Financials & Invoicing

Track costs, set pricing, and generate invoices. ShopTrack automatically calculates totals from labor and parts, making billing simple and accurate.

Financial Overview

The Financials tab provides a complete cost breakdown:

Cost Components

Labor Costs

Labor costs are calculated from entries in the Labor tab:

Labor Total = Σ (Hours × Labor Rate)

Parts Costs

Parts costs come from entries in the Parts tab:

Parts Total = Σ (Quantity × Unit Price)

Shop Fees (Optional)

Configure optional shop fees for supplies, disposal, and overhead:

• Shop Supplies - Consumables like rags, cleaners, lubricants
• Environmental Fee - Proper disposal of fluids and materials
• Haul Out Fee - If applicable for your marina

Work Order Total

The total is calculated automatically:

Generating Invoices

To generate an invoice from a work order:

1. Ensure the work order status is Done or later
2. Navigate to the Financials tab
3. Click Generate Invoice
4. Review the invoice preview
5. Click Create Invoice

Invoice Options

When creating an invoice, you can:

• Add discounts - Apply a percentage or fixed discount
• Add notes - Include payment terms or special instructions
• Customize line items - Group or summarize items
• Set due date - Specify when payment is expected

Sending Invoices

Once created, invoices can be:

• Emailed - Send directly to the customer
• Printed - Generate a paper copy
• Downloaded - Save as PDF

Recording Payments

When the customer pays, record the payment:

1. Open the work order
2. Click Record Payment
3. Enter payment amount and method
4. Click Save

The work order status automatically updates to Paid when the full amount is received.

Payment Methods

ShopTrack supports various payment methods:

• Cash
• Check
• Credit/Debit Card
• Square (integrated payments)
• Bank Transfer/Wire
• Other

Square Integration

If you've configured Square integration, you can process card payments directly within ShopTrack. See Square Integration for setup details.