How to Automate Parts-to-Invoice Workflows in Your Repair Shop
You can stop revenue leakage by linking job cards directly to parts usage and invoices so every part used on a job is automatically added to the customer invoice. StockPRO does this by tracking parts issued to a job and pushing them into the invoice with one workflow, eliminating manual re-entry and missed line items.
In this article
- Why repair shops lose money on parts (and how much)
- How to track mechanic labor on the invoice from the job card
- The best way to prevent parts being used but not billed
- Step-by-step: from shelf to job to invoice
Why do repair shops lose money on parts?
Shops often use parts from the shelf for a job but never add them to the invoice. By the time the job is done, the technician forgets exactly what was used, or the office staff don't have a clear list. The result: 10–15% of revenue walks out the door unbilled. Automating the path from parts issued → job card → invoice fixes this.
How do I track mechanic labor on an invoice?
Labor and parts must both flow from the job card to the invoice. Use a system where labor types and hours are on the job card, and when you convert the job to an invoice, both labor lines and parts lines are pulled in. StockPRO's automotive parts and industrial equipment workflows support job cards with labor and parts, so you get one accurate invoice with no manual retyping.
| On the job card | On the invoice |
|---|---|
| Labor type, hours, rate | Labor line items (no re-entry) |
| Parts issued to job | Parts line items (auto-added) |
| Subcontractor / outwork | Pass-through line items |
What's the best way to prevent parts from being used but not billed?
Issue parts only against a job card. When parts are "issued to job," they're reserved and linked to that job. At invoice time, the system can add those parts as line items automatically. Nothing gets used without a job, and no job gets closed without those parts appearing on the invoice.
Automating parts-to-invoice isn't just about software—it's about making sure every part that leaves the shelf is tied to a job and then to an invoice. That's how you turn hidden leakage into visible revenue.