure it meets your requirements and fits your trade. With software like Bizyness, for example, you get a free, no-commitment 15-day trial.

Producing documents for clients

Every service performed by a bodyshop repairer generates various documents for clients. Bodywork and repairs of all kinds are generally the subject of a quote. Once accepted, it must be converted into an invoice in one click.

Your bodyshop invoicing software must be fully customizable with your branding, and its layout must be perfectly readable. A client requesting a quote will typically gather comparative offers from your competitors. It’s important to stand out from the start.

You need to be able to create quote templates, along with different layouts depending on the type of service: bodywork, roadside assistance, parts sales, etc.

The invoice naturally includes credit notes, discounts, deposits, and so on.

Generating recurring documents

Your bodyshop invoicing software must let you generate template documents for recurring tasks. This lets you set up flat-rate packages that include both parts and labor. You then save time when producing both the quote and the invoice.

If you operate your various activities under specific legal entities, you need to be able to create documents with the letterhead, logo, and colors of each. This way, you and your client can immediately distinguish work related to bodywork, roadside assistance, vehicle maintenance, and so on.

The client record and its tracking

Everything related to work on a car must be logged in a single file. The client record in your bodyshop invoicing software should let you capture as much information as possible to support your business management as well as vehicle tracking.

There you record the client’s contact details, but also the vehicle’s paperwork, along with dates, mileage, and work performed. This helps you keep to the right oil-change schedule, for example, and log the references of standard wear parts: tires, battery, filters, etc. What’s more, with the vehicle registration details on hand, you save time when ordering spare parts.

For each client, you can also record their insurer’s contact details, as well as those of the claims adjuster they work with.

The client record also shows the client’s history, which helps you strengthen the business relationship you’ve built with them.

Supplier records

Bodyshop repairers work with various suppliers, depending on each one’s specialty and pricing. Your bodyshop invoicing software should let you record each of your suppliers and retrieve all their information, as well as your transaction history with them, in one click.

Thanks to a sorting and export system, you get access to a kind of library that lets you buy spare parts or outsource certain services to the best-performing provider.

VAT management

VAT management depends on your legal status. Your bodyshop invoicing software should handle it automatically and let you produce the returns you need to file, as well as track collection.

Monitoring your financial position with bodyshop invoicing software

Monitoring your financial position in real time is essential, whatever your business. Your bodyshop invoicing software records your incoming money as well as your expenses. You also get access to the payment status of your invoices, letting you follow up with clients who haven’t settled their debt within the allotted time.

Your accounting software should be able to sync with your business bank account so you know your cash position in real time.

Automating bodyshop accounting

Your bodyshop invoicing software should let you spend as little time as possible on administrative management, which is why it should give you the opportunity to automate as many tasks as possible.

With professional invoicing software like Bizyness, for example, you get double automation.

1 — Automations built into the software

You can set up automatic invoice sending by email, syncing with your bank account, and more.

3 — External automations, thanks to Zapier

Bizyness is compatible with the Zapier automation tool. It lets you set up actions based on triggers you define.

This can involve sending notifications, reminders for tasks to complete, automatically saving attachments, and more.

Accounting exports and managing your books for the tax authorities

Bodyshop invoicing software lets you sort every type of data and produce the corresponding exports.

They help you build the balance sheets and summaries needed to produce the filings required by the tax authorities, keeping you compliant. If you work with an accountant, you can quickly provide them with everything they need.

Exporting certain data lets you analyze how your business is running and look to improve your margins by working on weak points.

Finally, accounting exports are useful when discussing your business with partners: banks, associates, investors, and so on.

Make the most of your bodyshop invoicing software’s trial period to test all its features. It’s also a good opportunity to get in touch with its developer to make sure the tool is properly maintained and evolves alongside tax regulations.