Invoicing software for mechanics

Far from the large dealerships that occupy city outskirts, vehicle maintenance and repair garages have their hands full keeping our vehicle fleet on the road. Beyond the mechanical and electronic work itself, running a garage requires meticulous bookkeeping. Choosing the right invoicing software for mechanics lets you avoid spending too much time on it, gives you a simple and intuitive tool, and ensures you stay compliant with the tax authorities.

One or several companies to manage your garage?

The generic term “auto garage” covers a range of activities. Beyond standard maintenance, oil changes and repairs, you might offer bodywork, painting, restoration of used or classic vehicles, breakdown assistance and towing, and so on. You might also carve out a highly specialized department for classic motorcycles or cars, agricultural vehicles, quads, etc. Finally, you can offer ancillary services, such as selling spare parts, tires or maintenance products, for example.

However, you are not authorized to carry out vehicle inspection (technical control) activities. This is a heavily regulated profession that requires obtaining official accreditation. This accreditation is valid for 10 years if your business operates within a network, or unlimited if you are not affiliated with one. In any case, if you open a vehicle inspection business, you will also need invoicing software for mechanics. In addition, you must complete specific training and have premises that meet regulatory requirements.

The qualifications needed to open an auto mechanics business

Not everyone is authorized to open an auto mechanics business — you must hold specific qualifications. For vehicle maintenance and repair work, you must hold a Certificat d’Aptitude Professionnelle (CAP) in vehicle maintenance or a Brevet de Maîtrise (BM) as a repair manager in automotive maintenance.

If you hold other qualifications, you must check their validity. To be recognized, they must appear in the RNCP, the French National Directory of Professional Certifications.

Automotive maintenance trades are also considered to fall under ICPE (Installations Classified for Environmental Protection) regulations. As a result, they are subject to strict rules safeguarding the environment. You will need to file declarations and submit permit applications before you can operate.

Invoicing software for mechanics based on the type and number of companies

Your APE code (French business activity code) depends on the activity you choose. It falls under code 4520, which includes two sub-classes:

1. 4520A for “Maintenance and repair of light motor vehicles”;

2. 4520B for “Maintenance and repair of other motor vehicles”.

You may also choose to set up a separate company for a specific activity, as mentioned above. In that case, you need to make sure the invoicing software for mechanics you select is compatible with the legal status of your companies and lets you manage several entities from a single interface.

With invoicing software for mechanics like Bizyness, you can juggle multiple companies without any risk of mixing them up. Customization options let you change the logo and colors for each company individually.

The legal status of your company

A business is classified as a craft business (artisanale) if you employ up to 10 staff. Beyond that, it is considered a commercial business. In both cases, it must be registered with the CMA (Chamber of Trades and Crafts), as well as with the RM (Trades Register).

To register it, you need to choose the legal status that best fits your activity. The most popular statuses among garage owners are the SARL (Limited Liability Company) or the SAS (Simplified Joint-Stock Company).

Both statuses work whether you run your company alone, with partners, or with employees. If you work alone, you can set up a single-member SAS or a single-shareholder SARL. In that case, it will take the name EURL: Entreprise Unipersonnelle à Responsabilité Limitée (single-member limited liability company). You can also opt for other statuses, such as a sole proprietorship, for example.

What makes good invoicing software for mechanics?

The choice of invoicing software for mechanics you use is critical for keeping your bookkeeping compliant with the tax authorities, easily issuing your invoices, and steering your business strategy.

Your goal should be to select a tool that fits the structure of your company (or companies) and is simple to use, so you spend as little time on it as possible. Running your garage already keeps you busy enough without wasting precious time on administrative tasks. The interface should be intuitive, with the various features accessible in just a few clicks.

Features of invoicing software for mechanics

• Adapts to the accounting rules of your company’s legal status.
• Simple creation of all commercial and accounting documents: quotes, invoices, reports for the tax authorities or for your accountant, banker, etc.
• VAT management: it must be calculated to appear on the invoice, but also to be declared and reconciled.
• A customer file that lets you collect and track each customer’s history, as well as their vehicle’s specifics.
• A supplier file.
• Bank synchronization for your bookkeeping, in particular to check your cash position in real time.
• Configuration of custom alerts and notifications.
• Automation of as many actions as possible: sending invoices, chasing unpaid invoices, downloading and filing attachments, etc.

Bizyness lets you connect your software with Zapier, so you can multiply your automations and save time.

Take your time selecting your invoicing software for mechanics

Invoicing software for mechanics may offer a free trial period. That’s the case with Bizyness, which gives you two weeks to explore all of its features.

Try to think ahead. If you have expansion plans, choose software that can grow with your company. It is also important that access to your data be flexible. Rather than downloading invoicing software for mechanics onto your desktop computer, you are better off having your data stored in the cloud. That way:

• you can access your books from any computer, tablet or smartphone;
• you can share access with one or more collaborators;
• you don’t clutter your computer’s memory;
• you don’t need to rent storage space;
• you don’t have to worry about backups;
• your history remains accessible, as required by law.

The time you spend selecting your invoicing software for mechanics is far from wasted. It lets you optimize the running of your business and focus on your trade.