Create your first job
A job card is where the work, the time, the parts and the safety records all live. You can start one from scratch, or from something that already exists.
- Go to Jobs and choose New job.
- Pick the customer and the vehicle. If they're new, you can add them without leaving the form.
- Choose the job type. The form adapts to what you pick — a field service call asks for different details than a workshop rebuild, so you only fill in what actually applies.
- Save. The job gets a number and lands on the board, ready to assign.
Two shortcuts worth knowing: a confirmed booking becomes a job with Convert to job, and an approved quote becomes one with Start job. Either way the customer, vehicle and agreed work carry across — you never retype them.
Send an invoice
Invoices are built from a finished job, so the time and parts already recorded against it come through without being keyed a second time.
- Finish the work on the job card and mark it complete. If the job needs a return-to-service sign-off, the invoice waits until that's done — this is deliberate.
- On the job's Invoices panel, choose Generate invoice(s). You get a draft — one per billing channel if the job is split across, say, retail and warranty.
- Open Invoices, check the draft, and choose Finalise. Finalising locks it: from that point a correction is made with a credit note, not by editing the original.
- Choose Send invoice to email it to the customer, then Record payment when they pay.
Use the booking calendar
Bookings opens on the calendar. It shows the week by default; switch to a single day when the board gets busy, and use the List tab when you want to filter and search rather than look at a grid.
- Columns are your bays or your technicians — whichever you've configured. Each booking sits in the column that's doing the work.
- Choose New booking to add one. Pick the customer, vehicle, job type and a slot; the form only offers times inside your operating hours.
- Running more than one site? The location filter narrows the calendar to a single workshop.
- When the vehicle arrives, open the booking and choose Convert to job.
Plans change, and a cancelled booking is never silently erased: cancelling asks for a reason, keeps the record visible in your history, and stays restorable for a recovery window afterwards.
Invite a team member
Everyone who uses Vehivo needs their own sign-in. That's what makes the audit trail and the safety sign-offs mean anything — a shared login can't tell you who did what.
- Go to Settings → Users & permissions → Invite user. Only an owner or manager can do this.
- Enter their name and email, and choose their role. The role decides what they see — technicians get a stripped-back mobile view built for a workshop floor, and never see costs, margins or customer pricing.
- If you run multiple locations, set their home location.
- Send the invite. They'll get an email with a link to set their own password.
Still stuck?
Email support@vehivo.com.au and a person who built Vehivo will answer, during Australian business hours. Tell us what you were trying to do and what happened instead — that's usually enough for us to fix it without a back-and-forth.